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Dotrid International Training Institute

IMPLEMENTING ELECTRONIC DOCUMENTS & RECORDS TRAINING COURSE


(Intensive One week Training Course)
March 1st -5th, 2011

INTRODUCTION
The aim of this programme is to develop the skills
expected of today’s professionals involved in
management of records, whether they are in public or
private sector.

Every organization and every individual has records!


Business offices, government agencies, nonprofit groups,
educational institutions, and medical facilities—just to
name a few—must deal with enormous amounts of
records on a daily basis. Executives and support staff are
inundated with data and information in various formats.

A record is anything that provides information. A record


may be on any type of media: paper or electronic, digital
or analog, magnetic or optical, liquid or solid. In today's
technological environment, organizations must learn how
to handle records so that they can be used as needed in
the future. Records must be managed from the time they
are created or received through distribution, use, and
maintenance, until they are finally destroyed or
permanently archived.

The Electronic Document and Record Training Course will


give you a broad understanding of records management
terminology, concepts, and procedures to successfully
manage records in today's offices. Regardless of the
media on which the record is stored, it must be properly
managed to be an asset to the organization.
Course Objectives
This training course will help organizations:

 To reduce costs
 Improve service
 Improve access to information
 Improve tracking accountability of records
 Improve security of information
 Develop a disaster recovery plan
 Begin business process reengineering by
automating manual processes In today's technological environment,
 Reduce long-term storage costs organizations must learn how to handle
 Increased importance of environmental, records so that they can be used as
customer service, disaster recovery, and needed in the future. Records must be
regulatory requirements. managed from the time they are created
 Requirement to cut operating budget in or received through distribution, use, and
poor economy maintenance, until they are finally
 Enhance customer/public service destroyed or permanently archived.
 Enhance information sharing internally &
externally
 Provide new/faster services Every organization and every individual
 Preserve historic documents has records! Business offices,
 Achieve statutory/regulatory requirements government agencies, nonprofit groups,
more effectively educational institutions, and medical
 Provide document security – disaster
facilities—just to name a few—must deal
recovery
with enormous amounts of records on a
 Stimulate, creativity, motivation, loyalty
daily basis. Executives and support staff
are inundated with data and information
in various formats.
COURSE OUTLINE LINKING THE EDRM SYSTEM TO ORGANIZATIONAL GOALS
AND STRATEGY
UNDERSTANDING THE CONTEXT OF ELECTRONIC RECORDS
 Using EDRMs to make program and service delivery more
MANAGEMENT efficient
 The Opportunities and Challenges of Electronic Records  Supporting transparency and collaboration across
 What Are Electronic Records? departments
 The Technological Framework for Electronic Records Management  Fostering more informed decision making in day-to-day
 Legal and Organisational Environments operations
 The Role of Standards and Guidelines  Preserving historically valuable information
 The Importance of Metadata  Using the system to manage government
INTEGRATING EDRMS WITHIN AN OVERALL IM STRATEGY DATA SYNCHRONIZATION: EDUCATING BUSINESS
 What is Electronic Document Record Management (EDRM) and how can COMMUNITY
your department benefit?
 Data synchronization best practices
 Understanding how EDRM links to IT and business strategies
 Implementing Global Data Synchronization
 Linking document management, records management and workflow·
 Maximizing the efficiency of supply chain processes
Where is EDRM technology heading and how will it affect the way
DRIVING CULTURAL CHANGE TO ENSURE
business is conducted?
SUCCESSFUL EDRM IMPLEMENTATION
IMPLEMENTING THE EDRM SYSTEM
 Identifying the challenges that come with moving to an
 Defining the scope of the EDRM project
EDRM environment
 Developing an action plan
 Understanding management’s mindset and building the
 Critical role of change management in obtaining user buy-in
case for change
 Preparing procedures and system architecture
 Assessing the success of your cultural change programs and
 Introducing new record keeping disciplines to an organization
moving forward information through its life cycle
 Understanding the legislative requirements
 Selling the benefits to users and devising a strategy to drive
METADATA MANAGEMENT uptake
 What is metadata management?  Implementing an effective staff training system
 Developing a metadata standard  Educating staff in the use of IT and business classification
 Practical application of metadata management in an EDRM schemes
environment CHOOSING THE RIGHT EDRM SYSTEM
MAKING THE CASE FOR EDRMS This discussion details how to choose the right system.
This session describes how to make the case for EDRMs by defining business  Carefully identifying the organization’s requirements and
and technology requirements through: culture
 Systematic identification of required EDRMS capabilities and EDRM  Screening and evaluating EDRM suppliers
infrastructure components focused both on corporate goals and detailed  Does the product have the capability to meet predicted
discovery of user requirements future requirements?
 A comprehensive business case including risk assessment, cost/benefit  Will the EDRMS seamlessly integrate with your desktop
analysis (using both "hard" and "soft" measures) and a roadmap for applications and email system?
implementation  Will the product run on your existing infrastructure and
 A staged process of validation that exploits I&IT architecture and 
network?
standards processes to help position EDRMs as an enterprise tool.

MANAGING THE CREATION, USE AND DISPOSAL OF


MANAGING ELECTRONIC INFORMATION WITHOUT AN EDRMS
ELECTRONIC RECORDS
 Key requirements and risks in managing electronic records
 A new approach to classifying e-records across systems  Developing Classification Schemes
 How desktop technologies can be used to start getting control of records  Managing Electronic Records
 Where the investment should be focused to get some quick results  Appraising and Disposing of Electronic Records
 A pragmatic way forward that encompasses the realities of today’s e-  Developing Access Policies in an Electronic
workplace. Environment

Free
Laptop

Each participant for this programme shall


receive a free brand new laptop.
When attempting to implement a WHO SHOULD ATTEND?
Document and Records Management This course will benefit to:
(DRM) solution, organizations can  Chief Information Officers,
 Chief Knowledge Officers,
sometimes forge ahead without
 Directors and Managers
paying sufficient attention to planning  Officers in both private and public
for success. A strategy is an important sector organizations, at all levels of
component of this planning process. professional engagement involved in
This interactive training session will records management, document
provide attendees with a practical and management, information
proven approach to developing a DRM management, information systems,
archives, knowledge management,
strategy. A methodology for strategy
library services, content management,
development will be presented. e-government, project management,
intranet communications, information
services, information technology and
database management
 Anyone aspiring to develop knowledge
or take up a position in electronic
document/record management.
Method of Training
The method of training for each module is
highly participatory. And training sessions
will include:
 Exciting practical group exercises,
 Role-plays
 Case studies
 Live instructions
 Video presentations
 Explicit practical examples
Course Feespresentations
PowerPoint

Course fee is $1000 per delegate and


covers tuition and course materials.

Course Duration : 4 days

CERTIFICATE OF PARTICIPATION South Africa Office: P O Box 13798 Sinoville 0129,


All participants shall receive certificate of Pretoria, South Africa.
participation at the end of the programme. Tel: +27832412212, +26876515877,
+27721325806, +26876518840,
Fax: +27866069027
Course Fees Swaziland Office: Embassy House, Allister Miller
Street, P O Box 4755, M b a b a n e ,
Course fee is $3600 per delegate and Kingdom of Swaziland.
covers tuition and course materials. Email: programmes@dotrid.org
dotridtraining@gmail.com
Course Duration : One Week UK Office: 4 Dalespark Drive, Swinton, Manchester,
M27 0FP, UK Web: www.dotrid.org
Venue: Cape Town,
uktraining@dotrid.org
South Africa
To apply online go to: www.dotrid.org/apply.html

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