Certificate in Legal Records Management

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Price: $480.00 Date Published: December 26, 2013
Hours: 80.00 School: Kenvision Techniks Institute
Materials: Teacher: Solomon Kaminda
Member Rating: Not yet rated

Course Description

COURSE INTRODUCTION

Certificate in Legal Records Management course addresses the specific issues involved in managing legal records created by public institutions. Particular consideration is given to the care of records created by courts of law, police forces and public prosecutors. This course addresses different approaches needed to meet the particular requirements of a records service within a legal or judicial environment. Students are strongly urged to ensure they are comfortable with the concepts and practices of records management before commencing work on this specialist course.

This course primarily addresses the management of legal records in countries whose legal system is based, in whole or in part, on the English model. The English legal system is often called the ‘common law’ system.

While Legal Records Management is primarily concerned with the operational records of three specific aspects of the legal service — courts of law, police forces and public prosecutors — much of its content is also applicable to the management of records in other legal environments. This Course does not cover records of legal institutions that arise from customary law (sometimes called traditional or tribal) law. However, the recognition of pluralist legal systems in many Commonwealth countries has led in some cases to the acceptance of non-print records, such as oral traditions, as evidence in a court of law. The information in this Chapter, together with general records management principles, can normally be modified and applied to the care of all types of records in order to ensure their legal authenticity and admissibility. It is also important to note that administrative records are not discussed in this course in any detail; students are directed to the principles outlined in the core areas on the care of administrative records.

This course is designed for those already working in, or recently appointed to, law courts, police forces or offices of public prosecutors. It is assumed that the primary audience for the course will be people with managerial or day-to-day responsibility for records; however, the information provided here will also be valuable to records managers and others not working within the legal environment who seek a broader perspective. Activities are designed on the assumption that students are working in a legal record-keeping environment or have access to legal records; those students who do not have access to legal records may choose to adapt the activities to suit hypothetical situations.

AIMS & OUTCOMES

Aims
This course has eight primary aims. These are to:
1. Introduce the concept of legal records management for courts of law, police forces and public prosecutors in a common law legal system
2. Identify the importance of legal records management, in particular how and why legal records support the political system and contribute to overall government accountability
3. Understand basic legal principles and terminology relevant to a common law legal system
4. Locate both general and specific regulatory controls for legal records
5. Explain the management of records of courts of law, police forces and public prosecutors, including discussion of filing and numbering systems, arrangement of records and management of indexes
6. Apply the processes involved with appraisal and preservation of and access to legal records
7. Gain management support for legal records management programs and promote the record-keeping responsibilities of all those involved in judicial processes
8. Understand where to go to obtain more information about legal records management issues.

Outcomes
When you have completed this course, you will be able to:
1. Understand the concept of legal records management for courts of law, police forces and public prosecutors in a common law legal system
2. Identify the importance of legal records management, in particular how and why legal records support the political system and contribute to overall government accountability
3. Understand basic legal principles and terminology relevant to a common law legal system
4. Locate both general and specific regulatory controls for legal records
5. Explain the management of records of courts of law, police forces and public prosecutors, including discussion of filing and numbering systems, arrangement of records and management of indexes
6. Apply the processes involved with appraisal and preservation of and access to legal records
7. Gain management support for legal records management programs and promote the record-keeping responsibilities of all those involved in judicial processes
8. Know how to obtain more information or conduct research into legal records management topics.

METHOD OF STUDY AND ASSESSMENT
Managing Legal Records consists of eight lessons:
Lesson 1: The Context of Legal Records Management
Lesson 2: Managing Legal Records: An Overview
Lesson 3: Court Records
Lesson 4: Police Records
Lesson 5: Prosecution Records
Lesson 6: Automation and Legal Records Management
Lesson 7: Policy Issues
Lesson 8: What to Do Next?

This course of eight lessons should occupy about 60 hours of your time. You should plan to spend about:
10 hours on Lesson 1
9 hours on Lesson 2
8 hours on Lesson 3
8 hours on Lesson 4
8 hours on Lesson 5
6 hours on Lesson 6
6 hours on Lesson 7
5 hours on Lesson 8.
All the accompanying tests should take you 20 HRS.

TOTAL AMOUNT OF TIME SPENT: 80HRS

At the end of each lesson there is a summary of the major points.

Lesson Activities
Throughout each lesson, activities have been included to help you think about the information provided. Each activity is a ‘self-assessed’ project; there is no ‘right’ or ‘wrong’ answer. Rather, the activity is designed to encourage you to explore the ideas presented and relate them to the environment in which you are studying or working. If you are studying these lessons independently and are not part of a records or archives management organisation or not involved with electronic records, you should try to complete the activities with a hypothetical situation if possible. If the activity suggests writing something, you should keep this brief and to the point; this is not a marked or graded exercise and you should only spend as much time on the activity as you feel necessary to understand the information being taught.

Assessment
You are encouraged to write down your answers for all of the activities and submit them via email for evaluation by your tutor; you may want to refer back to your answers as you work through this course. At the end of each lesson are comments on the activities that will help you assess your work.

At the end of each lesson are a number of self-study questions. Note that these self-study questions are designed to help you review the material in this course. They will be graded / marked. You should complete as many of the questions as you feel will help you to understand the concepts presented.

Enroll in this Course

This course requires that you allow the teacher, Solomon Kaminda access to your email, first and last name. For more information view our documentation.

