Administrative Records Governance, Retention and Information Control

Course Category : Data Management

An advanced programme for establishing robust records governance, retention, disposal, information classification, and access controls to strengthen compliance, accountability, and organisational information management.
Duration: 10 Days
Level: Advanced

Introduction

Administrative records constitute an organisation’s institutional memory and provide essential evidence for accountability, compliance, and business continuity. Their management therefore requires a governance framework extending beyond conventional filing and archiving, particularly as organisations manage increasingly diverse physical and digital information environments.
This course develops a structured understanding of records governance, lifecycle management, information classification, retention scheduling, controlled disposal, access governance, sensitive records, and audit readiness. It enables participants to establish policies and controls that balance operational requirements with legal, regulatory, governance, and accountability obligations..

Targeted Audience

Administrative Directors and Department Heads
Records and Document Management Managers
Archives and Information Management Officers
Office and Executive Office Managers
Governance and Compliance Professionals
Risk and Internal Control Professionals
Information Protection and Privacy Officers
Personnel Responsible for Corporate Documents and Correspondence

Targeted Skills

Administrative Records Governance Framework Design
Records and Information Lifecycle Management
Retention Schedule and Policy Development
Records Classification by Value and Sensitivity
Information Access and Permission Control
Disposal, Transfer, and Archiving Governance
Compliance, Audit, and Accountability Support
Records and Information Risk Management

Expected Outcomes

Interpret the fundamental principles of organisational records and information governance.
Define responsibilities and authorities for records ownership, custody, and use.
Classify records according to their nature, value, and sensitivity.
Establish clear rules for records retention, review, and disposal.
Apply access-control principles to protect sensitive information.
Manage the records lifecycle from creation through disposal or permanent preservation.
Identify risks associated with inadequate records and information management.
Support audits, investigations, and compliance through reliable and traceable records.
Develop controls and indicators for monitoring records management effectiveness.
Establish an integrated framework for records governance, retention, and information control.

Training Topics Index

Records governance concepts and organisational significance
Records as information assets and institutional evidence
Accountability, transparency, and reliability principles
Relationship between governance, records, and information management
Risks arising from inadequate records governance

Records ownership and custodial responsibilities
Roles of management, employees, and oversight functions
Distinction between ownership, custody, and authority
Records policies and accountability levels
Governance committees, escalation, and decision mechanisms

Records creation, receipt, and registration
Active use and operational maintenance
Transition from active to inactive records
Transfer to long-term preservation or archives
Controlled disposal and lifecycle closure

Development of organisational classification structures
Functional and subject-based records classification
Naming, indexing, and description conventions
Metadata and its role in records management
Classification consistency across organisational units

Retention periods and determination criteria
Operational, legal, and regulatory requirements
Development of records retention schedules
Retention triggering events
Periodic review and updating of retention requirements

Criteria for determining final records disposition
Approvals and controls preceding disposal
Documentation of disposal decisions and activities
Suspension of disposal during investigations or disputes
Identification and transfer of permanently valuable records

Information sensitivity and confidentiality levels
Need-to-know and least-privilege principles
Read, use, and modification permissions
Access reviews and exception management
Protection of confidential and sensitive records

Characteristics and reliability requirements of digital records
Records integrity, authenticity, and traceability
Version control and authoritative copies
Email and correspondence as organisational records
Risks of uncontrolled copies and information fragmentation

Records management compliance risks
Records required for audit and accountability
Traceability and chains of responsibility
Information requests and investigation readiness
Compliance monitoring and exception documentation

Designing an integrated records governance framework
Alignment of policies, procedures, and responsibilities
Records management quality and effectiveness indicators
Periodic review and continuous control improvement
Establishing a culture of information accountability

Course Features

Updated and Interactive Content
Hypothetical Examples and Case Studies
Pre- and Post-assessments to Measure Impact
Verified Certificate with a QR Verification Code

Administrative Records Governance, Retention and Information Control