What you will learn

Study Archiving and Records Management Course and Learn to manage archives via Records Management Certification

Be an effective record keeper and become an indispensable member of any organization’s operations. Our Archiving and Records Management Course will help you create, organize, and maintain a professional records system. Our comprehensive course will assist you in running a cohesive, efficient, successful business.

A record is anything (document, electronic storage device, database) that contains information. For any organization, keeping records is essential in its day-to-day operations. Our Records Management Course will teach you how to handle records so they can easily be accessed for future use. Records must be properly handled from the time they are created, accessed, and updated until they are archived for future reference.

Enrolling in our Records Management Course will give you all the records management training needed to gain a thorough understanding of these principles. At Courses For Success, our training programs have been carefully developed by leading professionals and validated by industry experts to guarantee you are getting the most up-to-date experience. By enrolling in this course, you can be confident you are getting the best education possible.

Archiving and Records Management Course Overview

This comprehensive course introduces you to the fundamentals of archives and records management, focusing on the management, preservation, and use of archives and records. The course offers invaluable insights into the processes of archives and the cultural heritage they provide.

Throughout the course, you will learn the principles of archives and records management, develop creative processes, and understand the importance of developing standards. You will understand the various archiving specialities and career pathways, and explore job search strategies.

The course is designed to provide you with ongoing learning outcomes, and you will have access to online resources, job aids, and continuing education opportunities. You will also gain knowledge of electronic records, digital content, digital archives, and digital libraries.

The Archiving and Records Management Course covers the management and classification of records and the importance of record keeping in physical and paper-based systems. You will also explore digital curation, contract management, and risk management.

This training course provides an excellent foundation in records management, and you will be taught by professionals in the field of archive and records management. Upon completion, you will receive a certificate of completion, which can enhance your resume and future job opportunities.

The Archiving and Records Management Course is available entirely online, allowing you to learn at your own pace from the comfort of your home.

The course is an ideal starting point for anyone seeking to develop their records management expertise at a professional level.

With Courses for Success, you can expect a comprehensive management training focus with exceptional online course descriptions and training resources that will help you take control of managing and maintaining records.

Records Management Online Course - Requirements

The Records Management Courses is delivered 100 percent online.

To successfully complete this course, a student must:

●      Have access to the internet and the necessary technical skills to navigate the online learning resources

●      Have access to any mobile device with internet connectivity (laptop, desktop, tablet)

●      Be a self-directed learner

●      Possess sound language and literacy skills

Quick Course Facts

1. Course content is structured for easy comprehension

2. Registered students gain unrestricted access to the Records Management Course

3. All course material is available online 24/7 and can be accessed using any device

4. Study online from anywhere in your own time at your own pace

5. All students who complete the course will be awarded with a certificate of completion

Records Management Course Outline

Module One: Getting Started

Every organization is responsible for maintaining records. The ability to create, organize, and maintain records and archives is essential to success.

Module Two: Understanding Records

Records management systems will create uniformity and understanding.

Defining Records

●      Is it personal, or business?

●      Does it relate to a transaction?

Archives vs. Records

Records can become part of archives. Archives are records that are no longer current but are preserved past average records.

Life Cycle

There are differing definitions for document life cycles, which have become even more complicated with the introduction of electronic records.

Module Three: Management of Records

Establishing a records program with appropriate standards will help ensure that records are easily maintained.

What Is and Is Not a Record?

It is important to define what records are and what they are not to develop a records management system.

Record Programs

Record programs or record management programs will vary between organizations. The program is an official plan regarding how records must be maintained and who is responsible for their maintenance.

Management of Systems

Systems management is the part of the record program that identifies and governs the procedures, tools, and other assets that are necessary for the program to be successful. Developing Standards

Developing Standards

These standards cover aspects of both physical and technological record keeping.

Module Four: Context I

Functional records management requires understanding the context of records within the work of the company.

Techniques for Analyzing Records

1. Functional analysis

2. Structural analysis

3. Survey

4. Environmental analysis

Collecting Information

●      External Information

●      Internal Information

Organizational Needs

When assessing the needs of any organization or program a simple SWOT analysis is effective.

Legal Demands

The applicable laws and regulations must be considered in the development and use of records management.

Module Five: Context II

A knowledge of analysis systems and records surveys will also provide a context necessary to understand best current systems and how they operate in the process of records management.

Routine Process

Every company has regular activities which become processes. Routine processes are the everyday actions that have the have repetitive steps or sub-processes.

Creative Process

There are books dedicated to creative actions and processes in records management. Most of these books are written specifically for creative fields.

System Analysis

●      Functional analysis

●      Process analysis

Records Survey

Records surveys examine records to discover the relationships between them and the activities and processes of the organizations.

Module Six: Classification

Once you have established the context of records, you will need to begin the classification process.

Functionality

A functional analysis will assist in this first step towards classification.

Prioritize

Once the functions are identified, they need to be prioritized according to the current systems, the resources available, and the support available.

Assess and Review

Once the functions have been discovered and prioritized, an assessment and review are necessary. As you assess the functions create a model to guide the creation of files and in their series.

