BUSI 177 RECORDS MANAGEMENT 2 units, 3 hours

Transcription

1 BUSI 177 RECORDS MANAGEMENT 2 units, 3 hours Catalog Description Records Management is a course that studies and practices the rules for maintaining records for businesses. Topics typically include indexing, filing, retrieving, and cross-referencing records by studying different types of equipment and noncorrespondence records storage; and studying database records management concepts and procedures. Transfers to CSU. Prerequisite--None Required Student Materials Read, Judith and Mary L. Ginn. Records Management, Thomson/Southwestern, 9th ed., Read, Judith and Mary L. Ginn. Records Management, Simulation, Thomson/Southwestern, 9th ed., Student Textbook Resources, 9th ed., (accessed February 1, 2011). USB memory stick Objectives Upon the completion of this course, the student will be able to: Index, code, and cross-reference ordinary business records by the following methods: alphabetic, geographic, numeric, and subject correspondence; consecutive numeric; and terminal digit methods. Review, retrieve, add/revise/delete, and print both customers records and inventory control database files. Demonstrate the ability to recognize or describe the following: The main types of file equipment. Supplies needed for card and correspondence files, such as third-cut folders, guides, hanging folder, labels, etc. Methods to organize a workstation. Steps in analyzing a paper system in preparation for creating a database system and applying database software program on a computer. 7/20/2011 4:02 PM 1

2 Evaluation Grading Procedures Evaluation of ability to meet the course objectives will be as follows: Completion of all daily work and textbook reading assignments. Completion of all tests. Grading Standards See the Recap Sheet at the end of this handout for the required daily work, reading material, tests, and the point value for each. Course grade will be determined by the following scale: Available Points = 90% to 100% = A Textbook Review & Discussions 660 = 37% = 80% to 89% = B Textbook Applications/Activities 605 = 34% = 70% to 79% = C Simulation Exercises 325 = 18% = 60% to 69% = D Tests & Final Exam 190 = 11% 1780 = 100% Testing Procedures Tests are available at the staff desk. They must be logged on to the computer by a staff member. Please sit where indicated and make sure all books and papers are on the floor. Be sure you have enough time to complete the test. Tests must be done in one sitting. Be sure your writing is neat and readable. Hand the test to a staff person. Lesson Procedures for Records Management Textbook You are required to read the textbook and complete assignments. Complete the assignments and place them in your folder. When assignments are handed in, they will be graded, points will be recorded in your folder, and the folder will be available at your next class meeting. The answers for the Rules Self-Check exercises are located on your student CD ROM located inside the back cover of your textbook. The CD ROM contains all the files and self-check rule answers you will need for this course. 7/20/2011 4:02 PM 2

3 Access 2010 Instructions Before you begin the Access Activities in the textbook, you will begin completing the Access Basics 2010 Tutorial. You may check out the tutorial handbook at a staff desk while working in class. Or, you may download the supplement for Access 2010 from your textbook s Website by going to You may also access the files necessary for this course on the student DVD ROM that came with your textbook. Or, you may access them from the Business Skills Center Student Drive. Once you are in the textbook Website, go to the left side of the screen to downloads Access 2010 Tutorial, and save the file to your storage media. Read and follow the instructions in the supplement handout. Use your USB memory stick to save your worksheets while completing the supplement lessons. Steps to retrieve files from the BCS Student Drive: While in Access: Go to File Click on Open Click on Student on Bcs_dc1(S:) Click on Doc Click on BUSI 177-Records Management Click on Copy files to your USB memory stick. Simulation Instructions The instructions and all supplies for the Records Management Simulation are in the packet. To begin, read page 1 of the Student Instructional Manual. The filing rules are listed on pages 2-14 for review. When completing assignments, you will reuse some of the filing papers so keep everything. Begin on page 16 for Job 1. The CD-ROM has the answers sheets you will need for each job. Record your answers on the printed answer sheet and hand the answer sheet in, in your folder. 7/20/2011 4:02 PM 3

4 Assignment BUSI 177 Records Management Recap Sheet Page Points Possible Chapter 1 Read Chapter Review & Discussion (questions 1-10) 5 pts each Applications 1-1 Records Management Web Site Discovery Applications 1-3 Using Technology Access Basics (Ask a staff member for a printout or you can get the information from the Internet) Chapter 2 Read Chapter Self-check for Rule 1, Rule 2, Rule 3, Rule 4, and Cross Throughout 25 Review & Discussion (questions 1-12) 5 pts each Applications 2-1 Index, Code, and Sort Records Applications 2-2 Index, Code, and Sort Records Applications 2-3 Find Information in Database Records Applications 2-4 Research Identity Theft Simulation Job Chapter 3 Read Chapter Self-check for Rule 5, Rule 6, Rule 7, Rule 8 and Cross Throughout 25 Review & Discussion (questions 1-10) 5 pts each Applications 3-1 Index, Code, and Sort Records Applications 3-2 Index, Code, and Sort Records Applications 3-3 Index, Code, and Sort Records Applications 3-4 Enter Names into a Database Applications 3-5 Find Information in Database Simulation Job Chapter 4 Read Chapter Self-check for Rule 9, Rule 10a, 10b, 10c, 10d and Cross Throughout 30 Review & Discussion (questions 1-10) 5 pts each Applications 4-1 Index, Code, and Sort Records Applications 4-5 Create and Query a Database Applications 4-6 Research the Federal Executive Branch Simulation Job Chapter Quiz Chapter 2-4 Ask Staff 45 Chapter 5 Read Chapter Review & Discussion (questions 1-10) 5 pts each Applications 5-1 Create a Logical Folder Structure Applications 5-2 Input and Sort Records Applications 5-3 Research Personal Digital Assistants Simulation Job Points Earned Date 7/20/2011 4:02 PM 4

5 Chapter 6 Read Chapter Review & Discussion (questions 1-12) 5 pts each Applications 6-1 Code Correspondence Applications 6-3 Prepare Folder Labels Simulation Job 5, 6, & 7 (25 pts each) Chapter 7 Read Chapter Review & Discussion (questions 1-12) 5 points each Applications 7-1 Determine Retention Period Applications 7-3 Recommend Records Transfer Methods Applications 7-4 Learn About Web Resources Retention Simulation Job 8 & 9 (25 pts each) Chapter 8 Read Chapter Review & Discussion (questions 1-12) 5 pts each Applications 8-3 File or Retrieve Records by the Subject Method Applications 8-4 Use the Internet to Locate Supply Vendors Simulation Job Chapter Quiz Chapter 5-8 Ask Staff 25 Chapter 9 Read Chapter Review & Discussion (questions 1-15) 5 pts each Application 9-1 Arrange Manual Files by Terminal-Digit, Middle-Digit, and Consecutive Numbering Applications 9-3 Learn More About Decimal-Numeric Coding Simulation Job 11 & 12 (25 pts each) Chapter 10 Read Chapter Review & Discussion (questions 1-10) 5 pts each Applications 10-1 Selecting a Geographic Arrangement Applications 10-2 Compass Terms Applications 10-3 Geographic Indexes Applications 10-4 Research Geographic Filing Uses Simulation Job Chapter 11 Read Chapter Review & Discussion (questions 1-10) 5 pts each Applications 11-2 Classify Messages Applications 11-4 Research Electronic and Image Records Topics Chapter 12 Read Chapter Review & Discussion (questions 1-9) 5 pts each Applications 12-1 Design an Information Form Applications 12-2 Enter Data Using a Database Form Chapter Quiz 9-12 Ask Staff 20 Final Ask Staff 100 7/20/2011 4:02 PM 5