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. Information and records of past years may be required at any point in time and at short notice, and hence, maintaining the information and records in an easily retrievable form becomes necessary. Good record and information management not only improves efficiency in providing data for reference but also facilitates appropriate, objective decision-making. Records act as evidence of key decisions made regarding management, operations, services, etc. of public sector organisations. Given the important information, that such records hold, safeguarding these against predictable (corruption, theft, misuse of information, etc.) and unpredictable (fire, floods, etc.) threats is a focus of all public sector organisations. Security of records and information does not always rest with the source of storage and those concerned with these storage places/accounts/platforms. Those using this information at regular points in time should also maintain security. Therefore, public sector professionals dealing with such records need to be made more aware of and trained on best practices and standards of information security, and necessary policies and guidelines around record handling need to be put in place. Record and information management is a planned, strategic initiative and cannot be carried out without proper planning and without specific, clear responsibilities assigned to each public sector professional handling these records. 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. While there are a few aspects that need to be critically examined while setting up an electronic record management system, such as security against possible damage and threat, necessary system and technology upgrades, stringent approval systems, etc., training and upskilling of employees to efficiently operate these electronic record management systems is the topmost priority. 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. Information management, in particular, becomes challenging when public sector organisations need to also adhere to the freedom of information granted to citizens. Thus, record and information management by public sector organisations needs to simple, cost-effective and efficient, and public sector professionals need to receive relevant and focused training for these.
This ZOE 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. Through this course, you will build your capability to handle data and information effectively and efficiently, regardless of the volume of information available. The best practices in record and information management that you would learn through this course can be replicated in any setting or organisation that requires storage of information for future reference. Thus, this enhances your skillset and competency to successfully undertake record and information management in any role, responsibility, domain or sector. This course will prepare you to successfully undertake additional and important responsibilities with regard to record and information management, thus providing you ample opportunities to demonstrate your capabilities and skill for future growth and progression.
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.
Zoe Talent Solutions delivers training in ways best suited to its audience. The course content and delivery is customised according to the trainee, his/her organisation, his/her professional background or current role, etc. The training delivered is in the form of classroom sessions involving presentations, followed by discussions, debates, case studies, related videos, etc. The trainer discusses, at length, practical issues faced by trainees with regard to record and information management, and provides practical and workable solutions to these.
The training method for this course follows Zoe’s universal Do–Review–Learn–Apply Model.
Organisations whose employees attend this course will benefit in the following ways:
- A more skilled and trained workforce to help in record and information management
- Better management of records and information
- More advanced and efficient record and information management systems
- Reduced risk because of appropriate predictions and necessary securities put in place
- Increased trust of citizens in public organisations because of increased security, greater accountability and improved transparency
- More informed decision making and reference to the rationale behind certain actions and decisions because of readily and easily available past records and information
Through this course, public sector professionals will benefit in the following ways:
- Complete knowledge and understanding of principles and theories around record and information management.
- Increased capabilities to streamline record and information management by driving change from traditional to modern record and information management systems.
- Increased ability to work with advanced technologies and systems to set up and effectively manage electronic record and information management systems.
- Better decision-making skills because of awareness of how best to use records and information available to reach objective conclusions.
- Greater ability to balance between data sharing and data security through effective management systems.
- Increased confidence to undertake additional roles and responsibilities with respect to record and information management and successfully fulfill these, thus establishing one’s potential and capabilities for further growth and progression within one’s organisation
- More scope and opportunities for professional growth in other organisation’s and sectors because of experience and ability to use and manage modern electronic record and information management systems.
- A sense of pride and satisfaction by contributing to effective record maintenance for one’s organisation and by providing added security and assured the safety of public information.
Who Should Attend
- 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.
- Policy makers 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.
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
- All our courses can be facilitated as Customized In-House Training course.
- Course duration is flexible and the contents can be modified to fit any number of days.
- As for Open Enrolment Courses, we offer our clients the flexibility to chose the location, date, and time and our team of experts who are spread around the globe will assist in facilitating the course.
- The course fee includes facilitation, training materials, 2 coffee breaks, buffet lunch and a Certificate of successful completion of Training.
- FREE Consultation and Coaching provided during and after the course.