Training on Modern Records Management and Archiving in the Public Service

Government institutions generate and manage vast volumes of information that document policies, decisions, public services, and citizen interactions. Effective records management is essential to ensure transparency, accountability, and continuity in public administration. Modern Records Management and Archiving in the Public Service equips participants with practical skills to manage public sector records responsibly while complying with legal, regulatory, and governance requirements.

This course explores the principles and best practices for managing records throughout their lifecycle—from creation and classification to retention, archiving, and disposal. Participants will examine how structured records management systems support good governance, strengthen institutional accountability, and preserve the historical and administrative value of public records.

The training also addresses the growing complexity of managing both physical and digital records within government institutions. Participants will learn how to implement sustainable archiving strategies, establish retention schedules, manage sensitive information securely, and integrate digital archiving systems with traditional records management practices.

Special emphasis is placed on regulatory compliance, transparency requirements, and the role of archives in preserving institutional memory. The course highlights how effective public records management supports citizen access to information and strengthens trust in government institutions.

Through case studies, group discussions, and practical exercises, participants will develop the skills required to implement modern records management frameworks that support operational efficiency, legal compliance, and long-term preservation of government information.

By the end of the training, participants will be equipped to design and implement records management and archiving systems that align with public sector governance standards and ensure sustainable information management practices.

Duration

5 Days

Who Should Attend

• Government and public sector employees responsible for managing official records

• Records officers and archivists in ministries, agencies, and municipalities

• Compliance and legal professionals working in government institutions

• Information and knowledge management specialists supporting public sector governance

• IT professionals responsible for implementing digital archiving and records systems

Individual Impact

• Gain confidence in applying public records laws and standards

• Learn practical strategies for managing both paper and digital archives

• Build expertise in balancing access, security, and long-term preservation

• Strengthen your ability to respond to audits and freedom of information requests

• Enhance your career as a trusted custodian of government records

Organizational Impact

• Improved compliance with federal, state, and local records regulations

• Stronger systems for transparency, accountability, and governance

• Reduced risks of data loss, mismanagement, or public scrutiny

• Better service delivery through efficient records access and use

• Long-term preservation of institutional memory and cultural heritage

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

• Interpret and apply government records laws and regulatory requirements

• Design and implement records retention and archiving programs

• Manage digital transformation of public sector records

• Balance transparency and confidentiality in public information

• Establish sustainable practices for long-term archiving and access

Module 1: Public Sector Records Laws & Compliance

• Federal, state, and local records management laws

• Understanding public accountability and transparency obligations

• Freedom of Information (FOI) and access-to-information laws

• Penalties and risks of non-compliance

• Case Study: Lessons from a high-profile public records compliance failure

Module 2: Records Retention & Classification in Government

• Developing government retention schedules

• Classifying public sector records for easy retrieval

• Handling confidential and classified information

• Balancing short-term efficiency with long-term archiving needs

• Practical Exercise: Drafting a retention schedule for a government department

Module 3: Digital Records & E-Government Challenges

• Transitioning from paper to electronic records

• E-government systems and digital archives

• Metadata and authenticity in electronic records

• Risks of cloud storage and cybersecurity in public records

• Case Study: Implementing a digital archive in a government agency

Module 4: Long-Term Archiving & Preservation Strategies

• Ensuring accessibility of digital records over decades

• Preservation formats and migration strategies

• Role of national and state archives in governance

• Managing hybrid systems (paper + digital)

• Practical Exercise: Designing a preservation plan for historical records

Module 5: Records Governance, Accountability & Future Trends

• Building a culture of compliance and accountability

• Responding to audits, investigations, and FOI requests

• Emerging trends in open data and citizen access

• Leveraging technology for smart archiving

• Simulation Exercise: Handling an FOI request and records audit