Archival management and documentation

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Archival management and documentation

Document archiving refers to the process of placing documents in storage that need to be kept but are no longer in regular use. Archiving often refers to storing physical documents, but it can be used to refer to storing data as well. As more businesses use a paperless model, data archiving is a critical part of a documentation and archiving strategy. Rather than keeping paper documents, many businesses are scanning their old paper documents and then archiving them digitally.
 This 5-day course will equip you with a sound understanding of the different concepts and principles in archives and records management so that you can apply these (concepts and principles) in managing records.

 Course objectives

Upon successful completion of this course the participants should be able to:

  • Describe the connections between libraries, archives and records management;
  • Plan and implement a program for records generation and control; records retrieval and systems, and records retention scheduling and design;
  • Evaluate the selection and use of records centers;
  • Plan and implement records protection and vital records programs and corporate disaster plans;
  • Plan and implement programs with consideration to general management concerns
  • Understand the nature of electronic records
  • Understand the impact automation has had on archival theory and documentation practice

Course outline

  • Institutional management principles
  • Introduction to records and information management
  • Records management and archival administration
  • Information regulation, policies and procedures
  • Records and information distribution control
  • Keeping records in records centres,
  • The life cycle of records: active records management
  • Arrangement and description
  • The analysis of the external and internal structure of a fonds
  • Fonds- and series-based approaches to arrangement
  • Preparation and maintenance of printed guides through archival fonds
  • Types of finding aids: guides, inventories, and other descriptive lists
  • Preservation and conservation
  • Conservation and transfer of records 
  • Records management, archives and libraries
  • Records management as risk management
  • Disaster preparedness
  • Disaster recovery plan and its importance
  • Documentation
  • Adjustments of the archival management and conservation to new technologies of production
  • Information storage technologies
  • Computer skills for information management
  • Management of electronic records: issues, challenges, problems

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