All organisations are now faced with the challenge of an increasing volume of records which are generated or received in electronic format.

African Information Institute in partnership with IMISA (Information Management Institute of South Africa) present this two-day interactive training programme, which will assist your organisation in eliminating inefficiency, poor customer service and wastage due to inefficient records management systems.

About your expert facilitator

Paul Mullon is a founding member of IMISA, an information management specialist organisation providing consulting and training services to government and private sector organisations on all aspects of records and information management.

Mullon has been in the computer industry for over 23 years, having worked for a number of South African leading companies. During the last 18 years he has been involved in workflow, document and records management.

He has a B. Com (Hons), MBA. Mr Mullon is a member of ARMA and AIIM, and is very involved in standards development for document management applications and records management at both South African and international levels. In 2005 Mullon was appointed as the world-wide Convenor of a new ISO standard for the Long Term Preservation of Electronic Records. In addition he is Chairman of the South African Technical Committee for Document Management Applications.

Duration:
Two days

Contents:

• Basic information technology terminology
o Computer hardware components
o Electronic media
o Networks
o Software
• Electronic document and records management systems
o Microsoft office systems (Outlook and Explorer)
o Systems to manage physical paper records
• Types and characteristics of electronic records
o Office documents, such as Word, Excel, and PowerPoint
o Fixed format documents such as Adobe PDF
o Email
o Databases
o Document images
o Internet
o Compound documents
• Differences between the paper world and electronic records
o Distributed nature of computers
o Lack of records understanding of users
o Ease of creation and distribution
o Ease of alteration
• Typical systems which generate and store records
o Enterprise systems
o Contract lifecycle systems
o Customer relationship management
o Human resources
o Finance and procurement
o Project systems
o Organisation specific systems
• Output from computer systems
o Printouts
o Distributed electronic output
• Different media types
o Diskette
o Optical media
o Magnetic tape
• Electronic forms
o Differences between paper forms and electronic forms
o Advantages of electronic forms
• How to introduce computers into the registry
o Basic computer use
o Electronic capture of paper records
o Registry automation
o E-mail and electronic fax receipt

Outcomes:
• Understand the components of computer hardware, software and networks
• Understand the unique nature of electronic records and implications for records managers
• Understand how to introduce computers into the records department

Who should attend:

• This course is designed for records staff that have little or no experience with computers.
• It will be of particular value to organisations that plan to need to comply with records management regulations and standards.
• All organisations (public and private sector)
• Records managers that feel their computer knowledge is limited
• Records centre managers
• Registry staff
• Records co-ordinators
• Staff responsible for records throughout the organisation.

Venue

Date: 02 June 2008 to 03 June 2008
Location: Hotel Apollo, Randburg

Contact: Hennie Oosthuizen
Company name: African Information Institute
Telephone number: +27 11 7811155
Email address hennie@aii.co.za

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