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 Duration 35 hours

Course Outline

Foundations of Process Digitalization and Records Retention

  1. Context of Digitalization:
    • Information Lifecycle Management (ILM).
    • Distinctions among digitization (process capture), digitalization (process transformation), and electronic archiving.
  2. 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.
  3. 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.
  4. Risks and Threats:
    • Identification of risks: Technical obsolescence, data loss, and unauthorized access.
    • Risk analysis methodologies applied to digital archives.
  5. Workshop 1: Assessment of the current state of information management within an organization.

Methodological Framework for Digitalization Projects (Part I)

  1. Project Initiation:
    • Definition of the digitalization project scope.
    • Stakeholder analysis and development of organizational charters.
  2. Requirements Analysis:
    • Functional requirements: Search capabilities, access controls, security, and interoperability.
    • Non-functional requirements: Performance metrics, storage capacity, and format preservation.
  3. Information Classification:
    • Categorization of records (Active, Inactive, and Historical).
    • Establishment of classification schemas and taxonomies.
  4. Selection of Partners and Providers:
    • Preparation of Requests for Proposals (RFPs).
    • Vendor selection criteria (SLAs, audit trails, and long-term viability).
  5. Workshop 2: Drafting of a Project Charter and Requirements Document for a digitalization initiative.

Methodological Framework for Digitalization Projects (Part II)

  1. Digitization Processes:
    • Workflow: Capture, indexing, verification, and transfer.
    • Quality standards for digitized files (Resolution, color fidelity, and OCR accuracy).
  2. Metadata and Indexing:
    • Metadata schemas (Dublin Core, METS).
    • Role of metadata in ensuring searchability and long-term preservation.
  3. Storage and Preservation:
    • Physical versus Logical storage strategies.
    • Format preservation (e.g., PDF/A, XML) to prevent obsolescence.
    • Bit-level management and integrity verification.
  4. Validation and Handover:
    • Acceptance criteria for digitized content.
    • Transition from paper-based to digital workflows.
  5. Workshop 3: Design of a Metadata Schema and Quality Assurance checklist.

Solution Architectures and Documentation Standards

  1. 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.
  2. Security and Access Control:
    • Role-Based Access Control (RBAC).
    • Encryption standards (at rest and in transit).
    • Audit trails and user activity logging.
  3. Retrieval and Search:
    • Advanced search capabilities (Boolean logic, faceted search).
    • Ensuring data availability over extended periods.
  4. Legal and Contractual Aspects of Storage:
    • Maintenance of the 'original' state of electronic documents (Chain of Custody).
    • Management of legal holds and litigation support.
  5. Workshop 4: Evaluation of a vendor solution based on methodological criteria.

Governance, Emerging Trends, and Certification

  1. Data Governance:
    • Establishment of policies for data retention and disposal.
    • Ensuring regulatory compliance and auditability.
    • Governance models and steering committee structures.
  2. 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.
  3. Case Studies:
    • Review of real-world examples of successful and failed implementations.
  4. 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.

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