Description

ABOUT THE COURSE

Good record and information management is extremely necessary as it fosters effective business operations and improves efficiency and transparency. The outreach of public sector organisations, in terms of the services they offer, is vast and extends across the public.

With this wide scope of operations and service offering, the amount of information collected, stored and used from time to time is huge, and thus, the need for efficient and thorough record maintenance becomes a mandate.

Records are maintained in various formats: paper, video, audio, electronic, etc. These days, with the increase in digitisation and modernisation of the public services, electronic record management systems are gaining focus.

Poor record management could lead to loss of trust of citizens in public administration, loss of administrative effort in retrieving data, alteration and changes to authentic information without authorisation, etc.

This COINMAC training course will empower you with an overall understanding and awareness of what constitutes ‘records’ and ‘information’ and what are the factors in effective record and information management.

Undertaking this course will enhance your ability to manage records and information more effectively and seamlessly and with least risk. The modules included in this course will enhance your experience and exposure to consider record and information management holistically, and predict and safeguard the records of your organisation against all possible risks and threats.

Course Objectives:

The main objective of this course is to empower public sector professionals with—

• Complete information and knowledge of principles and theories as well as best practices of record and information management.
• Necessary awareness, preparedness, and abilities to predict potential threats and devise strategies and steps to protect against these.
• Adequate skill and capabilities to efficiently manage and maintain records and information.
• Confidence and ability to drive change from traditional to modern record and information management systems and implement electronic record and information management systems.
• Required skills and knowledge to work with technologies involved in electronic data maintenance.
• Adequate competency, understanding, and confidence to successfully undertake more roles and responsibilities as part of natural growth and progression within an organisation.

Target Participants: Who will benefit from this course?

• Board members and other senior officials responsible for objective decision making and actions based on past records and information.
• Potential investors who would like to be part of a public sector organisation and would share responsibility of maintenance of records and information available with the organisation.
• Record managers and other public sector officials responsible for handling and managing records for future use.
• Human resource professionals and learning and development trainers responsible for providing the necessary training for awareness as well as upskilling to manage shift to electronic record and information management systems.
• Policymakers are responsible for formulating policies and guidelines around standards and codes of conduct for appropriate record and information management.
• Auditors and compliance experts responsible for ensuring that all standards of security are maintained and adhered to.
• Any public sector professional handling records or information as part of his/her job responsibilities.

COURSE CONTENT

The course will cover the following areas that are critical for successful and efficient record and information management:

Module 1 – Overview of Record and Information Management

• Definition of a record
• Types and forms of records
• Identification of sensitive and non-sensitive information
• Balancing freedom of information and record and information management

Module 2 – Properties of Records

• Records are static
• Records possess authority
• Records are unique
• Records are authentic

Module 3 – Principles and Concepts of Record and Information Management

• Principle of respect des fonds
• The life-cycle concept
• The continuum concept
• Principle of levels of arrangement and description

Module 4 – Focus Areas for Good Record Keeping

• Rule of law
• Accountability and governance
• Management of state resources
• Protection of entitlements
• Services for the public
• Foreign relation and international obligation
• Private sector investment
• Human rights
• Infrastructure and sustainability
• Knowledge management
• HR management
• Financial management
• Payroll control

Module 5 – Advantages of Effective Record and Information Management

• Efficiency and accountability
• Traceability and transparency
• Compliance with regulatory standards
• Easy, controlled, risk-free retrieval and disposal of records
• Lower maintenance costs
• Better decision making by the management
• Lower fraudulent or malpractice risks

Module 6 – Success Factors of Effective Record and Information Management

• Authority to access records
• Education and training
• Record maintenance software
• Compliance reporting

Module 7 – Success Factors for Establishing Electronic Record and Information Management Systems

• Technological readiness
• Top management/leadership support
• Training and involvement
• Resource availability
• System-related factors (allowances and budgets for upgrades)
• Work environment and culture

Module 8 – Challenges to Effective Record and Information Management

• Incomplete awareness among concerned personnel
• Lack of advanced technologies
• Lack of skill to manage records using advanced technologies

Budgetary constraints for training and technologies