This workshop will equip those with records management responsibilities to further their careers by being able to converse at a strategic level regarding current important topics in records and information management.  The course is deliberately held at a high level, and requires active participation from all delegates.   In addition to the course content, delegates will benefit by interacting with other thought leaders in the information management field.

1. Current legislative impacts on records management • The Protection of Personal Information Act (POPIA) • King IV and the implications for records management • The New Companies Act • The Electronic Communications and Transactions Act

2. Strategic Planning and Management for Records and Archive Services • Identify the Corporate Drivers facing the organisation • Determine the key management issues facing document and records management • Conducting an audit/maturity assessment • Creating a roadmap based on the audit findings • Implement a Records Management programme • Create a change and communications management plan

3. Beyond basic Electronic Records – critical issues to consider

• Long-term preservation • Metadata • File naming • File formats • Storage facilities and procedures • Digital media • Evaluation of records management systems • Digital imaging • E-mail management • Web content management • Electronic and advanced electronic signatures

4. Information Governance (Beyond Records management, Risk and Security) • Information Governance and Generally Accepted Recordkeeping Principles (GARP) • Records management in relation to other enterprise initiatives o Conversion of paper documents and records to electronic files o Records Management o Content / Knowledge Management o Collaboration / Work-flow engines o Version control o Electronic forms management

5. Transparency and Records Management • Transparency implications for records and information management • Records Management as a tool for establishing transparency and accountability • Records Management maturity levels

6. Managing Social Media Records • Introduction •  Understanding Social Media • Social Media as a record. • Retention of Social Media communications • Social media as a records management tool • Managing Social media records using GARP principles

7. Managing Documents & Records in the Cloud • Understanding “The Cloud” • Different “Cloud” and deployment models • Advantages and disadvantages of cloud storage • Discussing the  implications for records management • Determining whether the cloud is right for your organisation's records • Key action steps

8. Business Classification Schemes • What is a business classification scheme • Integrating paper, electronic and e-mail classification schemes • Extended file plan and metadata models • Naming Conventions

9. SharePoint On-line and Microsoft 365 E-Records Management • Reviewing the capabilities and features of Microsoft 365 and Sharepoint online. • Configuration options • Planning considerations • Managing physical records with Sharepoint • Understanding the relationship between OneDrive, Teams, Exhange and Sharepoint, and making appropriate decisions.

Paul Mullon is the Founding Member of COR Concepts, an information management consultancy providing consulting and training services to Government and private sector organisations on all aspects of records and information management.  Mr Mullon has been in the information management industry for over 27 years, having worked for a number of South African leading companies.  During the last 30 years he has been involved in workflow, document and records management.

He has a B. Com (Hons),MBA, PhD (h.c).  Dr Mullon is very involved in standards development for document management applications and records management at both South African and international levels. He is the Chairman of the South African Standards Technical Committee for Document Management Applications.  He regularly attends international standards committee meetings as the head of the South African delegation.  

After completing this workshop, delegates will be able to:

Understand the implications of new legisation on records management and guide the organisation to becoming compliant

Create a strategic plan for a records improvement process

Align the records management programme to the corporate goals and objectives

Provide input into the the Entrprise Content Management and or Digital transformation initiatives of the organisation.

Prepare the organisation for Information Governance, beyond IT Governance

Assist the organisation in balancing the needs for Privacy versus Accessibility of records

Lead the process for managing social media as records where appropriate.

Make informed decisions as to whether the "Cloud" is a suitable repository for organisational records 

Look beyond traditional "File Plan" thinking and start developing value-based records classification schemes

Inform the organisation of the pros and cons of Sharepoint as a records management system.

