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Short Course
on
E-Records Management
Records are acknowledged as being vital resources for effective control and administration and a means of retaining references to past events and decisions which enable an institution or organisation to make accurate, informed decisions. Archives and records are thus not only essential assets to governmental structures but, also to businesses, religious institutions and private individuals. International organisations like the World Bank, United Nations, International Monetary Fund and International Records Management Trust recognise the importance of effective and efficient records management. Much of the modern corporate world has also realised the importance of effectively managing its records, having proper controls and related mechanisms to manage the information generated by staff, as well as having easy access to past information to plan and re-engineer the working environment where necessary. During the last three decades, rapid developments of records management and archives structures have begun emerging in the corporate sector, both nationally and globally. Many commercial and manufacturing firms, mining houses, scientific-based industries, and research institutions have investigated and implemented records management programs. The incentives for initiating such programs are the immediate rewards and implications of cost-effectiveness and efficiency in current administration. Although more business archives have also arisen in these circumstances; they are chiefly perceived, as necessary services required in managing accumulated backlogs of old or semi-active records. In Britain, these developments by the corporate world have led to the establishment of the Records Management Society of Great Britain, which is affiliated to the International Records Management Trust. One of the biggest problems to the corporate world is the issue of space. The corporate world is generally rather reluctant to utilize high-cost accommodation for storing records or to utilise expensive off-site storage facilities for these purposes. The latter, however, is often considered but only for the less active records. The corporate world is interested in rapid retrieval of information, cost-effective records storage solutions as well as protecting and safeguarding the information in the records. In essence, the records management programmes have to attend to large quantities of records ensure records are cared for in a satisfactory environment to protect and secure the information, implement effective space management and utilisation of necessary resources like shelving and stationery. The programmes must also satisfy the needs of the users, design user-friendly recordkeeping systems, policies and procedures, implement and manage responsible disposal programs. This 2-day course will provide students with theoretical and practical experience in identifying, retrieving, preserving and conserving information in an electronic record management environment. It explores records management in relation to the business needs of all types of organizations, whether in the public or private sector, embracing all records, but with a particular emphasis on electronic records.

Purpose of the course:

After completing the course, participants should have knowledge and a clear understanding to equip themselves with competencies and skills such as the implementation of measures to ensure compatible working relationships between the records staff, senior management and information technology staff and be able to formulate relevant administrative procedures to assist with the management of hard copy and electronic records. They should have a basic idea of what is considered to be ‘best practices’ and to apply these to the electronic records environment.

Admission requirements:

Admission requirements: 
A National Senior Certificate or equivalent qualification.
Learning assumed to be in place: 
The learner should be competent in: Communications at NQF level4; Mathematics or Mathematical Literacy at NQF 4 & Computer Literacy at NQF level 3.

Course outcomes and assessment criteria :

Course outcomes and the associated assessment criteria: 

Study Unit

Outcomes

Assessment Criteria

  After completion of this course, participants will: Participant will be assessed on the following criteria:
  Identify Best Practice guidelines. 
  • The concept of Best Practice is understood and explained in terms of the policies and procedures in operation at a specific organisation. 
  • Relevant Best Practice guidelines are identified according to the nature of the specific organisation and/or the department/division. 
  • The Best Practice guidelines identified define world-class behaviour for the specific context/organisation. 
  Analyse current operating practices against identified Best Practices. 
  • Current performance is benchmarked against Best Practice. 
  • Current product/service reliability is described and compared with internal and external customer expectations. 
  • The best opportunity for maximum gain is identified for the organisation. 
  • Recommendations for implementation are presented to stakeholders for buy-in and authorisation. 
  Draw up a plan for implementing Best Practice.
  • The plan is developed by involving as many people as possible, who will be involved in its implementation.
  • Resources required are identified to determine their availability. 
  • The plan shows tasks, responsibilities, timeframes and performance measures.
  • The plan is complete and makes provision for contingencies. 
  Implement Best Practice. 
  • The plan of action is communicated to all stakeholders to encourage participation and obtain buy-in. 
  • Responsibilities and resources are allocated to all involved.
  • Regular meetings are held to discuss progress.
  • Action arising from meetings is carried through, when necessary. 
  • Results are monitored, recorded and benchmarked against Best Practice guidelines. 
  • Amendments to the plan are drawn up and implemented, if necessary. 
  Demonstrate an understanding of the administrative systems required. 
  • A list of all administrative systems required in a selected business environment is compiled including client-filing systems, staff administrative systems, and business systems. 
  • The elements and usage of each system are described in relation to the company and legal requirements. 
  • Resources such as staff, information technology, office space and management requirements for the development of these administrative systems are listed and ways of finding these resources are identified in a specific business institution.
  Develop and update administrative systems in a specific business environment. 
  • The administrative requirements are identified to meet the specific needs of a selected business organisation. 
  • The identified administrative systems are developed in accordance with the organisational and legal requirements. 
  • The administrative systems and procedures identified are presented to management and staff for approval. 
  • Feedback is obtained from management and staff regarding the suitability of the systems on specifically designed feedback forms.
  • Agreed changes are made to the systems. 
  Develop systems to keep administrative information at the required level of confidentiality. 
  • Administrative information, which should be kept confidential, is identified in accordance with legal, company and industry requirements and practices. 
  • Systems are developed to keep administrative information and records confidential and maintain the secrecy of such information as required legally and by the company. 
  • Mandates for access to confidential information are identified for administrative and other staff according to their job role. 
 

Develop policies and procedures on administrative systems and write them into a manual.

  • Procedures, which are in alignment with legislative and organisational requirements, are developed for the administrative systems. 
  • The procedure for each element of the administration system is explained to employees in line with the policies developed.
  • The policies and procedures are collated into a written manual in company-specific format.

 

Assessment: 
Students will have to prove their competence in applying the knowledge, skills and behavior learned during class exercises and group work. Each student must submit an assignment within a specific time-frame.
Method of assessment: 
The attendance of the first day of class, as well as a total minimum of 80% class attendance, is compulsory in order to be eligible to hand in your PoE /Assignment. After the successful completion of this skills programme and the portfolio of evidence (PoE), learners will receive a certificate of competence.

Additional information

H23 100 1
Mode of delivery: 
Contact
Target group: 
This short learning programme is aimed mainly at Records managers, Work-study officials, Business analysts, archivists, Information managers and System Administrators.
Contact us
Name: 
UCE
E-mail: 
Telephone number: 
018 285 2821