Management of Electronic Records and Record Keeping

Training Program for Secretaries

1. Introduction

In the digital age, the role of secretaries in managing information has become increasingly complex. Electronic records are now central to organizational operations, compliance, and decision-making. This course is designed to provide secretaries with the essential skills to effectively create, manage, store, retrieve, and dispose of electronic records in line with best practices and legal standards. Participants will also learn how to manage both hybrid (paper + digital) environments and transition toward digital recordkeeping.

 

2. Objectives

The course aims to:

• Provide a solid foundation in electronic record management principles.
• Develop practical skills in organizing, storing, securing, and retrieving digital records.
• Equip secretaries with tools and knowledge to support compliance with records policies and legal requirements.
• Improve efficiency in document and data management within administrative roles.
• Support digital transformation and the implementation of electronic recordkeeping systems.

 

3. Target Group

This course is ideal for:

• Secretaries and Executive Assistants
• Administrative and Office Assistants
• Records Clerks
• Front Office Coordinators
• Anyone responsible for document and records management in an office setting

 

4. Course Duration

• Duration: 4 weeks
• Modules: 16 modules (4 per week)
• Hours: 64 hours total (4 hours per module)
• Delivery: In-person, virtual instructor-led, or hybrid format

 

5. Course Content

Module 1: Introduction to Records and Information Management (RIM)

• Definition of records and information
• Importance of records to organizations
• Role of secretaries in recordkeeping

Module 2: Types of Records – Physical vs. Electronic

• Categories of records: administrative, financial, personnel, etc.
• Hybrid records systems
• Transitioning from paper to digital records

Module 3: Principles of Electronic Records Management (ERM)

• Lifecycle of electronic records
• Core ERM principles: authenticity, reliability, integrity, usability
• International standards (e.g., ISO 15489)

Module 4: Record Creation and Classification

• Metadata and naming conventions
• File classification systems and taxonomies
• Indexing and labeling digital files

Module 5: File Management and Folder Structures

• Logical file/folder organization
• Best practices for directory structures
• Version control in electronic files

Module 6: Storage of Electronic Records

• Local, network, and cloud storage
• Centralized vs decentralized storage
• File size, formats, and long-term readability

Module 7: Security and Access Control

• Confidentiality and permissions
• Password protection and encryption
• Audit trails and user accountability

Module 8: Email Records Management

• Identifying emails as records
• Archiving and retrieving email records
• Policies for official email communication

Module 9: Document and Records Management Systems (DRMS)

• Introduction to DRMS (e.g., SharePoint, M-Files, OpenText)
• Features and benefits
• Secretary’s role in using DRMS

Module 10: Retention and Disposition of Records

• Retention schedules
• Legal and regulatory compliance
• Secure deletion and archiving

Module 11: Backup and Disaster Recovery

• Backup strategies and frequencies
• Protecting records during system failures
• Recovery planning and business continuity

Module 12: Compliance, Policies, and Legal Frameworks

• Data protection laws (e.g., GDPR, local regulations)
• Organizational records policies
• Regulatory audits and risks

Module 13: Records Auditing and Monitoring

• Conducting internal audits
• Quality control and periodic reviews
• Detecting unauthorized changes or deletions

Module 14: Digital Transformation and E-Governance

• Digitization of legacy paper records
• Supporting automation and workflows
• Trends in e-records and smart offices

Module 15: Ethics and Professional Responsibility in Recordkeeping

• Integrity and confidentiality in handling records
• Ethical dilemmas in data management
• Codes of conduct for administrative professionals

Module 16: Capstone Project and Final Assessment

• Create a file plan or digital records retention schedule
• Practical file organization simulation or DRMS demo
• Presentation and group review

 

6. Learning Outcomes

After completing the course, participants will:

• Understand the complete lifecycle and standards of electronic records management
• Confidently organize, classify, and retrieve digital files and records
• Secure and protect confidential records in compliance with legal and policy frameworks
• Utilize document management systems and office technologies for recordkeeping
• Support organizational record retention and data privacy programs
• Take initiative in digital transformation and efficient office filing systems

 

7. Certification

• Certificate of Completion in Electronic Records and Recordkeeping
• Issued upon:
• Minimum 85% attendance
• Completion of all assignments and module quizzes
• Successful capstone project submission

The certificate validates competency in managing digital records and supports career advancement in administrative roles.