Required Materials Read, J., Ginn, M., Records management, Mason, OH South-Western Cengage Learning.

Transcription

1 Butler Community College Career and Technical Education Division Margaret Pickering Revised Fall 2010 Implemented Spring 2011 COURSE OUTLINE Records Management Course Description BE 108. Records Management. 3 hours credit. Prerequisite: BE 180 or BA 104 with a C or better. Requirement: The student should be competent in basic computer operation. This course will enable the student to understand the initiation and maintenance of a cost-effective information records management program, including creation, retrieval, retention, transfer and disposition. Emphasis will be placed on filing systems and procedures, records storage and control, and use of equipment. Students will need typing or keyboard knowledge. Managing records on the microcomputer will also be covered. Course Relevance The principles learned in this course will allow the student to effectively work with records and information management. The principles will provide the student preparing to enter the business or government sector with a basic knowledge of the management of records and information. The principles learned in this class will also allow the student who is already working in business or government to upgrade his/her skills in the workplace. The student will learn more about professional organizations for Records Information Managers. Instruction in the use of an electronic database management program will prepare the student to successfully update records using computer software. Required Materials Read, J., Ginn, M., Records management, Mason, OH South-Western Cengage Learning. Read, J., Records Management Simulation, Mason, OH; South-Western Cengage Learning Microsoft Office 2007 Access program or current database management program * - For complete textbook information, refer to Learning Outcomes The intention is for the student to be able to: 1. Use terminology basic to filing functions within a records management program. 2. Demonstrate application of alphabetic, numeric, subject, and geographic filing rules by indexing, coding, sorting, cross-referencing, and storing representative examples of business documents. BE108 Records Management 1

2 3. Demonstrate processing of file requests, retrieval, charge out, and follow-up techniques by completing exercises using representative examples of business documents. Learning PACT Skills that will be developed and documented in this course Through involvement in this course, the student will develop ability in the following PACT skill area(s): Analytical Thinking Skills 1. Problem solving By applying skills learned in lessons, the student will apply rules learned for the various records systems and use techniques to file cards and correspondence in the correct arrangement. Technology Skills 1. General computer use The student will utilize database management software to create, design and update tables, queries, and reports. Major Summative Assessment Task(s) These learning outcomes and Learning PACT skill(s) will be demonstrated by: 1. Completing a simulation activity that measures the student s ability to apply filing rules learned to organize and manage paper and computer records accurately so that anyone using the system can retrieve the record. Course Content I. Skills or Competencies Actions that are essential to achieve the course outcomes. A. Understand the profession of Records and Information Management. The student will be introduced to the profession, learn about employment of Records Managers, and learn about the legal and ethical matters in Records and Information Management B. Handle paperwork that enters and leaves organizations on a daily basis C. File using indexing and alphabetizing procedures established by the Association of Records Managers and Administrators D. Use other systems for organizing paper records E. Understand retrieval, retention, and recycling records F. Manage electronic files and use electronic databases and understand how network-based records management systems work G. Review various image technology and automated systems H. Identify safety methods, security methods, and disaster recovery methods of records II. Themes Key recurring concepts that run throughout this course: A. A record is a piece of information created by or received by an organization or business that gives evidence of a business decision or transaction and should be preserved B. There are five phases that make up the life cycle of records. A records program must be in place to manage all phases in the record life cycle BE108 Records Management 2

3 C. Use rules for filing alphabetically established by the Association of Records Managers and Administrators, Inc. (ARMA) III. Issues Key areas of conflict that must be understood in order to achieve the intended outcome: A. Records and Information Management Professionals have the responsibility of deciding what is a record and what is a non-record B. Laws and regulations that deal with records and information management are numerous C. Business ethics are relevant to the records and information management professional. Violations of good business ethics frequently bring about criminal and civil legal disputes which often require that records be produced to document activities IV. Concepts Key concepts that must be understood to address the issues: A. Understand the life cycle of records B. Determine whether a document is more expensive to keep than to discard and whether a document is necessary to keep as a record C. Be aware of laws dealing with business records and government records D. Recognize the difference between ethical business management and unethical business management Learning Units I. What is records management? A. Increased student awareness of the information explosion to records managers B. Understand the importance of records management to an organization C. Determine how records are classified and used in business D. Identify the steps in the life cycle of records E. Be aware of relevant legislation that affects records management F. Describe the management functions necessary to operate a records management program effectively G. Identify possible careers in records management II. Alphabetic storage and retrieval A. Understand the need for indexing rules in alphabetic storage of records and the importance of following those rules B. Be able to index, code, and arrange personal, business, organization, institution, government, and foreign names in indexing order of units C. Apply alphabetic filing procedures D. Prepare and arrange cross-references for personal, business, organization, institution, government, and foreign names E. Sort personal, business, organization, institution, government, and foreign names F. Transfer records to an electronic database G. Identify the life cycle for electronic records H. Describe how databases can be used in records management and e-commerce I. Understand terms used in correspondence records management systems J. Identify the basic types of equipment and supplies for correspondence records storage and considerations for selecting storage equipment and supplies BE108 Records Management 3

4 K. Know the importance of developing and implementing a records retention program L. Keep a records retention schedule M. Know the value of a records inventory, including what it is, why it is done, and what it includes N. Identify active records, inactive records, and archive records O. Understand records transfer procedures for inactive records III. Subject, numeric, and geographic storage and retrieval A. Understand subject records management format B. Compare the dictionary and encyclopedic subject file arrangements C. Describe four indexes and their use for subject records management D. Understand the steps used when storing and retrieving records stored by their subjects E. Use computer software to prepare an index for subject records F. Store and retrieve records following subject records procedures G. Know the components of a consecutive numbering storage method, terminal-digit storage method, and middle-digit storage method H. Identify the indexes needed with the numeric storage method I. Use computer indexes and database software with numeric records management J. Store and retrieve records using the consecutive numbering storage method, terminal-digit storage method, and middle-digit storage method K. Determine the need for geographic records management and the kinds of organizations that might use the method L. Identify the use of an alphabetic index in the geographic storage method M. Understand the types of cross-references used in the geographic storage method and how they are stored N. Store and retrieve records using geographic records management IV. Technology and the RIM program A. List types of magnetic media and optical media B. Determine retention for active and inactive electronic records C. Be aware of safety and security issues with electronic records D. List types of microforms and factors related to microfilm quality E. Understand procedures for microfilm and microform creation, storage, retrieval, and retention F. List responsibilities of a Records and Information Management Program G. Define a records audit H. Understand the purpose of a records and information manual I. List actions taken to implement a retention schedule J. Understand the phases of a disaster recovery plan Learning Activities Learning activities will be assigned to assist the student to achieve the intended learning outcomes through reading textbook information and applying the knowledge through answering questions over it and completing drills/skill applications, completing hands-on BE108 Records Management 4

5 simulated projects, and converting paper records to electronic records using database management program software. Grade Determination The student will be graded on learning activities and assessment tasks. Grade determinants may include the following: daily work, quizzes, chapter or unit tests, comprehensive examinations, projects, presentations, class participation, and other methods of evaluation at the discretion of the instructor. BE108 Records Management 5