Course Materials

While all records can be used as evidence, and so have a legal value, some records are generated specifically from the legal process: from the work of the courts, the police and public prosecutors. This lesson outlines the care of those records created by the institutions of the judiciary, police and... Show More

While all records can be used as evidence, and so have a legal value, some records are generated specifically from the legal process: from the work of the courts, the police and public prosecutors. This lesson outlines the care of those records created by the institutions of the judiciary, police and public prosecutors.
Lesson 1 introduces the concept of legal records and discusses the importance of efficient and careful management of these records throughout their life. It considers the following issues:
• The importance of caring for legal records
• challenges in managing legal records
• the nature of legal records
• the nature of the common law system
• key legal terminology. Show Less

  Material Name Type Size Length
LESSON 1 PDF 216.80 KB  
Test Name Pass Questions
Lesson 1 Test 60.00% 16

Lesson 2 provides a brief overview of the key issues involved with the care of legal records in general; the lesson serves as an introduction to the more specific information presented in Lessons 3, 4 and 5. In particular, this lesson examines
1. Legislative and regulatory controls on the care of legal... Show More

Lesson 2 provides a brief overview of the key issues involved with the care of legal records in general; the lesson serves as an introduction to the more specific information presented in Lessons 3, 4 and 5. In particular, this lesson examines
1. Legislative and regulatory controls on the care of legal records
2. Establishing record-keeping standards
3. Determining retention periods for legal records
4. Ensuring appropriate preservation of and access to legal records. Show Less

  Material Name Type Size Length
LESSON 2 PDF 100.06 KB  
Test Name Pass Questions
Lesson 2 Test 60.00% 10

This lesson deals with the records of the courts of law.

It provides background information on court systems and then describes typical procedures and the related records.

A section on control systems (the first part of which can also be applied to police and prosecution records) is followed by... Show More

This lesson deals with the records of the courts of law.

It provides background information on court systems and then describes typical procedures and the related records.

A section on control systems (the first part of which can also be applied to police and prosecution records) is followed by some suggestions for improving inefficient paper-based systems. The final section deals with retention. Show Less

  Material Name Type Size Length
LESSON 3 PDF 234.99 KB  
APPENDIX 2 PDF 111.29 KB  
Test Name Pass Questions
Lesson 3 Test 60.00% 12

This lesson examines the management of police records. Topics discussed include
- Responsibilities of the police
- Interpol
- Case files
- Criminal records
- Fingerprint records
- Retention of records.

  Material Name Type Size Length
LESSON 4 PDF 177.25 KB  
Test Name Pass Questions
LESSON 4 Test 60.00% 15

This lesson examines the management of records relating to criminal prosecutions.

Topics discussed include
- Responsibility for prosecutions
- The role of the director of public prosecutions
- Use of case files
- Indexing case files
- Retention of files.

  Material Name Type Size Length
LESSON 5 PDF 189.04 KB  
APPENDIX 1 PDF 107.25 KB  
Test Name Pass Questions
lesson 5 Test 60.00% 9

This lesson discusses issues related to the automation of legal records, in particular computerization.

Much of the material has a wider relevance than simply to the three organisations covered in Lessons 3 to 5.

  Material Name Type Size Length
LESSON 6 PDF 162.19 KB  
APPENDIX 3: KEYWORD LIST PDF 197.26 KB  
APPENDIX 4: Understand some jargon PDF 151.40 KB  
Test Name Pass Questions
LESSON 6 60.00% 7

This lesson covers critical policy and management issues for legal records. Many of these issues have been briefly covered in previous lessons because they underlie the successful implementation of legal records management systems.

  Material Name Type Size Length
LESSON 7 PDF 147.72 KB  
Test Name Pass Questions
Lesson 7 60.00% 6

Course Reviews

Solomon Kaminda

Information Architect:
I have a wealth of experience in information management and architecture in the following areas:
Database Management - Data quality management, Data Warehousing, Harvesting, etc.
Enterprise Content Management: CMS, ERMS, EDRMS and DMS
Records Management: Policy Formulation for both Manual and Electronic Records Management Policies, Establishing Records Management Programs, Records Life Cycle Management, Records Management Applications, Records Keeping Standards, etc
Archiving: Procedures, setting up/ Initiating archival programs, digital archiving (digitization and microfilming projects), Storage and retrieval

Goals: To enable organizations to tap into information as the No.1 Management resource by empowering them with the right information and systems.

Specialties:Information systems implementation, systems use training, Archiving, ECM training, e-records systems evaluation, Records Management Standards, digitization, microfilming.

Trainer of Trainers
Human Resource Institute, Kenya
March 2012 – Present (1 year 4 months)Nairobi

I do training of those who carry out or are in charge of training function in their organisations. The course is called Certified Professional Training course.

Lecturer- Part Time
Institute of Advanced Technology
January 2010 – Present (3 years 6 months)

Teaching the following to BBIT Degree students and BICTM students for St Pauls University & Maseno University respectively.
1. Data Structures & Algorithms
2. Systems Engineering
3. Data Communication
4. Systems Analysis & Design
5. Structured Programming Models

Information Architect- Training Designer
Kenvision Techniks Institute
August 2009 – Present (3 years 11 months)

My responsibilities as a Training Designer includes

• Develop the staff training and development policy for the company
• Conduct client staff training needs assessment;
• Facilitate consultations with client training managers on priority specialized training requirements for their organizations.
• Prepare annual training plans and present to the Training Advisory Committee for approval;
• Design, develop, test training materials and implementation of in-house competency based training and development programmes relevant to specific needs of different clients
• Prepare handbook and facilitate implementation for induction programs for all new staff;
• Facilitate the continuous professional development of staff and prepare annual returns for management records;
• Prepare annual program for priority conferences and facilitate staff participation;
• Carry out post training performance evaluation and assess the impact of training on staff performance;
• Provide career-counseling services to staff;
• Update and maintain the skills inventory database for Kenvision Techniks;
• Perform any other duties assigned by management

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