Introduction
The programme “Designing and Managing Archiving Workflows” develops professional practice in Records and Archives. It connects the subject with workplace challenges by examining existing evidence and practices and choosing methods appropriate to the organization and its available resources.
The learning progresses from cash, liquidity, and working capital management to governance, accountability, and compliance management, with practical work on document, records, and digital preservation management, procedure analysis and work simplification, information systems analysis, integration, and service management. Participants prepare outputs to support workplace application and review the quality and results of implementation.
Learning objectives
- Prepare a cash forecast and options for addressing liquidity and working capital gaps in an application related to “Designing and Managing Archiving Workflows”.
- Build a document life cycle controlling classification, permissions, retention, and retrieval.
- Redesign a procedure to reduce delays and rework while maintaining controls.
- Analyze information system requirements and design acceptance, integration, and operational criteria.
- Define decision-making authority, accountability mechanisms, and obligation monitoring.
Learning areas
1. Cash, Liquidity, and Working Capital Management
- Analyze the cash cycle from purchasing to collection, identifying the effects of inventory, receivables, and payment terms on financing needs.
- Forecast receipts and payments by maturity, and document data sources and the likelihood of delays in expected cash flows.
- Classify receivables and debt aging, track collections and settlements, and connect follow-up actions to approved authorities and policies.
- Compare options for addressing deficits or deploying surpluses according to cost, liquidity, risk, and contractual constraints requiring review.
- Test a cash stress scenario, set alert thresholds and escalation actions, and update forecasts based on actual results. The application examines a case related to “Designing and Managing Archiving Workflows”.
2. Document, Records, and Digital Preservation Management
- Inventory document and record types, owners, and reasons for retention, and distinguish operational copies from the authoritative record.
- Design classification, coding, metadata, and version control rules, with clear naming, indexing, and search criteria.
- Define viewing, editing, and approval permissions and usage tracking, and protect confidentiality and record integrity throughout circulation.
- Prepare a retention and disposal or permanent preservation transfer schedule after reviewing legal and regulatory requirements specific to each record type.
- Test retrieval, migration, backups, and file integrity verification, and set indicators for indexing accuracy and continuity of access.
3. Procedure Analysis and Work Simplification
- Define the procedure's start, end, owner, inputs, and outputs, and collect data on processing time, waiting, and rework.
- Map the actual workflow between roles, identifying approvals, handovers, bottlenecks, and duplicate data entry.
- Analyze the value added by each step and the controls it provides, and propose combining, removing, or running steps in parallel with reasons for the choice.
- Document the improved procedure with clear authorities, forms, timelines, and standards, and review its effects on beneficiaries and delivery teams.
- Test the procedure on a limited case, measure time, errors, and output quality, and document adjustments and the rollout plan.
4. Information Systems Analysis, Integration, and Service Management
- Analyze system users, processes, and the decisions it supports, translating needs into clear functional and nonfunctional requirements.
- Model data flows, entities, relationships, and interfaces, identifying each data item's source and the party responsible for its quality and updating.
- Compare build, buy, integration, and hosting alternatives according to constraints, security, total cost, and available support capabilities.
- Design test cases covering performance, permissions, usability, and integration, and connect each test to a testable acceptance criterion.
- Prepare a transition, operations, support, change management, and backup plan, defining indicators for service availability, fault resolution, and improvement review.
5. Governance, Accountability, and Compliance Management
- Map decision-making, oversight, and execution levels, and identify separation of roles and potential conflicts of interest.
- Review policies, committees, delegated authorities, and reporting frequency, and connect each responsibility to clear authority and limits.
- Create an obligations register specifying the source, scope, responsible party, and compliance evidence, and review applicable local requirements.
- Define disclosure, accountability, complaint handling, and misconduct reporting mechanisms, and protect information confidentiality during follow-up.
- Assess a practical governance case and prepare a gap remediation plan with review indicators and evidence of action closure.
Practical outputs
- A cash flow forecast and a plan to improve collections and the cash conversion cycle.
- A classification plan, retention schedule, and document metadata template.
- An improved procedure map, service profile, and acceptance criteria for implementation.
- A requirements document, data flow map, and testing and acceptance plan.
- An authority matrix, obligations register, and escalation and review mechanism.
Who should attend
- Practitioners, specialists and supervisors whose work relates to the programme subject.
- Managers and teams working in records and archives, according to their practical responsibilities.
- Professionals responsible for applying the outputs of “Designing and Managing Archiving Workflows” within their organizations.
Prerequisites
- Working familiarity with the programme field and the ability to discuss a professional case or challenge.
- Confirm the suitability of your experience and any specialist prerequisites with the Union before participation.
Conclusion
The programme “Designing and Managing Archiving Workflows” brings together concepts, case review and a practical application. Participants prepare steps that can be adapted to their responsibilities and organizational resources, with an indicator to follow application and review results after returning to work.
Participation arrangements and any special requests are specified in the confirmation issued by the Union.