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Laysia Info Consult wishes to extend an invitation to your School/Institution for a two-day skill-based workshop in Schools Records Management.
In today’s world, many organizations have moved from an entirely “paper-driven” environment to an “electronic driven” environment due to advances in technology and the tremendous advantages in going digital.
A great number of businesses are also automating work processes to improve performance.
This has resulted in the generation of numerous Electronic Records which are scattered in our organizations on Hard Drives, CDs, Tapes, Optical disks and more. How do we manage all these?
Meanwhile, a growing volume of work will continue to be carried out electronically and may never appear on paper – examples include information and records on databases.
With the massive shift from paper to digital information, the current state of electronic records if not properly managed, will not be sufficient to support the evidentiary needs of business functions.
The course is based on standards and best practices and is focused on real-world information on managing electronic records including e-mails effectively.
TOPICS
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Tuition in Progress |
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As the use of electronic records continue to increase, many organizations face increasing pressure to manage them according to statutory and business requirements.
Course outline:
- Legal Trends in Electronic Records
- The drafted Electronic Transactions Bill, 2006(drafted bill on Electronic Records Keeping in Ghana).
- Identifying legislative issues on Electronic Records within the Ghanaian context.
- Difference between Public and Private Records.
2. Electronic Records Management: Principles and Practice
While there are differences in format between electronic and hardcopy records, principles for managing them remain the same. The topic defines electronic records and discusses the basic principles of Electronic Records Management.
Course outline:
- What are Electronic Records?
- Electronic Records keeping –challenges and opportunities
- Retention Scheduling of Electronic Records, Threats to electronic records-viruses, tampering and unauthorized access,
- Storage of Electronic Records -Backups management; Managing Hard drives, CD’s etc.
- File naming policies to ease information retrieval, How the Internet could be used to manage Electronic Records.
- Electronic Records-will their state be sufficient to support the evidentiary needs of business functions? Metadata and Version Control.
- Confidentiality, Relevance, Accuracy, Integrity, Availability, Trust, Reassurance.
This topic deals specifically with utilizing an efficient Electronic Filing System to ease information storage and retrieval in organizations. It also emphasizes on benefits of efficient Electronic File management.
Content outline:
- Problems in management of Electronic files –Solutions (uniform classification schemes, file naming conventions)
- Developing an Electronic Filing System using Microsoft Windows Explorer.
- How to set up a filing system that keeps your electronic files organized.
- Challenges in electronic File Naming - Steps to better File Naming.
- Organizing & storing computer files and eliminating the possibility of “lost forever” computer data.
- Assigning reference numbers to files and Folders.
- Case study-practically designing a Paper and Electronic Filing System for your organization.
Electronic Records must remain available, accessible, retrievable and usable for as long as legislative, policy and archival requirements exist.
This topic deals with the practical steps towards preservation, the preservation strategy, concepts, long-term access, best practices and developing an action plan for the preservation of electronic records.
Course outline:
- Policy and practice for preservation, Problems and solutions with preservation, Practical steps towards preservation.
E-mail is used for a variety of purposes including approvals, authorizations, policies, directives, negotiations and instructions. The purpose of this topic is to raise awareness of the importance of sound records management practices relating specifically to e-mail communications.
Course outline:
- E-mail management: Legal problems and challenges.
- E-mail as a record, storing and organizing electronic mail messages.
- Abuse of e-mail, Encryption of e-mail messages, Retention and Disposition of e-mail messages.
- E-Mail Usage Policy, setting up Filters in your e-mail account, managing e-mail messages as records, Metadata and attachments, and Classifying/Organizing messages.
This topic explores the impact of technology on Vital Records programs. It includes protecting your records and documents & taking precautions against possible disasters e.g. fire, earthquakes and floods. It also includes tips on handling disasters that affect electronic records, the tasks necessary to restore an organization following a disaster, making vital electronic records readily available after a disaster, and using vital electronic records to re-start an organization after a disaster.
Digital Archiving is the process of converting your paper records and storing the same on an unalterable storage device for easy access and convenient storage.
Content outline:
- Digital imaging applications in records management, Benefits of digital archiving, “How to’s” for implementing digital imaging,
- Practical approaches for planning and cost justifying imaging systems, The “critical issues and questions” about implementing imaging, the operational use of the Internet for digital archiving,
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Implementing a complete and efficient electronic document and records management system into an organization is not as straightforward as buying and installing a piece of software. The process requires precise business evaluation, and technical training. This workshop will take you step by step through the strategies involved in placing an EDRM system on your corporate agenda.
Content outline:
- The features and functions of different types of software for managing electronic records.
- How to determine an organization’s requirements for Records Management software.
- The steps in the software selection process and the business and technical criteria for evaluating commercial softwares.
Successful Records Management requires much more than the mere installation and application of new hardware and or software. The topic examines the relationship between records, computers and the resources in our organizations. Why some ICT projects fail, ICT Policies etc.
Implementing complete and efficient Softwares for organizations is not as straightforward as it looks. The process requires precise business evaluation, and technical training.
Content outline:
- The features and functions of different types of softwares.
- How to determine an organization’s requirements for softwares.
The steps in the software selection process and the business and technical criteria for evaluating commercial softwares
| REGISTRATION |
Fee: GH¢ 200 per participant -the fee covers handouts in hard copy and CD format, refreshments, lunch, a group photograph and a certificate of participation.
Registration:
Registrations are accepted on a first- come, first-served basis.
Please contact us on:
Who should attend?
Office Managers, IT Managers, Administrative Assistants, Records Officers/Managers, Archivists, Accounting/Finance officers, Internal Auditors, Registry Staff, Secretaries, Filing Clerks, Senior/Junior staff who have little or no education in the field of Records Management, officer’s responsible for Records Management in banking, insurance, law enforcement agencies and other Institutions.
Benefits:
Attend this workshop to gain practical insights into:
- Legislative issues and constraints.
- Maintaining and implementing reliable and authentic Electronic Records system.
- Managing Electronic Records.
- Preservation of Electronic Records.
- Planning, designing and implementing quality filing systems for Electronic and Paper Records.
- Managing e-mails.
- Identifying and protecting Vital Electronic Records.
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