Course Overview

The Records Management and Information Governance course by Transformentors Academy is designed to help professionals develop effective strategies for managing organisational information securely, efficiently, and in compliance with modern regulatory requirements.

As organisations continue to generate large volumes of data and records, effective records management has become essential for maintaining operational efficiency, protecting sensitive information, and supporting informed decision-making.

This practical five-day programme explores key areas such as records management policies, information governance frameworks, retention management, digitalisation initiatives, data protection, and regulatory compliance. Participants will learn how to design reliable systems that ensure information remains accurate, accessible, secure, and properly managed throughout its lifecycle.

Through practical examples, discussions, and real-world applications, participants will gain the knowledge and tools needed to support digital transformation initiatives and build sustainable records management practices within their organisations.

Agenda

Day — 1 The Value and Purpose of Information Management

• Understanding the definition and importance of information management in modern organisations
• Exploring different types of records and information used across organisational departments
• Understanding the records lifecycle and its key stages from creation to disposal
• Discussing the benefits and common challenges associated with information management
• Understanding data protection laws and the importance of regulatory compliance
• Exercise: Mapping and analysing information flow within an organisation

Day — 2 Structuring and Controlling Information Assets

• Exploring methods used to organise, store, and retrieve records efficiently
• Understanding classification and filing schemes with practical examples
• Learning guidelines for developing file naming conventions and version control policies
• Understanding the relationship between information asset registers and GDPR Records of Processing Activities (ROPA)
• Exercise: Creating sample register entries and classifying organisational records effectively

Day — 3 Planning and Executing Digitalisation

• Evaluating when paper records should be digitised and when physical storage may still be required
• Understanding guidelines for selecting suitable digitalisation strategies for organisational needs
• Exploring and comparing different document scanning techniques and methods
• Understanding scanning quality standards, image resolution, and file format requirements
• Exploring key digitalisation standards and considerations, including:
  • ISO 19005 PDF/A standards
• Exercise: Developing a practical digitalisation plan for an organisation

Day — 4 Digital Preservation Strategies

• Identifying common challenges and issues in digital records management
• Understanding the differences between short-term storage and long-term digital preservation strategies
• Exploring and evaluating digital preservation tools, techniques, and models
• Discussing the challenges, risks, and limitations associated with email management
• Assessing preservation risks related to commonly used digital file formats
• Exercise: Developing a preservation strategy for a specific type of digital record

Day — 5 Developing and Applying a Retention Schedule

• Understanding guidelines for identifying records that must be retained and determining appropriate retention periods
• Learning the principles of secure, compliant, and legally defensible disposal of records
• Comparing different types of retention schedules with practical examples
• Exploring techniques for aligning retention schedules with legal and regulatory requirements
• Understanding best practices for integrating retention schedules into business processes and information systems
• Exercise: Creating retention rules for different categories of organisational records
• Course recap, key takeaways, and final course evaluation

Learning Outcomes

At the end of the Effective Records and Information Management course by Transformentors Academy, participants will be able to:

• Understand the benefits and risks associated with records and information management within organisations
• Evaluate digitalisation opportunities and select suitable approaches for managing organisational records
• Identify and implement the essential components of an effective and sustainable records management programme
• Assess current information and knowledge management practices to identify strengths, gaps, and improvement areas
• Develop practical tools, procedures, and workflows to support business information management requirements
• Recognise common information security risks and implement controls to protect sensitive records and information
• Apply techniques for preserving digital records using metadata, format standards, and access planning methods
• Develop and maintain retention schedules based on legal, regulatory, and operational requirements

Who Should Attend

This course is ideal for professionals responsible for managing, controlling, protecting, and storing organisational records and information, including:

• Records and Information Management Officers
• Document Controllers and Archivists
• Compliance and Risk Managers
• Data Protection and Privacy Officers
• IT and Digital Transformation Professionals
• Departmental Administrators handling sensitive or regulated information
• Professionals seeking to implement or improve information governance processes