Document Retention, Archiving and Information Security

Introduction

Managing documents, records, and content can be difficult. How do you best capture, manage, and store the documents and records in your organization? Does your approach meet compliance requirements, regulations, and standards? What is the best way to manage emails, web pages, and electronic documents and records? How do you find the right documents and records when you need them? How does workflow and business process management work with documents and records management to help increase efficiency within your company? ISO 15489 is the international standard for records management. It is about attaining a records management benchmark of best practice, setting up methodology, processes, and the resulting data storage, and using an electronic records management system. This program covers the strategies, tools, and technologies used to capture, categorize, manage, store, preserve (archive), and deliver documents and records in support of business processes. This program also covers the core components of ISO 15489 so that organizations become compliant with best practices.

In this program you will learn how to:

• Understand the key concepts and overall architectural scope
• Develop business cases and business requirements
• Use the concepts of document and records management to deliver business drivers
• Link how document and records management can be implemented across your organization
• Explore the implications of an Enterprise Content Management (ECM) strategy in conjunction with document and records management
• Understand the key concepts and overall scope of ISO 15489 and how to apply ISO 15489 in your organization

Objectives

• To understand document and records management lifecycle
• To understand ISO 15489 records management standard
• Review how to implement a records management system based on ISO 15489
• Help create business case and requirements for the selection and procurement of document and records management
• Create a document and records management plan of action to implement in their organization and learn from best practice implementations and case studies
• Concepts for managing information and content, such as workflow, business process, and collaboration
• Review industry-leading solutions and vendors in this marketplace
  Using metadata, business classification scheme, taxonomy, and setting retention plans
• Learn about legislation, standards, and regulation
• Set up search and retrieval
• Setting up access controls and security  
• Develop storage models, audit trail and storage technologies

Training Methodology

This is an interactive course. There will be open question and answer sessions, regular group exercises and activities, videos, case studies, and presentations on best practices. Participants will have the opportunity to share with the facilitator and other participants what works well and not so well for them, as well as work on issues from their own organizations. The online course is conducted online using MS-Teams/ClickMeeting.

Who Should Attend?

This program will prove to be useful and productive for all those who are interested in understanding document and records management and how it can be implemented successfully. It will be of benefit to:

• Document and Records Management personnel
• Document Management Supervisors
• Suppliers, Solution Providers, and Vendors
• Executives
• Users of Document and Records Management
• Personnel seeking to enhance their skills
• IT Management
• Technical staff

Course Outline

DAY 1: Strategy and Understanding Key Elements

• Introduce document and records management
• ISO 15489 introduction
• ISO 15489 Part 1 and Part 2 overview 
• Business case and drivers
• Creating business requirements
• Managing information assets
• Understanding the terminology
• Document and records management strategies
• Information governance

DAY 2: Concepts and Setup Components

• Document and records lifecycle
• Capture, store, and management
• Preserve and archive
• Presentation and delivery
• Metadata and indexing  
• Classification schemes
• Searching and retrieving
• Controls and security
• Legislation, standards, and regulation

DAY 3: Process and Delivery

• Information audit and survey  
• Business case
• Business requirements
• ISO 15489 Part 1
  • How to set ISI 15489 policies and standards
  • Assigning responsibilities and authorities
  • Establishing procedures and guidelines
• Business classification scheme
• IT infrastructure details
• Model office and rollout

DAY 4: Implementation Planning

• Implementation planning
• ISO 25489 Part 2
  • Designing, implementing, and administering specialized systems for managing records
  • Integrating records management into business systems and processes
• Information audit and survey
• Project and program planning

DAY 5: Case Studies

• Introduction to case studies
• Group 1 - Strategy
• Group 2 - Concepts
• Group 3 - Process
• Presentations