MASTER COURSE SYLLABUS

For

OST 184 : RECORDS MANAGEMENT

COURSE DESCRIPTION

This course includes the creation, maintenance, protection, security, and disposition of records stored in a variety of media forms. Topics include alphabetic, geographic, subject, and numeric filing methods. Upon completion, students should be able to set up and maintain a records management system.

Prerequisites: None

Corequisites: CTS 080

Class Hours: 2        Lab Hours: 2        Clinical/Work Exp.: 0        Credit Hours: 3

STUDENT LEARNING OUTCOMES

  • Describe how records are classified and used in an office.

  • Discuss modern records management operations and the relevant legislation that affects records management.

  • Identify the management functions necessary to operate a records management program effectively.

  • Ascertain possible careers in records management.

  • Index, code, and arrange personal, business, organizations, institutions, and government names in indexing order using ARMA rules.

  • Apply alphabetic filing procedures.

  • Prepare cross-references for personal, business, organizations, institutions, and government names.

  • Select appropriate subject categories to be used within an alphabetic arrangement.

  • Illustrate how databases can be used in records management.

  • Describe how ASCII values affect computer sorting.

  • Adjust filing segments for input into computer application software.

  • Model simple electronic file management.

  • Explain the terms used in correspondence records management systems.

  • Identify the basic types of equipment and supplies for correspondence records storage, including the five considerations for selecting storage equipment and supplies.

  • Express six types of information that should be determined before selection and design of an alphabetic records system.

  • Explain how color can be used in correspondence records storage. Apply the six procedures for storing correspondence.

  • Demonstrate how a tickler file is used.

  • Explain the use of a retention schedule.

  • Explain requisition, retrieval, charge-out, and follow-up procedures.

  • Explain records activity, two transfer methods, and transfer procedures.

  • Describe records center control procedures.

  • Discuss records center software.

  • Define the subject records storage method.

  • Use computer software to prepare an index for subject records.

  • Describe how records are stored by using the numeric method.

  • Explain how computer indexes and database software can be used with numeric records management.

  • Explain the geographic records storage method.

  • Describe the effect that e-commerce is likely to have on geographic records storage.

  • Define electronic records and identify uses of electronic records.

  • Describe types of magnetic and optical media.

  • Discuss the systems concept as it relates to electronic records systems.

  • Demonstrate indexing and retrieving electronic records.

  • Discuss electronic records issues related to records retentionóduplicate records, media compatibility and stability, access, and electronic mail.

  • Discuss electronic records retention and the need for electronic records system and network security.

  • Discuss the need for records and information management software for electronic records.

  • Describe types of microforms, microfilm quality, microfilming procedures, and microfilming equipment.

  • Explain how software can be used in image records systems.

  • Explain how the records management manual, knowledge management activities, ISO 9000 guidelines, a records inventory, records retention schedules, records audits, and a disaster recovery plan function as tools in controlling a records and information management program.

  • Describe the roles of efficiency, cost, and performance controls in controlling a records and information management program.

  • Explain how to control copy making costs.

GRADING SCALE

A Excellent 4 Grade Points Numerical grade of 90 - 100
B Above Average 3 Grade Points Numerical grade of 80 - 89
C Average 2 Grade Points Numerical grade of 70 - 79
D Below Average 1 Grade Point Numerical grade of 60 - 69
F Failed 0 Grade Point Numerical below 60
WP Withdraw Passing 0 Grade Point Issued if the course is dropped after the
census date and on or before the 60% point
of the course unless the instructor issues
a WF based on extenuating circumstances
WF Withdraw Failing 0 Grade Point Issued if the course is dropped after the
60% point of the course or the instructor
chooses based on extenuating circumstances

ATTENDANCE REQUIREMENT
SCHOOL OF BUSINESS, INDUSTRY, AND TECHNOLOGY

Regular, prompt attendance is essential for academic success. Students should strive for perfect attendance. It is recognized, however, that students may be absent from class occasionally. Students should reference the instructor's syllabus to determine the attendance requirement for this course. The instructor is responsible for enforcing the attendance requirement. It is the student's responsibility to withdraw from the course. Students may complete the withdrawal process in the Advising Center. Students may receive a grade of WP if they withdraw from a course by the 60% point/date of the course. Any student withdrawals that occur after the 60% point will result in a grade of WF. Exceptions to the "WF" grade may exist if the student has a mitigating circumstance. Students are encouraged to discuss withdrawal options with the faculty member and complete the withdrawal process in the Advising Center. Students who come in after the scheduled starting time or students who leave before the scheduled ending time will be counted as tardy. Students should reference the instructor's syllabus to determine the tardy requirement for this course. The instructor is responsible for enforcing the tardy requirement.

