The Digitalization and Electronic Record Archiving Training Course, offered by Oxford Training Centre, delivers in-depth instruction on the effective management, storage, and retention of digital documents and electronic records in the modern administrative environment. As organisations increasingly transition from physical to electronic recordkeeping, administrative professionals must acquire specialized knowledge in digital transformation processes, electronic storage systems, and compliance standards.
This course supports the growing demand for accurate, secure, and accessible digital records through structured training in digitisation techniques, electronic filing systems, and digital archiving workflows. Participants will gain expertise in handling document scanning, metadata tagging, indexing, electronic retrieval, and secure digital retention aligned with organisational governance and policy frameworks.
Fully aligned with the core scope of Administration and Secretary Training Courses, this programme provides administrative and clerical professionals with the operational knowledge to manage electronic records across their lifecycle—ensuring access, authenticity, confidentiality, and compliance. The course addresses legal and procedural frameworks, including best practices for audit readiness, version control, and digital access management.
Participants will engage in real-world simulations and case-based exercises to apply key principles in document conversion, records storage architecture, archiving protocols, and digital governance.
Objectives
- Apply industry-standard methods for electronic records management training within administrative environments.
- Develop systems for secure scanning, indexing, and storage of digital files.
- Implement digital archiving workflows that ensure long-term document preservation.
- Establish consistent procedures for metadata tagging and document classification.
- Manage the full electronic records lifecycle and archiving procedures from creation to destruction.
- Navigate compliance requirements related to digital records retention and archiving training.
- Maintain document authenticity, traceability, and integrity in electronic formats.
- Operate and maintain electronic filing systems with controlled access and permissions.
- Plan and document archive strategies using digital retention schedules.
- Utilise technology tools for electronic document control and archive strategy training.
- Identify vulnerabilities in electronic archiving and implement mitigation strategies.
Target Audience
- Administrative professionals handling the transition from physical to digital documentation.
- Records management personnel responsible for overseeing storage systems and retrieval procedures.
- Executive assistants and secretaries maintaining document workflows and data access structures.
- Office coordinators and clerical officers managing high-volume filing, scanning, and archiving duties.
- IT-support professionals collaborating with admin teams on digital recordkeeping systems.
- Operations managers supervising compliance, data protection, and audit readiness through electronic records.
- Documentation specialists tasked with digital governance and content lifecycle management.
- Participants seeking training in digital recordkeeping and archiving systems aligned with organisational governance.
- Office staff engaged in digital transformation in records administration or planning digital conversion initiatives.
- Professionals undertaking responsibilities in electronic data storage and retrieval training.
How Will Attendees Benefit?
- Gain applied knowledge in document digitalization and archiving training that ensures records accuracy and security.
- Improve operational efficiency through structured electronic document handling and archiving course modules.
- Ensure readiness for internal audits and regulatory reviews by maintaining digital traceability and compliance.
- Implement sustainable and scalable archiving solutions that support business continuity.
- Enhance the ability to develop and maintain secure electronic storage and archive management systems.
- Minimise document loss and duplication through structured filing, retrieval, and retention schedules.
- Increase productivity by reducing time spent on manual file access and physical storage management.
- Build governance capabilities related to compliance in digital records and archive handling.
- Reduce risks related to data breaches by implementing access control and secure storage policies.
- Contribute to organisation-wide digital transformation in records administration through structured support.
- Master tools and workflows for scanning, indexing, and digitally storing critical organisational data.
Course Content
Module 1: Foundations of Digital Records and Archiving
- Define electronic records and the components of a digital archiving system.
- Explore the role of administrative staff in digital document lifecycle management.
- Understand the relationship between recordkeeping, information governance, and legal compliance.
Module 2: Digital Records Lifecycle and Archiving Procedures
- Manage document creation, usage, storage, and eventual disposal.
- Define phases in the digital record lifecycle, including retention and destruction protocols.
- Maintain records in accordance with standardised digital archiving frameworks.
Module 3: Document Scanning and Digitisation Standards
- Select appropriate scanning resolutions, formats, and quality controls.
- Apply scanning workflows for individual, bulk, and high-volume document conversion.
- Handle physical documents safely during digitisation to preserve accuracy.
Module 4: Metadata, Tagging, and Indexing Techniques
- Assign metadata fields to enable searchability and classification.
- Use indexing protocols for file structure, retrieval, and cross-referencing.
- Maintain naming conventions and labelling consistency across all files.
Module 5: Digital Storage Formats and Systems
- Identify common file formats (PDF/A, TIFF, DOCX) suitable for archiving.
- Evaluate storage platforms for compatibility, security, and scalability.
- Understand the technical aspects of digital record management systems training.
Module 6: Electronic Filing Systems Implementation
- Organise digital records using folder hierarchies, categories, and access rules.
- Integrate software systems to automate filing and storage processes.
- Apply practices from electronic filing systems training course methodologies.
Module 7: Archive Planning and Documentation
- Develop archive plans for long-term digital preservation.
- Create retention schedules and assign retention codes to document types.
- Prepare archive inventories and track movement or transfer of digital records.
Module 8: Access Control and Data Security
- Implement role-based access and user permissions in digital filing environments.
- Establish secure login, encryption, and file protection protocols.
- Conduct regular audits to ensure compliance with access control policies.
Module 9: Legal and Compliance Frameworks
- Understand the legal context of digital recordkeeping and retention.
- Apply standards from GDPR, FOIA, and organisational policies.
- Implement compliance in digital records and archive handling through procedure documentation.
Module 10: Digital Records Retrieval and Searchability
- Use search functions and metadata tags for efficient document retrieval.
- Maintain responsiveness to data requests and document access logs.
- Ensure retrieval is aligned with audit, legal, and reporting requirements.
Module 11: Digital Transformation in Office Administration
- Assess the impact of digitisation on daily administrative workflows.
- Reduce physical storage costs and administrative delays through digital alternatives.
- Align document workflows with broader office digitisation strategies.
Module 12: Practical Workshop and Application
- Simulate end-to-end digitisation of a physical document archive.
- Configure metadata, tagging, and archiving solutions using sample data.
- Evaluate archiving tools and propose improvements for electronic storage systems.