Archiving, Preservation and Records Storage Systems Course

Introduction

Information is a critical organizational asset, effective archiving, preservation, and records storage systems are essential for ensuring long-term accessibility, compliance, and historical continuity. This course provides a comprehensive understanding of how to manage records beyond their active use while safeguarding their integrity and value.

Archiving is a strategic process that involves selecting, organizing, and maintaining records of enduring value. This course equips participants with the skills to identify records suitable for archiving, apply appropriate appraisal techniques, and establish structured archival systems that support institutional memory and accountability.

Preservation is a key component of records management, ensuring that records remain accessible and usable over time. Participants will explore techniques for preserving both physical and digital records, including environmental controls, digitization, and migration strategies that protect records from deterioration and technological obsolescence.

The course also focuses on records storage systems, emphasizing the importance of secure, efficient, and scalable storage solutions. Participants will learn how to design storage systems that optimize space, improve retrieval, and ensure the safety of records in both physical and electronic environments.

With the increasing shift toward digital transformation, the course highlights modern storage technologies such as cloud-based systems, digital repositories, and automated storage solutions. Participants will understand how to integrate these technologies into their records management strategies while maintaining security, compliance, and accessibility.

By the end of this course, participants will be equipped to design and manage effective archiving, preservation, and storage systems. They will be able to ensure long-term information availability, reduce risks, and support organizational efficiency and compliance through well-structured records management practices.

Who Should Attend

• Archivists and records management professionals
• Information and knowledge management practitioners
• ICT and systems administrators
• Librarians and documentation specialists
• Document control officers
• Compliance and audit officers
• Public sector administrators
• NGO and development practitioners
• Museum and heritage professionals
• Corporate executives and managers

Duration

5 Days

Course Objectives

• Develop a comprehensive understanding of archiving principles, enabling participants to identify, appraise, and manage records of long-term value in structured and accessible archival systems.
• Equip participants with the skills to design and implement preservation strategies that protect both physical and digital records from deterioration, damage, and technological obsolescence.
• Strengthen the ability to establish efficient records storage systems that optimize space, improve retrieval, and ensure the security and integrity of organizational information assets.
• Enhance competencies in applying environmental controls and preservation techniques that maintain the quality and usability of physical records over extended periods.
• Provide practical tools for managing digital archives, including digitization, data migration, and the use of digital repositories for long-term storage and access.
• Build capacity to ensure compliance with legal, regulatory, and organizational requirements related to archiving, preservation, and records storage practices.
• Enable participants to integrate modern storage technologies such as cloud systems and automated solutions into records management strategies.
• Strengthen skills in risk management, identifying threats to records such as environmental hazards, data loss, and security breaches, and implementing mitigation strategies.
• Equip participants with monitoring and evaluation techniques to assess the effectiveness of archiving and storage systems and ensure continuous improvement.
• Foster strategic thinking to design sustainable, scalable, and secure archiving and storage systems that support long-term organizational needs and knowledge preservation.

Comprehensive Course Outline

Module 1: Introduction to Archiving and Preservation

• Concepts and importance of archiving
• Role of preservation in records management
• Types of archival records
• Benefits of structured archiving systems

Module 2: Records Appraisal and Selection

• Criteria for records appraisal
• Identifying records of long-term value
• Selection techniques and tools
• Documentation and decision-making

Module 3: Archival Systems Design

• Designing archival frameworks
• Organizing and classifying archives
• Indexing and cataloging systems
• Access and retrieval in archives

Module 4: Physical Records Preservation

• Environmental controls (temperature, humidity)
• Handling and storage techniques
• Preservation materials and methods
• Preventing deterioration and damage

Module 5: Digital Preservation Strategies

• Digitization and scanning processes
• Data migration and format management
• Digital repositories and archives
• Managing technological obsolescence

Module 6: Records Storage Systems

• Physical storage solutions and layouts
• Shelving and space optimization
• Off-site and secure storage facilities
• Storage management best practices

Module 7: Security and Risk Management

• Identifying risks to records
• Disaster preparedness and recovery
• Access control and security measures
• Protecting sensitive and confidential records

Module 8: Legal and Compliance Requirements

• Archiving and records laws
• Data protection and privacy considerations
• Compliance standards and audits
• Documentation and accountability

Module 9: Technology in Archiving and Storage

• Cloud-based storage solutions
• Automated storage and retrieval systems
• Integration with records management systems
• Digital transformation in archives

Module 10: Emerging Trends and Future Issues

• AI in archiving and preservation
• Blockchain for records authenticity
• Smart archives and digital ecosystems
• Future of records storage systems

Training Approach

The instructor led trainings are delivered using a blended learning approach and comprises of presentations, guided sessions of practical exercise, web-based tutorials and group work. Our facilitators are seasoned industry experts with years of experience, working as professional and trainers in these fields.

All facilitation and course materials will be offered in English. The participants should be reasonably proficient in English.

Certification

Upon successful completion of the training, participants will be awarded a certificate of completion by Steady Development Center.

Training Venue

The training will be held online. We also offer training for a group at requested location all over the world. The course fee covers the course tuition, tutorials and all required training manuals. Any other personal expenses are catered by the participant.
For registration and further enquiries, contact us on:

• Tel: +254 701 180 097
• Email: training@steadytrainingcenter.com

Tailor-Made Option

This course can be customized to suit the specific needs of your organization and be delivered on-line to any convenient location.

Terms Of Payment

Upon agreement by both parties’ payment should be made to Steady Development Center’s official account at least 3 working days before training begins to facilitate adequate preparation.

Our Upcoming Training Schedule