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COURSE SYLLABUS

1. TITLE OF COURSE: Records Management
PREFIX/NUMBER: BTE 125 CREDIT HOURS: 3
2. PREREQUISITE: COREQ CIS 110; COREQ BTE 100 or minimum of 25 WPM.
3.

RESOURCES NEEDED:

TEXT:

Records Management: Reed-Smith, Ginn and Kallaus.South-Western Educational Publishing, 7th Edition. 2001.

Records Management Projects, 7th Edition, by Reed_Smith South-Western Educational Publishing

Microsoft Office Access 2003, Illustrated series(lisa Friedrichsen) Thompson Course Tech. 2004

SUPPLIES:

 Pens, pencils, and notebook.
4.

COURSE DESCRIPTION:

 Instructs on how records are created, stored, and retrieved.  Covers the basic filing rules—classifying, indexing, coding, storing, and retrieving as applied to basic methods—alphabetic, chronological, subject, numeric, and geographic.  Emphasizes hands-on records management through the use of simulations, which includes manual and/or computer software. 
5.

COURSE GOAL:

 To demonstrate an understanding of the principles and practices of effective records management for both manual and automated records systems, including paper, computer database, micro-image records, and magnetic optical disk media.

To study and apply basic filing rules in coding, indexing, and filing business records for manual systems.

6. COURSE OBJECTIVES:
By the end of the course, students will be able
(A) to demonstrate understanding of the nature of records and records management.
(B) to demonstrate knowledge of alphabetic indexing rules for personal, business, government, and other names.
(C) to demonstrate knowledge of the alphabetic method of records storage.
(D) to demonstrate knowledge of alphabetic records storage equipment and supplies.
(E) to demonstrate knowledge of correspondence storage procedures.
(F) to demonstrate knowledge of records retrieval, retention, and transfer.
(G) to demonstrate knowledge of the subject method of records storage.
(H) to demonstrate knowledge of the numeric method of records storage.
(I) to demonstrate knowledge of the geographic method of records storage.
(J) to acquaint students with automated records systems.
(K)

to acquaint students with micro-image records.

(L) to demonstrate knowledge of controlling the records management program.
7. EVALUATION PROCEDURES:
A. Approximately four unit tests covering three textbook chapters will be given.  A minimum of two tests will cover the filing rules.  One of the tests will consist of a final test covering all filing rules learned. The format of these tests will consist of true/false and multiple choice questions or fill in the blank.  These tests will be classified as major tests and comprise 50 percent of the final grade.
B. Jobs  from the Records Management Projects will be completed. The jobs will be completed manually. The finding tests will be given after particular jobs.   These finding tests are classified as quizzes and comprise 50 percent of the final grade.
Grading Scale
Raw Score Range 		Letter Grade
90 to 100 A
80 to 89 B
70 to 79 C
60 to 69 D
0 to 59 F

Special Remarks:

Students may challenge this course by applying to the Department Chairperson for a test out.  This test must be completed during the first week of the semester with a minimum score of 70 percent in order to qualify for a test out.

1.

Attendance:  College policy states that students may be dropped from enrollment when absent 20 percent of the scheduled class meetings.  If enrolled from the beginning of the term, fifteen hours will usually constitute 20 percent of a four-credit semester course which meets five hours per week.  Reinstatement procedures are described in the PCC catalog.

2.

Tardy Policy:  A student who is late three times (enters classroom after the instructor has taken roll) will be charged with one full absence unless student can provide valid reasons for one or more of these tardies.

3.

Assignments/Missed Exams:  It is the student's responsibility, whether present or absent, to obtain all material presented and to complete all course assignments.  If prior arrangements are made or extenuating circumstances exist, makeup of tests may be allowed.  Late homework papers will not be accepted unless those same extenuating circumstances exist.  Makeup of quizzes is to be at the instructor's discretion.

8. COURSE OUTLINE
Tentative Schedule
I. Chapter 1 - An Overview of Records Management 
Introduce Electronic Records Management by demonstrating how to use e-mail
Introduce how to send a file by e-mail, demo if available
Introduce how to make file folders in Outlook or e-mail server 		3 hour
II. Chapter 2 - Alphabetic Indexing Rules, Part I  3 hours
Job 1    Card Filing, Rules 1-5
Finding Test No.  1; then give a quiz over Rules 1-5 1
III. Chapter 3 - Alphabetic Indexing Rules, Part II 3 hours
Job 2    Card Filing, Rules 6-10
Finding Test No. 2

then give a quiz over Rules 6-10

 1 hour
Job 3    Card Filing, Rules 1-10
Finding Test No. 3 then give a quiz instructor has made 1 hour
Test      Chapters 1, 2, and 3 (Major Test) 1 hour
  IV. Chapter 4 - Alphabetic Indexing Rules for Computer Database  2 hours
  V. Chapter 5 - Alphabetic Records Storage 1-1/2 hours
Job 4 Correspondence Filing, Persons’ Names
Finding Test No. 4 Report Sheet then give a quiz using an instructor made quiz  2 hour
Job 5 Correspondence Filing—Business, Organizations, and Government Names
Finding Test No. 5 as a review then give an instructor made quiz 1 hour
  VI. Chapter 6 - Retrieval, Retention, and Transfer 1-1/2 hours
Job 6 Correspondence Filing (Other Names and Tickler File Usage)

Have students make a tickler file as a project.

Have students make an "M" file (miscellaneous items to file;  passport, hunting license, magazine renewal dates, certificates received, etc)  Have students make a master list of "M" files used at home

  

 

 

3 hours

Finding Test No. 6 1/2 hour
Test      Chapters 4, 5, and 6 (Major Test) 1 hour
  VII. Chapter 7 - Subject Records Storage 1 hour
Job 9 Subject Filing
Finding Test No. 9 1/2 hour
  VIII Chapter 8 - Numeric Records Storage 3 hours
Job 10 Consecutive Numeric Filing

A great activity is to take students to a business using Terminal Digit Filing.  

 3
Finding Test No. 10 1/2 hour
  IX. Chapter 9 - Geographic Records Storage 2 hour
Job 12 Geographic Storage 1/2 hour
Test   Chapters 7, 8, and 9 (Major Test) 1 hour
  X. Chapter 10 - Automated Records Systems 1-1/2 hours
  XI

Chapter 11 - Image Records

 1-1/2 hours
  XII.

Chapter 12- Controlling the Records Management Program

 1 hour
   

Test     Chapters 10, 11, and 12 (Major Test)

 1 hour
   

A great activity is to bring in someone as a guest speaker who manages records at the Court House, State Hospital, etc. or go on a second field trip.

 2
   

Test  All Filing Rules (Final Test)

 1 hour
   

Total

 45 hours
9. METHODS OF INSTRUCTION:
To be successful in this course, students are expected to participate in discussions, readings, in-class writing, and peer review activities. The instructor may assign point values to such activities.
10. ACADEMIC INTEGRITY:
The very nature of higher education requires that students adhere to accepted standards of academic integrity. Therefore, Pueblo Community College has adopted a policy of academic conduct as described in the Student Handbook. Violation of academic integrity may be defined to include the following: cheating, plagiarism, falsification and fabrication, abuse of academic materials, complicity in academic dishonesty, and personal misrepresentation. It is the student’s responsibility to be aware of the behaviors that constitute academic dishonesty. Sanctions for violating the standards of academic integrity may include warning, probation, suspension, and/or failure of the course or assignment at the discretion of the instructor.
11. ADA NOTICE:
Students who have a documented disability may be eligible to receive accommodations for this class. Please contact the Disability Resources Center at 549-3446 for further information.