ELECTRONIC DEVICE USE STATEMENT

Unless approved by the instructor, a student who utilizes electronic devices during a test or quiz will receive a grade of zero for that assignment and the instructor may withdraw the student from the course. The use of an electronic device (such as a cell phone) in any way during a test or the discussion of a graded test is strictly prohibited and considered cheating.

DISABILITY STATEMENT

If you have a documented disability and wish to discuss academic accommodations, please contact Frank Pait, Counselor for Students with Disabilities, at extension 4222, in the Learning Assistance Center (LAC) located on the first floor of the Cuyler A. Dunbar Building (CAD).

If you are a student with a mobility impairment and have a class in a multi-story building, please discuss evacuation plans with your instructor.

RELIGIOUS OBSERVANCE STATEMENT

Students shall be permitted excused absences from all classes two days per academic year for religious observances required by their faith. The absences requested in accordance with this policy are "one of" and not "in addition to" any absences otherwise permitted by the faculty for a class. The excused absence request must be submitted by the second class meeting and a minimum of two (2) weeks in advance of the absence. Please contact your instructor for the required forms.

ACADEMIC HONESTY POLICY

Students at CVCC are expected to be honest in all academic pursuits, whether class, lab, shop, or clinical. Acts of academic dishonesty are considered unethical and subject to behavior sanctions. Examples of academic dishonesty include, but are not limited to the following:

1. Sharing information about the content of quizzes, exams, classroom/lab/shop/clinical assignments (scheduled or make-up) without approval of the instructor including but not limited to unauthorized copying, collaboration, or use of notes, books, or other materials when preparing for or completing examinations or other academic assignments (scheduled or make-up).

2. Buying, selling, or otherwise obtaining a copy of a quiz, exams, project, term paper, or like document, without approval of the instructor.

3. Plagiarism, which is defined as the intentional representation of another person's work, words, thoughts, or ideas (from any source) as one's own.

4. Failing to follow approved test taking procedures by performing such acts as:
  • Looking on another student's test
  • Use of unauthorized notes; written, electronic, or otherwise
  • Changing answers after exam is scored
  • Verbal, non-verbal, or electronic communication with another student during an exam

Instructors have the authority to impose either a warning, probation, or dismissal from the class for acts of academic dishonesty relative to classes under their supervision.

Students have an obligation to report any acts of academic dishonesty to the instructor or appropriate campus authority when reasonable grounds exist for such a report. Students also have a responsibility to cooperate in the investigation of any alleged acts of academic dishonesty. Failure to report acts of academic dishonesty could result in a behavior sanction as outlined in the Student Conduct Policy, Policy 3.18

CVCC EMERGENCY PROCEDURES

To Report a Serious Emergency Dial 911 from any campus phone or 911 from mobile phones; then dial 711 (Campus Safety & Security) from a campus phone.

For specific CVCC emergencies guidelines, please refer to the CVCC Emergency Guidebook

Lockdown

Quickly get all persons behind a locked door, close blinds, lock all windows/doors, and turn off lights. Sit against an interior wall away from windows and doors (hide). Keep cell phones ON in silent mode or vibrate. Do not leave the locked area until notified by a known CVCC administrator or by law enforcement that the emergency is over.

Seek Shelter (tornados, hurricanes, etc.)
Move to hallways and/or other inner rooms. Stay away from windows and doors. Sit on floor facing the inner wall and shield head with hands. Remain in shelter until notified by CVCC administration or by emergency personnel that the danger is over.

Building Evacuation
Leave the building immediately and proceed to a parking lot location at least 300 feet from the building. Do not delay to retrieve books or other personal items. Do not use elevators. Do not touch suspicious objects. Stay clear of the building once outside. Faculty should take class rosters if possible and account for all students at evacuation locations. Report any special assistance needed to CVCC faculty/staff or to emergency personnel. If you are aware or suspect someone is trapped in a threatened building, notify CVCC faculty/staff or emergency personnel. Remain at your building evacuation location until further instructions are provided by CVCC administration or by emergency personnel. In case of bomb threat, avoid using cell phones and wireless devices; this may detonate the bomb.

Smoke, Fire or Hazardous Materials
Activate the nearest fire alarm. Before attempting to fight a fire, notify someone nearby. Never attempt to fight a fire larger than wastebasket size. Close doors and windows to isolate the problem if the situation permits. If trapped in a building during a fire, use wet towels or cloths to protect you from flames and smoke. Stop/drop/roll if your clothes catch on fire. Do not open doors that feel hot. Always stay between the fire and an exit. Stay low to the floor as you try to exit.

Personal Emergencies
Unless you feel threatened, stay with the victim until emergency personnel arrive. Avoid contact with bodily fluids. Stay calm and try to minimize panic. If the person is conscious, ask if he/she is a High School student (if so, include this information in your 911 call).

Emergency Procedures Revised: April 4, 2012


Cell phone backup to 711 Campus Safety & Security:
828-514-7025

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