Establishing & Managing Successful Records Management Programs: Course Description

Overview of Successful Records Management Programs and Systems

• Startling facts about records management in today's organization
• Why all organizations need to make records management a high priority
• Scope and components of organization-wide records management programs
• Managing electronic records in quality records management programs
• Benefits of and return on investment in records management programs

Specific Proven Strategies for Program Development and Implementation

• Selling the need and securing management support for records management
• The framework of an organizational structure for managing electronic and paper records
• Successful strategies for program development, management, and control
• Integrating electronic records management, MIS, and records management
• How to use the Internet, intranets, and emerging technologies in RIM
• Guarding against terrorism or disasters and protecting "vital records"

Developing and Implementing Records Retention Schedules

• An overview of the law and records management
• Litigation consequences of throwing away records and eliminating data too quickly or retaining data and records too long
• The process of retention-schedule development and implementation
• Federal and state statutes for records and data retention
• Legality of magnetic, microfilm, and optical media

Developing Quality Filing Systems for Paper Document Records

• A look at the worst and best of today's filing systems
• How to purge files and inventory records and how to develop appropriate indexing and classification systems
• A process for improving existing systems and developing new ones
• Equipment, supplies, and systems for tomorrow's most efficient systems
• Utilizing color coding, bar coding, file tracking, and the selection and use of records management software
• Equipment, supplies, and systems for state-of-the-art paper systems

Managing Records Disposition and the Roles of Records Centers and Archives

• Using computers and records management software to manage inactive records and the records disposition process
• Developing and managing in-house records centers
• The potential of outsourcing to commercial records
• Alternatives for systematic and cost-effective records disposition

Managing Electronic Records and Utilizing Imaging Systems in Records Management

• An introduction to "imaging" and an overview of microfilm-based imaging and electronic imaging
• Micrographics fundamentals for records managers and how to successfully use microfilm imaging
• Common applications of microfilm systems in records management
• How to analyze, justify cost, and plan conversions of paper to microfilm
• Integrating microfilm with electronic imaging systems

• The fundamentals, components, and uses of electronic imaging systems
• An introduction to hardware, imaging software, and storage media alternatives
• Electronic imaging applications in records management
• Practical approaches for planning and justifying the cost of imaging systems
• The critical issues and questions about implementing imaging
• Imaging systems publications and resources for records managers

Establishing & Managing Successful Records Management Programs: Objectives

Workshop contents are "real-world" illustrations, which can be readily translated and implemented in live organisational applications.

Participants will learn how to:

• Develop or strengthen organisation-wide records management programs
• Use state-of-the art technologies (such as the Internet, intranets, electronic imaging, e-mail, and emerging systems) for managing business information and records
• Recognise the need for quality records management on all organisations and the inefficiencies in existing methods
• Determine how long business records must be retained
• Understand the scope of Records Management programs
• Determine the appropriate "mix of media" in offices--what should be stored on paper, microfilm, computers and electronic imaging systems.
• Intelligently plan, implement, use and manage imaging systems in your organisation

CONTENT SUMMARY

Records management has finally emerged as a significant issue for senior management, legal departments and IT groups; it is no longer just an ongoing task for records professionals. There are legal, economic and practical reasons to establish an appropriate records management program and properly manage all of an organisation's records-paper, electronic or microfilm. Considerations include:

• Overview of Successful Records Management Programs and Systems
• Specific Proven Strategies for Program Development and Implementation
• Developing and Implementing Records Retention Schedules
• Developing Quality Filing Systems for Paper Document Records
• Managing Records Disposition and the Roles of Record Centres and Archives
• Managing Electronic Records and Utilizing Imaging Systems in Records Management
• Digital Imaging Systems and Applications

Who Should Attend

All our educational sessions are targeted to any individual who manages information within his or her organisation. They include:

Anyone who wants to learn about records and information management.