Course Level: Intermediate

Course Objectives

By the end of the course, participants will be able to:

• Understand the principles and key components of Electronic Records Management (ERM).

• Implement and manage an ERM strategy for an organization, ensuring efficiency and compliance.

• Design and develop policies for record creation, classification, storage, and destruction.

• Utilize ERM systems and software to optimize record management processes.

• Understand and apply relevant regulations, including data protection laws and compliance standards.

• Create strategies for the long-term preservation and secure access to electronic records.

Course Outline

Module 1: Introduction to Electronic Records Management (ERM)

• Overview of Electronic Records Management (ERM)

• Key Concepts: Records Lifecycle, Retention Schedules, Metadata, and Classification

• Benefits of ERM: Efficiency, Cost Reduction, Compliance

• Trends in ERM: Cloud storage, Automation, Digital Transformation

• Challenges in Implementing ERM Systems

• Case Study/Project: Analyze a company's existing records management process and suggest areas where ERM can streamline operations or reduce costs.

Module 2: Legal and Regulatory Requirements for ERM

• Understanding Legal and Regulatory Compliance: GDPR, HIPAA, SOX, etc.

• International Standards: ISO 15489, ISO 16175

• Record Retention and Disposal Policies

• Legal Implications of Improper Records Management

• Case Studies of Legal Violations due to Poor ERM Practices

• Case Study/Project: Evaluate an organization’s current compliance policies related to electronic records and identify gaps or risks based on relevant laws and standards.

Module 3: Developing an ERM Strategy

• Creating an ERM Strategy for Your Organization

• Stakeholder Identification and Engagement

• Aligning ERM Strategy with Organizational Goals

• Defining Roles and Responsibilities in ERM

• Establishing a Records Management Team

• Case Study/Project: Design a comprehensive ERM strategy for a hypothetical organization, focusing on business needs, legal requirements, and team responsibilities.

Module 4: Record Classification and Metadata Management

• Importance of Record Classification in ERM

• Developing Classification Schemes: Function-based vs. Subject-based Classification

• Best Practices for Metadata Management

• Metadata Standards (Dublin Core, EAD, MODS, etc.)

• Using Metadata for Search and Retrieval Efficiency

• Case Study/Project: Develop a classification scheme for a healthcare organization, ensuring metadata standards for easy retrieval and long-term access.

Module 5: Record Creation and Capture

• Identifying What Constitutes a Record in the Digital Era

• Creating Electronic Records: Document Formats and Standards

• Scanning and Digitization of Physical Records

• Tools for Capturing Electronic Records: OCR and Document Management Systems

• Integrating Record Creation with Other Business Systems

• Case Study/Project: Plan a strategy for digitizing a set of physical documents and integrating them into an electronic records management system.

Module 6: Storage and Preservation of Electronic Records

• Choosing the Right Storage Solution: Cloud vs. On-premise

• Preservation Techniques for Long-Term Record Keeping

• Redundancy and Backup Plans for Electronic Records

• Digital Preservation Standards and Tools (e.g., PDF/A, XML)

• Blockchain Technology for Secure and Immutable Records

• Case Study/Project: Assess an organization's current digital record storage solutions and propose a plan for improving accessibility, security, and long-term preservation.

Module 7: Access and Retrieval of Electronic Records

• Organizing Records for Easy Access and Retrieval

• Implementing Effective Search Systems

• User Roles and Access Controls in ERM Systems

• Integrating ERM with Business and ERP Systems

• Managing Large Volumes of Records with AI and Automation

• Case Study/Project: Design an access and retrieval system for a public sector organization that ensures easy and secure access to electronic records.

Module 8: Security and Privacy in ERM

• Risks and Threats in Electronic Records Management

• Data Protection: Encryption, Authentication, and Access Control

• Privacy Considerations: Protecting Personally Identifiable Information (PII)

• Developing ERM Security Policies and Protocols

• Regulatory Requirements for Data Security (e.g., GDPR, CCPA)

• Case Study/Project: Conduct a security audit for an organization’s ERM system, identifying weaknesses and recommending improvements for data protection and privacy compliance.

Module 9: Retention, Disposal, and Archiving of Electronic Records

• Developing Record Retention Schedules

• Legal and Regulatory Guidelines for Record Disposal

• Archiving Strategies: Ensuring Records are Readily Available and Preserved

• Automating Record Disposal and Destruction

• Managing Transitory Records and Temporary Storage

• Case Study/Project: Create a record retention schedule for an organization, ensuring compliance with industry regulations and best practices for archiving.

Module 10: Future Trends in ERM and Emerging Technologies

• The Role of Artificial Intelligence in ERM Automation

• Blockchain and its Application in Electronic Records

• Future of Cloud Solutions and Remote Access in ERM

• Integration with Internet of Things (IoT) and Big Data for Records Management

• The Evolving Role of ERM in Digital Transformation

• Case Study/Project: Research and propose a roadmap for adopting emerging technologies (e.g., AI, blockchain) in an organization’s ERM system.