Course description

THE WORKSHOP
Moving from paper to digital records requires more than scanning documents. It involves determining what should be migrated, organizing records consistently, capturing essential descriptive information, verifying completeness, and establishing controls over access, use, retention, and disposal. Without these arrangements, digitization can reproduce existing filing weaknesses and introduce additional risks, including unauthorized disclosure, missing documents, uncontrolled duplication, and loss of context.
The 2027 Digital Records Migration, Management & Confidentiality Workshop is designed to equip participating officials and professionals with practical knowledge, contemporary methods, and internationally recognized approaches to managing this transition. The workshop will examine records inventories, migration planning, document preparation, scanning and quality assurance, metadata, classification systems, electronic repositories, and migration validation. Participants will explore how to preserve the reliability and usability of records while maintaining continuity of institutional operations.
Particular attention will be given to information governance and confidentiality responsibilities. Participants will examine how to assign records ownership, establish access permissions, manage sensitive information, maintain audit trails, and apply retention and disposal procedures. 
Through practical demonstrations, migration exercises, case studies, and interactive discussions, participants will identify weaknesses in existing records arrangements and develop realistic improvement measures. 

By the end of this workshop, participants will be able to:
explain the principles of digital records migration, lifecycle management, and information governance;
assess existing records, identify migration priorities, and determine confidentiality requirements;
develop migration plans covering document preparation, digitization, metadata, quality assurance, and validation;
apply classification, indexing, and version controls to support accurate retrieval and reliable records;
establish access permissions, secure sharing procedures, and audit trails to protect confidential information;
evaluate electronic records management solutions against institutional requirements, security needs, and operational capacity; 
develop retention, archiving, recovery, and authorized disposal procedures; and
formulate an institutional action plan for secure migration and sustainable digital records management.

WHO SHOULD ATTEND
Directors and Heads of Administration, Registry, and Records Management
Records Managers, Registry Officers, and Archivists
Administrative Officers, Senior Secretaries, and Executive Assistants
ICT Officers and Digital Transformation Professionals
Information Governance, Data Protection, and Compliance Officers
Legal Officers, Internal Auditors, and Risk Management Officers
Senior and Middle-Level Officials responsible for document control, confidential information, and records migration projects

What will i learn?

• Module 1: Records Assessment and Digital Migration Readiness
• Module 2: Document Preparation, Digitization and Quality Assurance
• Module 3: Records Classification, Metadata and Retrieval
• Module 4: Electronic Records Systems and Migration Validation

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