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Duration 35 hours
Course Outline
Foundations in Process Digitalization and Retention
- The Context of Digitalization:
- Information Lifecycle Management (ILM).
- Distinguishing between digitization (process), digitalization (process transformation), and electronic archiving.
- The Regulatory Landscape:
- Legal obligations for retention (Statute of limitations).
- Compliance with regulations (GDPR, HIPAA, and local laws).
- Contractual and insurance considerations regarding data integrity and preservation.
- The Strategic Value of Archiving:
- Reducing costs and optimizing physical space.
- Supporting business continuity and disaster recovery.
- Enhancing organizational agility and decision-making processes.
- Risk and Threat Assessment:
- Identifying potential risks: Technical obsolescence, data loss, and unauthorized access.
- Applying risk analysis methodologies specific to digital archives.
- Workshop 1: Evaluating the current state of information management within an organization.
Methodological Approaches to Digitalization Projects (Part I)
- Project Initiation Phase:
- Defining the scope for the digitalization project.
- Analyzing stakeholders and developing organizational charters.
- Requirements Analysis:
- Functional requirements: Including search, access, security, and interoperability.
- Non-functional requirements: Covering performance, storage capacity, and format preservation.
- Information Classification:
- Categorizing documents into Active, Inactive, and Historical types.
- Developing classification schemas and taxonomies.
- Partner and Provider Selection:
- Preparing the RFP (Request for Proposal).
- Establishing criteria for vendor selection, including SLAs, audit trails, and long-term viability.
- Workshop 2: Drafting a Project Charter and Requirements Document for a digitalization initiative.
Methodological Approaches to Digitalization Projects (Part II)
- Digitization Workflows:
- The process flow: Capture, indexing, verification, and transfer.
- Setting quality standards for digitized files, such as resolution, color fidelity, and OCR quality.
- Metadata and Indexing Strategies:
- Understanding metadata schemas (Dublin Core, METS).
- The role of metadata in ensuring searchability and long-term preservation.
- Storage and Preservation Techniques:
- Comparing physical versus logical storage strategies.
- Preserving formats (e.g., PDF/A, XML) to mitigate obsolescence.
- Managing bit-level data and performing integrity checks.
- Validation and Handover:
- Defining acceptance criteria for digitized content.
- Transitioning operations from paper-based to digital workflows.
- Workshop 3: Designing a Metadata Schema and a Quality Assurance checklist.
Solutions and Documentation Frameworks
- Electronic Archiving Solutions:
- Comparing DMS (Document Management Systems), ERMS (Electronic Records Management Systems), and ARMS (Archive Records Management Systems).
- Selecting appropriate solutions with a focus on architecture and capabilities rather than getting bogged down in technical specifics.
- Security and Access Control:
- Implementing Role-Based Access Control (RBAC).
- Applying encryption for data at rest and in transit.
- Maintaining audit trails and user logging.
- Retrieval and Search Capabilities:
- Utilizing advanced search features (Boolean, faceted search).
- Ensuring data availability over extended periods.
- Legal and Contractual Storage Aspects:
- Maintaining the "original" status of electronic documents (Chain of Custody).
- Managing legal holds and litigation support.
- Workshop 4: Evaluating a vendor solution using methodological criteria.
Evolution, Governance, and Certification Examination
- Data Governance:
- Formulating policies for data retention and destruction.
- Ensuring compliance and auditability.
- Implementing governance models and steering committees.
- Emerging Trends and Technologies:
- The role of AI and Machine Learning in archiving (automated classification).
- Adopting Cloud Archiving and Distributed Ledger Technology (Blockchain).
- Focusing on sustainability in digital archiving.
- Case Studies:
- Analyzing real-world examples of both success and failure.
- PECB Certification Examination:
- A theory-based exam to qualify as a PECB Certified Lead Digitalization and Electronic Archiving Manager.
Requirements
- No specific technical degree is a prerequisite, though familiarity with general office processes is beneficial.
- 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
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 .
