Managing Information Assets: Effective Recording Management

CONCEPT NOTE

INTERNATIONAL TRAINING ON MANAGING INFORMATION ASSETS: EFFECTIVE RECORDS MANAGEMENT

COURSE BACKGROUND

In today’s digital and data-driven world, organizations generate and store vast amounts of information, making effective records management crucial for operational efficiency, legal compliance, and institutional accountability. Managing information assets strategically ensures that records are accessible, secure, and properly maintained throughout their life cycle. The Environmental Capacities and Sustainability (ECAS) Institute recognizes the growing challenges organizations face in handling records and information assets, from regulatory compliance to cybersecurity threats and digital transformation.

With the rapid advancement of technology, records management has evolved from traditional paper-based systems to complex digital platforms, requiring professionals to develop specialized skills in electronic records management, cloud-based storage solutions, and data protection. Many organizations, particularly in the public sector, struggle with fragmented records management systems, a lack of proper governance structures, and an absence of standardized policies and procedures. These gaps not only lead to inefficiencies but also expose organizations to risks such as information loss, security breaches, and non-compliance with legal frameworks.

This course is designed to equip professionals with the latest tools, techniques, and strategies to develop, implement, and maintain an efficient records management system. It will cover essential topics such as legal and regulatory compliance, best practices in digital and physical records management, information security, disaster recovery, and sustainable archiving. Participants will gain a comprehensive understanding of how to manage records throughout their lifecycle—ensuring timely access to critical information while protecting sensitive data from unauthorized access and potential cyber threats.

By the end of the course, participants will have the skills to streamline records management processes, establish robust governance structures, and integrate technology-driven solutions for more efficient and secure information management. Whether working in government, corporate, or non-profit sectors, participants will leave with actionable insights to strengthen their organization’s information governance framework and support informed decision-making.

COURSE OBJECTIVES OF THE TRAINING

By the end of the course, participants will:

Understand the fundamental principles of records and information management.
Learn how to design and implement efficient records management systems.
Explore the legal and compliance aspects of records retention and disposal.
Develop strategies to secure and protect sensitive information.
Gain insights into digital records management, including cloud storage and cybersecurity.
Enhance organizational efficiency through structured information governance.
Learn techniques for disaster recovery and business continuity in records management.
Strengthen their ability to audit and assess records management programs.

WHAT YOU WILL LEARN

Participants will gain both theoretical knowledge and practical skills to manage information assets effectively. The course covers:

Fundamentals of Records Management: Importance, challenges, and evolving trends.
Developing Records Management Policies and Procedures: Creating standards for classification, storage, and retrieval.
Legal and Regulatory Frameworks: Compliance with laws, data protection policies, and industry standards.
Digital Transformation in Records Management: Implementing digital tools, cloud solutions, and AI-driven archiving.
Security and Risk Management: Ensuring information confidentiality, integrity, and accessibility.
Retention and Disposal Strategies: Best practices for preserving critical records and responsibly discarding obsolete data.
Disaster Recovery and Business Continuity Planning: Preparing for potential data breaches, cyber threats, and emergencies.

DURATION AND PROGRAM
TARGET PARTICIPANTS

This course is designed for records managers, information officers, archivists, IT professionals, compliance officers, legal professionals, administrative personnel, and policymakers responsible for records and information governance in both public and private sectors. It is particularly beneficial for professionals working in government institutions, corporate organizations, non-governmental organizations (NGOs), financial institutions, and academic institutions, where proper records management is essential for compliance, operational efficiency, and risk mitigation. The course is also relevant for individuals seeking to enhance their expertise in digital records management, data security, and regulatory compliance to meet the evolving demands of modern information governance.

TRAINING STYLE

The modules will be taught through PowerPoint presentations and lectures and will

include a case study/field visit, breakout sessions, case studies, and other interactive discussion components. The course will also include a few guest speakers, both in person and via Zoom and other online learning platforms for overseas speakers. This provides useful real-world insights alongside the more theoretical aspects of the course.

The conference faculty shall consist of experienced decision-makers as well as practitioners and representatives from established educational and research institutions active in climate change, engineering, and international development. Throughout the course, theoretical presentations of concepts will be moderated, and more group discussions and plenary engagements will be optimized. PowerPoint presentations will be made by facilitators and resource persons to highlight key concepts before embarking on group work.

TRAINING MODULES

No	Module	Details
1.	Introduction to Records and Information Management	This module provides a foundational understanding of records management, its importance in organizational efficiency, and best practices for maintaining and securing records. The key objectives are: Definition and Scope of Records Management Importance of Effective Information and Records Management The Records Management Lifecycle: Creation, Use, Maintenance, and Disposal Classification and Organization of Records Records Management Policies and Best Practices
2.	Legal and Regulatory Frameworks in Records Management	Compliance with legal and regulatory requirements is essential in records management. This module focuses on the laws, policies, and ethical considerations that govern information management. The key objectives are: Key Legal and Regulatory Requirements for Records Management Understanding Data Protection and Privacy Laws (e.g., GDPR, FOIA) Ethical Considerations and Confidentiality in Information Handling Compliance Audits and Risk Mitigation in Records Management Managing Legal Holds and E-Discovery Processes
3.	Digital Records Management and Information Security	With organizations shifting to digital platforms, effective electronic records management is crucial. This module explores strategies for managing digital records while ensuring security and accessibility. The key objectives are: Digital vs. Physical Records Management Implementing Electronic Document and Records Management Systems (EDRMS) Information Security: Preventing Unauthorized Access and Cyber Threats Cloud-Based Storage Solutions: Risks, Benefits, and Best Practices Metadata, Indexing, and Searchability of Digital Records
4.	Disaster Recovery, Business Continuity, and Archiving	Records must be protected against disasters and preserved for future reference. This module covers strategies for safeguarding information and ensuring business continuity. The key objectives are: Developing a Disaster Recovery Plan for Records and Information Assets Risks to Records: Natural Disasters, Cybersecurity Threats, and Human Errors Long-Term Preservation Strategies for Digital and Physical Archives Data Backup, Restoration, and Business Continuity Planning Secure Storage Solutions for Archiving Records
5.	Implementing and Evaluating a Records Management Program	For a records management program to be effective, it must be strategically implemented and regularly evaluated. This module provides guidance on program development, employee training, and performance assessment. The key objectives are: Designing and Implementing a Records Management Policy Employee Training on Records Management Best Practices Monitoring and Evaluating Records Management Programs Engaging Stakeholders for Compliance and Effective Governance Future Trends in Records and Information Management

9. GENERAL NOTES

Training manuals and additional reference materials are provided to the participants.
Upon successful completion of this course, participants will be issued a certificate.
We can also do this as a tailor-made course to meet organization-wide needs. Contact us to find out more: info@ecasiafrica.org.
Payment should be sent to our bank account before the start of training, and proof of payment sent to: info@ecasiafrica.org.

ABOUT ECAS INSTITUTE

The ECAS Institute designs and delivers independent and targeted training, research, and consulting services. Our work focusses on climate change and resilience building, carbon markets, renewable energy, nature-based solutions, biodiversity conservation, agriculture, and food systems. We are located in Nairobi, Kenya, and work across the African region. We have implemented training and research assignments in Kenya, Tanzania, Uganda, South Sudan, Somalia, Malawi, Rwanda, Congo, and South Africa. Globally, we have supported our partners from the UK, Denmark, Italy, Sweden, Germany, and the USA.