Organization: Asset Africa Institute
Registration deadline: 23 Aug 2016
Starting date: 31 Aug 2016
Ending date: 02 Sep 2016
Dear Partner,
Asset Africa Institute, (www.assetafrica.co.ke), is pleased to announce the following seminar set to take place in August, 2016 in Nairobi, Kenya.
Workshop Name: International Workshop on Improved Record Keeping & Documentation
Date: 31st August-2nd September 2016
Location: Nairobi, Kenya
Investment: USD 825
Need for training
Key outcomes for appropriate record keeping and documentation in any organizations are immeasurable: from monitoring the progress of programs, preparation of financial statements, keeping track of budgets, preparing your tax returns and providing support items to reports. What is more; with good records, your auditor would be able to quickly examine the records produced and make a timely determination on the accuracy of those records thus saving audit costs for your organization. Additionally, sound records provide an accurate picture of the status of your programs at any one time thus enhancing faster decision making.
This workshop skills participants on how institutions can effectively compete in the emerging information market and also support efforts to address the information management challenges facing institutions.
Objectives
- Demonstrate appreciation of information management challenges facing institutions
- Plan for Institutional relevance in the age of information
- Use the internet for document delivery
- Identify and apply key concepts in modern records management
- Create and use file plans
- Linking records management security to organization/program policy
- Know how to set up vital organization records and references
- Controlling the lifecycles of records: creation-use-retention-transfer -final disposition
- Develop an understanding of an organization’s documentation system
- Have a detailed and clear familiarization with the discipline of records management
Course Outline
- Overview of information management challenges facing institutions
- Introduction to electronic communication & its possibilities for your organization
- Can small libraries survive in the new age?-Management strategies for survival & relevance
- Overview of Records Management
- Definition and importance of a records management system
- Key Objectives of a Records Management System
- Retention Schedule & Retention Periods
- The Dos and Don’ts of records management: General Guidelines & Best Practices
- Records management Vs. Document Management
- Records Management and Compliance Requirements
- Application of all this to your organization-Setting up or Upgrading your Records Management Systems
Setting up a File Plan
• What is a File Plan?
• Demonstrated Examples of File Plans
• Creating a File Plan- Series, Categories and Folders
Filing Records
• Record types
• Filing and declaring records
Users and Security
• Security overview
• Capabilities Roles
• Security inheritance in the File Plan
• Supplementary Markings
Disposition Schedules
• What is a Disposition Schedule
• Disposition steps-Cutoff, retain, transfer and destruction
• Creating Disposition Schedules
Filing Emails and Physical Records
• Filing emails
• Email splitting for attachments
• Filing physical records
Vital Records and References
• What are Vital Records?
• Setting up vital records for review
• Creating and managing references
• Using references for disposition actions
Auditing
• What is auditing?
• What the audit contains and where it lives
• Administrative functions for auditing
• Viewing and searching the audit
Understanding the Context of Electronic Records Management
• Planning and Managing an Electronic Records Management Programme
• Managing the Creation, Use and Disposal of Electronic Records
• Preserving Electronic Records
• Managing Personnel Records in an Electronic Environment
• Integrating Records Management in ICT Systems: Good Practice Indicators
Route Maps
• Implementing Electronic Records Management
• Designing a Records Management Improvement Programme
• Integrating Records Management in the Systems Development Life Cycle
Record Management Checklist
Introduction to Documentation• Principles for producing documentation -Guidelines, Procedures and techniques
• Producing documentation : Specializing documentation, Indexing
• Documentation in Not for Profit Organizations
Who Should Attend: Librarians,Records Managers, M & E Staff, Project Managers, Heads of Departments, Heads of institutions, Administrators and all staff involved in records and data development, maintenance and management
Training Methodology
The seminar strives for quality and applicability by ensuring that the training is highly practical, participatory and interactive and learner centered and that training sessions promote a feedback sharing mechanism.
About the Organization
Asset Africa Institute (www.assetafrica.co.ke)-AAI--AAI-) is a top training brand based in Kenya which specializes in the research, design and delivery of high quality and affordable training programs for development workers worldwide. We work with a consultant base of more than 120 highly educated and experienced professionals many of whom are involved in post doctoral research work. Over the years, Consultants at AAI have been sought by such reputable organizations as: Federal University, Birnin Kebbi-Nigeria, African Institute for Capacity Development (AICAD),Norwegian Church Aid-Zambia, ACOMIN-Nigeria, Tear Fund-DRC, CLEEN Organization-Nigeria, Love Botswana Outreach Mission, Islamic Relief-Somalia, National Museums of Kenya, Cornerstone Development-Uganda, International Organization for Immigration (South Sudan), Save Your Generation (SYG)-Ethiopia, Africa Rice Center (Africa Rice)-Benin, UNIDO-Somalia Program among others.
For more information regarding the training, contact:
Lillian Ateng’
Training Coordinator
Asset Africa Institute
Trust Mansion Hse, Tubman Road off Koinange Street
P.O. Box 12903 - 00100
Nairobi, Kenya
Phone: +254 -722 469454/720986965
Email: info@assetafrica.co.ke /assetafrika@gmail.com
www.assetafrica.co.ke
How to register:
To enroll for this workshop, fill in the registration form attached and then email it to the attention of:
Lillian Ateng’
Training Coordinator
Asset Africa Institute
Trust Mansion Hse, Tubman Road off Koinange Street
P.O. Box 12903 - 00100
Nairobi, Kenya
Phone: +254 -722 469454/720986965