Dr. Marina AlcoverAcademic director focused on measurable results and operational excellence in maritime education. Integrates IMO/STCW regulations and ISO 21001/9001 f
Course · 300 h · 5 modules
Document and Archives Management Course
This course provides you with the essential tools and knowledge to organize, manage, and preserve information efficiently. You will learn to implement classification and archiving systems, digitize documents, apply legal…
Duration300 h
FormatOnline
Starts7 December
Places20 / 20
Prior knowledge
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Programme overview
What is the Document and Archives Management Course?
The Document and Records Management course
This course provides you with the essential tools and knowledge to organize, manage, and preserve information efficiently. You will learn to implement classification and archiving systems, digitize documents, apply legal regulations, and optimize workflows. This program prepares you to manage physical and electronic records, ensuring the integrity, accessibility, and security of information in any organization.
Differential Advantages
- Organizational Methodologies: Master the principles of classification, indexing, and cataloging.
- Digitization and Electronic Management: Implement digitization processes and manage documents in the cloud.
- Regulations and Legislation: Understand the laws and regulations applicable to document and archive management.
- Information Security: Learn to protect confidential information and ensure its integrity.
- Tools and Software: Use specialized software to optimize document management and workflows.
Programme type
Course
Study mode
Online
Duration
300 hours
Modules
5
Start date
08-12-2026
Programme highlights
- Efficient Organization: Master the techniques for structuring, classifying, and archiving documents professionally.
- Digitization and Management: Learn to digitize physical documents and manage them electronically using best practices.
- Regulations and Legality: Understand the current legislation on document management and how to apply it in your organization.
- Tools and Software: Discover the most widely used tools and software for document management and digital archiving.
- Information Security: Implement security measures to protect the confidentiality and integrity of your documents.
- Apply best practices and optimize your processes for a Efficient and secure document management.
Curriculum
Programme Structure
The programme is structured in 5 modules, listed below in order of study.
01
Fundamentals of Document Management, File Organisation and Information Management
- Concept of document management and differences between document, file, archive, record and repository
- Documentary typologies: administrative, legal, technical, financial, academic, historical and digital
- Documentary life cycle: creation, reception, classification, use, conservation, transfer, expurgation and preservation
- Importance of document management for traceability, transparency, efficiency, compliance and institutional memory
- Risks of poor document management: loss of information, duplication, disorder, non-compliance and low productivity
02
Classification, sorting, description and control of physical and digital documents
- Documentary classification systems by functions, areas, processes, series, topics, chronology and typology
- Physical and digital sorting using folders, codes, nomenclatures, dates, versions and quick access criteria
- Documentary description, files, inventories, indexes, metadata and basic identification elements
- File management, document grouping, related document traceability and integrity control
- Prevention of duplications, obsolete documents, contradictory versions and disorganised personal files
03
Physical Archive, Preventive Conservation, Storage and Documentary Security
- Organisation of physical files: records, boxes, folders, shelves, warehouses, archive rooms and consultation areas
- Conservation conditions: Humidity, temperature, light, dust, pests, handling, deterioration and protection of supports
- Basic techniques of labelling, foliation, binding, packaging, loan, return and location control
- Documentary Security: Authorized Access, Confidentiality, Custody, Loss Prevention and Damage Protection
- Transfer management, debugging, safe removal and preservation of documents with administrative or historical value
04
Digitization, electronic management of documents and technological tools
- Fundamentals of documentary digitization and differences between scanning, capturing, indexing, OCR, digital archive and electronic file
- Preparation of documents for digitization: selection, cleanliness, order, resolution, format, quality and legibility control
- Organisation of digital files: folders, permissions, naming, metadata, versions, backups and traceability
- Document management systems, cloud storage, internal repositories, workflows and collabourative tools
- Digital Security: Passwords, Access Control, Encryption, Backups, Permissions, Data Loss Audit and Prevention
05
Applied Document Management and Archives Project
- Case Definition: Administrative Archive, Academic Archive, Business Archive, Historical Archive, Digital Repository or Mixed System
- Documentary status diagnosis: volume, typologies, organisation, risks, accesses, conservation and user needs
- Design of the classification box, nomenclature, folder structure, inventory and documentary description criteria
- Preparation of the physical and digital archive plan with conservation, digitization, permits, security and backup copies
- Definition of retention, data protection, secure deletion, audit and continuous improvement policies
Workload
Study Time and Workload
300 hours of study, online and at your own pace. Move the slider to the hours a week you can really put in.
