SEMINAR OVERVIEW

Module One Module Two Module Three Module Four Module Five

Introduction to Records The Records Unit Correspondence Files Management Best Practices for
Management Management Records Management

- The Basics - Core functions of a - Mail Management - Creation of Organization Best Practices for
- The Records Life Cycle Records Unit - Classification and Files Records Management
Concept - Responsibility of Records Correspondence Analysis - Maintenance of - Standards and Laws
- The Odyssey of Records Staff towards Users - Numbering Arrangement Organization Files and for Records
Management - Responsibility of Users - Action Indicators Filing Equipment Management
- Email Management - Disposition and Retention - Core Competences for
for Organization Records Records Staff
- Secure Destruction of - E-Government and
Organization Records Public Records
- Monitoring and
Controlling Organization PRACTICUM
Records - Filing Techniques
Module: 1 Introduction to Records Management
This module deals with the basic introductory concepts and issues pertinent to the
profession of Records Management.

1.1The Basics
Definitions of what exactly constitutes a record based on various environments and as
defined by several international and regional authorities: ISO 15489, ARMA, AIIM, IRMT,
as well as selected Caribbean legislation, e.g. FOI Acts, Evidence Acts and other relevant
pieces of legislation.

1.2 The Records Life Cycle Concept

Introduction to the lifecycle concept describing the various stages through which
information passes in recorded form.

1.3 The Odyssey of Records Management

Overview of the historical background of records management from cave drawings and
recorded messages left by earlier civilizations, and its transition from a perceived low‐
level clerical function into an accepted discipline with its own set of ethics, rules,
standards and academic support programmes. Related information disciplines will also
be discussed as well, with some appreciation for how these disciplines complement
records management, as well as the increasingly diverse functions and nomenclature
that people managing records are now facing, especially within the electronic
environment.

Module: 2 The Records Unit

The relationship between the Records Unit and the other business support units, where
specific reference will be made to the functions of the Records Unit, as well as, some best
practices for the greater delivery of records services will be explored.

2.1 Core functions of the Records Unit

The basic services expected from the Records unit (Registry), using the Westminster
Model.

2.2 Responsibility of Records Staff towards Users

The organizational and functional arrangements for a typical Records Unit, as well as the
assignment and location of the records management function within the Enterprise.

2.3 Responsibility of Users

The unique partnership between records staff, and users for the continued sustainability
of the records management programme.

Module: 3 Correspondence Management

This module explores the various types of correspondence typically generated within the
Enterprise, as well as industry practices and procedures for their management.

3.1 Mail Management

Rules and procedures for the effective management of incoming and outgoing
correspondence.
 3.2 Classification and Correspondence Analysis
The importance of identifying incoming correspondence to determine: relevance,
subject, access and placement within the organization’s classification schema.

3.3 Numbering Arrangements

Exploration of the various filing arrangements for the physical enclosure of
correspondence in files.

3.4 Action Indicators

Some file action indicators used throughout the Westminster Registry System indicating
follow‐up for records returned to the records Unit.

3.5 Email Management

The use of electronic records, especially electronic mail (E‐Mail) has become more and
more pervasive, and therefore some general rules for the creation, maintenance and
disposition of electronic records will be discussed.

Module: 4 Files Management

This module will focus on the management of both the physical and electronic records
throughout their lifecycle, as well as environmental and institutional arrangements in
accordance with international standards.

4.1 Creation of Organization Files

A look at primary and secondary level approaches to the creation of records. NB. There
will be brief discussions on the creation of electronic records, and the role of Metadata.

4.2 Maintenance of Organization Files and Filing Equipment

Outlining of topics such as: storage, security, selection of equipment, housekeeping,
environment control, records migration, and disaster management.

4.3 Disposition and Retention

Scheduling, auditing and inventorying records for retention and disposition, according to
industry standards, as well as best steps for transferring non‐current records off‐site. The
role of Archives and Records Centres will also be discussed.

4.4 Secure Destruction of Organization Records

Some recommended steps for the secure destruction of organizational records.

4.5 Monitoring and Controlling Organization Records

How to administer effective corporate records management programmes, including:
identification and protection of vital records, as well as re‐structuring of current records
services. NB. Some considerations for Automation will be covered briefly as well.

Module: 5 Best Practices for Records Management

This module explores the various types of correspondence typically generated within the
Enterprise, as well as industry practices and procedures for their management.

