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., 2011. Read, Judith and Mary L. Ginn. Records Management, Simulation, Thomson/Southwestern, 9th ed., 2011. Student Textbook Resources, 9th ed., 2011. www.cengage.com/officetech/read (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
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 1602-1780= 90% to 100% = A Textbook Review & Discussions 660 = 37% 1424-1601= 80% to 89% = B Textbook Applications/Activities 605 = 34% 1246-1423= 70% to 79% = C Simulation Exercises 325 = 18% 1068-1245= 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
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 http://www.cengage.com/officetech/read. 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
Assignment BUSI 177 Records Management Recap Sheet Page Points Possible Chapter 1 Read Chapter 1 1-30 Review & Discussion (questions 1-10) 5 pts each 26-28 50 Applications 1-1 Records Management Web Site 28 15 Discovery Applications 1-3 Using Technology 29 15 Access Basics (Ask a staff member for a printout or you 29-30 15 can get the information from the Internet) Chapter 2 Read Chapter 2 31-63 Self-check for Rule 1, Rule 2, Rule 3, Rule 4, and Cross Throughout 25 Review & Discussion (questions 1-12) 5 pts each 54-55 60 Applications 2-1 Index, Code, and Sort Records 56-57 15 Applications 2-2 Index, Code, and Sort Records 58-60 15 Applications 2-3 Find Information in Database Records 61 15 Applications 2-4 Research Identity Theft 63 15 Simulation Job 1 63 25 Chapter 3 Read Chapter 3 65-94 Self-check for Rule 5, Rule 6, Rule 7, Rule 8 and Cross Throughout 25 Review & Discussion (questions 1-10) 5 pts each 82-85 50 Applications 3-1 Index, Code, and Sort Records 86 15 Applications 3-2 Index, Code, and Sort Records 88-89 15 Applications 3-3 Index, Code, and Sort Records 90-91 15 Applications 3-4 Enter Names into a Database 92 15 Applications 3-5 Find Information in Database 93 15 Simulation Job 2 94 25 Chapter 4 Read Chapter 4 95-128 Self-check for Rule 9, Rule 10a, 10b, 10c, 10d and Cross Throughout 30 Review & Discussion (questions 1-10) 5 pts each 114-117 50 Applications 4-1 Index, Code, and Sort Records 118-119 15 Applications 4-5 Create and Query a Database 127-15 Applications 4-6 Research the Federal Executive Branch 128 15 Simulation Job 3 128 25 Chapter Quiz Chapter 2-4 Ask Staff 45 Chapter 5 Read Chapter 5 129-158 Review & Discussion (questions 1-10) 5 pts each 153-155 50 Applications 5-1 Create a Logical Folder Structure 156 15 Applications 5-2 Input and Sort Records 156-157 15 Applications 5-3 Research Personal Digital Assistants 157-158 15 Simulation Job 4 158 25 Points Earned Date 7/20/2011 4:02 PM 4
Chapter 6 Read Chapter 6 159-202 Review & Discussion (questions 1-12) 5 pts each 196-200 60 Applications 6-1 Code Correspondence 200 15 Applications 6-3 Prepare Folder Labels 201 15 Simulation Job 5, 6, & 7 (25 pts each) 202 75 Chapter 7 Read Chapter 7 203-242 Review & Discussion (questions 1-12) 5 points each 234-237 60 Applications 7-1 Determine Retention Period 238 15 Applications 7-3 Recommend Records Transfer Methods 239-240 15 Applications 7-4 Learn About Web Resources Retention 241 15 Simulation Job 8 & 9 (25 pts each) 242 50 Chapter 8 Read Chapter 8 243-274 Review & Discussion (questions 1-12) 5 pts each 268-271 60 Applications 8-3 File or Retrieve Records by the Subject 273 15 Method Applications 8-4 Use the Internet to Locate Supply 274 15 Vendors Simulation Job 10 274 25 Chapter Quiz Chapter 5-8 Ask Staff 25 Chapter 9 Read Chapter 9 275-306 Review & Discussion (questions 1-15) 5 pts each 300-304 75 Application 9-1 Arrange Manual Files by Terminal-Digit, 304 15 Middle-Digit, and Consecutive Numbering Applications 9-3 Learn More About Decimal-Numeric 305-306 15 Coding Simulation Job 11 & 12 (25 pts each) 306 50 Chapter 10 Read Chapter 10 307-340 Review & Discussion (questions 1-10) 5 pts each 334-336 50 Applications 10-1 Selecting a Geographic Arrangement 337 15 Applications 10-2 Compass Terms 338 15 Applications 10-3 Geographic Indexes 339 15 Applications 10-4 Research Geographic Filing Uses 339-340 15 Simulation Job 13 340 25 Chapter 11 Read Chapter 11 341-380 Review & Discussion (questions 1-10) 5 pts each 374-377 50 Applications 11-2 Classify E-Mail Messages 378 15 Applications 11-4 Research Electronic and Image 379-380 15 Records Topics Chapter 12 Read Chapter 12 381-408 Review & Discussion (questions 1-9) 5 pts each 402-404 45 Applications 12-1 Design an Information Form 374 15 Applications 12-2 Enter Data Using a Database Form 375 15 Chapter Quiz 9-12 Ask Staff 20 Final Ask Staff 100 7/20/2011 4:02 PM 5