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This programme is designed to equip delegates with the skills necessary to understand, plan for and implement an Electronic Document and Records Management System (EDRMS).
This programme is must for anyone planning or about to embark on the implementation of an Electronic Document and Records Management System (EDRMS) or Enterprise Content Management System (ECM). The course is designed as a workshop with lots of interaction and discussion, to assist delegates to determine the potential pitfalls of implementing EDRMS/ECM systems, and to avoid them, through a detailed understanding of all the implications.
This programme is designed to equip delegates with the skills necessary to understand, plan for and implement an Electronic Document and Records Management System (EDRMS). The course is product-neutral and highlights the key issues required for successful implementations, and how to avoid the pitfalls commonly associated with EDRMS systems.
By attending this ICL training course, delegates will be able to:
Understand the legal environment surrounding electronic documents and records
Understand the policy and procedures which need to be created and implemented
Be able to plan for and compose the team who are needed to conduct the implementation
Develop a classification scheme
Understand the core components that make up an EDRMS system and how to evaluate which components are required in their organizations
Have a working knowledge of the applicability of digital signatures
Be able to implement a records retention schedule
Create an inventory of records in the organization
Determine the current maturity and readiness of the organization to implement EDRMS.
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This course is designed for individuals who manage, or who are involved with, any aspect of document control and records management. This includes records and information managers, in-house counsel, privacy officers, information security and protection managers, litigation and discovery staff, compliance officers, internal auditors, IT and enterprise content management professionals, and administrative managers. It has been specifically designed to support activities across all types and sizes of organizations and sectors working locally and globally.
This course is suitable to a wide range of professionals but will greatly benefit:
• Records Managers
• IT Staff responsible for selecting and implementing EDRMS and ECM systems
• Business unit representatives responsible for implementing DRMS systems
• Business and systems analysts on the EDRMS project
• Departmental managers responsible for Records Management
Current legislation governing the management of information in organizations:
Electronic Communications and Transactions Act
National Archives and Records Service of SA Act
Protection of Personal Information Act
Promotion of Access to Information Act
The new Companies Act
The King III Code of Corporate Governance
Other relevant regulations and guidelines in the public and private sector
Identifying the types & characteristics of information resources to which the legislation applies:
Records
Documents
Defining the steps for developing an EDRM policy in your organization:
Classification
Appraisal
Retention
Disposal management
Examining & quantifying the potential benefits and business case for designing and implementing a records management framework:
Accountability and transparency
Relevance of document retention and data integrity
Systems efficiency and cost reduction
Integration of data
Streamlined business processes for accessing and storing data
Development of Effective DRM Policies & Procedures
Determine the essential elements of your DRM policies & procedures document:
Scope and aims of the policy
Records management principles and approach
Responsibilities of record management
Resources and systems
Records retention and disposal
Classification design
Protection and access of data
Disaster recovery
Monitoring and measurement
Standard procedures
Evaluate the management of different types of documents:
Paper records
Born-digital Electronic documents
Images
Determine the infrastructure & technology resources required to actively manage your records management system:
Assess the needs of each department
Evaluate the appropriate technology to capture and preserve all electronic and business documents
Analyse your current Information systems and technology
Examine the criteria for identifying and selecting an appropriate DRM system:
Functionality of the system
Alignment with your organisation’s infrastructure
Upgrading current systems
Analyse effective roll-out methods & adoption for efficient application by all users:
Deployment of policies
Security considerations
Communication policy to promote your policies
Change Management requirements & Planning
Identifying what needs to change in your organization in order to ensure the highest level of success in managing your business documents & records:
People
Processes
Systems
Planning your change management strategy:
Consulting the Customer and Employee
Stakeholder analysis
Regular information sessions
Promoting participation in the process
Gather feedback to ensure continuous improvement
Defining the appropriate mechanisms for driving forward a change management process that will overcome the fears of implementing a records management programme & systems & get buying at all levels by using a:
Top-down approach to create a culture of leadership and ownership of the process
Bottom-up approach to sustain the readiness and capacity for the change in adopting your DRM initiative
Aligning the goals of each business unit with your overall business objectives in order to drive your DRM and business performance
Promoting an awareness among your internal and external users by effectively communicating the benefits of your DRM system
Creating and communicating a shared vision, mission and core values to drive forward your DRM process and improve overall information and records management compliance and performance
Successfully overcoming the internal resistance obstacles to your DRM policy by cascading your DRM system down to all your business units
Applying the appropriate reporting processes for effectively implementing and maintaining your DRM system
Roles & Responsibilities
Analysing the capabilities, functions & responsibilities of your managers & users who are required to plan, implement & manage your DRM system:
Ensure that the DRM policies and procedures and internal controls are executed responsibly
Maintain effective, efficient and economic utilisation of all resources to ensure sound records management
Safeguard business records against loss and damage
Promote the effective capture and storage of all records
Understanding the general responsibilities of the Chief Information Officer (CIO) and IT department in assessing potential risks and achieving efficient records management practice
Evaluating the appropriate training and support programmes for all stakeholders in optimizing the effective functionality of your DRM system
Obtaining buy-in from all staff and overcoming communication barriers to ensure an efficient DRM system
Ensuring that your DRM policies are aligned to your organizational policies and procedures
Assess the appropriate technologies for ensuring an uninterrupted flow of business operation and data retrieval
Identify the critical records that are required to continue business operations in the event of a disaster
Create a disaster recovery team who is well prepared in implementing and managing your disaster recovery programme
Quality, Integrity & Security Measures
Determining the reliability and quality of your EDRM infrastructure and system
Defining the link between various business units to support the efficiency of your records management process
Examining the various South African National (SANS) and international (ISO) standards, to achieve best practice in reliability, integrity and authenticity of electronically stored information
Creating internal versus external benchmarks as effective measurement mechanisms to accurately track the progress of your records management system
Identifying where the potential risks exist in your EDRM system
Undertaking the appropriate steps to preserving the integrity and protection of all documents
Adopting compliance monitoring and inspections for effectively managing the lifecycle of your documents
Conducting regular policy reviews and assessments of your EDRM system to establish the effectiveness of the process in line with changes in legislation or business processes