Document and Archives Management Course

Why this 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.
Gestión

Document and Archives Management Course

Availability: 1 in stock

Who is it aimed at?

  • 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 efficiency in document and records management.
  • Students and recent graduates in administrative fields seeking practical training in document management.

Flexibility and applicability
Designed for busy professionals: modular and accessible online content, exercises practical with downloadable templates and permanent consultation forum.

Gestión

Objectives and competencies

Implement efficient filing systems:

“Optimize space, ensure security, and facilitate information retrieval through the application of retention policies, automated backups, and proper indexing.”

Optimize the organization and access to information:

Implement digital document management systems and automated workflows to facilitate the search and retrieval of key information.

Safeguarding the integrity and long-term accessibility of documents:

Implement digital preservation strategies, including descriptive metadata, durable file formats, and technology migration plans.

Establish clear protocols for document lifecycle management:

“From creation and classification, through secure storage, access control, versioning, to retention and destruction according to regulations.”

Ensure regulatory compliance regarding documentation and archiving:

Implement document management and archiving policies aligned with current legislation, including the digitization and preservation of information, ensuring its integrity, accessibility and confidentiality.

Facilitating informed decision-making through strategic information management:

Implement a structured workflow for the collection, analysis, and presentation of relevant information, enabling a comprehensive assessment of risks and opportunities to optimize the planning and execution of operations.

Curriculum - Modules

  1. Comprehensive Maritime Incident Management: protocols, roles, and chain of command for coordinated response
  2. Operational Planning and Execution: briefing, routes, weather windows, and go/no-go criteria
  3. Rapid Risk Assessment: criticality matrix, scene control, and decision-making under pressure
  4. Operational Communication: VHF/GMDSS, standardized reports, and inter-agency liaison
  5. Tactical Mobility and Safe Boarding: RHIB maneuvers, approach, mooring, and recovery
  6. Equipment and Technologies: PPE, signaling, satellite tracking, and field data logging
  7. Immediate Care of the Affected: primary assessment, hypothermia, trauma, and stabilization for evacuation
  8. Adverse Environmental Conditions: swell, Visibility, flows, and operational mitigation

    Simulation and training: critical scenarios, use of VR/AR, and exercises with performance metrics

    Documentation and continuous improvement: lessons learned, indicators (MTTA/MTTR), and SOP updates

  1. Introduction to Document Control: Definition, importance, and benefits.
  2. Legislation and Regulations: Laws and regulations applicable to document management and active archives.
  3. Document Lifecycle: Creation, receipt, distribution, use, maintenance, and final disposition.
  4. Active Phase of the Archive: Organization, classification, indexing, and retrieval of documents.
  5. Classification Systems: Hierarchical, alphanumeric, and other methodologies.
  6. Metadata: Definition, types, and importance for document description and retrieval.
  7. Storage and Preservation: Environmental conditions, storage formats, and digital preservation.
  8. Access and Security: Access policies, confidentiality, data protection, and backups Security.
  9. Document Digitization: Techniques, standards, equipment, and quality control.
  10. Document Destruction: Procedures, authorization, registration, and secure disposal.

  1. Introduction to Effective Documentation: Key Concepts and Benefits
  2. The Document Life Cycle: Creation, Receipt, Registration, Distribution, Storage, Retrieval, and Disposition
  3. Principles of Archival Science: Provenance, Original Order, Integrity, and Access
  4. Types of Archives: Administrative, Historical, Central, and Departmental
  5. Legislation and Regulations: Data Protection, Access to Public Information, and Transparency
  6. Electronic Document Management: Formats, Metadata, Digital Signatures, and Digital Preservation
  7. Organization of Physical Archives: Classification, Arrangement, Description, and Preservation
  8. Access to Information: Access, Search, and Retrieval Policies documents
  9. Document Appraisal: Identification of documents with permanent value
  10. Document Destruction: Secure and legal procedures

  1. Introduction to Documentation: Key concepts, document types, life cycle.
  2. The Origin of the Document: Creation, production, capture, and registration.
  3. Management of Active Documents: Organization, classification, indexing, and access.
  4. Digitization and Digital Preservation: Techniques, standards, formats, and metadata.
  5. Document Appraisal: Criteria, retention periods, weeding, and disposal.
  6. Transfer and Selection: Procedures, responsibility, and supporting documentation.
  7. Organization of Archives: Archival principles, description, and retrieval.
  8. Access and Consultation: Regulations, rights, restrictions, and security measures.
  9. Dissemination and Promotion: Use of documentation for research and culture.
  10. Archival Legislation and Regulations: Laws, decrees, national and international standards.

