1. Introduction and Workshop Objectives
Workshop on Improving storage and archival of civil registration records and documents
Dates: 1-3rd October Suva, Fiji

2. Session I Introduction Key expectations
Background , Objectives of the workshop
Outline of the Agenda
Format of engagement

3. Objectives of the workshop
Three key objectives of the workshop:
To build our knowledge and awareness on effective record keeping, record management and record preservation
To gain practical experience about on how to preserve, store and archive our civil registration documents
To share our experiences on some of our best practices in keeping our civil registration records and documents

4. Objectives of the workshop cont..
We have two main formats of records within our civil registration offices i.e. Paper and digital records
Paper records which are used in all our countries are mainly in the form of:
Registers (unused, used and old registers),
Certificates (unissued copies and copies of issued certificates) and notification forms
Digital records could be from primary entries (captured electronically during registration) or secondary entries (entered from the paper records after registration) or scanned copies of documents
During the workshop, we aim at discussing record management practices in the context of the above mentioned formats. Records in this case refer to the information and variables captured for legal and statistical purposes.

5. PARBICA/ New Zealand Archives
Agenda; Day 1
Day/ Time
Topic:
Facilitator
8:30 - 9:00
Registration
All participants
9:00 - 9:30
Opening and welcome remarks
Objectives of the workshop, key expectations and outline of the agenda
SPC
9:30 -10:00
Basic principles and concepts of civil registration and vital statistics:
National, regional and international commitments towards civil registration and vital statistics, the role of BAG, role of PCRN
10:00-10:30
Coffee break
10: :00
Country presentations: Highlights on recent developments in CRVS and upcoming plans
PCRN
12:00 - 1:00
Lunch
1:00 - 1:30
Overview of records management:
Discussion
PARBICA/ New Zealand Archives
1:30 - 2:30
Country experiences: Risks associated with recording, managing and storage of civil registration records, data and documents
Samoa/SPC
2:30 - 3:00
Some best practices on creation and maintenance of civil registration records and documents
Discussion, Q&A
3:00 – 4:00
4:00 - 4:45
Record storage: managing current/frequently referenced files

6. Agenda; Day 2 Day 2: 9:00 - 12:00 Visit to the Fiji National Archives
9: :00
Visit to the Fiji National Archives
Fiji National archives
12:00 - 1:00
Lunch
1:00 – 1:30
Background: National Archives, PARBICA
Fiji National archives, PARBICA
2:00 - 3:00
Visit to the Civil Registration office of Fiji
All participants
3:00 – 4:30
Return to Registry, Coffee + Discussion (if time allows)

7. Agenda; Day 3
9: :00
Reflection on day 2; key lessons and follow up actions
SPC
10: :30
Coffee break
10: :00
Record Archival: managing old records and documents
Discussion, Q&A
PARBICA/New Zealand archives
11: :30
IT for record management:
- key benefits and associated risks
- key strategies to mitigating risks
Object consulting
11: :30
Overview of CRVSNOW Platform
12: :30
Lunch
1:30 - 2:00
Disaster mitigation and disaster management
SPC/PCRN
2:00 - 3:00
Country feedback: follow up actions / areas of support
3:00 - 3:30
3:30 - 4:00
Wrap up and closing

8. Format of engagement
Please feel free to share your experiences as we proceed, our key aim is to learn as much as possible from each other