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Course Outline

Awareness of Process Digitalization and Retention

  1. Context of Digitalization:
    • Information Lifecycle Management (ILM).
    • Distinguishing between digitization (the conversion process), digitalization (organizational transformation), and electronic archiving.
  2. Regulatory Framework:
    • Statutory retention requirements and statutes of limitations.
    • Compliance with regulatory standards such as GDPR, HIPAA, and applicable local laws for government operations.
    • Contractual and insurance considerations concerning data integrity and preservation.
  3. The Value of Archiving:
    • Reduction of costs and optimization of physical and digital storage space.
    • Support for business continuity and disaster recovery capabilities.
    • Enhancement of organizational agility and informed decision-making.
  4. Risks and Threats:
    • Identification of potential risks, including technical obsolescence, data loss, and unauthorized access.
    • Application of risk analysis methodologies specific to digital archives.
  5. Workshop 1: Assessing the current state of information management within an organization.

Methodological Aspects of a Digitalization Project (Part I)

  1. Project Initiation:
    • Defining the scope and objectives of the digitalization project.
    • Conducting stakeholder analysis and establishing organizational charters.
  2. Requirements Analysis:
    • Functional requirements: Searchability, access controls, security, and interoperability.
    • Non-functional requirements: System performance, storage capacity, and format preservation.
  3. Information Classification:
    • Categorizing records into Active, Inactive, and Historical statuses.
    • Developing classification schemas and taxonomies for government data.
  4. Selection of Partners and Providers:
    • Preparation of Requests for Proposal (RFP).
    • Establishment of vendor selection criteria, including Service Level Agreements (SLAs), audit trail capabilities, and long-term viability.
  5. Workshop 2: Drafting a Project Charter and Requirements Document for a digitalization initiative.

Methodological Aspects of a Digitalization Project (Part II)

  1. Digitization Processes:
    • Workflow management: Capture, indexing, verification, and transfer.
    • Quality standards for digitized files, including resolution, color fidelity, and Optical Character Recognition (OCR) accuracy.
  2. Metadata and Indexing:
    • Utilization of metadata schemas such as Dublin Core and METS.
    • The critical role of metadata in ensuring searchability and long-term preservation for government records.
  3. Storage and Preservation:
    • Comparison of physical versus logical storage strategies.
    • Format preservation techniques (e.g., PDF/A, XML) to mitigate technological obsolescence.
    • Bit-level management and integrity verification checks.
  4. Validation and Handover:
    • Defining acceptance criteria for digitized content.
    • Managing the transition from traditional paper-based to digital workflows.
  5. Workshop 3: Designing a Metadata Schema and Quality Assurance checklist.

Solutions and Body of Documents

  1. Electronic Archiving Solutions:
    • Differentiation between Document Management Systems (DMS), Electronic Records Management Systems (ERMS), and Archive Records Management Systems (ARMS).
    • Selecting appropriate solutions by focusing on architectural fit and capabilities rather than technical minutiae.
  2. Security and Access Control:
    • Implementation of Role-Based Access Control (RBAC).
    • Data encryption in transit and at rest.
    • Maintenance of audit trails and comprehensive user logging.
  3. Retrieval and Search:
    • Utilization of advanced search functions, including Boolean and faceted search.
    • Ensuring long-term data availability and accessibility for government agencies.
  4. Legal and Contractual Aspects of Storage:
    • Maintaining the integrity and "original" state of electronic documents through chain of custody protocols.
    • Management of legal holds and support for litigation requirements.
  5. Workshop 4: Evaluation of a vendor solution based on methodological criteria.

Developments, Governance, and Certification Exam

  1. Data Governance:
    • Establishment of policies regarding data retention and secure destruction.
    • Ensuring regulatory compliance and auditability for government entities.
    • Implementation of governance models and steering committees.
  2. Future Trends and Technologies:
    • Application of AI and Machine Learning in archiving, particularly for automated classification.
    • Adoption of Cloud Archiving and Distributed Ledger Technology (Blockchain).
    • Integration of sustainability practices in digital archiving operations.
  3. Case Studies:
    • Review of real-world success and failure scenarios relevant to public sector implementations.
  4. PECB Certification Exam:
    • Theory-based assessment to certify individuals as PECB Certified Lead Digitalization and Electronic Archiving Managers for government applications.

Requirements

  • A specific technical degree is not a prerequisite; however, a working knowledge of standard administrative procedures is beneficial.
  • Applicants must demonstrate the capability to supervise and manage personnel, as this constitutes a Lead-level certification for government programs.
 35 Hours

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