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Records Management

Information

  • Services SETA Accreditation Status: Full Accreditation
  • Unit Standard: “Plan, Monitor and Control an Information System in a Business Environment”
  • Unit Standard ID: 13933
  • NQF Level 3, Credits 3
  • Duration: one day

COURSE OVERVIEW

A good organisational or departmental records management system enables employees to have access to information that is available when needed.  One missing document can affect decision-making up to top management level in organisations.  Whether you have a small office filing system, manage a departmental system, or make use of a centrally located organisational system, the principles remain the same:

  • A records management system must be planned to ensure its efficiency.
  • The system must be implemented with careful consideration to enable quick retrieval of documents in line with security of information guidelines.
  • The system must be maintained, managed and controlled in order to easily track and trace records.

Course Contents:

An introduction to records management

  • Understanding the records cycle and the role of an effective filing system.
  • Integrating and using the two types of filing systems: paper- and computer-based.
  • Understanding the difference between a record and a non-record - when to file documents and when not, as well as the difference between active and inactive records.
  • Analysing the prerequisites of a good filing system and evaluate if the current records management system makes provision for these fundamentals.

Planning a storage and retrieval system

  • Determining the requirements and special features of the records management system and analysing areas that need to be adapted.
  • Using different types of filing classification systems to suit the specific requirements of information stored in the records management system.
  • Using paper-based or electronic cross-referencing systems.

Implementing and maintaining a records management system

  • Understanding the different types of filing equipment and supplies, as well as the benefits.
  • Establishing a procedure for filing documents based on effective time management principles.
  • Controlling access to files by means of an effective tracking system and in accordance with organisational standard operating procedures.
  • Applying the guidelines for retention and disposal of records based on the organisational retention schedule or policies and procedures.

ASSESSMENT OF LEARNERS

Learners who attend this training, will receive a “Certificate of Attendance” directly after the training. Additionally, learners can also be enrolled to participate in the assessment process at an additional fee. Assessment entails the completion of a Portfolio of Evidence (PoE) and if being assessed as competent, the learner will be awarded 3 credits on NQF Level 3. In this case, a “Certificate of Competence” will be issued representing the credit values and NQF Level. Entry-level requirements for assessment according to the Unit Standard:  Learners will have demonstrated competence in communication at NQF Level 2 or equivalent.

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