Preserving & Archiving Documents & Data Electronically Event, 02.Jun.2025

Course Description

This 5-day course provides a comprehensive introduction to electronic document and data archiving, focusing on the transition from paper-based to digital systems. Participants will learn best practices for digitizing existing records, implementing electronic document management systems, and ensuring long-term preservation of digital assets. The course covers key topics including document scanning, metadata creation, file format selection, storage solutions, access controls, and digital preservation strategies.

Learning Objectives

• Understand the benefits and challenges of transitioning to electronic document management
• Learn best practices for digitizing paper records and creating high-quality scans
• Develop skills in metadata creation and management for digital archives
• Gain knowledge of file formats, storage options, and access controls for electronic records
• Explore strategies for long-term digital preservation and avoiding technological obsolescence
• Understand legal and compliance considerations for electronic archives

Course Modules

Day 1: Introduction to Electronic Document Management

• Overview of electronic document management and digital archiving
• Benefits and challenges of transitioning from paper to electronic systems
• Legal and compliance considerations
• Assessing organizational needs and planning the transition

Day 2: Digitization and Scanning

• Document preparation and handling
• Scanning equipment and software
• Image quality and resolution standards
• Optical Character Recognition (OCR) techniques

Day 3: Metadata and File Management

• Metadata standards and best practices
• Creating and managing metadata for digital archives
• File naming conventions and organization
• Selecting appropriate file formats for long-term preservation

Day 4: Storage and Access

• Digital storage options (local, cloud, hybrid)
• Implementing access controls and security measures
• Backup and disaster recovery planning
• Ensuring searchability and retrievability of electronic records

Day 5: Long-term Digital Preservation

• Digital preservation challenges and strategies
• File format migration and emulation techniques
• Monitoring and managing technological obsolescence
• Developing a sustainable digital preservation program

Practical Wins for Participants

• Ability to develop a strategic plan for transitioning to electronic document management
• Skills to implement a digitization workflow for existing paper records
• Knowledge to select and implement appropriate digital storage and access solutions
• Capability to create a long-term digital preservation strategy for organizational records