Thank you for sending your enquiry! One of our team members will contact you shortly.
Thank you for sending your booking! One of our team members will contact you shortly.
Duration 35 hours
Course Outline
Understanding Process Digitalization and Retention
- Context of Digitalization:
- Information Lifecycle Management (ILM).
- Distinguishing between digitization (process), digitalization (process transformation), and electronic archiving.
- Regulatory Framework:
- Legal retention obligations, including statutes of limitations.
- Regulatory compliance with standards such as GDPR, HIPAA, and local laws.
- Contractual and insurance considerations regarding data integrity and preservation.
- The Value of Archiving:
- Reducing costs and optimizing physical space.
- Ensuring business continuity and disaster recovery.
- Enhancing organizational agility and decision-making capabilities.
- Risks and Threats:
- Identifying risks such as technical obsolescence, data loss, and unauthorized access.
- Applying risk analysis methodologies specifically for digital archives.
- Workshop 1: Assessing the current state of information management within an organization.
Methodological Aspects of a Digitalization Project (Part I)
- Project Initiation:
- Defining the scope of the digitalization project.
- Conducting stakeholder analysis and drafting organizational charters.
- Requirements Analysis:
- Functional requirements: search, access, security, and interoperability.
- Non-functional requirements: performance, storage capacity, and format preservation.
- Information Classification:
- Categorizing documents as Active, Inactive, or Historical.
- Establishing classification schemas and taxonomies.
- Selection of Partners and Providers:
- Preparing Requests for Proposals (RFPs).
- Establishing criteria for vendor selection, including SLAs, audit trails, and long-term viability.
- Workshop 2: Drafting a Project Charter and Requirements Document for a digitalization initiative.
Methodological Aspects of a Digitalization Project (Part II)
- Digitization Processes:
- Workflow: capture, indexing, verification, and transfer.
- Quality standards for digitized files, including resolution, color accuracy, and OCR quality.
- Metadata and Indexing:
- Understanding metadata schemas such as Dublin Core and METS.
- The importance of metadata for enhancing searchability and preservation.
- Storage and Preservation:
- Comparing physical versus logical storage strategies.
- Format preservation (e.g., PDF/A, XML) to mitigate obsolescence.
- Bit-level management and integrity checks.
- Validation and Handover:
- Defining acceptance criteria for digitized content.
- Facilitating the transition from paper-based to digital workflows.
- Workshop 3: Designing a Metadata Schema and Quality Assurance checklist.
Solutions and Body of Documents
- Electronic Archiving Solutions:
- Comparing DMS (Document Management Systems), ERMS (Electronic Records Management Systems), and ARMS (Archive Records Management Systems).
- Selecting appropriate solutions by focusing on architecture and capabilities rather than deep technical details.
- Security and Access Control:
- Implementing Role-Based Access Control (RBAC).
- Applying encryption for data at rest and in transit.
- Maintaining audit trails and user logging.
- Retrieval and Search:
- Leveraging advanced search capabilities, such as Boolean and faceted search.
- Ensuring long-term data availability.
- Legal and Contractual Aspects of Storage:
- Maintaining the "original" status of electronic documents through Chain of Custody.
- Managing legal holds and litigation support.
- Workshop 4: Evaluating a vendor solution based on methodological criteria.
Developments, Governance, and Certification Exam
- Data Governance:
- Establishing policies for data retention and destruction.
- Ensuring compliance and auditability.
- Developing governance models and steering committees.
- Future Trends and Technologies:
- Applying AI and Machine Learning for automated classification in archiving.
- Exploring Cloud Archiving and Distributed Ledger Technology (Blockchain).
- Promoting sustainability in digital archiving practices.
- Case Studies:
- Analyzing real-world examples of both successful and failed implementations.
- PECB Certification Exam:
- Completing a theory-based exam to achieve the status of PECB Certified Lead Digitalization and Electronic Archiving Manager.
Requirements
- While a specific technical degree is not mandatory, having familiarity with standard office procedures is advantageous.
- Participants should be prepared to lead and manage teams, as this is a Lead-level certification.
Testimonials (4)
Theory followed by practical examples and exercices. Job well done!
Vincenzo Delle Donne - Department of National Defence
Course - ISO 37301 Compliance Management System
the expertise & knowledge of the trainer
Erica DeRosa DeRosa - Aecon Group INc.
Course - ISO 37001 Anti-Bribery Management System
I enjoyed the quizzes, and Driton's style of teaching.
Chloe - SEEC MM Ltd.,
Course - ISO 9001 Lead Implementer
With both my 2022 ISO 9001 audit prep-related training & the recently completed ISO 9001 audit prep refresher course; Dereck has helped me significantly with regards to gaining a new & practical perspective of the ISO 9001:2015 clauses & sections & how they apply to our business. Dereck has also helped me with both training courses --- to improve my ISO-related communications both with our company's employees and the external ISO Auditors .
