Course Outline: Records Management Training for New Employees, Interns, and Contractors
Course Title:
Records Management Training for New Employees, Interns, and Contractors
Course Duration:
4 hours
Course Overview:
This course is designed to provide comprehensive training on records management for all employees, new employees, interns, and contractors at GOG. The training will ensure participants understand the differences between Cabinet and PSC Records (key sensitive and confidential records), general records, nonrecords, and personal papers. The course will also cover GOG records management policies, the legal implications of unlawful removal, destruction, or access of key government records, and relevant legislation such as Grenada’s Electronic Crimes Act 2013 and Data Protection Act 2023.
Course Objectives:
- Understand the definitions and differences between Cabinet Records, PSC Records, general records, non-records, and personal papers.
- Learn the policies and procedures for records management at GOG.
- Recognize the legal requirements and possible sanctions related to the removal, destruction, or unauthorized access of key government records.
- Acquire practical skills for proper records handling, storage, and disposal.
- Long term storage of digtial records – the reason for arihival of important correspondance as record – converting email to PDF/A and filing to the registry ( mandated)
Target Audience:
- New Employees
- All Employees – must participate and sign off to acknowledge their awareness of this training and must be part of the Job Requirements.
- Interns
- Contractors
Course Modules:
Module 1: Introduction to Records Management
- Definition of Records Management
- Importance of Records Management in GOG
- Overview of GOG Records Management Policies
- Document and Records or Non-Record and Official Records.
Module 2: Understanding Different Types of Records
- Definitions and Examples:
- Cabinet Records
- PSC Records
- General Records
- Nonrecords
- Personal Papers
- Differentiating Between Record Types
- Case Studies and Scenarios
Module 3: GOG Records Management Policies and Procedures
- Overview of Key Policies
- Procedures for Creating, Storing, and Disposing of Records
- Responsibilities of Employees, Interns, and Contractors
Module 4: Legal Requirements and Compliance
- Overview of Grenada’s Electronic Crimes Act 2013
- Overview of Grenada’s Data Protection Act 2023
- Legal Implications of Unlawful Removal, Destruction, or Access of Records
- Sanctions and Penalties
- Real-life Examples and Case Studies
Module 5: Practical Skills for Records Management
- Best Practices for Handling Sensitive and Confidential Records
- Proper Storage Techniques
- Disposal and Destruction Procedures
- Use of Records Management Systems and Tools
Module 6: Review and Assessment
- Summary of Key Points
- Interactive Q&A Session
- Knowledge Check and Assessment
Learning Activities:
- Interactive Lectures
- Case Studies and Scenario Analysis
- Group Discussions
- Practical Demonstrations
- Hands-on Exercises
- Quizzes and Assessments
Materials Provided:
- Course Handbook
- GOG Records Management Policies and Procedures Manual
- Case Study Worksheets
- Assessment Materials
Evaluation:
Participants will be evaluated through a combination of quizzes, practical exercises, and a final assessment to ensure they have understood and can apply the concepts covered in the course.
Certification:
Upon successful completion of the course, participants will receive a certificate of completion, which will be recorded in their personnel files. All employees will be agreeing to update their Job Requirement with the Requirement of Confidiality in their operations within the framework of data protection for all official governmetn records. Oath of Confidentialities may be required to also confirm agreement for engagements where applicable.
This course outline ensures that all employees, interns, and contractors are equipped with the necessary knowledge and skills to comply with GOG records management policies and legal requirements, specifically addressing the handling of sensitive and confidential records as per the Grenada’s Electronic Crimes Act 2013 and Data Protection Act 2023.