Masterclass in Electronic Document and Records Management Training Course for Information Professionals

Course Outline

Module 1: Introduction to Electronic Records and Document Management

ü  Understanding the digital information landscape

ü  The difference between documents and records

ü  The importance of proper electronic document management system

ü  Key benefits of a robust EDMS and ERM strategy

ü  Practical Session: Assessing your organization's current state of digital records management

Module 2: Principles of Electronic Document Management Systems (EDMS)

ü  Core components of an EDMS

ü  Document capture and digitization strategies

ü  Metadata and its role in information retrieval

ü  Version control and document history

ü  Practical Session: Using a sample EDMS to apply metadata and version control

Module 3: Records Classification and Retention Schedules

ü  Developing a classification scheme

ü  Creating and implementing a records retention schedule

ü  Managing the disposition of electronic records

ü  Understanding the legal hold process

ü  Practical Session: Developing a simple retention schedule for a departmental record series

Module 4: Legal and Regulatory Compliance

ü  Overview of key regulations (e.g., GDPR, HIPAA, Sarbanes-Oxley)

ü  Ensuring records authenticity and legal admissibility

ü  Audit trails and compliance reporting

ü  Managing litigation and eDiscovery

ü  Practical Session: Identifying and addressing compliance gaps in a case study scenario

Module 5: Implementing an EDMS

ü  Phases of an EDMS implementation project

ü  Selecting the right software and vendor

ü  Data migration strategies

ü  Planning for a successful rollout

ü  Practical Session: Creating a project plan for a small-scale EDMS implementation

Module 6: Information Security and Risk Management

ü  Protecting electronic records from unauthorized access

ü  Disaster recovery and business continuity planning

ü  Encryption and data privacy

ü  Auditing and monitoring system usage

ü  Practical Session: Conducting a mock risk assessment for an EDMS

Module 7: The Digital Lifecycle of Electronic Records

ü  Creation and capture of electronic records

ü  Maintenance and use throughout the lifecycle

ü  Archiving and long-term preservation

ü  Legal and compliant disposal of records

ü  Practical Session: Simulating the full lifecycle of a digital record from creation to disposition

Module 8: Advanced EDMS Features and Technologies

ü  Workflow automation and business process management

ü  Integration with other business systems (e.g., ERP, CRM)

ü  Mobile access and cloud-based solutions

ü  Emerging technologies like AI and machine learning in EDMS

ü  Practical Session: Designing an automated workflow for a common business process

Module 9: Change Management and Training

ü  Strategies for user adoption

ü  Communicating the benefits of the new system

ü  Developing a comprehensive electronic document management system training plan

ü  Providing ongoing support and resources

ü  Practical Session: Creating a communication plan to announce a new EDMS

Module 10: Future Trends in Information Governance

ü  The impact of blockchain on records management

ü  Managing big data and unstructured information

ü  Ethical considerations in AI-driven recordkeeping

ü  The evolution of the records manager's role

ü  Practical Session: Group discussion and presentation on a future trend in information governance

About Our Trainers

Our trainers are seasoned professionals with extensive experience in records and information management. They hold relevant industry certifications and have a proven track record of successfully implementing and managing complex Electronic Document Management Systems (EDMS) for a wide range of organizations. Their practical insights and real-world expertise ensure that every training session is not only informative but also directly applicable to your professional needs.

Quality Statement

We are committed to delivering high-quality training that exceeds our clients' expectations. Our courses are continually updated to reflect the latest industry standards, technologies, and best practices. We ensure that our training environment is conducive to learning, providing personalized attention and support to every participant.

Admission Criteria

ü  Participants should be reasonably proficient in English. 

ü  Applicants must live up to Phoenix Center for Policy, Research and Training admission criteria.

Terms and Conditions

1. Discounts: Organizations sponsoring Four Participants will have the 5th attend Free
2. What is catered for by the Course Fees: Fees cater for all requirements for the training – Learning materials, Lunches, Teas, Snacks and Certification. All participants will additionally cater for their travel and accommodation expenses, visa application, insurance, and other personal expenses.
3. Certificate Awarded: Participants are awarded Certificates of Participation at the end of the training.
4. The program content shown here is for guidance purposes only. Our continuous course improvement process may lead to changes in topics and course structure.
5. Approval of Course: Our Programs are NITA Approved. Participating organizations can therefore claim reimbursement on fees paid in accordance with NITA Rules.

Booking for Training

Simply send an email to the Training Officer on training@phoenixtrainingcenter.com and we will send you a registration form. We advise you to book early to avoid missing a seat to this training.

Or call us on +254720272325 / +254737296202

Payment Options

We provide 3 payment options, choose one for your convenience, and kindly make payments at least 5 days before the Training start date to reserve your seat:

1. Groups of 5 People and Above – Cheque Payments to: Phoenix Center for Policy, Research and Training Limited should be paid in advance, 5 days to the training.
2. Invoice: We can send a bill directly to you or your company.
3. Deposit directly into Bank Account (Account details provided upon request)

Cancellation Policy

1. Payment for all courses includes a registration fee, which is non-refundable, and equals 15% of the total sum of the course fee.
2. Participants may cancel attendance 14 days or more prior to the training commencement date.
3. No refunds will be made 14 days or less before the training commencement date. However, participants who are unable to attend may opt to attend a similar training course at a later date or send a substitute participant provided the participation criteria have been met.

Tailor-Made Courses

We understand that every organization has unique challenges and opportunities as well as unique training needs. Phoenix Training Center offers tailor-made courses designed to address specific requirements and challenges faced by your team or organization. Whether you need a customized curriculum, a specific duration, or on-site delivery, we can adapt our expertise to provide a training solution that perfectly aligns with your objectives. We can customize this Course to focus on your industry, specific risk profile, or internal stakeholder dynamics. Contact us to discuss how we can create a bespoke training program that maximizes value and impact for your team. For further inquiries, please contact us on Tel: +254720272325 / +254737296202 or Email training@phoenixtrainingcenter.com

Accommodation and Airport Pick-up

For physical training attendees, we can assist with recommendations for accommodation near the training venue. Airport pick-up services can also be arranged upon request to ensure a smooth arrival. Please inform us of your travel details in advance if you require these services. For reservations contact the Training Officer on Email: training@phoenixtrainingcenter.com or on Tel: +254720272325 / +254737296202