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PELLISSIPPI STATE COMMUNITY COLLEGE |
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RECORDS MANAGEMENT |
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Class Hours: 3.0 |
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Credit Hours: 3.0 |
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Laboratory Hours: 0.0 |
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Date Revised: Fall 09 |
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NOTE: This course is
not designed for transfer credit. |
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Catalog Course
Description: |
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A study of various filing
methods, including alphabetic and numeric. Topics include storage, control,
retrieval, transfer, retention and disposal of records with emphasis on
electronic records management through the use of information management
programs. |
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Entry Level Standards: |
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The entering student
is expected to be familiar with the basic terminology surrounding a
microcomputer including the Windows XP operating system and have basic word
processing skills using Word 2007. |
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Prerequisites: |
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OST 1100 and OST 1005 |
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Textbook(s) and Other
Course Materials: |
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I. Week/Unit/Topic
Basis: |
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Week |
Topic |
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1 |
What is Records
Management? |
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2 |
Alphabetic
Storage and Retrieval—Indexing Rules 1-4 |
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3 |
Alphabetic
Storage and Retrieval—Indexing Rules 5-10 |
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4 |
Electronic File
Management |
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5 |
Electronic File
Management completed |
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6 |
Alphabetic
Records Management, Equipment and Procedures |
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7-8 |
Storing,
Retrieving, and Transferring Records |
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9 |
Numeric Records
Management |
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10 |
Numeric Records
Management completed Examination
2 |
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11 |
Review of Job Interview Video and Participation in Mock
Interviews MS Outlook
2007–Chapter 1—Managing E-Mail |
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12 |
MS Outlook 2007–Chapter
1—Using Contacts and Mail Merge |
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13 |
MS Outlook
2007–Chapter 2—Managing Calendars |
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14 |
MS Outlook
2007–Chapter 2—Archiving and Instant Messaging |
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15 |
Examination
3 (during finals week) |
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II. Course Objectives*: |
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A. |
Demonstrate understanding
of the basic methods and procedures of filing. XI, XII |
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B. |
Exhibit knowledge of
different types of filing equipment and supplies. XI, XII |
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C. |
Demonstrate an
understanding of the steps to follow in creating a records system. XI, XII |
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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 |
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*Roman numerals after
course objectives reference goals of the OST program. |
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III. Instructional
Processes*: |
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Students will: |
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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. Active
Learning Strategies |
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2. |
Solve records management
problems based on real office situations. Transitional
Strategies |
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3. |
Research the Internet to
find the latest technology used in records management and in records
management equipment. Technological
Literacy Outcome |
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4. |
Use a computer to access
Pellissippi State online library resources pertaining to the field of records
management and read and evaluate those resources. Technological Literacy Outcome |
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5. |
Use written and oral
presentation skills to present individual and group findings from research. Communication Outcome |
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6. |
Use individual
organizational skills and teamwork to present findings from research
activities. (Live sections will complete some work in teams and WWW section
will work individually.) Active
Learning Strategies |
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7. |
Learn to use a computer
information management software package to understand the relationship
between manual and electronic records management systems. Technological Literacy Outcome |
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*Strategies and outcomes
listed after instructional processes reference TBR’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. |
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IV. Expectations for
Student Performance*: |
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Upon successful completion
of this course, the student should be able to: |
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1. |
File business cards and
business correspondence correctly using the alphabetic and numeric filing
systems. A |
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2. |
Understand records control
and retention. A |
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3. |
List similarities and
differences among the different records storage methods. A |
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4. |
Explain how the alphabetic
storage method is used in other records storage methods. A |
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5. |
Explain the difference
between a storage system and a storage method. A |
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6. |
Name sources for obtaining
filing equipment and supplies and describe several kinds of equipment for
correspondence files. B |
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7. |
Identify four kinds of
storage supplies commonly used. B |
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8. |
Illustrate the meaning of
"cut" and "position" as these terms relate to folder
tabs. B |
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9. |
List the typical types of
equipment and supplies used in vertical and visible card systems. B |
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10. |
List steps to be followed
when setting up a file system. C |
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11. |
Name the supplies and
reference material commonly kept on and/or in the desk at the work
area. C |
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12. |
Describe how to set
priorities for doing records management work in the office. C |
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13. |
List the basic management
principles to be applied in establishing a records management program.
C |
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14. |
Explain the importance of
filing basics when working with computers. D |
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15. |
Describe emerging
technologies in records management. D |
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16. |
Define a database
file. D |
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17. |
Discuss the role of
creating, coding and sorting in a computer system. D |
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18. |
Use Outlook 2007 software
to perform a wide range of communication and organizational tasks, such as
sending, receiving, and filing e-mail; organizing contacts; scheduling
appointments, events, and meetings; creating a to-do list and delegating
tasks; and writing notes. D |
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19. |
Demonstrate appropriate interview
techniques. (D) |
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*Letters after performance
expectations reference the course objectives listed above. |
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V. Evaluation: |
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A. Testing Procedures: 60%
of grade |
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There will be three (3)
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. (WWW section will have one week scheduled to complete each exam
given at the Main Campus Testing Center.) This comprehensive exam will
replace one missed exam only. |
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B. Laboratory
Expectations: 20% of grade |
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RM Simulations,
Assignments, and Quizzes: 20 percent |
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C. Field Work: 10% of grade |
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Research
Reports, Discussions, and Critiques: 10 percent |
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D. Other Evaluation
Methods: 10% of grade |
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Computer
sorting assignments using Word 2007 will be required. Approximately, four
weeks of the course will include an introduction to MS Outlook 2007
information management software and graded exercises will be completed over
the assigned chapters. |
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E. Grading Scale: |
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A
93 - 100 |
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VI. Policies: |
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A. Attendance Policy: |
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Pellissippi State Technical Community
College expects students to attend all scheduled instructional activities. As
a minimum, students in all courses (excluding videotape and Web courses) must
be present for at least 75 percent of their scheduled class and laboratory
meetings in order to receive credit for the course. [No distinction is made
for excused or unexcused absences. These will be treated as an absence. In
order to receive credit for this course, you can miss no more than ·
4
times for a class meeting once a week. (Twice for a class meeting every other
week.) ·
7
times for a class meeting twice a week. ·
11
times for a class meeting three times a week.
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B. Academic Dishonesty: |
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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. (Pellissippi
State Online Catalog) |
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C. Accommodations for
disabilities: |
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Students who
need accommodations because of a disability, have emergency medical
information to share, or need special arrangements in case the building must
be evacuated should inform the instructor immediately, privately after class
or in her or his office. Students must present a current accommodation plan
from a staff member in Services for Students with Disabilities (SSWD) in
order to receive accommodations in this course. Services for Students with
Disabilities may be contacted by going to Goins 134 or 126 or by phone:
694-6751(Voice/TTY) or 539-7153. More information is available at www.pstcc.edu/departments/swd/ |
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D. Other Policies: |
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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 not be accepted
unless prior approval from instructor has been given. Late work may be
charged with a late penalty of minus two points for each day late. Students must have a valid PSTCC ID to be
presented on demand to gain access to PSTCC facilities. COMPUTER USAGE GUIDELINES: College-owned or -operated computing resources are
provided for use by students of Pellissippi State. All students are
responsible for the usage of Pellissippi State's computing resources in an
effective, efficient, ethical and lawful manner. (Pellissippi
State Online Catalog) |
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