| This program provides a well-rounded introduction to the value and theory of records management and the basic skills of the profession in records inventory, retention scheduling, classification, storage, and in planning and managing a records management program. This certificate program provides the basics that people need when working with records whether they are just getting into the field and have no prior knowledge or are currently records management practitioners without formal training who wish to strengthen their knowledge and understanding.
1) Introduction to Records Management
This course provides a high-level and yet comprehensive, overview of the value and importance of a records and information program to the organization, the core components to the program and their methodologies. Students will learn through practical case exercises and examples. Upon completion students will be able to:
- Define what Records & Information Management is.
- Define the characteristics of a record.
- Describe key benefits of RIM.
- Identify RIM challenges in their organization.
- Describe the six core components of an RIM program and how they relate to one another.
- Conduct a basic needs analysis using a predefined benchmarking tool.
- Identify RIM related skills development opportunities to enable personal career planning.
2) Records Inventory
This course introduces the "record series", examines the factors that must be addressed when planning a records inventory, and provides student with practice in inventorying records. Upon completion students will be able to:
- Describe the objectives of a records inventory.
- Explain how data collected during an inventory is used to develop a records management program
- Name and identify a records series.
- Plan a records inventory
- Inventory a record series
3) Records Retention Scheduling
This course introduces the benefits of scheduling records retention periods, presents a recommended process for developing retention periods and addresses the importance of securing compliance with approved retention periods. Upon completion of the course, students will understand:
- The legal and business benefits of establishing a records
retention schedule and compliance program
- The theory and practice of records retention decision-making,
including the appraisal of record value(s)
- The process of developing and distributing approved retention
schedules
- The importance of complying with a retention schedule and
strategies for securing compliance
4) Records Classification
This course examines the need for classification, identifies the various types of classification systems and their appropriate uses, and introduces the application of classification principles to the management of personal and shared computer directory structures. Upon completion students will be able to:
- Describe the role of classification in records management and the benefits of having a well designed classification scheme.
- Conduct a needs analysis to gather facts.
- Describe the role of a record series in developing a classification system
- Examine a record series from a business functional approach.
- Consider the different types of classification systems and their appropriate uses. Apply a hierarchy of file classes to a record series.
- Describe a thesaurus.
- Describe the role of metadata in describing electronic information resources.
- Describe the steps for developing and maintaining a classification scheme
5) Records Storage and Protection
This course provides an overview of the factors to consider in choosing from the storage options for paper and electronic records, whether active or inactive. It is also concerned with the identification and handling of vital records and the handling of records in disaster recovery.
Students will be able to:
- Identify the factors to consider when evaluating options for most appropriate storage of records, whether paper or electronic, active or inactive.
- Select the best storage for the type and format of record. Consider the pros and cons of various media options for storing and protecting records.
- Identify and assess different methods and tools for storing / capturing records, such as micrographics or imaging.
- Describe the importance of vital records for business continuity, assess storage and protection options for vital records, and be conversant with disaster recovery plans
- Discuss these in the context of records management
How the Course Works:
For instructor-led courses such as this one, an email each Sunday afternoon introduces the topic for the week. Assignments are due each Saturday at noon(EST). Material about the topic, pointers to important sites, and assignments are provided at the course website. Students work with the lessons and then submit their assignments for discussion with the instructors and other students. There are also scheduled live-chat sessions. Students receive individual attention from the instructors. Please allow between 3-8 hours each week to comfortably cover the material.
Course Requirements:
Web-based courses are modular in structure and learning builds on the lessons in the previous module. For this reason it is essential that assignments be completed in sequence and no later than one week (Sunday to
Saturday) after being assigned. Students may request in advance an extension from their instructor for medical or other valid reasons.
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Professional Learning Certificate in
RECORDS MANAGEMENT FUNDAMENTALS
A certificate is granted upon completion of this course from The
Professional Learning Centre of the Faculty of Information,
University of Toronto. This certificate is also available to students who
prefer to take the five-day classroom program.
To receive the certificate students must complete the eight weekly assignments, attend two online instructor-led chat sessions, and earn a passing grade (i.e., D- or 50%) on the four graded assignments and the participation component. |
Computer Requirements:
- Computer with Internet connection and a personal email account accessable
from any location - home, office, internet cafe. You must also have the ability to join in chat sessions at certain points during the course.
- Windows: Windows: XP or Vista with browsers Microsoft Internet Explorer 6.0 or higher or Firefox 2.0/3.0.
Apple: Mac OS 10.3 and higher using Safari 2 or 3 or Firefox 2.0.
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