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Records Management

  • Duration: 1 Day

Services SETA Accreditation Status: Full Accreditation

This learning program is aligned to the following unit standard:

Plan, Monitor and Control an Information System in a Business Environment

Unit Standard ID: 13933

NQF Level 3, Credits 3

Learning Program Overview

An effective organisational or departmental records management system enables employees to have access to information that is available when needed.  One lost or misfiled 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.

Learning Outcomes

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 records management system and evaluating 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

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”, endorsed by Services SETA, will be issued representing the credit value 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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