5.1 Standards and Laws for Records Management

A review of some of the more prominent standards and various pieces legislation
affecting recordkeeping.

5.2 Core Competences for Records Staff

The various skills sets and professional development required within the Records Unit for
effective delivery and maintenance of the records management programme.
 5.3 E‐Government and Public Records
A discussion on how delivery of effective electronic records management (ERM) directly
contributes to the delivery of online public information services (eServices, eDemocracy,
and eGovernment). The discussion will also explore how some ERM services are affected
by e‐commerce, privacy legislation, FOI, data protection and other associated laws.

Unit: 6 PRACTICUM
Practical Exercise: (15 minutes preparation time given)

Participants will be divided into groups of no more than ten (10) persons.

Each group will need to appoint individuals to conduct the following tasks:

- To moderate the group discussion;

- To read the case study for the group;
- To write the report to be presented;
- To present the report orally.

Time allotted for the completion of the report on the case study is fifteen (15) minutes. Maximum
time allotted for the presentation of reports is ten (10) minutes.
REGISTRATION FORM

Course title:

Location & Date of course:

Name of participant:

Position/responsibilities:

Organisation:

Telephone: Mobile: Fax:

E-mail:

Postal address:

What kind of background in records work do you have?:

How did you find out about the course?:

I have read and agreed to the conditions for training course registration outlined above.

Signature: Date:

Authorising officer:

Name: Position:

Telephone: Fax:

E-mail:

Signature: Date:

P.O. Box 2235, 40 Northey Lane Telephone: 868-671-8173/672-7002

Longdenville, Chaguanas Fax: 868-672-7005
TRINIDAD, W.I. Email: info@lorsonresources.com 7
REGISTRATION AND PAYMENT TERMS & INSTRUCTIONS:

1. Please ensure registration forms are properly filled out and more importantly authorization/approval for
registration indicated on the form before forwarding to Lorson.
2. All costs quoted are in US$.
3. Where applicable, the TT$-US$ rate of exchange shall be calculated at the prevailing bank rate.
4. Payments must be made IN ADVANCE.
5. Late payments -- 15 days and more from the date of invoice) shall incur a 15% late fee charge.
6. Companies based in Trinidad & Tobago can issue cheques payable to LORSON RESOURCES LIMITED. All
other companies please complete an International Wire Transfer. The details will be included on your invoice
from Lorson Resources Limited.
7. A 5% discount shall apply for groups of five (5) participants or more from one organisation.
8. The price of the course also covers morning and afternoon snack breaks, lunch, manuals/course materials
and certificate.
9. PAYMENT AND REGISTRATION SUBSTITUTION POLICY
Substitute participants are permitted for individuals from the same company or organization. Substitution
requests must be received in writing, and validated by a supervisor, no later than 5 (five) business days
before the first day of the registered program.

10. CANCELLATION POLICY

Lorson Resources Limited reserves the right to cancel courses, programs, workshops or seminars at any
time for any reason. The decision to cancel is at the sole discretion of Lorson Resources Limited. In the
event Lorson Resources Limited cancels a program, trainees will be sent a full refund. Consequently, Lorson
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incurred by customers in making their travel arrangements.

Neither Lorson Resources Limited nor any of its affiliates shall be liable for any direct, indirect, special,
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ALL CANCELLATION REQUESTS MUST BE MADE IN WRITING AND MAILED/EMAILED TO:

Lorson Resources Limited
PO Box 2235, 40 Northey Lane, Longdenville, Chaguanas, Trinidad, W.I.

Registrants who cancel their registration at least 15 days prior to the first day of courses will receive a
refund less a cancellation fee of 50% of course cost. ALL COURSES, PROGRAMS, WORKSHOPS, OR
SEMINARS ARE NON-REFUNDABLE WITHIN 15-DAYS OF THE FIRST TRAINING DAY.

All cancellations received less than 15 (fifteen) days prior to the first day of courses are non-refundable.

PLEASE MAIL OR FAX THE ABOVE REGISTRATION INFORMATION TO:

Lorson Resources Limited, PO Box 2235, 40 Northey Lane,
Longdenville, Chaguanas
Trinidad, West Indies
TEL: 868-671-8173 or 868-672-7002 FAX: 868-672-7005
Email: info@lorsonresources.com

P.O. Box 2235, 40 Northey Lane Telephone: 868-671-8173/672-7002

Longdenville, Chaguanas Fax: 868-672-7005
TRINIDAD, W.I. Email: info@lorsonresources.com 8