Certificate in Records Management

The Certificate in Records Management provides learners with practical knowledge and skills for creating, organising, maintaining, storing, retrieving and disposing of organisational records effectively. The programme covers records management principles, classification systems, filing methods, document control, indexing, retention schedules, physical and electronic records, data security, confidentiality, access control, archiving and records disposal. Learners will develop the ability to maintain accurate, accessible and secure records while supporting organisational efficiency, accountability and compliance with applicable policies and requirements.

Skills Covered

• Understanding records management principles and practices

• Identifying different types of organisational records

• Classifying and categorising records

• Developing and applying filing systems

• Alphabetical, numerical and subject-based filing

• Indexing and document referencing

• Creating and maintaining records

• Document control and version management

• Managing physical and electronic records

• Electronic document and records management

• Records storage and retrieval

• Applying retention and disposal schedules

• Archiving inactive and historical records

• Managing access permissions and confidentiality

• Protecting sensitive organisational information

• Records security and data protection awareness

• Tracking document movement and retrieval

• Maintaining records inventories and registers

• Applying quality control and accuracy checks

• Supporting records audits and compliance activities

Why Join This Programme?

• Develop practical skills for managing organisational records efficiently.

• Learn how to establish structured filing and classification systems.

• Improve the accuracy, accessibility and retrieval of business records.

• Develop skills in managing both physical and electronic records.

• Understand document control, retention and archiving practices.

• Strengthen awareness of confidentiality, information security and data protection.

• Support organisational efficiency, accountability and administrative control.

• Establish a foundation for further learning in administration, information management and document control.

Course Objectives

The objectives of this programme are to:

1. Introduce learners to fundamental records management principles and terminology.

2. Develop an understanding of records classification, filing and indexing systems.

3. Enable learners to create, organise and maintain accurate organisational records.

4. Develop practical skills in physical and electronic records management.

5. Introduce document control, version management and retrieval procedures.

6. Develop an understanding of records retention, archiving and disposal practices.

7. Promote appropriate security, confidentiality and access-control procedures.

8. Develop awareness of data protection and organisational records requirements.

9. Enable learners to maintain organised and accessible records systems.

10. Develop professional practices that support accurate, secure and efficient records management.

Learning Outcomes

Upon successful completion of the programme, learners should be able to:

• Explain the fundamental principles and purpose of records management.

• Identify different types of organisational records and their uses.

• Distinguish between active, inactive and archival records.

• Classify records using appropriate organisational classification systems.

• Apply alphabetical, numerical, chronological and subject-based filing methods.

• Create and maintain accurate indexes, registers and records inventories.

• Organise and maintain physical records systematically.

• Organise and manage electronic documents and digital records.

• Apply basic document control and version management procedures.

• Retrieve records efficiently using established filing and indexing systems.

• Apply appropriate records retention and disposal procedures.

• Prepare records for archiving and long-term storage.

• Maintain appropriate access controls for confidential and sensitive records.

• Apply basic information security and data protection practices.

• Protect records against unauthorised access, loss, damage or inappropriate disclosure.

• Track the movement, access and retrieval of records where required.

• Conduct basic accuracy and quality checks on organisational records.

• Maintain records in accordance with organisational policies and procedures.

• Support records audits and compliance activities when required.

• Recognise records management issues requiring escalation to the appropriate responsible personnel.