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Duration 35 hours
Course Outline
Understanding Process Digitalization and Retention
- Digitalization Context:
- Information Lifecycle Management (ILM).
- Distinguishing between digitization (the process), digitalization (process transformation), and electronic archiving.
- Regulatory Landscape:
- Statutory retention requirements (Limitations periods).
- Compliance with regulations (GDPR, HIPAA, and local legislation).
- Contractual and insurance implications concerning data integrity and preservation.
- Strategic Value of Archiving:
- Cost efficiency and spatial optimization.
- Enhancing business continuity and disaster recovery capabilities.
- Boosting organizational agility and decision-making processes.
- Risk and Threat Assessment:
- Identifying potential risks: Technical obsolescence, data loss, and unauthorized access.
- Applying risk analysis methodologies specifically for digital archives.
- Workshop 1: Evaluating the current state of information management within an organization.
Methodological Frameworks for Digitalization Projects (Part I)
- Project Kick-off:
- Defining the scope of the digitalization initiative.
- Conducting stakeholder analysis and establishing organizational charters.
- Requirements Definition:
- Functional needs: Search capabilities, access controls, security, and interoperability.
- Non-functional needs: Performance metrics, storage capacity, and format preservation.
- Information Categorization:
- Classifying documents as Active, Inactive, or Historical.
- Developing classification schemas and taxonomies.
- Partner and Vendor Selection:
- Preparing Requests for Proposals (RFP).
- Establishing vendor selection criteria (SLAs, audit trails, and long-term viability).
- Workshop 2: Drafting a Project Charter and Requirements Document for a digitalization initiative.
Methodological Frameworks for Digitalization Projects (Part II)
- Digitization Workflows:
- Process flow: Capture, indexing, verification, and transfer.
- Defining quality standards for digitized files (Resolution, color accuracy, OCR quality).
- Metadata and Indexing Strategies:
- Implementing metadata schemas (Dublin Core, METS).
- Recognizing the role of metadata in enhancing searchability and preservation.
- Storage and Long-term Preservation:
- Comparing physical vs. logical storage strategies.
- Maintaining format integrity (e.g., PDF/A, XML) to mitigate obsolescence.
- Managing bit-level integrity and performing regular checks.
- Validation and Transition:
- Setting acceptance criteria for digitized content.
- Facilitating the shift from paper-based to digital workflows.
- Workshop 3: Designing a Metadata Schema and Quality Assurance checklist.
Solutions and Documentation Framework
- Electronic Archiving Solutions:
- Comparing DMS (Document Management Systems), ERMS (Electronic Records Management Systems), and ARMS (Archive Records Management Systems).
- Selecting solutions based on architecture and capabilities, avoiding unnecessary technical complexity.
- Security and Access Management:
- Implementing Role-Based Access Control (RBAC).
- Applying encryption techniques (at rest and in transit).
- Maintaining audit trails and user logging.
- Retrieval and Search Optimization:
- Leveraging advanced search capabilities (Boolean, faceted search).
- Ensuring data availability over extended periods.
- Legal and Contractual Storage Considerations:
- Establishing the 'original' status of electronic documents (Chain of Custody).
- Managing legal holds and litigation support.
- Workshop 4: Assessing a vendor solution using methodological criteria.
Advancements, Governance, and Certification Examination
- Data Governance:
- Formulating policies for data retention and destruction.
- Safeguarding compliance and auditability.
- Defining governance models and steering committee structures.
- Future Trends and Emerging Technologies:
- Utilizing AI and Machine Learning in archiving (e.g., automated classification).
- Exploring Cloud Archiving and Distributed Ledger Technology (Blockchain).
- Promoting sustainability in digital archiving practices.
- Case Study Analysis:
- Examining real-world examples of success and failure.
- PECB Certification Exam:
- Completing a theory-based examination to qualify as a PECB Certified Lead Digitalization and Electronic Archiving Manager.
Requirements
- Specific technical degrees are not mandatory, though a basic understanding of general office procedures is advantageous.
- Candidates 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
I enjoyed the quizzes, and Driton's style of teaching.
Chloe - SEEC MM Ltd.,
Course - ISO 9001 Lead Implementer
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 .
