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Duration 35 hours
Course Outline
Understanding Process Digitalization and Retention
- The Context of Digitalization:
- Information Lifecycle Management (ILM).
- Distinguishing between digitization (process), digitalization (process transformation), and electronic archiving.
- Regulatory Framework:
- Legal obligations regarding retention (Statute of limitations).
- Compliance with regulations (GDPR, HIPAA, local laws).
- Contractual and insurance matters concerning data integrity and preservation.
- The Value of Archiving:
- Reducing costs and optimizing space.
- Supporting business continuity and disaster recovery.
- Enhancing organizational agility and decision-making processes.
- Risks and Threats:
- Identifying risks: Technical obsolescence, data loss, and unauthorized access.
- Applying risk analysis methodologies to digital archives.
- Workshop 1: Assessing the current state of information management within an organization.
Methodological Aspects of a Digitalization Project (Part I)
- Project Initiation:
- Defining the scope of the digitalization project.
- Conducting stakeholder analysis and developing organizational charters.
- Requirements Analysis:
- Functional requirements: Search, access, security, and interoperability.
- Non-functional requirements: Performance, storage capacity, and format preservation.
- Information Classification:
- Categorizing documents (Active, Inactive, Historical).
- Developing classification schemas and taxonomies.
- Selecting Partners and Providers:
- Preparing an RFP (Request for Proposal).
- Establishing vendor selection criteria (SLAs, audit trails, long-term viability).
- Workshop 2: Drafting a Project Charter and Requirements Document for a digitalization initiative.
Methodological Aspects of a Digitalization Project (Part II)
- Digitization Processes:
- Workflow: Capture, indexing, verification, and transfer.
- Quality standards for digitized files (Resolution, color, OCR quality).
- Metadata and Indexing:
- Metadata schemas (Dublin Core, METS).
- The role of metadata in ensuring searchability and preservation.
- Storage and Preservation:
- Strategies for physical vs. logical storage.
- Format preservation (e.g., PDF/A, XML) to mitigate obsolescence.
- Bit-level management and integrity checks.
- Validation and Handover:
- Defining acceptance criteria for digitized content.
- Transitioning from paper-based to digital workflows.
- Workshop 3: Designing a Metadata Schema and Quality Assurance checklist.
Solutions and Document Bodies
- 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 rather than technical intricacies.
- Security and Access Control:
- Implementing Role-Based Access Control (RBAC).
- Applying encryption (at rest and in transit).
- Maintaining audit trails and user logging.
- Retrieval and Search:
- Leveraging advanced search capabilities (Boolean, faceted search).
- Ensuring data availability over extended periods.
- Legal and Contractual Aspects of Storage:
- Maintaining the "original" status of electronic documents (Chain of Custody).
- Managing legal holds and supporting litigation.
- Workshop 4: Evaluating vendor solutions based on methodological criteria.
Developments, Governance, and Certification Exam
- Data Governance:
- Formulating policies for data retention and destruction.
- Ensuring compliance and auditability.
- Implementing governance models and steering committees.
- Future Trends and Technologies:
- Utilizing AI and Machine Learning in archiving (automated classification).
- Adopting Cloud Archiving and Distributed Ledger Technology (Blockchain).
- Promoting sustainability in digital archiving.
- Case Studies:
- Analyzing real-world success and failure scenarios.
- PECB Certification Exam:
- A theory-based examination to achieve the status of PECB Certified Lead Digitalization and Electronic Archiving Manager.
Requirements
- No specific technical degree is necessary, though familiarity with general office workflows is advantageous.
- 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 .
