Archiving and Records Management Training

Every company has to keep records for future use. It allows for reflection about actions taken by the company’s employees, adaptation to evident situations presented in the records, and evidence of other things happening in the company. Examples of records include financial records, employee profiles, and anecdotal reports. Each of these has a certain role in the company’s management, and provides crucial information about the company. This training course is therefore set to help your team members become effective at archiving and records management to the best of their ability.

Archivists are among of the unsung heroes of the company. They quietly keep the records and data of the company, most of which are extremely vital to its continuing operation, and their effective management is quietly keeping the company’s heartbeat going. These methods will train your team members to classify their records, retain carefully, and make backup plans. This training course is essential in crafting a team capable of maintaining the data necessary to your company operations. This pairs well with sessions about organisation, disaster management, and informational flow.

When a company begins archiving activities, the first thing that will occur is a survey of the organisation. archiving surveys are used to determine the appropriate places for storing documents, their types, and where they should be placed. When conducting an archiving survey, all employees in the organisation are asked questions about their document storage needs. Not only do these surveys help determine the proper document storage locations, but they also help managers identify gaps in training and documentation that may exist.

Archiving staff will also need to determine what the organisation needs in terms of archiving policy. If the documents are to be archived for legal reasons, there are several policies in place that must be followed. These policies generally include who has access to archiving documents, when they can be accessed, and what type of documentation is permissible. You will also gain valuable insight into state and local regulations regarding records retention, record destruction, and document shredding.  You will learn how to identify documents that should be retained, how to reduce redundancy, how to store them electronically and how to access them electronically.

Records Management Training is designed to help you achieve your company’s compliance obligations. This includes learning about electronic records and their methods of accessibility. It also deals with the legal requirements associated with keeping proper records.

If you wish to know about our other training courses and services, please contact us. We’re helping teams and companies become their very best performers, and your team could be next. Book in now!

Archiving and Records Management Outline

Lesson One

Getting Started

  • Icebreaker
  • Housekeeping Items
  • The Parking Lot
  • Workshop Aims

Lesson Two

Understanding Records

  • What is Records Management?
  • Defining Records
  • Archives vs. Records
  • Life Cycle
  • Case Study
  • Review Questions

Lesson Three

Management of Records

  • What Is and Isn’t a Record?
  • Record Programs
  • Management of Systems
  • Developing Standards
  • Case Study
  • Review Questions

Lesson Four

Context (I)

  • Techniques for Analyzing Records
  • Collecting Information
  • Organizational Needs
  • Legal Demands
  • Case Study
  • Review Questions

Lesson Five

Context (II)

  • Routine Procedure
  • Creative Process
  • System Evaluation
  • Records Survey
  • Case Study
  • Review Questions

Lesson Six


  • Functionality
  • Prioritize
  • Assess and Review
  • Develop a Tool
  • Case Study
  • Review Questions

Lesson Seven

Paper-Based Systems

  • Arranging and Grouping
  • Building Files
  • Elementary & Intermediate
  • Metadata
  • Case Study
  • Review Questions

Lesson Eight

Electronic Records

  • Classifying
  • Folders and Directories
  • Groupings
  • Metadata
  • Case Study
  • Review Questions

Lesson Nine

Hybrid Systems

  • Routine Processes
  • Creative Processes
  • Design
  • Limitations
  • Case Study
  • Review Questions

Lesson Ten

Appraisals & Systems

  • Taxonomy of Values
  • Macro Evaluation
  • Strategy & Criteria
  • Document & Review Decisions
  • Case Study
  • Review Questions

Lesson Eleven

Record Maintenance

  • Paper
  • Electronic
  • Create Archives
  • Conversion
  • Case Study
  • Review Questions

Lesson Twelve

Wrapping Up

  • Words From the Wise
  • Review of Parking Lot
  • Lessons Learned
  • Completion Of Action Plans and Evaluations
Additional Modules and Sample Sections

Class Them Right

It is of utmost importance that the archivist or record-keeper knows what kinds of records he or she has on hand. It is necessary information for the archivist to be able to organise those records properly. It won’t do for those records to be mixed with the wrong kinds of records, most especially if some of those are sensitive files that the company cannot allow to be seen by others who are not part of the company. Any archivist has to create an inventory of the records that the company keeps. Think of it as a database for all the records they keep, even if there is oftentimes more than one. Certain companies have a basic records database, which holds inventory of almost all their files, but sensitive files that may endanger the company if they get out are usually kept separately from said basic records, and in separate databases. There are criteria that an archivist can use to code and classify these files, and store them accordingly: how and where these files are meant to be stored, what they are meant to do for the company, what type of record it is, sensitivity of contents, and more. For example, if Jody wants to archive a set of financial records, she can set them to be stored in, say, her office, in a file cabinet, and to have electronic copies on her work computer too. They may also be ordered by date of recording, or by amount of money transacted on record. Whatever the case, Jody has to keep those records separate from records about, say, human resources, to prevent archive data loss and mismanagement.

