Records That Work: A Training Course in Document and Records Management Systems
1Summary
A record nobody can find when it's needed is, for practical purposes, a record that doesn't exist. This training course starts from that problem and builds outward, showing how a properly designed document and records management system (DRMS) keeps information retrievable, secure, and compliant instead of buried in folders no one trusts.
Participants work through classification, storage, and security before moving into the legal and organizational side — policies, training, and continuous improvement — so the system they design keeps working long after the course ends.
2Objectives and target group
Target Group:
- Records and documentation officers.
- Administrative and office managers.
- Compliance and quality assurance professionals.
- HR and operational staff responsible for record keeping.
- IT personnel involved in document management systems.
Program Objectives:
By the end of this course, participants will be able to:
- Classify, index, and retrieve documents using a consistent system.
- Choose the right storage approach for physical and electronic records.
- Meet legal, regulatory, and audit requirements for record keeping.
- Protect sensitive records through access control and risk mitigation.
- Evaluate and deploy DRMS/EDMS tools effectively.
- Build policies and training that keep the system consistent over time.
3Course Content
Module 1: When Records Go Missing — Why Systems Matter
- Definition, purpose, and scope of DRMS.
- Types of records and their lifecycle.
- Why governance and compliance depend on findable records.
Module 2: Sorting It Out — Classification, Indexing and Metadata
- Document classification methods.
- Indexing systems for efficient retrieval.
- Metadata management.
Module 3: Where Records Live — Physical and Electronic Storage
- Physical records storage solutions.
- Electronic records management systems (ERMS) and EDMS features.
- Version control, collaboration tools, and IT system integration.
Module 4: Staying Compliant — Retention Rules and Audit Trails
- Laws and regulations affecting records.
- Retention schedules and data privacy considerations.
- Audit trails and accountability.
Module 5: Locking It Down — Security and Access Risk
- Protecting sensitive and confidential records.
- Implementing access controls.
- Risk assessment and mitigation strategies.
Module 6: Making It Stick — Policies, Training and Improvement
- Developing DRMS policies and standard operating procedures.
- Staff training and awareness programs.
- Analysis of real document management scenarios, with hands-on exercises.