Course Outline
Awareness of Process Digitalization and Retention
- Context of Digitalization:
- Information Lifecycle Management (ILM).
- Distinguishing between digitization (the conversion process), digitalization (organizational transformation), and electronic archiving.
- 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.
- 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.
- Risks and Threats:
- Identification of potential risks, including technical obsolescence, data loss, and unauthorized access.
- Application of risk analysis methodologies specific to 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 and objectives of the digitalization project.
- Conducting stakeholder analysis and establishing organizational charters.
- Requirements Analysis:
- Functional requirements: Searchability, access controls, security, and interoperability.
- Non-functional requirements: System performance, storage capacity, and format preservation.
- Information Classification:
- Categorizing records into Active, Inactive, and Historical statuses.
- Developing classification schemas and taxonomies for government data.
- 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.
- Workshop 2: Drafting a Project Charter and Requirements Document for a digitalization initiative.
Methodological Aspects of a Digitalization Project (Part II)
- Digitization Processes:
- Workflow management: Capture, indexing, verification, and transfer.
- Quality standards for digitized files, including resolution, color fidelity, and Optical Character Recognition (OCR) accuracy.
- 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.
- 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.
- Validation and Handover:
- Defining acceptance criteria for digitized content.
- Managing the transition from traditional paper-based to digital workflows.
- Workshop 3: Designing a Metadata Schema and Quality Assurance checklist.
Solutions and Body of Documents
- 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.
- 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.
- Retrieval and Search:
- Utilization of advanced search functions, including Boolean and faceted search.
- Ensuring long-term data availability and accessibility for government agencies.
- 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.
- Workshop 4: Evaluation of a vendor solution based on methodological criteria.
Developments, Governance, and Certification Exam
- 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.
- 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.
- Case Studies:
- Review of real-world success and failure scenarios relevant to public sector implementations.
- 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.
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
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 .
Dana Foster - Corrigan Oil Company
Course - ISO 9001 Foundation
Speed of response and communication