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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: Spring 06 |
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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 2002 or Word 2003. |
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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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1.
Smith, Ginn, and Kallaus, Records
Management, Seventh Edition, South-Western Publishing Co., 2002. 2.
Records
Management Projects, Seventh
Edition, South-Western Publishing Co., 2002. 3.
Records
Management Study Guide, Seventh
Edition, South-Western Publishing Co., 2002. 4.
Course
Materials Packet. (Purchase in PSTCC bookstore.) 5.
Romer, Robin M., Microsoft
Outlook 2003, New Perspectives, Introductory, Course Technology, 2005. 6.
SAM 2003
version 3.0 Assessment and Training for Microsoft Office 2003 license used
for training and testing in Outlook 2003, Course Technology, 2005. 7.
Four
high-density 3.5" diskettes or a flash drive for personal storage. |
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I. Week/Unit/Topic
Basis: |
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Week |
Topic |
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1 |
Chapter 1: Records
Management in Review |
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2 |
Chapter 2: Alphabetic Storage
and Retrieval-Indexing Rules 1-5 |
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3 |
Chapter 3: Alphabetic Storage
and Retrieval-Indexing Rules 6-10 |
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4 |
Chapter 4: Alphabetic
Indexing Rules for Computer Applications |
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5 |
Examination 1 |
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6 |
Chapter 5: Alphabetic
Records Storage |
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7-8 |
Chapter 6: Records
Retrieval, Retention, and Transfer |
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9 |
Chapter 8: Numeric Records
Management |
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10 |
Examination 2 |
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11 |
MS Outlook 2003-Tutorial 1 |
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12 |
MS Outlook 2003-Tutorial 2 |
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13 |
MS Outlook 2003-Tutorial 3 |
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14 |
MS Outlook 2003-Tutorial 4 |
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15 |
Final Exam |
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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 a
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 |
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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 2003 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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*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 |
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B. Laboratory
Expectations: 20% of grade |
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Filing exercises will be
assigned to correspond with textbook topics. Some assignments will be
collected and graded at various times during the semester. Finding Tests over
RM projects will be assigned to be completed during class time only and will
be timed. (WWW section will complete the Online Quizzes over the RM projects.
They will be timed.) For Live sections, any missed Finding Tests will be made
up at the |
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C. Field Work: 10% of grade |
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Research will be completed
using the Web for both the Web and Live sections of the course. Reports and
projects will be completed according to required criteria. (See assignments) |
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D. Other Evaluation
Methods: 10% of grade |
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Computer sorting
assignments using Word 2002 or Word 2003 will be required. Approximately,
four weeks of the course will include an introduction to MS Outlook 2003
information management software. |
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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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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 |
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C. Accommodations for
disabilities: |
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If you need accommodations
because of a disability, if you have emergency medical information to share,
or if you need special arrangements in case the building must be evacuated,
please inform the instructor immediately. Please see the instructor privately
after class or in his/her 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 127 or 131 or by phone: 694-6751(Voice/TTY) or
539-7153. |
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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 |
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