Course Outline
Foundations of Process Digitalization and Records Retention
- Context of Digitalization:
- Information Lifecycle Management (ILM).
- Distinctions among digitization (process capture), digitalization (process transformation), and electronic archiving.
- Regulatory Framework:
- Statutory retention obligations and statutes of limitations.
- Regulatory compliance (GDPR, HIPAA, and applicable local laws).
- Contractual and insurance obligations regarding data integrity and preservation.
- Value of Archiving:
- Reduction of operational costs and optimization of physical space.
- Support for business continuity and disaster recovery.
- Enhancement of organizational agility and evidence-based decision-making.
- Risks and Threats:
- Identification of risks: Technical obsolescence, data loss, and unauthorized access.
- Risk analysis methodologies applied to digital archives.
- Workshop 1: Assessment of the current state of information management within an organization.
Methodological Framework for Digitalization Projects (Part I)
- Project Initiation:
- Definition of the digitalization project scope.
- Stakeholder analysis and development of organizational charters.
- Requirements Analysis:
- Functional requirements: Search capabilities, access controls, security, and interoperability.
- Non-functional requirements: Performance metrics, storage capacity, and format preservation.
- Information Classification:
- Categorization of records (Active, Inactive, and Historical).
- Establishment of classification schemas and taxonomies.
- Selection of Partners and Providers:
- Preparation of Requests for Proposals (RFPs).
- Vendor selection criteria (SLAs, audit trails, and long-term viability).
- Workshop 2: Drafting of a Project Charter and Requirements Document for a digitalization initiative.
Methodological Framework for Digitalization Projects (Part II)
- Digitization Processes:
- Workflow: Capture, indexing, verification, and transfer.
- Quality standards for digitized files (Resolution, color fidelity, and OCR accuracy).
- Metadata and Indexing:
- Metadata schemas (Dublin Core, METS).
- Role of metadata in ensuring searchability and long-term preservation.
- Storage and Preservation:
- Physical versus Logical storage strategies.
- Format preservation (e.g., PDF/A, XML) to prevent obsolescence.
- Bit-level management and integrity verification.
- Validation and Handover:
- Acceptance criteria for digitized content.
- Transition from paper-based to digital workflows.
- Workshop 3: Design of a Metadata Schema and Quality Assurance checklist.
Solution Architectures and Documentation Standards
- Electronic Archiving Solutions:
- Comparison of DMS (Document Management Systems), ERMS (Electronic Records Management Systems), and ARMS (Archive Records Management Systems).
- Selection of solutions based on architecture and capabilities, rather than isolated technical features.
- Security and Access Control:
- Role-Based Access Control (RBAC).
- Encryption standards (at rest and in transit).
- Audit trails and user activity logging.
- Retrieval and Search:
- Advanced search capabilities (Boolean logic, faceted search).
- Ensuring data availability over extended periods.
- Legal and Contractual Aspects of Storage:
- Maintenance of the 'original' state of electronic documents (Chain of Custody).
- Management of legal holds and litigation support.
- Workshop 4: Evaluation of a vendor solution based on methodological criteria.
Governance, Emerging Trends, and Certification
- Data Governance:
- Establishment of policies for data retention and disposal.
- Ensuring regulatory compliance and auditability.
- Governance models and steering committee structures.
- Future Trends and Technologies:
- Application of AI and Machine Learning in archiving (automated classification).
- Cloud Archiving and Distributed Ledger Technology (Blockchain).
- Sustainability practices in digital archiving.
- Case Studies:
- Review of real-world examples of successful and failed implementations.
- PECB Certification Exam:
- Assessment for the PECB Certified Lead Digitalization and Electronic Archiving Manager credential.
Requirements
- Specific technical degrees are not required; however, familiarity with general office processes is recommended.
- 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
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