  1. Introduction to the document lifecycle: creation, use, maintenance, and final disposition.
  2. Archival principles: provenance, original order, respect for the collections.
  3. Document typology: formats, media, characteristics, and informational value.
  4. Document identification and classification: classification schemes and document series.
  5. Document appraisal: legal, administrative, fiscal, and historical criteria.
  6. Document retention schedules (DRS): design, application, and updating.
  7. Document transfer: procedures, inventories, and quality control.
  8. Document conservation and preservation: preventive measures, basic restoration, and digitization.
  9. Access and consultation: protection regulations Data, restrictions, and access rights.
  10. Document destruction: secure methods, destruction records, and auditing.

  1. System Architecture and Components: Structural design, materials, and subsystems (mechanical, electrical, electronic, and fluid) with selection and assembly criteria for marine environments
  2. Fundamentals and Principles of Operation: Physical and engineering foundations (thermodynamics, fluid mechanics, electricity, control, and materials) that explain performance and operating limits
  3. Safety and Environmental (SHE): Risk analysis, PPE, LOTO, hazardous atmospheres, spill and waste management, and emergency response plans
  4. Applicable Regulations and Standards: IMO/ISO/IEC requirements and local regulations;
  5. Conformance criteria, certification, and best practices for operation and maintenance
  6. Inspection, testing, and diagnostics: Visual/dimensional inspection, functional testing, data analysis, and predictive techniques (vibration, thermography, fluid analysis) to identify root causes
  7. Preventive and predictive maintenance: Hourly/cycle/seasonal plans, lubrication, adjustments, calibrations, consumable replacement, post-service verification, and operational reliability
  8. Instrumentation, tools, and metrology: Measuring and testing equipment, diagnostic software, calibration and traceability; selection criteria, safe use, and storage
  9. Onboard integration and interfaces: Mechanical, electrical, fluid, and data compatibility; Sealing and watertightness, EMC/EMI, corrosion protection, and interoperability testing.

    Quality, acceptance testing, and commissioning: process and materials control, FAT/SAT, bench and sea trials, go/no-go criteria, and evidence documentation.

    Technical documentation and integrated practice: logs, checklists, reports, and a complete case study (safety → diagnosis → intervention → verification → report) applicable to any system.

Plan de estudio - Módulos

  1. Comprehensive Maritime Incident Management: protocols, roles, and chain of command for coordinated response
  2. Operational Planning and Execution: briefing, routes, weather windows, and go/no-go criteria
  3. Rapid Risk Assessment: criticality matrix, scene control, and decision-making under pressure
  4. Operational Communication: VHF/GMDSS, standardized reports, and inter-agency liaison
  5. Tactical Mobility and Safe Boarding: RHIB maneuvers, approach, mooring, and recovery
  6. Equipment and Technologies: PPE, signaling, satellite tracking, and field data logging
  7. Immediate Care of the Affected: primary assessment, hypothermia, trauma, and stabilization for evacuation
  8. Adverse Environmental Conditions: swell, Visibility, flows, and operational mitigation

    Simulation and training: critical scenarios, use of VR/AR, and exercises with performance metrics

    Documentation and continuous improvement: lessons learned, indicators (MTTA/MTTR), and SOP updates

  1. Introduction to Document Control: Definition, importance, and benefits.
  2. Legislation and Regulations: Laws and regulations applicable to document management and active archives.
  3. Document Lifecycle: Creation, receipt, distribution, use, maintenance, and final disposition.
  4. Active Phase of the Archive: Organization, classification, indexing, and retrieval of documents.
  5. Classification Systems: Hierarchical, alphanumeric, and other methodologies.
  6. Metadata: Definition, types, and importance for document description and retrieval.
  7. Storage and Preservation: Environmental conditions, storage formats, and digital preservation.
  8. Access and Security: Access policies, confidentiality, data protection, and backups Security.
  9. Document Digitization: Techniques, standards, equipment, and quality control.
  10. Document Destruction: Procedures, authorization, registration, and secure disposal.

