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This skills programme will provide the learner with the knowledge, skills, attitudes and values required to create and maintain an effective record keeping system in an organization with regard to record keeping and mailing procedures.
Records Management is the management of information resources in a manner that makes information easily accessible, securely protected, stored and disposed of when no longer required for administrative purposes. Records management controls the creation, maintenance, use and disposal of records. This course is specifically developed for employees working in an office and administration environment where the principles of records management is vitally part of legislative pieces. Records Management provides an understanding of basic record management principles and how they affect daily work.
This short learning programme explores the techniques and protocols that govern the life cycle of a record, including concepts of adequate and proper documentation, disposition, and where to go for help. It discusses how managing records and information supports the work and improves staff effectiveness.This skills programme will provide the learner with the knowledge, skills, attitudes and values required to create and maintain an effective record keeping system in an organization with regard to record keeping and mailing procedures.
Purpose of the course:
Participants should have knowledge of the legislative requirements offices need to comply with concerning the management and retention of business records. They should be able to competently compile, update and maintain the recordkeeping systems utilised in offices, and identify the different types of received and generated business records, while observing the sensitive nature of information.
By attending this ICL training course, delegates will be able to:
Explain why companies record and keep information;
Describe the type of records that are used in a specific business sector;
Locate and provide records to users on request;
Create a record keeping system; and maintain and update the record keeping system.
Knowledge that records are kept in terms of the organizational and National Archives requirements.
Good service delivery to all the relevant stakeholders; and improved competence and motivation of workforce.
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This course focuses on all administrators and assistants who are responsible for records in their offices. The course also targets all individuals who want to improve their record management skills or get into this field of work.
• Archive Managers
• Records Management Specialists
• Information Technology Staff
• Auditors and Compliance Officers
• Quality Control Specialists
• Document Controllers & Administrators
• Registry Officers
• Departmental records coordinators
• Information Governance Professionals
• Knowledge Managers
• Operations Managers
• Librarians
Among a wide range of valuable topics the following will be prioritized:
The roles and responsibilities of records managers/ officers in South African Public bodies;
Tasks required as per the above responsibilities;
Develop a file plan in accordance with National Archives requirements;
Create the necessary registers for the registry;
Manage records in accordance with the law in South Africa.
Provide a proper level of care for records responsible for; and how to dispose of records when they are no longer required.
Record Keeping Procedures
Information management
Legislation
National Archivist and staff
Custody and preservation of records
Offences and penalties
Tasks of records manager
Competencies of the records manager
Customers of records manager
Learning indicators of records managers
Filing systems
Classifying and arranging files
Requirement and tasks of personnel
Starting a new filing system
Filing and indexing
Guidelines for filing
Procedure for temporary removal of files
Centralized filing
Decentralized filing
Design, implementation and maintenance of file plans
Mailing Procedures for Records Managers
Categories of records
Importance of the mail room
The registry and its procedures
Mailing Procedures for Records Managers and Work-study Officials
Categories of records
Importance of the mail room
The registry and its procedures
Other information concerning the mail room