1. Program Overview

The Data Analytics and Reporting for Record Management Program is tailored to enhance the capacity of professionals to leverage data-driven techniques in managing, analyzing, and reporting organizational records. In the current information-intensive environment, organizations must not only store and secure records but also derive insights that can drive decision-making, compliance, and operational efficiency.

This program integrates principles of records management with practical data analytics and visualization tools, empowering trainees to modernize their information systems, identify patterns, ensure data integrity, and generate actionable reports. Emphasis is placed on digitization, automation, compliance, and real-time reporting across departments.

2. Training Objectives

By the end of this program, participants will be able to:

• Understand the intersection of records management and data analytics
• Apply analytics tools to improve data classification, retrieval, and integrity
• Design and implement automated reporting systems
• Interpret trends, anomalies, and operational metrics using records data
• Ensure regulatory compliance and audit readiness in record-keeping
• Visualize data for internal and external reporting using modern tools
• Optimize record workflows using insights from analytics

3. Target Trainees

• Records Management Officers
• Registry and Information Clerks
• ICT and Database Administrators
• Data Analysts and Business Intelligence Officers
• Monitoring and Evaluation Staff
• Compliance and Audit Teams
• Departmental Administrators and Supervisors

4. Main Discussion Items / Modules

• Module 1: Principles of Effective Record Management
• Types of records and their lifecycle
• Classification systems and metadata standards
• Record retention policies and digitization
• Module 2: Introduction to Data Analytics for Records
• Structured vs unstructured data
• Data cleansing and standardization
• Fundamentals of analytics in record systems
• Module 3: Tools for Data Analysis and Reporting
• Excel advanced functions and pivot tables
• Introduction to Power BI / Tableau
• Automating reports using scripts and dashboards
• Module 4: Reporting Frameworks and Key Indicators
• Designing user-friendly reports for stakeholders
• Identifying KPIs in record management
• Report templates and audit trails
• Module 5: Data Governance and Compliance
• Legal and policy framework (e.g., Data Protection Act)
• Confidentiality, access control, and information security
• Internal controls for record integrity and reporting
• Module 6: Data-Driven Decision-Making
• Using analytics to inform file tracking, archiving, and digitization
• Identifying bottlenecks and inefficiencies in record workflows
• Predictive analytics for future record needs
• Module 7: Integration and Interoperability
• Linking records systems with other institutional data platforms
• API integration basics
• Cloud-based record analytics

5. Training Methodology

• Interactive presentations and tool demonstrations
• Practical exercises and group work
• Case studies from public and private sector organizations
• Hands-on data analysis using real or simulated datasets
• Report creation and visualization labs
• Peer review of sample reports

6. Tasks

• Conduct a record audit and develop a classification matrix
• Create a dashboard visualizing record utilization trends
• Clean and analyze registry data for reporting
• Design a monthly reporting template using Excel or Power BI
• Identify regulatory risks from poor record-keeping
• Draft a compliance checklist for digital records management