Training on Best Practices in Electronic Records Management and Digital Archiving

Module 1: Introduction to Electronic Records Management

• Evolution of records management in the digital environment
• Key challenges and opportunities in electronic records management
• Principles of digital recordkeeping and lifecycle management
• Overview of international standards such as ISO 15489 and MoReq
• Importance of electronic records for governance and compliance
• Case Study: Transition from paper based to electronic records systems

Module 2: Policies and Governance Frameworks for Electronic Records

• Developing electronic records management policies and frameworks
• Governance structures and accountability in digital recordkeeping
• Legal and regulatory compliance requirements across sectors
• Data privacy, retention, and access considerations
• Strengthening compliance through effective governance systems
• Case Study: Government digital archiving and compliance systems
• Practical: Develop a draft electronic records management policy framework

Module 3: Records Classification and Metadata Management

• Understanding metadata standards such as Dublin Core, PREMIS, and METS
• Designing taxonomies and classification schemes for digital records
• Organizing and retrieving electronic records effectively
• Metadata application for accessibility and preservation
• Best practices in electronic records classification
• Practical: Apply metadata standards to sample electronic records

Module 4: Technologies for Digital Archiving

• Storage solutions and preservation formats such as PDF/A, XML, and TIFF
• Cloud based versus on premises digital archiving systems
• Digital repositories and electronic document management systems
• Selecting appropriate technologies for records preservation
• Ensuring accessibility and scalability of digital archives
• Practical: Demonstration and setup of a digital repository system

Module 5: Security and Risk Management in Electronic Records

• Cybersecurity principles for records and archives management
• Protecting sensitive and confidential digital information
• Identifying and mitigating electronic records risks
• Disaster recovery and business continuity considerations
• Strengthening data integrity and access controls
• Case Study: Data breach incidents and lessons for records security
• Practical: Conduct a risk assessment for electronic records systems

Module 6: Digital Preservation Strategies

• Principles of digital preservation and long term accessibility
• OAIS reference model and trusted repository concepts
• Migration, emulation, and integrity verification methods
• Preserving authenticity and reliability of digital records
• Managing preservation challenges in evolving technologies
• Practical: Preserve electronic records using open source preservation tools

Module 7: Workflow Automation and Systems Integration

• Integrating electronic records with ERP and business systems
• Workflow automation in records management processes
• Role of Artificial Intelligence and Robotic Process Automation in archiving
• Improving efficiency through automated recordkeeping systems
• Managing interoperability between digital platforms
• Practical: Demonstration of automated workflows for electronic records management

Module 8: Audit, Monitoring, and Quality Assurance

• Records retention schedules and disposal management
• Conducting audits and compliance assessments
• Monitoring records management performance and accountability
• Developing quality assurance and compliance tools
• Strengthening governance through regular reviews
• Practical: Design a compliance and audit checklist for electronic records systems

Module 9: Case Studies in Electronic Records Management

• Electronic records management in corporate organizations
• Healthcare, government, and NGO digital archiving practices
• Lessons from successful implementations and project failures
• Best practices for sustainable electronic records management
• Managing sector specific records challenges
• Case Study: Comparative review of successful and failed electronic records projects

Module 10: Future of Digital Archiving and Capstone Project

• Emerging technologies in digital archiving and records management
• Blockchain, big data, cloud first archives, and advanced analytics
• Ethical considerations and sustainable digital preservation practices
• Preparing organizations for future digital transformation challenges
• Building long term electronic records management strategies
• Capstone Project: Design a comprehensive electronic records management framework for an organization