Hours a week8
Weeks to finish—
You finish around—
Who it is for
Administration professionals seeking to optimize the organization and control of physical and digital documents.Compliance officers who need to ensure document management according to current regulations.Archivists and information managers who need to update their knowledge of archiving and digitization techniques.Secretarial and administrative support staff interested in improving efficienc
Faculty
Academic direction and faculty
The teaching team at Navalis: working professionals who deliver and oversee the institute's programmes.
Eng. Diego Cifuentes
Cap. Javier Abaroa (MCA)
Dr. Pau Ferrer
Dr. Nuria Llobregat
Eng. Javier Bañuls
Eng. Sofía Marquina
Eng. Tomás Riera
Verified reviews
Student Reviews
Reviews collected and verified by Opynio, not written by us.
Outcomes
Learning Outcomes
- 01Implement efficient filing systems
- 02Optimize the organization and access to information
- 03Safeguarding the integrity and long-term accessibility of documents
- 04Establish clear protocols for document lifecycle management
- 05Ensure regulatory compliance regarding documentation and archiving
- 06Facilitating informed decision-making through strategic information management
Careers
Career Opportunities
01Archives Technician: Organization, description, and preservation of documents in public and private archives.
02Document Manager: Implementation and management of electronic document management systems (EDMS) in organizations.
03Digital Archivist: Long-term preservation and access to electronic documents, management of digital repositories.
04Document Management Consultant: Advising companies and organizations on optimizing their document management processes.
05Transparency and Access to Information Officer: Ensuring compliance with legislation on transparency and access to public information.
06Documentalist: Collection, analysis, and dissemination of information in documentation centers and libraries.
07Archives/Documentation Assistant: Support in tasks related to Organization, classification, and consultation of documents.
08Administrative Assistant with knowledge of document management: Performance of administrative tasks with a focus on the proper management of documentation.
09```
Questions
Entry Requirements
To facilitate the efficient and secure creation, use, retrieval, and final disposal of an organization's documents.
Yes. The itinerary includes ECDIS/Radar-ARPA/BRM with harbor, ocean, fog, storm, and SAR scenarios.
Online with live sessions; hybrid option for simulator/practical placements through agreements.
Document management focuses on active documents used in daily operations, while archiving deals with inactive documents with long-term historical or legal value.
Recommended functional SMCP. We offer support materials for standard phraseology.
Yes, with a relevant degree or experience in maritime/port operations. The admissions interview will confirm suitability.
Optional (3–6 months) through Companies & Collaborations and the Alumni Network.
Simulator practice (rubrics), defeat plans, SOPs, checklists, micro-tests and applied TFM.
A degree from Navalis Magna Institute + operational portfolio (tracks, SOPs, reports and KPIs) useful for audits and employment.
Online admissions
Admissions Process
No waiting for a phone call. If your documents are complete, you can pay in the same session.
Entry requirements
Academic/Professional Profile:Bachelor's/Undergraduate Degree in Archival Studies, Library and Information Science, History, or a related field; or accredited professional experience in document and/or archive management.Specific Competencies:Solid knowledge of archival legislation, description standards (ISAD(G), ISAAR(CPF), etc.), electronic document management, and records management systems.Documentation:Updated CV, copy of degree or work experience certificates, ID/Passport, cover letter specifying interest in document and archive management.Technical Requirements (f
Questions?
Frequently Asked Questions
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