Public Sector Records and Archives Administration Course

Introduction

Public sector records and archives administration is a function that ensures transparency, accountability, and continuity in government operations. Public institutions generate vast amounts of records daily, and without structured systems for managing these records, governments risk inefficiency, poor service delivery, and loss of institutional memory. This course equips participants with advanced competencies to manage, preserve, and govern public records and archives in line with legal and administrative requirements.

In many public institutions, records are still managed using outdated systems that rely heavily on manual processes, fragmented storage, and inconsistent classification methods. This leads to delays in information retrieval, duplication of effort, and weak decision-making processes. The course addresses these challenges by introducing modern records management and archival systems designed specifically for public sector environments.

A strong focus is placed on the full lifecycle of public records, from creation and classification to storage, retrieval, retention, and archival preservation. Participants will learn how to implement standardized systems that ensure records are properly captured, securely stored, and easily retrievable for administrative, legal, and historical purposes.

The course also emphasizes the importance of archives as national assets that preserve government history, institutional knowledge, and public accountability. Participants will gain skills in managing archival institutions, developing preservation strategies, and ensuring long-term accessibility of critical public records for future generations.

Digital transformation is reshaping how public sector records and archives are managed. Governments are increasingly adopting electronic records systems, cloud-based storage, and automated classification tools. This course explores how to integrate these technologies into public administration systems while ensuring compliance with legal frameworks, data protection laws, and archival standards.

Ultimately, this training builds the capacity of public sector professionals to strengthen governance systems through effective records and archives management. It enhances transparency, supports evidence-based decision-making, and ensures that public records serve as reliable instruments of accountability, service delivery, and historical preservation.

Who Should Attend

• Government records officers and registry staff
• Public sector administrators and managers
• National and county government officials
• Archivists and archival institution staff
• Information management and governance officers
• Legal and compliance officers in public institutions
• Policy analysts and government advisors
• Monitoring and evaluation officers
• Human resource officers in government agencies
• Public service commission staff
• ICT officers in government systems
• Audit and accountability officers in public sector institutions

Duration

5 Days

Course Objectives

• Equip participants with the ability to design and implement effective public sector records management systems that ensure transparency, accountability, and efficient service delivery across government institutions.
• Develop participant competence in applying standardized records classification, retention, and archival procedures that comply with national legal and administrative frameworks governing public records.
• Strengthen skills in managing the full lifecycle of public records, including creation, storage, retrieval, archiving, and secure disposal in line with public sector regulations.
• Enable participants to establish and manage archival institutions that preserve national heritage, institutional memory, and government accountability records for long-term access and use.
• Build capacity to implement digital records management systems in public institutions, including electronic document management and cloud-based archival solutions.
• Enhance understanding of legal, regulatory, and ethical frameworks governing public records, including access to information laws and data protection requirements.
• Equip participants with skills to improve records accessibility and retrieval systems to enhance efficiency in public service delivery and decision-making processes.
• Strengthen ability to integrate records management systems with broader public sector governance, monitoring, and accountability frameworks.
• Enable participants to apply risk management and disaster recovery strategies to protect public records from loss, damage, or unauthorized access.
• Develop strategic capability to modernize public sector archives through digital transformation, automation, and adoption of emerging archival technologies.

Comprehensive Course Outline

Module 1: Foundations of Public Sector Records Management

• Principles of public sector records administration
• Importance of records in government accountability
• Overview of public records lifecycle
• Role of records in service delivery and governance

Module 2: Legal and Regulatory Frameworks

• National archives and records laws
• Access to information legislation
• Public sector compliance requirements
• Ethical obligations in records management

Module 3: Records Classification and Filing Systems

• Functional classification in government records
• Standardized filing and indexing systems
• Metadata design for public records
• Ensuring consistency across government departments

Module 4: Records Lifecycle Management in Government

• Creation and capture of public records
• Storage and retrieval systems in public institutions
• Retention scheduling and compliance enforcement
• Disposal and archival transfer procedures

Module 5: Public Sector Archival Management

• Role and function of national archives
• Archival preservation principles and standards
• Historical records management and protection
• Archival access and public accountability

Module 6: Digital Transformation in Public Records

• Electronic records management systems in government
• Cloud storage and digital archiving solutions
• Automation in public sector records processes
• Integration of ICT systems in archives management

Module 7: Records Security and Risk Management

• Protecting sensitive government records
• Access control and authorization systems
• Disaster recovery and continuity planning
• Cybersecurity in public records systems

Module 8: Records Accessibility and Information Sharing

• Public access to information systems
• Improving retrieval efficiency in government records
• Inter-agency records sharing frameworks
• Transparency and accountability mechanisms

Module 9: Audit, Monitoring, and Compliance Systems

• Internal audits of public records systems
• Compliance monitoring frameworks
• Reporting and accountability structures
• Corrective action and performance improvement

Module 10: Emerging Trends in Public Sector Records Management

• Artificial intelligence in public records classification
• Blockchain for government records integrity
• Data analytics in public sector decision-making
• Future of digital governance and archival 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