• Records Managers
• Information Governance professionals
• Departmental managers responsible for Records Management
• IT staff responsible for records management
• Representatives from National and Provincial Archives
• Representatives from watchdog organisations responsible for Industry Governance

The course will achieve the following objectives:

• Provide a consistent understanding as to what EDRMS and ECM systems are, and highlighting the differences between them
• Position ECM and Knowledge Management in a cohesive framework
• Provide a framework for developing a business case for implementing EDRMS or ECM systems
• Provide generic (non-vendor-specific) EDRMS solution design methodologies
• Provide detailed policy and procedures frameworks
• Equip delegates to be able to create their own communications plan for the EDRMS/ECM implementation
• Equip delegates to implement a trustworthy Imaging system
• Show the differences and interrelationships between data and documents or records
• Enable delegates to build metadata schema for their organisations
• Equip delegates to understand and prepare for managing e-mail as a record
• Establish an e-discovery framework
• Conduct an analysis of work processes that generate or capture records
• Establish a plan for digital preservation
• Establish the necessary Governance structures.

Review of EDRMS components and functionality:

• Document Imaging
• Document Services
• Workflow
• Electronic management of physical records
• Enterprise report Management (Output management)
• Microforms
• Integration between Document and Records Management systems

Enterprise Content Management (ECM) systems

• Web Content Management
• Digital Rights Management
• Digital Asset Management
• Business Process Management
• Electronic forms management
• E-mail archiving
• Databases and other systems containing records

Knowledge and Information management

• Understand how it all fits together
• Decide what your organization needs based on its real requirements
• The new organizational partnership (Records Management and IT)

Developing a strategy for EDRMS

• Developing a business case
• Gathering commitment, resources and funding
• Creating a roll out plan
• Programme and project management considerations

Solution design

• Non-technical specifications
• Roles and responsibilities
• Security Classification
• Permissions and access rights
• Architectural issues
• Service Oriented Architecture (SOA)
• Software as a Service (SaaS)

Detailed policy and procedure development

• Records management policies and procedures
• Information management policies and procedures that impact upon records management

Detailed communications management workshop

• Develop a communications plan for the ECM/records management programme

Document Imaging in detail

• Implications
• Procedures and processes
• Quality issues

Data capture and document capture

• Implications
• Forms and character recognition
• Merging these two environments
• Data quality issues
• An evolutionary approach to integration

Metadata

• Understanding metadata requirements
• Capture of metadata

E-mail rules

• Challenges specific to e-mail
• E-mail etiquette
• E-mail archiving

Information Security

• Policies
• Implications
• Action steps

Electronic Discovery

• Challenges with e-discovery
• Implications and action steps

Analyzing work processes that capture or manage records

• Aligning records management/ECM to corporate strategy
• Determining those processes which impact on record keeping
• Designing the classification system accordingly

Digital Preservation

• Detailed challenges of preservation
• Open Archival Information Systems (OAIS)
• International Developing a digital preservation strategy
• Implementing Governance frameworks
• The steering committee
• Checks and balances
  Reviews and rework

Paul Mullon is the Founding Member of COR Concepts, an information management consultancy providing consulting and training services to Government and private sector organisations on all aspects of records and information management.  Mr Mullon has been in the information management industry for over 40 years, having worked for a number of South African leading companies.  During the last 30 years he has been involved in workflow, document and records management.

He has a B. Com (Hons),MBA, PhD (h.c).  Dr Mullon is very involved in standards development for document management applications and records management at both South African and international levels. He is the Chairman of the South African Standards Technical Committee for Document Management Applications.  He regularly attends international standards committee meetings as the head of the South African delegation.  

• Understand and Implement advanced principles of Electronic Document and Records Management
• Be equipped with the tools to implement new systems or streamline existing systems
• Understand potential for introducing new technologies in Document and Records Management
• Facilitate the move to Enterprise Content Management
• To ensure that your organization is Compliant

• Records staff with a solid grounding in IT and EDRMS principles
• IT or business unit staff who need to implement electronic document and records management systems
• This course is designed for records staff that have little or no experience with computers. 
• It will be of particular value to organizations that plan to need to comply with records management regulations and standards.
• Organizations who are in the process of implementing Document and Records Management systems
• Organizations looking to extract value out of existing systems All organizations (public and private sector)