COURSE OVERVIEWS The courses are designed for public sector institutions. However, the principles advocated are equally relevant for private sector organizations Managing Personnel Records This course will assist public sector staff responsible for the management of personnel records in developing strategies for organizing and maintaining such records to ensure that they are easily accessible, accurate and complete. The Department of Public Service and Administration (DPSA)’s guidelines on managing personnel records as reflected in the Best Practice Model on the Management of Personnel Records and the National Minimum Information Requirements (NMIR) will be discussed. Several pieces of legislation with relevance to the management of personnel records will also be unpacked. These will include amongst others the following, the Public Service Act (Act no. 103, 1994), the Labour Relations Act (Act no. 66, 1995), the Promotion of Access to Information (Act no. 2, 2000), the Promotion of Administrative Justice Act (Act no. 3, 2000), the National Archives and Records Service Act (Act no.43, 1996 as amended). At the end, we address the prevailing uncertainty amongst practitioners regarding the disposal of personnel records in public sector institutions. Basic Records and Registry Management This is an ideal entry level course in the field of records management. Jokingly referred to as “the idiot’s guide” to records management, it can be used to capacitate new entrants to the records/registry environment and/or to lay a foundation to a records management programme. In this course we introduce delegates to a variety of records management concepts, to the legislative framework governing records management function, and to standard records classification systems. The two National Archives-advocated classification systems, the Functional Subject File Plan and the Schedule of records other than correspondence files are unpacked, enabling practitioners and users to classify, describe and arrange records according to best practices. This course is also used to sensitize practitioners about the value of sound recordkeeping. The registry procedure manual is also interrogated in detail ensuring that registry officials can easily implement these procedures in their registry settings. Managing Patient Clinical Files and related records The quality of healthcare services relies on, among other things, sound records management. For medical professionals to render a quality healthcare service, they need to have easy access to complete and accurate information. This course is designed for records management practitioners operating within a health-care environment (e.g. hospital, health-centre, clinic, surgery etc). The objective thereof being to assist practitioners in developing and maintaining effective recordkeeping systems for patient files. Areas of focus include a look a best practices in the classification, description, and arrangement of patient files. Attention is also reserved for document security domains in the light of a plague of file losses in the health-care environment. We also offer lessons with regard to how analogue and/or digital technology can be used to improve the state of paper-based patient records. At the end just like we do in the case of personnel records, we address uncertainty around the “when and how of disposing patient files”. The course also looks at the best method of managing associated patient records such as X-rays, specimens, drug records and patient registers, cards and forms that may not necessarily be part of the patient’s case file. Managing Financial Records According to Section 36(2) of the Public Finance Management Act (Act No.1, 1999), the Accounting Officer in a public institution has an obligation “to keep full and proper records of the financial affairs of the department…in accordance with prescribed norms and standards”. Most organizations have implemented Integrated Financial Management Solutions which in addition to managing financial transactions, they also manage related information. However, these systems also generate paper-based records. The purpose of this course is to equip records management and financial management practitioners with the requisite skills to manage financial records in line with these prescribed norms and standards. This objective is more important if one considers the fact that financial management practices change with time, consequently affecting the management of relevant information. The focus of this course is to look into best practices in the classification, description, and arrangement of financial records The course also looks into the disposal of financial records in line with the National Archives’ disposal guidelines. Advance Records Management This course is designed specifically for practitioners who have a basic understanding of the theory and practice of records management. It is not recommended for people who have not attended a basic course in records management. Like the Basic Records and Registry Management Course, the Advance chapter is more generic in content. However, at this stage the key focal point is on the implementation and maintenance of a sustainable records management programme. We look at aspects such as how to design and execute a records audit/survey, how to develop and implement important records management documents such as a records management strategy, records management policy, and a records retention schedule. At this stage delegates will also undergo lessons about how to adroitly deploy recordkeeping systems that are aligned to the SANS (ISO) 15489 Records Management Standard and international records management