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How can you ensure sustainable records management training and development?

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Records management is a vital skill for case managers, as it helps them organize, store, access, and protect the information they need to serve their clients effectively. However, records management is not a static or one-time activity. It requires ongoing training and development to keep up with changing regulations, technologies, and best practices. How can you ensure sustainable records management training and development for yourself and your team? Here are some tips to consider.

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Annas Elhassan
Dr Temo K Waqanivalu

Managing Director @ ActioNCD International | Public Health Fellow

1 Assess your needs

Before you invest in any records management training and development program, you need to assess your current needs and gaps. What are the legal and ethical requirements for records management in your field and jurisdiction? What are the challenges and risks you face in managing your records? What are the skills and knowledge you and your team already have, and what are the areas you need to improve? You can use various tools and methods to conduct a needs assessment, such as surveys, interviews, audits, or benchmarks.

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Annas Elhassan
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To ensure sustainable records management training and development, establish a comprehensive and ongoing program that includes regular updates, incorporates industry best practices, engages employees through practical applications, and fosters a culture of continuous improvement.

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Dr Temo K Waqanivalu

Managing Director @ ActioNCD International | Public Health Fellow
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Assessing your needs is crucial. This involves understanding the specific legal, ethical, and operational requirements of records management in your context. Identifying the current skills of your team and pinpointing areas for improvement are essential steps. Tools like surveys, interviews, and audits can be instrumental in this assessment phase, helping to create a clear picture of your training needs.

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Justin Bauder

Client Services | Driving Client Success at NationsBenefits | Strategic Thinker | Collaborative Leader
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To ensure sustainable records management training, establish a comprehensive program covering compliance, tools, and system usage. Encourage continuous learning through industry events and foster knowledge-sharing within the organization. Assess the effectiveness of training through regular evaluations and feedback mechanisms. Offer incentives for ongoing professional development, creating a dynamic learning environment for sustainable records management.

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2 Choose your format

Once you have identified your needs and goals, you need to choose the most suitable format for your records management training and development. There are many options available, such as online courses, webinars, workshops, coaching, mentoring, or peer learning. You need to consider the availability, cost, quality, and relevance of each option, as well as the preferences and learning styles of your team. You also need to balance the theoretical and practical aspects of records management, and provide opportunities for feedback and evaluation.

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Dr Temo K Waqanivalu

Managing Director @ ActioNCD International | Public Health Fellow
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Choosing the right format for your training program is the next step. With options ranging from online courses to in-person workshops, it's important to consider factors like cost, accessibility, and the learning preferences of your team. Balancing theoretical knowledge with practical application is key, as is ensuring that the training is engaging and relevant to your team's daily tasks.

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3 Implement your plan

After you have selected your format, you need to implement your records management training and development plan. You need to communicate clearly with your team about the objectives, expectations, and benefits of the training and development program. You also need to allocate sufficient time, resources, and support for the learning process. You need to monitor the progress and performance of your team, and address any issues or concerns that may arise. You need to ensure that the training and development program is aligned with your organizational policies and procedures, and that it complies with the relevant standards and regulations.

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Dr Temo K Waqanivalu

Managing Director @ ActioNCD International | Public Health Fellow
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Implementing your plan requires clear communication and adequate resource allocation. It's important to set clear objectives and expectations for the training program and provide ongoing support throughout the learning process. Monitoring progress and being responsive to feedback during implementation can help in adjusting the program as needed to ensure its effectiveness.

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Charles Umeh

Public Health Physician and Telemedicine Expert. Family Planning Advocate, UNDP Awardee and USAID YALI alumni..
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Implement ongoing, structured training programs; integrate best practices and compliance standards; leverage technology for e-learning; foster a culture of continuous improvement; provide regular updates on industry developments; and encourage knowledge sharing and collaboration among staff.

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4 Evaluate your outcomes

The final step in ensuring sustainable records management training and development is to evaluate your outcomes. You need to measure the impact and effectiveness of the training and development program on your records management practices and outcomes. You can use various indicators and methods to evaluate your outcomes, such as feedback forms, tests, quizzes, audits, or case studies. You need to analyze the data and feedback you collect, and identify the strengths and weaknesses of the training and development program. You also need to solicit suggestions and recommendations for improvement from your team and other stakeholders.

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Dr Temo K Waqanivalu

Managing Director @ ActioNCD International | Public Health Fellow
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Evaluating the outcomes of your training program is essential. This involves measuring the impact of the training on your team's records management practices. Using a variety of evaluation tools, such as feedback forms and performance audits, can provide insights into the effectiveness of the training and areas that may need further improvement.

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5 Update your skills

The last tip for ensuring sustainable records management training and development is to update your skills regularly. Records management is a dynamic and evolving field, and you need to keep abreast of the latest trends, technologies, and best practices. You need to seek out new learning opportunities and resources, such as newsletters, blogs, podcasts, or webinars. You also need to network with other records management professionals and experts, and exchange ideas and experiences. You need to foster a culture of continuous learning and improvement in your team and organization, and encourage innovation and creativity in records management.

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Dr Temo K Waqanivalu

Managing Director @ ActioNCD International | Public Health Fellow
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Regularly updating skills is vital in the ever-evolving field of records management. Staying informed about the latest trends, technologies, and best practices is crucial. Encouraging ongoing learning and professional development within your team can foster a culture of continuous improvement and adaptation.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How can you ensure sustainable records management training and development?

1

2

3

4

5

6

1 Assess your needs

2 Choose your format

3 Implement your plan

4 Evaluate your outcomes

5 Update your skills

6 Here’s what else to consider

Case Management

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How can you ensure sustainable records management training and development?

1

2

3

4

5

6

1 Assess your needs

2 Choose your format

3 Implement your plan

4 Evaluate your outcomes

5 Update your skills

6 Here’s what else to consider

Case Management

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