Hold Some, Drop Others

Archives are supposed to have some kind of retention scheduling; this means that you have to religiously keep some of the records, and dispose of the others in a certain manner. The first things to consider on whether or not to keep a certain record are the following three needs or implications: legal, fiscal, and administrative. You can ask a question for each need to identify whether you need to keep it. Does it have any particular implications for the company dependent on whether I keep it? The other three needs are the following: evidential, historical, and informational. They aren’t quite as large an issue all the time as the first three, but you can replace the word “particular” in the above sentence with any of the six needs to determine retention. Most archivists are decent, and keep all the records clean and organised until they are told to dispose of certain ones, but the masterful archivist knows which records have which implications, and which ones need to be kept or disposed of. For example, Craig is charged with archiving duty, and he is given the company’s deed to the building, the company’s financial records, and the company’s tax return records. The right thing for Craig to do would be to classify them first, store them separately, and keep them religiously safe, especially the deed to the building. Vital documents must always be stored, and kept from all forms of harm.

Have a Backup Plan

It is obvious that sometimes, records can be lost or destroyed by accident, disaster, or negligence. While we’re talking about vital records, it is critical to the company that there is a means to keep those records safe, or at least to have copies of it, should such a disaster ever threaten those records. A disaster plan includes the following: knowing which records are priority records to keep safe or copies of, what kind of copies must be kept, where and how they are stored, a decision tree and chain of command for appropriate actions when the files are in danger, and supplies meant to mitigate losses such as fire extinguishers, mops, and insecticide. For example, Bonnie’s company was recently the victim of a large fire. With supplies like fire extinguishers, they managed to save most of the vital records in Bonnie’s office before evacuating, but most of the other records burned up. Fortunately for their company, Bonnie is a faithful and forward-thinking archivist, and has copies of all the lost records on the company’s data cloud, and physical copies of all of them in a separate branch of the company, along with electronic copies in a hard drive stored in the same branch as the physical copies. This is an example of a backup plan and disaster management that prevented a massive problem for the company in the way of their data and its uses for the company.

Customised Training Session For Teams (Included No Charge)

We want our customers to walk away completely happy with the service we give, so we tailor each and every course they take exactly to their specifications. We take consideration to font, size, logos, design, and everything else involved in the making of a training outline for a specific company. Your training is assured to be the best quality with Paramount!

In-House Customised training benefits:

  • Flexible length – You choose the length of the session
  • Highly Effective Team/Industry Specific
  • Certificate of Completion (Professional Grade)
  • Create a Team Building environment
  • Cost effective – Group rate discount
  • Printed courseware (No need to download or use an App to read)

Creating Content (Contact us for Quotation)

We offer our clients the power to help us create that content and outlines that suit their needs exactly, the power to get what they want for their training courses just by letting us know about it. If it so happens that our clients don’t find the training course they want on their first run through the website, we would be more than happy to create the content for them. All they have to do is let us know their specifications.

Instructor Led Online

Download Certificate of Completion $495 inc GST
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Communicate with our trainers online via our trainer-assisted training program! Now, you won’t have to worry about leaning your home to have a training session. Simply tell us the date and time and we’ll provide you with the materials and the trainer you need. You’ll be sure to get the same learning experience while enjoying even greater convenience. The Paramount way. Contact us now for your trainer assisted session!

Online Self Paced

Download Certificate of Completion $69 Inc GST
Printed and Posted Certificate of Completion $89 Inc GST

Bring training on-the-go with our self-paced training programme! It’s a high-octane, fun training session guaranteed to bring out the best in you wherever you may be. You can play and pause the training session at any time. Memorise and familiarise concepts at your own pace. You can also login very easily and have sent a printed certificate by going to our Printed Certificate Option. Train anywhere and anytime!

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