standards such as ISO 15489 and US DoD 5015.2. Such systems should also be able to pass quality checks in line with the ISO 9001:2000 standard for quality management. The best approaches in the management of electronic records and the implementation of electronic records management systems also receives attention. This is done without employing the common practice of treating electronic records as a peculiar type of record that requires special treatment. We unpack such concepts as the National Archives’ Electronic Document and Records Management System (EDRMS) and the Enterprise Content Management System (ECM). Information Security, Business Continuity and Disaster Planning This course focuses on all information security domains, namely, Access control, Application security, Business continuity and disaster recovery planning, Cryptography, Information security and risk management, Legal, Regulations, Compliance and Investigations, Operations security, Physical (environmental) security, Security architecture and design, Telecommunications and network security. Physical controls, administrative controls, and technical controls used to protect information as well as all other measures used to safeguard information resources are looked at within the framework of the Minimum Information Security Standards (MISS). We also assist practitioners in allocating access rights to information resources. Disaster preparedness and recovery also take centre stage with options such as back-ups and off-site storage being explored. Electronic Records Management This course picks up from the last chapter of the Advance Records Management Course by unpacking concepts such as the National Archives’ Electronic Document and Records Management System (EDRMS) and the Enterprise Content Management System (ECM) which are commonly used within the electronic records management domain. We look at the SANS 15489 Records Management Standard, the US DoD 5015.2 Design Criteria Standard for Electronic Records Management Applications and the UK Public Records Offices' Functional Requirements for Electronic Records Management Systems all of which are currently endorsed by the National Archives for functional specification for Integrated Document and Records Management Solutions. According to the National Archives, “Certification against these standards would ensure that electronic records management applications have the records management functionality required by the National Archives and Records Service”. Messenger Services Workshop A messenger is an important role player throughout the life-cycle of a record. Messengers serve as an integral part of document flow within any organization. Yet, in implementing records management programmes, most managers seem to loose sight of this fact by ignoring messengers in their capacity building plans. Our view is that any records management programme that fails to recognize the role of messengers is reductionist in nature and is bound to fail. Records could be lost, damaged, or lost in transit; meetings could fail to resolve important issues because of late delivery of records etc. Metrofile Academy has therefore designed a course specifically for messengers operating in both the registry and transport section. Focal points include time management, protection and maintenance of records and the correct use of government-owned or company-owned vehicles. A 1-hour Top Management workshop & a Half Day Awareness Workshop for Senior Management A 1-hour awareness session with top management is aimed at ensuring that they understand their statutory requirements with regard to records management. The session will also make them aware of the value of sound records management to realizing the Department’s strategic objectives. The half-day session for senior managers is also built along the same pillars as the top management intervention. But in addition it is aimed at ensuring that senior managers enforce compliance within their directorates. We therefore add an element of practice the senior management session to empower managers in enforcing a system they understand. File Plan(s)/Policy etc Awareness/Implementation The design and development of a recordkeeping systems, guidelines and procedures is but one requisite phase in the implementation of a robust and successful records management programme within organizations. A file plan is an integral part of an organization’s recordkeeping system. It’s an instrument by which records are arranged, described and classified, making it the most critical reference document throughout the lifecycle of a record. However, the story does not end with the development of well-structured file plan. Systems do not run themselves. The human element is very pivotal in the implementation of a file plan. There are many instances were good file plans have failed because organizations have failed to recognize this human element. We have also seen poor file plans succeed because the human element was emphasized as a success factor during the implementation phase. The assumption made by many organizations is that once you have trained the owners of the system, in this case records management practitioners, the implementation of a file plan is guaranteed to be successful. Our conviction is that a successful implementation of a file plan depends amongst other things on the buy-in from users. Any implementation process that does not embrace the users is bound to fail. This course is designed to assist organizations in the implementation of, or awareness about new file plans, policies, guidelines and procedures.
Pages to are hidden for
"Managing Personnel Records"Please download to view full document