  1. Introduction to Effective Documentation: Key Concepts and Benefits
  2. The Document Life Cycle: Creation, Receipt, Registration, Distribution, Storage, Retrieval, and Disposition
  3. Principles of Archival Science: Provenance, Original Order, Integrity, and Access
  4. Types of Archives: Administrative, Historical, Central, and Departmental
  5. Legislation and Regulations: Data Protection, Access to Public Information, and Transparency
  6. Electronic Document Management: Formats, Metadata, Digital Signatures, and Digital Preservation
  7. Organization of Physical Archives: Classification, Arrangement, Description, and Preservation
  8. Access to Information: Access, Search, and Retrieval Policies documents
  9. Document Appraisal: Identification of documents with permanent value
  10. Document Destruction: Secure and legal procedures

  1. Introduction to Documentation: Key concepts, document types, life cycle.
  2. The Origin of the Document: Creation, production, capture, and registration.
  3. Management of Active Documents: Organization, classification, indexing, and access.
  4. Digitization and Digital Preservation: Techniques, standards, formats, and metadata.
  5. Document Appraisal: Criteria, retention periods, weeding, and disposal.
  6. Transfer and Selection: Procedures, responsibility, and supporting documentation.
  7. Organization of Archives: Archival principles, description, and retrieval.
  8. Access and Consultation: Regulations, rights, restrictions, and security measures.
  9. Dissemination and Promotion: Use of documentation for research and culture.
  10. Archival Legislation and Regulations: Laws, decrees, national and international standards.

  1. Introduction to the document lifecycle: creation, use, maintenance, and final disposition.
  2. Archival principles: provenance, original order, respect for the collections.
  3. Document typology: formats, media, characteristics, and informational value.
  4. Document identification and classification: classification schemes and document series.
  5. Document appraisal: legal, administrative, fiscal, and historical criteria.
  6. Document retention schedules (DRS): design, application, and updating.
  7. Document transfer: procedures, inventories, and quality control.
  8. Document conservation and preservation: preventive measures, basic restoration, and digitization.
  9. Access and consultation: protection regulations Data, restrictions, and access rights.
  10. Document destruction: secure methods, destruction records, and auditing.

  1. System Architecture and Components: Structural design, materials, and subsystems (mechanical, electrical, electronic, and fluid) with selection and assembly criteria for marine environments
  2. Fundamentals and Principles of Operation: Physical and engineering foundations (thermodynamics, fluid mechanics, electricity, control, and materials) that explain performance and operating limits
  3. Safety and Environmental (SHE): Risk analysis, PPE, LOTO, hazardous atmospheres, spill and waste management, and emergency response plans
  4. Applicable Regulations and Standards: IMO/ISO/IEC requirements and local regulations;
  5. Conformance criteria, certification, and best practices for operation and maintenance
  6. Inspection, testing, and diagnostics: Visual/dimensional inspection, functional testing, data analysis, and predictive techniques (vibration, thermography, fluid analysis) to identify root causes
  7. Preventive and predictive maintenance: Hourly/cycle/seasonal plans, lubrication, adjustments, calibrations, consumable replacement, post-service verification, and operational reliability
  8. Instrumentation, tools, and metrology: Measuring and testing equipment, diagnostic software, calibration and traceability; selection criteria, safe use, and storage
  9. Onboard integration and interfaces: Mechanical, electrical, fluid, and data compatibility; Sealing and watertightness, EMC/EMI, corrosion protection, and interoperability testing.

    Quality, acceptance testing, and commissioning: process and materials control, FAT/SAT, bench and sea trials, go/no-go criteria, and evidence documentation.

    Technical documentation and integrated practice: logs, checklists, reports, and a complete case study (safety → diagnosis → intervention → verification → report) applicable to any system.

  1. Introduction to the Information Lifecycle: Creation, Reception, Use, Maintenance, and Disposal.
  2. Identification and Appraisal: Document Appraisal Criteria, Primary and Secondary Value.
  3. Development of Records Retention Schedules (RRS): Legal Framework, Structure, and Application.
  4. Electronic Document Management: Formats, Metadata, Digital Preservation, and Access.
  5. Archiving: Archival Principles, Organization, Description, and Preservation.
  6. Access and Dissemination: Access Policies, Legal Restrictions, and Copyright.
  7. Document Destruction: Secure and Responsible Procedures.
  8. Archival and Access to Information Legislation: National and International Regulations.
  9. Auditing and Evaluation of Records Management: Performance Indicators and continuous improvement.
  10. Case studies: application examples in different organizational contexts.

