Ministry Directors Workshop on Digitization
Title: Enhancing Government Efficiency: The Role of Effective Records Management and Information Governance
Introduction: In the digital age, government institutions face a monumental challenge in managing the vast amount of information they generate and receive on a daily basis. From vital records to sensitive data, effective records management, digitization, information security, and governance have become crucial for ensuring operational efficiency, transparency, and accountability. Recognizing the significance of this issue, a four-day workshop has been organized specifically for Directors and Heads of Departments from various ministries in the government of Kenya. Taking place from 23rd to 26th May 2023 at the Voyager in Mombasa, Kenya, this program aims to equip participants with the knowledge and skills required to navigate the complexities of records management, digitization, information security, and governance in the public sector.
Day 1: Effective Records Management: The workshop kicks off by focusing on the foundations of effective records management. Participants will gain insights into the importance of records management, legal and regulatory frameworks, records retention and disposal schedules, and the role of technology in managing records efficiently. The session will explore strategies for organizing and classifying records, implementing records management policies, and creating a culture of compliance within government departments.
Day 2: Digitization and Electronic Records: The second day delves into the world of digitization and electronic records. Participants will learn about the benefits and challenges of transitioning from physical to electronic records, including increased accessibility, improved searchability, and cost savings. The session will cover best practices for digitization processes, data capture, metadata management, and preservation techniques. Practical demonstrations and case studies will showcase successful digitization initiatives in the public sector, highlighting lessons learned and potential pitfalls to avoid.
Day 3: Information Security and Data Governance: With the increasing threat of cyberattacks and data breaches, information security has become a top priority for government institutions. This day will focus on the importance of information security and data governance. Participants will explore strategies for safeguarding sensitive information, implementing access controls, ensuring data integrity, and responding to security incidents. The session will address the role of data governance frameworks, risk assessments, and privacy considerations in protecting government information assets.
Day 4: Compliance and Legal Aspects: The final day of the workshop will shed light on the compliance and legal aspects of records management and information governance. Participants will gain an understanding of the Data Protection Act, Freedom of Information Act, and other relevant legislation in Kenya. The session will cover legal requirements for records management, privacy considerations, e-discovery, and records audit processes. Practical guidance on developing records management policies, conducting compliance assessments, and implementing effective information governance frameworks will be provided.
In an era of digital transformation, government institutions must prioritize effective records management, digitization, information security, and governance. The four-day workshop for Directors and Heads of Departments in the government of Kenya aims to equip participants with the necessary skills and knowledge to meet these challenges head-on. By implementing robust records management strategies, embracing digitization, and prioritizing information security, government institutions can enhance efficiency, transparency, and accountability.
This workshop serves as a crucial step towards building a strong foundation for managing government records and information in an increasingly complex digital landscape.
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NB: RIMEA is accredited to do technical capacity building on Records Management by NITA NITA/TRN/01484
