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MASTER SYLLABUS |
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OST 2340 |
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| Class Hours: 3.0 | Credit Hours: 3.0 | ||||||||
| Laboratory Hours: 0.0 | Date Revised: Fall 1998 | ||||||||
| Catalog Course Description: | |||||||||
| A study of various filing methods, including alphabetic, numeric, subject and geographic. Topics include storage, control, retrieval, transfer, retention, and disposal of records with emphasis on electronic storage and retrieval using a database. | |||||||||
| Entry Level Standards: | |||||||||
| The entering student is expected to be familiar with the basic terminology surrounding a microcomputer and have rudimentary word processing skills. | |||||||||
| Prerequisites: | |||||||||
| OST 1100 and OST 1005 or 1221 | |||||||||
| Textbook(s) and Other Reference Materials Basic to the Course: | |||||||||
| Smith and Kallaus,
Records
Management, Sixth Edition, South-Western Publishing Co., 1997.
Records Management Projects, Sixth Edition, South-Western Publishing Co., 1997. Sullivan, Rick, Microsoft Access 97. South-Western Publishing Co., 1998. Two high-density 3.5" diskettes. (One disk should serve as a backup.) |
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| I. Week/Unit/Topic Basis (Tentative Schedule): | |||||||||
| Week | Topic | ||||||||
| 1 | An Overview of Records Management; Appendix A—Records Management Career Opportunities | ||||||||
| 2 | Alphabetic Storage and Retrieval—Indexing Rules 1-5 | ||||||||
| 3-4 | Alphabetic Storage and Retrieval—Indexing Rules 6-10; Examination 1 | ||||||||
| 5-6 | Alphabetic Records Storage | ||||||||
| 7-8 | Records Retention, Retrieval, and Transfer; Examination 2 | ||||||||
| 9 | Alphabetic Indexing Rules for Computer Applications | ||||||||
| 10 | Database Utilities Introduced—Chapter 1-2 | ||||||||
| 11 | Database Utilities Continued—Chapter 3-4 | ||||||||
| 12 | Database Utilities Continued—Chapter 5-6 | ||||||||
| 13 | Database Project; Examination 3 | ||||||||
| 14 | Numeric Records Storage; Subject and Geographic Records Storage | ||||||||
| 15 | Automated Records Systems; Image Records | ||||||||
| 16 | Final Examination | ||||||||
| II. Course Objectives*: | |||||||||
| A. | Demonstrate understanding of the basic methods and procedures of filing. XI, XII | ||||||||
| B. | Exhibit a knowledge of different types of filing equipment and supplies. XI, XII | ||||||||
| C. | Demonstrate an understanding of the steps to follow in creating a records system. XI, XII | ||||||||
| D. | Demonstrate an understanding of the importance of filing and records management in the automated office, and apply this understanding by learning to use a database software package. I, III, XII | ||||||||
| *Roman numerals after course objectives reference goals of the OST program. | |||||||||
| III. Instructional Processes*: | |||||||||
| Students will: | |||||||||
| 1. | Complete a records management packet that will place the student in a position as a records clerk for a small business in which the student will be responsible for the filing of correspondence in correct alphabetical order, create a tickler file for usage and requisition, and complete charge-out and transfer procedures using the business documents. Personal Development Outcome | ||||||||
| 2. | Solve records management problems based on real office situations. Problem Solving and Decision Making Outcome, Transitional Strategies | ||||||||
| 3. | Research the Internet to find the latest technology used in records management and in records management equipment. Information Literacy Outcome, Technological Literacy Outcome | ||||||||
| 4. | Access Pellissippi State User Account to find library resources pertaining to the field of records management and read and evaluate those resources. Information Literacy Outcome, Technological Literacy Outcome | ||||||||
| 5. | Use oral presentation skills to present individual and group findings from research. Communication Outcome | ||||||||
| 6. | Use teamwork to accomplish group projects using case studies. Active Learning Strategies | ||||||||
| 7. | Learn to use a computer database software package to understand the relationship between manual and automated records management systems. Technological Literacy Outcome | ||||||||
| *Strategies and outcomes listed after instructional processes reference Pellissippi State’s goals for strengthening general education knowledge and skills, connecting coursework to experiences beyond the classroom, and encouraging students to take active and responsible roles in the educational process. | |||||||||
| IV. Expectations for Student Performance*: | |||||||||
| Upon successful completion of this course, the student should be able to: | |||||||||
| 1. | File business cards and business correspondence correctly using the alphabetic and numeric filing systems. A | ||||||||
| 2. | Understand records control and retention. A | ||||||||
| 3. | List similarities and differences among the different records storage methods. A | ||||||||
| 4. | Explain how the alphabetic storage method is used in other records storage methods. A | ||||||||
| 5. | Explain the difference between a storage system and a storage method. A | ||||||||
