Making Records Make Sense: Defence ERM Training
YEAR
2022 – 2023
CLIENT
Australian Department of Defence
INDUSTRY
Defence / Learning & Development
SERVICES
Instructional design, learning strategy, eLearning development, video production, stakeholder engagement, accessibility compliance
The challenge
With a highly mobile and diverse workforce, the Department of Defence needed to uplift recordkeeping capability across the organisation without relying on face-to-face sessions or hard-to-update materials.
The challenge was two-fold:
- Help people understand why records management matters
- Show them how to manage records using Defence’s electronic records system (EDRMS)
- Training had to be scalable, relevant, accessible and sustainable. And it had to work across roles, ranks, and contexts
Discovery
We began with listening, interviews, content mapping, learner insights, and workflow reviews.
We uncovered a core truth: people wanted to get records right, they just needed better tools, clearer context, and training that respected their time.
The approach we co-designed:
- Explain why recordkeeping matters with clarity and purpose
- Demonstrate how to do it in the EDRMS system with guided, hands-on practice
- Build confidence, not just compliance
- Make learning role-specific and self-paced
- Ensure accessibility (WCAG 2.0 AA) and LMS compatibility (ADELE)
Design
The training was rolled out in two tranches:
Tranche 1
A new Introduction to Records Management course to replace outdated mandatory training and establish foundational awareness.
Tranche 2
Eleven role-based modules tailored to real tasks in the records lifecycle from creating and classifying to storing, sentencing, and managing files across Objective, Defence’s EDRMS.
Key features included:
- Scenario-based learning and interactive simulations
- Step-by-step demonstrations of real workflows
- Clear learner outcomes by role
- Built-in quizzes and knowledge checks
- Accessibility-compliant design for all users
- All learning content was built directly within ADELE, ensuring a seamless experience for Defence learners and administrators
Delivery
Spinifex worked alongside ERM policy leads and system SMEs to build, review and test every course.
We:
- Developed 13 discrete, self-paced learning modules
- Built content directly inside ADELE
- Mapped learning outcomes to real-world records responsibilities
- Used learner feedback to refine tone, pace, and visual accessibility
- Delivered support documentation for LMS teams and internal capability owners
- Trained the ERM team to confidently manage updates and small changes within ADELE giving them control and flexibility post-launch
Results
The program quickly became a key resource for upskilling staff and reinforcing records responsibility across Defence.
It delivered:
- A unified, role-aligned learning pathway for thousands of Defence personnel
- Increased confidence in both records policy and Objective system use
- Consistency across roles and business units
- A solution that remains live and in use with the ERM team now trained to maintain and evolve the content themselves
Got a training challenge that needs more than a box-ticking solution?
Let’s make compliance something people actually understand and use.