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Short Course
in
Records Management
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.

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.

Admission requirements:

Admission requirements: 
A National Senior Certificate or equivalent qualification.
Learning assumed to be in place: 
A National Senior Certificate or equivalent qualification.

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:
   
  • The reason for recording information is explained with reference to an actual document used in a selected business sector. 
  • Five examples are listed of the type of information contained in records in one`s own business sector. 
  • Three methods of creating records are named that use different types of technology.
  • The purpose for which a record is used, is described for three different roles in one`s own organisation.
   
  • The type of information contained in a contract, agreement or quotation is explained with reference to a named document. 
  • The purpose of maintaining a record of contracts, agreements and quotations is described with reference to specific case studies. 
  • The importance of recording client specific details is known and explained with examples from a selected business sector. 
  • The purpose of recording changes to contracts, agreements and quotations is explained with reference to three different circumstances
   
  • Suitable paper or electronic filing systems are used to locate the required record. 
  • Requested data is located, accessed and retrieved within agreed organisational service levels. 
  • The reasons why confidential records are given only to authorised people are known and can be explained and the implications of releasing information to unauthorised persons are understood in terms of risk to company. 
  • A copy of a record is made and provided as requested, the request and compliance are noted and the original documents are returned to the correct location. 
  • The confidentiality of records is maintained at all times and security procedures are explained in simple terms
   
  • Violations of company procedures relating to the confidentiality of information are recognised and reported following established procedures. 
  • Information classified as confidential is recognised as such and is disclosed only to approved personnel. 
  • Company and legal requirements are known and understood and all outputs / inputs to the storage system conform to established procedures. 
  • Situations where colleagues do not comply with security and confidentiality procedures are identified and immediately reported to the appropriate authority
   
  • The different types of records used by a specific organisation are identified and explained with examples. 
  • Information contained in a contract, agreement or quotation is explained with reference to a named document. 
  • The purpose of maintaining a record of contracts, agreements and quotations is described with reference to legislative and organisational requirements. 
  • The importance of recording client specific details is known and explained with examples from one`s own business sector in line with organisational requirements. 
  • The purpose of recording changes to contracts, agreements and quotations is explained with reference to different circumstances and legislative and organisational requirements
   
  • Required records are located using correct organisational procedures. 
  • Requested data is located, accessed and retrieved from the records. 
  • Confidential records are given only to authorised people and confidentiality practices are implemented according to company procedures.
  • The record retrieval process is specified and followed as per requirements. 
   
  • The Requirements of the organisation related to record keeping are determined through research.
  • A record keeping system is created ensuring that it is cost effective, practical and user-friendly
  • The implementation of the record keeping system is monitored and recommendations made as to amendments which need to be made to aid effectiveness and efficiency of the system
   
  • The Record keeping system is monitored and reviewed to comply with company standards and requirements.
  • The record keeping system is updated to meet new developments in the organisation and/or needs of the employees.
  • Problems with the record keeping system are resolved using appropriate techniques or referred to outside agencies that can solve the problem
   
  • The key concepts and terminology relating to archive and records management are explained in terms of their work performance. 
  • The critical elements of the legal prescripts that inform records and archive management are identified and explained in terms of compliancy requirements. 
  • The principles underlying corporate and public governance are identified and explained in the context of records and archive management. 
  • An explanation is given of the concepts of privacy and confidentiality in terms of records and archives
   
  • The consequences of non-compliance with statutory requirements are explained with examples of the effect on individuals and organisations. 
  • The benefits of adhering to statutory requirements are described in order to enhance records and archives management practices. 
  • The positive impact of compliance to statutory requirements is described in terms of the benefits to individuals and organisations. 
  • The impact of statutory requirements is explained in terms of its significance to South African historical memory
   
  • The major purpose and application of the statutory requirements are outlined with examples in terms of legal responsibilities. 
  • The significant features of the statutory requirements are identified with examples of correct practice. 
  • The application of statutory requirements is measured according to archives and records management policies and procedures. 
  • Discrepancies in the application of statutory requirements are communicated to stakeholders in order to resolve them. 
  • The roles records play in a democracy are explained in terms of governmental responsibility and accountability

 

Assessment: 
Students will have to prove their competence in applying the knowledge, skills and behaviour learnt 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

Mode of delivery: 
Contact
Target group: 
This course 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