Archives and Records Management Course

Lesson 1 • Types and Formats of Records

Surveys physical, electronic, and hybrid record formats and their management implications. Prepares students to handle format-specific challenges covered in later chapters.

Lesson 2 • The Records Lifecycle Model

Introduces the creation-to-disposition continuum and the records continuum theory. Connects lifecycle stages to practical management decisions made throughout the course.

Lesson 3 • Defining Records and Archives

Distinguishes records from documents and archives using functional definitions. Provides the conceptual baseline for all subsequent classification and appraisal work.

Lesson 4 • Professional Standards and Ethics

Introduces internationally recognized standards bodies and core ethical obligations. Grounds students in the professional norms that govern every practice area in the course.

Lesson 1 • Legal Obligations for Records Keeping

Covers statutory duties to create, maintain, and produce records across sectors. Establishes why compliance is non-negotiable and how it drives program design.

Lesson 2 • Organizational Policy Development

Guides students through drafting records policies that align legal requirements with operational needs. Policies produced here underpin the retention schedules built in the next chapter.

Lesson 3 • Privacy and Data Protection Requirements

Examines personal data principles, consent, and subject-access rights as they apply to records. Connects privacy obligations directly to retention scheduling and access control decisions.

Lesson 4 • Freedom of Information and Transparency

Explains public-access rights, exemptions, and the records manager's role in responding to requests. Prepares students to balance openness with confidentiality obligations.

Lesson 1 • Principles of Records Classification

Covers functional, subject, and hierarchical classification approaches and their trade-offs. Classification logic developed here directly structures the retention schedule in later sections.

Lesson 2 • Appraisal and Value Assessment

Applies evidential, informational, and administrative value criteria to determine retention needs. Appraisal outcomes feed directly into retention period assignments.

Lesson 3 • Building a Retention Schedule

Walks through assigning retention periods, triggers, and disposition actions for each record series. Produces a complete, legally defensible schedule ready for organizational approval.

Lesson 4 • Maintaining and Updating Schedules

Establishes processes for keeping schedules current as laws, functions, and formats change. Ensures the schedule remains a living governance tool rather than a static document.

Lesson 1 • Storage Environment Standards

Specifies temperature, humidity, light, and pest-control requirements for paper and special media. Correct environmental conditions prevent deterioration addressed in later preservation chapters.

Lesson 2 • Filing Systems and Equipment

Compares lateral, vertical, mobile, and high-density filing systems for efficiency and space use. Equipment selection directly affects retrieval speed and storage cost.

Lesson 3 • Secure Destruction of Physical Records

Details authorized destruction methods, certificates of destruction, and chain-of-custody documentation. Proper destruction closes the lifecycle and reduces legal and privacy risk.

Lesson 4 • Offsite Storage and Vendor Management

Covers criteria for selecting commercial storage vendors and managing service-level agreements. Offsite management extends the organization's storage capacity while maintaining compliance.

Lesson 1 • Email and Collaboration Platform Records

Addresses the capture, classification, and retention of email, chat, and shared-workspace content. These high-volume channels require specific policies distinct from structured file records.

Lesson 2 • Electronic Records Management Systems

Surveys EDRMS architecture, core functions, and selection criteria for organizational fit. System knowledge is prerequisite for metadata, access, and disposition work in this chapter.

Lesson 3 • Access Controls and Security

Implements role-based access, encryption, and audit logging to protect electronic records. Security measures must align with the privacy and compliance obligations from Chapter 2.

Lesson 4 • Automated Retention and Disposition

Configures system-driven retention triggers, holds, and disposition workflows within an EDRMS. Automation reduces manual error and enforces the schedules built in Chapter 3.

Lesson 1 • Physical Processing Techniques

Covers rehousing, labeling, foldering, and basic conservation measures during processing. Physical handling decisions directly affect long-term preservation outcomes.

Lesson 2 • Accessioning and Deaccessioning

Manages the formal transfer of records into archival custody and the removal of materials no longer warranting retention. Both processes require documented authority and chain-of-custody records.

Lesson 3 • Archival Description Standards

Introduces internationally recognized descriptive standards and their structural elements. Standardized description ensures interoperability with other repositories and discovery systems.

Lesson 4 • Creating Finding Aids

Builds collection-level and series-level finding aids using standard elements and controlled language. Finding aids are the primary access tool connecting researchers to archival holdings.

Lesson 1 • Disaster Preparedness and Recovery

Develops risk assessments, emergency response procedures, and salvage priorities for records. A tested plan minimizes loss and recovery time when incidents occur.

Lesson 2 • Digital Preservation Strategies

Applies OAIS model concepts, format migration, and fixity checking to sustain digital records over time. Digital preservation is distinct from backup and requires active management.

Lesson 3 • Reformatting and Digitization for Preservation

Covers scanning standards, file format selection, and quality control for preservation digitization. Digitization extends access while the original is protected or retired.

Lesson 4 • Managing Deterioration of Physical Media

Identifies deterioration mechanisms for paper, photographic, magnetic, and optical media. Understanding decay processes informs storage standards and reformatting decisions.

Lesson 1 • Continuous Improvement and Maturity Models

Uses maturity models and benchmarking to identify improvement opportunities and set targets. Continuous improvement sustains program relevance as organizational needs evolve.

Lesson 2 • Performance Measurement and Reporting

Develops key performance indicators, dashboards, and reporting cycles for records programs. Metrics demonstrate value and identify areas requiring corrective action.

Lesson 3 • Change Management and Staff Training

Applies change management models to embed records practices across the organization. Training programs convert policy into consistent staff behavior at all levels.

Lesson 4 • Building the Business Case

Quantifies risk reduction, efficiency gains, and compliance value to justify program investment. A compelling business case secures the resources needed for program success.