Develop a Tool

The model will work as an efficient tool, but creating a diagram with the identifier will serve to accurately create and divide records into files and sub files.

Module Seven: Paper-Based Systems

Paper-based systems are traditional systems that have been used to maintain records before electronic or hybrid records were created.

Arranging and Grouping

●      Dictionary-style

●      Encyclopedic style

Building Files

When individual files are created, the needs of the user must be considered.

Elementary & Intermediate

The intermediate levels of information can be represented in the file folder by creating subdivisions in the file folder.

Metadata

●      Description

●      Structure

●      Administrative

Module Eight: Electronic Records

Electronic records lack the restrictions that paper records have. They are not as limited by physical space and can be easily created and accessed.

Classifying

Electronic records need to be classified just like paper records. It is possible to use functional classification methods with electronic records, but there are other methods of classification.

Folders and Directories

Unlike paper records, electronic records allow for the creation of much larger files and directories. Folders are placed within folders so that it is possible for there to be a single folder for a single document in a small subcategory.

Groupings

The groupings of electronic records do not have to follow subject classification.

Metadata

Metadata is directly collected in electronic records. The context of metadata can be used to develop a classification method for records.

Module Nine: Hybrid Systems

Even as more and more companies attempt to go paper-free, it is not always possible to remove paper files from the records.

Routine Processes

Routine processes are based on repetitive activities and exist in both paper and electronic format.

Creative Processes

Creative processes are common in artistic fields, but they can also be special projects such as architecture design or developing new programs or software, and they will have their own unique set of actions.

Design

When electronic records are the standard of an office, there is no need to keep paper file cabinets.

Limitations

Hybrid record systems can be problematic. There is the risk of multiple copies of documents being saved even when clear guidelines are in place.

Module Ten: Appraisals & Systems

Appraisals are necessary for every records management system.

Taxonomy of Values

The traditional method of appraisal is the taxonomy of values.

Macro Appraisal

●      Who created the records? For what reason and how?

●      What was their original function?

●      Do they assist specific functions?

●      What is necessary to document?

Strategy & Criteria

The strategy for assessing records for disposal must consider the needs of the internal and external user in relation to the business, accountability, and cultural of the company.

Document & Review Decisions

Once you have established strategy and criteria, it is necessary to create a retention schedule.

Module Eleven: Record Maintenance

Regardless of the types of records or details of the records program, it is important to make sure that they are maintained properly.

●      Paper

●      Electronic

●      Create Archives

●      Conversion

Module Twelve: Wrapping Up

Recognition & Accreditation

Upon successful completion of this course and achieving a passing score for the assessment, you will be issued with an international continuing education credit (CEU) certificate.

This Certificate is applicable worldwide, which demonstrates your commitment to learning new skills. You can share the certificate with your friends, relatives, co-workers, and potential employers. Also, include it in your resume/CV, professional social media profiles and job applications.

Module One: Getting Started

Module Two: Understanding Records

• What is Records Management? 
• Defining Records 
• Archives vs. Records 
• Life Cycle

Module Three: Management of Records

• What Is and Is Not a Record? 
• Record Programs
• Management of Systems 
• Developing Standards

Module Four: Context I

• Techniques for Analyzing Records 
• Collecting Information 
• Organizational Needs 
• Legal Demands

Module Five: Context II

• Routine Process 
• Creative Process 
• System Analysis 
• Records Survey

Module Six: Classification

• Functionality 
• Prioritize 
• Assess and Review 
• Develop a Tool

Module Seven: Paper-Based Systems

• Arranging and Grouping 
• Building Files 
• Elementary & Intermediate 
• Metadata

Module Eight: Electronic Records

• Classifying 
• Folders and Directories 
• Groupings 
• Metadata

Module Nine: Hybrid Systems

• Routine Processes 
• Creative Processes 
• Design 
• Limitations

Module Ten: Appraisals & Systems

• Taxonomy of Values 
• Macro Appraisal
• Strategy & Criteria 
• Document & Review Decisions

Module Eleven: Record Maintenance

• Paper 
• Electronic 
• Create Archives 
• Conversion

Module Twelve: Wrapping Up

Entry requirements

Students must have basic literacy and numeracy skills.

Minimum education

Open entry. Previous schooling and academic achievements are not required for entry into this course.

Computer requirements

Students will need access to a computer and the internet.

Minimum specifications for the computer are:

Windows:

Microsoft Windows XP, or laterModern and up to date Browser (Internet Explorer 8 or later, Firefox, Chrome, Safari)

MAC/iOS

OSX/iOS 6 or laterModern and up to date Browser (Firefox, Chrome, Safari)

All systems

Internet bandwidth of 1Mb or fasterFlash player or a browser with HTML5 video capabilities(Currently Internet Explorer 9, Firefox, Chrome, Safari)

Students will also need access the following applications:

Adobe Acrobat Reader

Entry requirements:

Students must have basic literacy and numeracy skills.

Minimum education:

Open entry. Previous schooling and academic achievements are not required for entry into this course.

Device requirements:

Students will need access to a computer/any device and the internet.

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