| 6. | Name sources for obtaining filing equipment and supplies and describe several kinds of equipment for correspondence files. B | ||||||||
| 7. | Identify four kinds of storage supplies commonly used. B | ||||||||
| 8. | Illustrate the meaning of "cut" and "position" as these terms relate to folder tabs. B | ||||||||
| 9. | List the typical types of equipment and supplies used in vertical and visible card systems. B | ||||||||
| 10. | List steps to be followed when setting up a file system. C | ||||||||
| 11. | Name the supplies and reference material commonly kept on and/or in the desk at the work area. C | ||||||||
| 12. | Describe how to set priorities for doing records management work in the office. C | ||||||||
| 13. | List the basic management principles to be applied in establishing a records management program. C | ||||||||
| 14. | Explain the importance of filing basics when working with computers. D | ||||||||
| 15. | Explain the equation, IP = DP + WP. D | ||||||||
| 16. | Define a database file. D | ||||||||
| 17. | Discuss the role of creating, coding and sorting in a computer system. D | ||||||||
| 18. | Use Access 97 database software to create, display, sort, report, change, and print a database. D | ||||||||
| *Letters after performance expectations reference the course objectives listed above. | |||||||||
| V. Evaluation: | |||||||||
| A. Testing Procedures: 50% of grade | |||||||||
| There will be four (4) exams, each consisting of filing problems (both manual and computerized) and objective questions. The objective questions will be noncumulative. To the extent that solving the filing problems is dependent on information presented in prior sections, the problems will be cumulative. Missed exams CANNOT be made up. If you are absent on one of the days a test is given, you will take a comprehensive final exam at the end of the semester to replace the test you have missed. | |||||||||
| B. Laboratory Expectations: 50% of grade | |||||||||
| Daily filing exercises (both manual and computerized) and applications problems will be assigned to correspond with classroom topics. Some assignments will be collected and graded at various times during the semester. Other exercises and Finding Jobs will be assigned to be completed during class time only and may be timed. Any missed Finding Jobs will be made up at the Testing Center (ERC329) located in the Learning Center (ERC332). Missed Finding Jobs and exercises must be made up within one week of absence in order to receive full credit. | |||||||||
| C. Field Work: part of 50% mentioned above | |||||||||
| Videos
and speakers have been planned as inclass activities during the semester.
No papers on these events are required. However, attendance in class
is recommended as the information presented from these outside sources
will appear on the tests.
Case Studies: One to three case studies will be required throughout the semester. These case studies will require some field research and will be presented in both written (typed) and oral formats. Each case study will be graded on a 100-point basis and will be counted in classwork expectations as mentioned above. |
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| D. Grading Scale: | |||||||||
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A 93 - 100
B+ 90 - 92 B 85 - 89 C+ 80 - 84 C 75 - 79 D 70 - 74 F 69 and below Late Assignments: In order for grades to be calculated, all assigned work must be submitted in a timely fashion. Assigned work must be turned in by date designated. Late work will be charged with a late penalty of minus one point for each day late. |
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| VI. Policies: | |||||||||
| A. Attendance Policy: | |||||||||
| Pellissippi State Technical Community College expects students to attend all scheduled instructional activities. As a minimum, students in all courses must be present for at least 75 percent of their scheduled class and laboratory meetings in order to receive credit for the course. Individual departments/programs/disciplines may have requirements that are more stringent. [NOTE: No differentiation is noted for excused/unexcused absences. These will be treated as an absence.] Regular attendance is required to receive veteran's benefit pay. Instructors are required to report non-attendance of veterans to the Veterans Affairs Office which reports non-attendance to the Veterans Administration Regional Office. Payments are adjusted or canceled if attendance is not regular. | |||||||||
| B. Academic Dishonesty: | |||||||||
| Plagiarism, cheating, and other forms of academic dishonesty are prohibited. Students guilty of academic misconduct, either directly or indirectly through participation or assistance, are immediately responsible to the instructor of the class. In addition to other possible disciplinary sanctions which may be imposed through the regular Pellissippi State procedures as a result of academic misconduct, the instructor has the authority to assign an F or a zero for the exercise or examination or to assign an F in the course. | |||||||||
| C. Access to PSTCC Facilities: | |||||||||
| Students must have a valid PSTCC ID to be presented on demand to gain access to PSTCC facilities. | |||||||||