Format: Live instructor-led online training via Zoom / Microsoft Teams

Electronic Document & Records Management Course

Course Overview

The Electronic Document & Records Management Course is a comprehensive professional development programme designed to equip participants with the knowledge, practical skills, and internationally recognized best practices required to establish, implement, and manage effective Electronic Document and Records Management Systems (EDRMS). The course focuses on the entire records lifecycle, including document creation, classification, indexing, storage, retrieval, security, archiving, retention, preservation, and disposal using modern electronic records management technologies. Participants will gain practical expertise in managing digital information assets while ensuring compliance with legal, regulatory, and organizational requirements for information governance and records management.

As organizations continue their digital transformation journey, the demand for efficient electronic document and records management systems has increased significantly. This course introduces participants to globally recognized standards and best practices, including ISO 15489 Records Management, ISO 30301 Management Systems for Records, Electronic Document Management Systems (EDMS), Information Governance, Digital Transformation, Data Protection, Records Retention Policies, Document Security, Digital Archiving, and Business Process Automation. Participants will develop practical skills in designing electronic filing systems, implementing document workflows, managing metadata, ensuring regulatory compliance, and improving organizational efficiency through digital records management.

The programme combines theoretical knowledge with practical application through demonstrations of Electronic Document Management Systems, document classification exercises, workflow automation projects, digital archiving simulations, metadata design workshops, records audits, and real-world organizational case studies. Participants will strengthen their ability to develop records management policies, implement electronic filing structures, secure sensitive information, automate document workflows, manage document retention schedules, perform records audits, and integrate electronic records management into organizational operations. The course also emphasizes cybersecurity, business continuity, cloud document management, data privacy, and emerging technologies that support modern records management.

Upon successful completion of the course, participants will possess the expertise required to implement and manage secure, efficient, and compliant electronic document and records management systems that improve information accessibility, operational efficiency, regulatory compliance, and organizational knowledge management. The acquired knowledge and practical skills will enable organizations to reduce paper-based processes, enhance collaboration, strengthen information security, improve decision-making, and support digital transformation initiatives through effective electronic records management.

Course Objectives

1. Understand the principles and lifecycle of electronic document and records management.
2. Develop effective electronic document and records management systems (EDRMS).
3. Apply international standards and best practices in digital records management.
4. Design document classification, indexing, and metadata management systems.
5. Strengthen information governance, document security, and regulatory compliance.
6. Implement records retention, archiving, and disposal policies.
7. Improve document workflow automation and digital collaboration.
8. Strengthen business continuity through secure digital records management.
9. Utilize electronic records management software and cloud-based solutions.
10. Enhance organizational efficiency through effective digital information management.

Organizational Benefits

1. Improved document accessibility and retrieval efficiency.
2. Enhanced regulatory compliance and records governance.
3. Reduced paper-based operations and administrative costs.
4. Improved information security and confidentiality.
5. Increased operational efficiency through workflow automation.
6. Enhanced collaboration and knowledge sharing across departments.
7. Improved business continuity through secure digital records.
8. Better compliance with records retention and disposal requirements.
9. Reduced risks associated with document loss and unauthorized access.
10. Strengthened digital transformation and organizational productivity.

Target Participants

This course is suitable for Records Managers, Records Officers, Registry Personnel, Administrative Officers, Information Managers, Knowledge Management Specialists, Document Controllers, Office Managers, Executive Assistants, ICT Managers, Information Security Officers, Compliance Officers, Archivists, Librarians, Government Records Officers, Human Resource Managers, Legal Officers, Procurement Officers, Project Managers, NGO Programme Staff, Corporate Administrators, and professionals responsible for document management, records administration, information governance, and digital transformation.

Course Outline

Module 1: Fundamentals of Electronic Document and Records Management

• Principles of electronic document and records management
• Records lifecycle management
• International standards (ISO 15489 and ISO 30301)
• Information governance frameworks
• Types of electronic records and documents
• General Case Study: Establishing an electronic records management system in a government ministry

Module 2: Document Classification, Metadata, and Indexing

• File classification schemes
• Document taxonomy and metadata standards
• Electronic indexing techniques
• Naming conventions and file structures
• Search and retrieval optimization
• General Case Study: Designing a digital filing system for a multinational organization

Module 3: Electronic Document Management Systems (EDMS)

• Overview of Electronic Document Management Systems
• Workflow automation and document collaboration
• Version control and document tracking
• Electronic approvals and workflow management
• Cloud-based document management solutions
• General Case Study: Implementing an EDMS for a healthcare organization

Module 4: Records Security, Compliance, and Information Governance

• Information security and access controls
• Data privacy and confidentiality
• Legal and regulatory compliance
• Audit trails and accountability
• Risk management in digital records
• General Case Study: Managing confidential employee records in compliance with data protection regulations

Module 5: Records Retention, Archiving, and Disposal

• Records retention schedules
• Digital preservation techniques
• Electronic archiving strategies
• Records disposal and destruction procedures
• Long-term digital preservation planning
• General Case Study: Developing a records retention policy for a financial institution

Module 6: Business Continuity and Disaster Recovery for Records

• Business continuity planning for records management
• Backup and disaster recovery strategies
• Data recovery and system resilience
• Managing records during emergencies
• Cybersecurity considerations for electronic records
• General Case Study: Recovering critical organizational records following a cyber incident

Module 7: Digital Transformation and Emerging Technologies

• Artificial Intelligence in document management
• Optical Character Recognition (OCR)
• Blockchain applications in records management
• Automation and robotic process automation
• Emerging trends in digital information management
• General Case Study: Digitizing historical organizational records using AI-assisted technologies

Module 8: Performance Monitoring and Continuous Improvement

• Records management audits
• Key Performance Indicators (KPIs) for document management
• Continuous improvement strategies
• Staff training and change management
• Developing organizational records management policies
• General Case Study: Evaluating and improving electronic records management performance in a public sector institution

General Information

1. Customized Training: All our courses can be tailored to meet the specific needs of participants.
2. Language Proficiency: Participants should have a good command of the English language.
3. Comprehensive Learning: Our training includes well-structured presentations, practical exercises, web-based tutorials, and collaborative group work. Our facilitators are seasoned experts with over a decade of experience.
4. Certification: Upon successful completion of training, participants will receive a certificate from Foscore Development Center (FDC-K).
5. Training Locations: Training sessions are conducted at Foscore Development Center (FDC-K) centers. We also offer options for in-house and online training, customized to the client's schedule.
6. Flexible Duration: Course durations are adaptable, and content can be adjusted to fit the required number of days.
7. Onsite Training Inclusions: The course fee for onsite training covers facilitation, training materials, two coffee breaks, a buffet lunch, and a Certificate of Successful Completion. Participants are responsible for their travel expenses, airport transfers, visa applications, dinners, health/accident insurance, and personal expenses.
8. Additional Services: Accommodation, pickup services, flight booking, and visa processing arrangements are available upon request at discounted rates.
9. Equipment: Tablets and laptops can be provided to participants at an additional cost.
10. Post-Training Support: We offer one year of free consultation and coaching after the course.
11. Group Discounts: Register as a group of more than two participants and enjoy a discount ranging from 10% to 50%.
12. Payment Terms: Payment should be made before the commencement of the training or as mutually agreed upon, to the Foscore Development Center (FDC-K) account. This ensures better preparation for your training.
13. Contact Us: For any inquiries, please reach out to us at training@fdc-k.org or call us at +254712260031.
14. Website: Visit our website at www.fdc-k.org for more information.