Managing Organization’s Information and Records System

1. Introduction

Information and records are among the most valuable assets of any organization. Effective Information and Records Management (IRM) ensures operational efficiency, compliance with regulatory requirements, and preservation of institutional knowledge.

The Managing Organization’s Information and Records System Course is designed to equip participants with the technical knowledge, practical skills, and professional competencies required to design, implement, and manage an effective information and records system. This program emphasizes the management of both physical and digital records, covering areas such as information governance, electronic document management, data protection, archiving, and records lifecycle management.

Participants will learn to apply international standards and best practices to ensure the efficient flow, storage, retrieval, and security of organizational information.

2. Course Objectives

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

• Understand the principles and frameworks of information and records management.
• Design and implement effective organizational records systems.
• Apply best practices for electronic and physical record management.
• Develop policies for information governance and data security.
• Manage the full records lifecycle—from creation to disposal or archiving.
• Utilize technology and digital tools for record keeping and retrieval.
• Ensure compliance with legal, ethical, and organizational requirements.
• Promote accountability, transparency and efficiency in information management.

3. Targeted Group

This training is designed for:

• Records and Information Management Officers
• Administrative and Executive Assistants
• Archivists and Librarians
• Data and Document Control Officers
• IT and Database Administrators
• Human Resources, Legal, and Compliance Officers
• Managers responsible for corporate information systems
• Public sector and NGO professionals managing institutional records

4. Course Duration

Total Duration: 4 weeks (96 contact hours)
Delivery Options:

• Instructor-led classroom sessions
• Online interactive workshops and case-based learning
• Practical exercises and project-based assignments

5. Training Methodology

• Lectures and multimedia presentations introducing core IRM concepts.
• Hands-on exercises using digital information management tools.
• Case studies and role-based simulations drawn from real organizational contexts.
• Group discussions and peer learning activities.
• On-site or virtual demonstrations of record management systems.
• Capstone project involving the design of an organizational information management plan.

6. Course Content

Module 1: Introduction to Information and Records Management

• Concepts, definitions, and scope of IRM
• Importance of records in organizational operations
• Principles of good recordkeeping

Module 2: The Role of Information in Organizational Management

• Information as a corporate resource
• Relationship between information management and decision-making
• Records as evidence and accountability tools

Module 3: Records Lifecycle and Information Flow

• Creation, classification, maintenance, and disposal stages
• Information flow and control systems
• Managing active and inactive records

Module 4: Records Classification and Indexing Systems

• Methods of organizing and indexing records
• Filing systems: numeric, alphabetic, and subject-based
• Developing a records classification scheme

Module 5: Electronic Records and Digital Information Systems

• Managing born-digital records
• Metadata, electronic documents, and digital archives
• Electronic Document and Records Management Systems (EDRMS)

Module 6: Records Retention and Disposal Schedules

• Developing retention policies and schedules
• Legal and compliance considerations in record disposal
• Archiving vs. destruction of records

Module 7: Information and Records Security

• Access control and confidentiality policies
• Data protection laws and privacy principles
• Cybersecurity measures for digital records

Module 8: Policies and Procedures for Information Governance

• Developing and implementing records management policies
• Roles and responsibilities in information governance
• Auditing and monitoring record systems

Module 9: Document Management Systems (DMS)

• Overview of DMS technologies and software
• Features and functionalities (scanning, indexing, retrieval)
• Cloud-based vs. on-premise DMS solutions

Module 10: Data and Knowledge Management

• Differentiating data, information, and knowledge
• Managing organizational knowledge resources
• Using IT systems to enhance information sharing

Module 11: Archiving and Preservation Techniques

• Archival principles and long-term preservation methods
• Digitization and restoration of legacy records
• Archival metadata and cataloging

Module 12: Legal, Regulatory, and Ethical Aspects of Record Management

• Compliance with data protection, FOI, and archival laws
• Ethical issues in information handling
• Managing risk and ensuring accountability

Module 13: ICT Tools for Information Management

• Software for records management (SharePoint, M-Files, OpenText)
• Automation and artificial intelligence in IRM
• Cloud computing and mobile data access

Module 14: Disaster Recovery and Business Continuity Planning

• Protecting records during crises and disasters
• Backup, redundancy, and recovery strategies
• Developing a records disaster preparedness plan

Module 15: Performance Measurement and Quality Control

• Setting benchmarks for IRM effectiveness
• Auditing and reporting on information systems
• Continuous improvement and digital transformation

Module 16: Capstone Project – Designing an Organizational Information and Records System

• Assessment of organizational needs and challenges
• Designing and implementing a records management plan
• Presentation and evaluation of practical solutions

7. Expected Outcomes

Upon successful completion of this course, participants will be able to:

• Develop and implement a comprehensive information and records management system.
• Apply global best practices and standards in IRM.
• Manage both physical and digital records efficiently and securely.
• Create and enforce policies for records retention and disposal.
• Utilize modern ICT tools for information storage and retrieval.
• Ensure compliance with legal and ethical requirements.
• Enhance organizational efficiency and data governance structures.
• Prepare professional records management reports and documentation.

8. Certificate of Completion

Participants who successfully complete all modules, assessments, and the capstone project will receive:

🎓 Certificate of Completion – Managing Organization’s Information and Records System

Issued by: FOTADE Training, Research and Resource Development Centre

This certificate recognizes the holder’s competence in designing, implementing, and maintaining organizational information and records systems, qualifying them to perform effectively as Records Managers, Information Officers, or Data Governance Specialists across both public and private institutions.