PECB Certified Digitalization and Electronic Archiving Training Course

Awareness of Process Digitalization and Retention for Government

1. Context of Digitalization:
   • Information Lifecycle Management (ILM).
   • Differences between digitization (process), digitalization (process transformation), and electronic archiving.
2. Regulatory Framework:
   • Legal retention obligations (Statute of limitations).
   • Regulatory compliance (GDPR, HIPAA, local laws).
   • Contractual and insurance issues regarding data integrity and preservation.
3. The Value of Archiving for Government:
   • Cost reduction and space optimization.
   • Business continuity and disaster recovery.
   • Improving organizational agility and decision-making.
4. Risks and Threats:
   • Identification of risks: Technical obsolescence, data loss, unauthorized access.
   • Risk analysis methodologies for digital archives.
5. Workshop 1: Assessing the current state of information management in an organization for government.

Methodological Aspects of a Digitalization Project (Part I) for Government

1. Project Initiation:
   • Defining the scope of the digitalization project.
   • Stakeholder analysis and organizational charters.
2. Requirements Analysis:
   • Functional requirements: Search, access, security, and interoperability.
   • Non-functional requirements: Performance, storage capacity, and format preservation.
3. Information Classification for Government:
   • Categorizing documents (Active, Inactive, Historical).
   • Establishing classification schemas and taxonomies.
4. Selection of Partners and Providers:
   • RFP (Request for Proposal) preparation.
   • Criteria for selecting vendors (SLAs, audit trails, long-term viability).
5. Workshop 2: Drafting a Project Charter and Requirements Document for a digitalization initiative for government.

Methodological Aspects of a Digitalization Project (Part II) for Government

1. Digitization Processes:
   • Workflow: Capture, indexing, verification, and transfer.
   • Quality standards for digitized files (Resolution, color, OCR quality).
2. Metadata and Indexing:
   • Metadata schemas (Dublin Core, METS).
   • Importance of metadata for searchability and preservation.
3. Storage and Preservation for Government:
   • Physical vs. Logical storage strategies.
   • Format preservation (e.g., PDF/A, XML) to prevent obsolescence.
   • Bit-level management and integrity checks.
4. Validation and Handover:
   • Acceptance criteria for digitized content.
   • Transitioning from paper to digital workflows.
5. Workshop 3: Designing a Metadata Schema and Quality Assurance checklist for government.

Solutions and Body of Documents for Government

1. Electronic Archiving Solutions:
   • DMS (Document Management Systems) vs. ERMS (Electronic Records Management Systems) vs. ARMS (Archive Records Management Systems).
   • Selecting a solution without getting bogged down in technical details (focus on architecture and capabilities).
2. Security and Access Control for Government:
   • Role-Based Access Control (RBAC).
   • Encryption (at rest and in transit).
   • Audit trails and user logging.
3. Retrieval and Search:
   • Advanced search capabilities (Boolean, faceted search).
   • Ensuring data availability over long periods for government.
4. Legal and Contractual Aspects of Storage:
   • Ensuring the "original" state of electronic documents (Chain of Custody).
   • Handling legal holds and litigation support.
5. Workshop 4: Evaluation of a vendor solution based on methodological criteria for government.

Developments, Governance, and Certification Exam for Government

1. Data Governance for Government:
   • Establishing policies for data retention and destruction.
   • Ensuring compliance and auditability.
   • Governance models and steering committees.
2. Future Trends and Technologies:
   • AI and Machine Learning in archiving (automated classification).
   • Cloud Archiving and Distributed Ledger Technology (Blockchain).
   • Sustainability in digital archiving for government.
3. Case Studies:
   • Review of real-world success and failure stories for government.
4. PECB Certification Exam:
   • Theory-based exam to certify as a PECB Certified Lead Digitalization and Electronic Archiving Manager for government.