  1. Introduction to the Document Lifecycle: Creation, Use, Maintenance, and Final Disposition.
  2. Document Appraisal: Identification of Primary and Secondary Values.
  3. Document Retention Schedules: Design, Application, and Updating.
  4. Electronic Document Management: Formats, Metadata, and Digital Preservation.
  5. Storage and Preservation: Environmental Conditions, Security, and Access.
  6. Document Digitization: Standards, Techniques, and Quality Control.
  7. Secure Document Destruction: Methods, Regulations, and Confidentiality.
  8. Historical Archives: Selection, Organization, and Description Criteria.
  9. Archival Legislation: National and International Regulations.
  10. Long-term preservation: Strategies, formats, and data migration.

  1. Introduction to Archival Science: Definition, purpose, principles, and key terminology.
  2. Document Lifecycle: Creation, distribution, use, maintenance, and final disposition.
  3. Active or Management Phase: Primary appraisal, organization, and description of documents.
  4. Semi-active or Concentration Phase: Transfers, weeding, and secondary appraisal.
  5. Inactive or Historical Phase: Preservation, access, and dissemination of documents.
  6. Types of Archives: Office, central, historical, and special archives.
  7. Archival Legislation: Relevant national and international regulations.
  8. Electronic Document Management: Concepts, formats, metadata, and digital preservation.
  9. Document Appraisal: Criteria for the identification of documents with permanent value.
  10. Document Destruction: Procedures and legal guarantees.

  1. Introduction to Digital Document Management: Concepts and Regulations
  2. Document Digitization: Standards, Formats, and Metadata
  3. Indexing and Classification: Organization and Search Systems
  4. Digital Storage: Security, Redundancy, and Controlled Access
  5. Archival Law: Preservation, Disposal, and Data Protection
  6. Document Management Software: Features and Tools
  7. Information Security: Protection Against Unauthorized Access
  8. Electronic Document Custody: Long-Term Preservation
  9. Format Migration and Conversion: Strategies and Best Practices
  10. Secure Document Destruction: Protocols and Compliance legal

Career opportunities

  • Archives Technician: Organization, description, and preservation of documents in public and private archives.
  • Document Manager: Implementation and management of electronic document management systems (EDMS) in organizations.
  • Digital Archivist: Long-term preservation and access to electronic documents, management of digital repositories.
  • Document Management Consultant: Advising companies and organizations on optimizing their document management processes.
  • Transparency and Access to Information Officer: Ensuring compliance with legislation on transparency and access to public information.
  • Documentalist: Collection, analysis, and dissemination of information in documentation centers and libraries.
  • Archives/Documentation Assistant: Support in tasks related to Organization, classification, and consultation of documents.
  • Administrative Assistant with knowledge of document management: Performance of administrative tasks with a focus on the proper management of documentation.

“`

Admission requirements

Academic/professional profile:

Degree/Bachelor's degree in Nautical Science/Maritime Transport, Naval/Marine Engineering, or a related field; or proven professional experience in bridge/operations.

Language proficiency:

Recommended functional maritime English (SMCP) for simulations and technical materials.

5. Induction

Updated resume, copy of degree or seaman's book, ID card/passport, letter of motivation.

Technical requirements (for online):

Equipment with camera/microphone, stable connection, ≄ 24ā€ monitor recommended for ECDIS/Radar-ARPA.

Admission process and dates

1. Online
application

(form + documents).

2. Academic review and interview

(profile/objectives/schedule compatibility).

3. Admission decision

(+ scholarship proposal if applicable).

4. Reservation of place

(deposit) and registration.

5. Induction

(access to campus, calendars, simulator guides).

Scholarships and grants

  • 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.

Testimonials

Frequently asked questions

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 University + operational portfolio (tracks, SOPs, reports and KPIs) useful for audits and employment.

  1. Introduction to Digital Document Management: Concepts and Regulations
  2. Document Digitization: Standards, Formats, and Metadata
  3. Indexing and Classification: Organization and Search Systems
  4. Digital Storage: Security, Redundancy, and Controlled Access
  5. Archival Law: Preservation, Disposal, and Data Protection
  6. Document Management Software: Features and Tools
  7. Information Security: Protection Against Unauthorized Access
  8. Electronic Document Custody: Long-Term Preservation
  9. Format Migration and Conversion: Strategies and Best Practices
  10. Secure Document Destruction: Protocols and Compliance legal

Request information

  1. Complete the Application Form
  2. Attach your CV/Qualifications (if you have them to hand).
  3. Indicate your preferred cohort (January/May/September) and whether you want the hybrid option with simulator sessions.
An academic advisor will contact you within 24–48 hours to guide you through the admission process, scholarships, and compatibility with your professional schedule. Translated with DeepL.com (free version)
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