Training on Best Practices in Electronic Records Management and Digital Archiving

Organizations increasingly rely on digital information systems to manage records, yet ensuring the long-term integrity, accessibility, and compliance of electronic records remains a significant challenge. Best Practices in Electronic Records Management and Digital Archiving equips professionals with the knowledge and practical skills needed to manage digital records effectively and preserve them for future access.

This comprehensive training explores the full lifecycle of electronic records from creation and classification to storage, preservation, and secure disposal. Participants will examine internationally recognized standards, digital preservation frameworks, and governance strategies that support reliable electronic records management programs.

The course also addresses critical areas such as information security, metadata management, digital preservation technologies, and compliance with legal and regulatory requirements. Participants will learn how to design and implement electronic records systems that support organizational efficiency while safeguarding sensitive information.

Through case studies, demonstrations, and applied exercises, participants gain practical insights into establishing sustainable digital archiving practices, integrating electronic records into governance frameworks, and ensuring long-term accessibility of digital information assets.

By the end of the training, participants will be able to implement robust electronic records management systems, support digital preservation initiatives, and ensure their organizations maintain reliable and compliant digital archives.

Duration

10 Days

Who Should Attend

• Records and information management professionals

• Archivists and librarians responsible for digital collections

• IT professionals supporting electronic records and digital archiving systems

• Compliance and legal officers responsible for governance and regulatory adherence

• Government, NGO, and corporate administrators managing digital records

Organizational Impact

• Improved compliance with national and international record-keeping standards

• Enhanced data security and reduced risks of data loss

• Streamlined digital workflows for efficiency and cost savings

• Strengthened accountability and transparency in record management

Individual Impact

• Practical expertise in digital archiving and e-records systems

• Ability to design and implement compliant record-keeping policies

• Skills in applying metadata standards and digital preservation tools

• Improved career prospects in records and information management

By the end of this training, participants will be able to:

• Understand principles and standards in electronic records management.

• Apply metadata and classification schemes for effective record-keeping.

• Implement secure digital archiving strategies and technologies.

• Ensure compliance with legal and regulatory requirements.

• Develop sustainable frameworks for long-term digital preservation.

Module 1: Introduction to Electronic Records Management

• Evolution of records management in the digital era

• Key challenges and opportunities

• International standards overview (ISO 15489, MoReq, etc.)

Module 2: Policies and Frameworks for Electronic Records

• Governance and policy development

• Legal and regulatory compliance in different sectors

• Case study: Government digital archiving systems

Module 3: Records Classification and Metadata

• Metadata standards (Dublin Core, PREMIS, METS)

• Designing taxonomies and classification schemes

• Practical: Applying metadata to electronic files

Module 4: Technologies for Digital Archiving

• Storage solutions and formats (PDF/A, XML, TIFF)

• Cloud vs. on-premises archiving

• Demonstration: Setting up a digital repository

Module 5: Security and Risk Management

• Cybersecurity in records management

• Protecting sensitive and confidential information

• Case study: Data breaches and lessons learned

Module 6: Digital Preservation Strategies

• OAIS reference model and trusted repository principles

• Migration, emulation, and data integrity checks

• Practical: Preserving records with open-source tools

Module 7: Workflow Automation and Systems Integration

• Integrating e-records with ERP and business systems

• Role of RPA and AI in digital archiving

• Demo: Workflow automation for e-records

Module 8: Audit, Monitoring, and Quality Assurance

• Records retention schedules and disposal policies

• Conducting audits and compliance reviews

• Group exercise: Designing a compliance checklist

Module 9: Case Studies in Electronic Records Management

• Corporate, healthcare, government, and NGO perspectives

• Successful implementations and failures

• Lessons for sustainable practices

Module 10: Future of Digital Archiving and Capstone Project

• Emerging technologies (blockchain, big data, cloud-first archives)

• Ethical considerations and sustainable practices

• Capstone: Designing an electronic records management framework for participants’ organizations