COURSE INFORMATION

Learner Competencies and Outcomes

Upon completion of this course module, the student will be able to:

  1. Identify the type of records to be stored.
  2. Determine filing equipment and supplies needed.
  3. Identify rules and techniques used in preparing documents for filing (indexing, inspecting, cross-referencing, coding, and sorting).
  4. File documents by the alphabetic, numeric, subject, geographic, chronological, and color-coded methods.
  5. Retrieve documents from files.
  6. Identify and apply automated techniques for records management.
  7. Identify laws relating to records (copyright, confidentiality).
  8. Input, edit, search, update, sort, save and print database files.
  9. Identify the life cycle of each type of stored record from creation through disposal.
  10. Differentiate between the automated, mechanical, and manual means of managing records.
  11. Identify records management terms.

Outline

I.           THE FIELD OF RECORDS MANAGEMENT

                A.          Records
                B.          History and Legislation of Records Management
                C.         Career Opportunities in Records Management

II.           ALPHABETIC STORAGE AND RETRIEVAL OF RECORDS              

                A.         Alphabetic Indexing Rules for Personal and Business Names
                B.         Subjects within an Alphabetic Arrangement
                C.         Alphabetic Card Filing
                D.         Alphabetic Indexing Rules for Computer Databases
                E.         Alphabetic Correspondence Records Storage
                F.         Subject, Numeric and Geographic Storage and Retrieval of Records

III.         NUMERIC, SUBJECT, GEOGRAPHIC, CHRONOLOGICAL, COLOR CODED STORAGE AND RETRIEVAL OF RECORDS

                  A.         Numeric
                  B.         Subject
                  C.         Geographic
                  D.         Chronological
                  E.          Color Coded

IV.         RECORDS STORAGE MANAGEMENT

                  A.           Charge-out Procedures of Records
                  B.           Retention Schedule of Records
                  C.           Transfer Methods of Records Storage
                  D.           Disposition of Records

V.           RECORDS MANAGEMENT TECHNOLOGY

                  A.           Automated Records System
                  B.           Microimage Records

VI.         CONTROL OF RECORDS

                  A.           The Control Process in Records Management
                  B.           Guidelines for Evaluating Records Management Programs
                  C.           Methods of Controlling Paperwork
                  D.           Controlling Records in the Small Office

VII.     RECORDS MANAGEMENT PROJECTS SIMULATION

                  A.           Manual Projects
                  B.           Database Projects

 

General Education Competencies

Students should prepare for twenty-first century challenges by gaining: 

1. Knowledge of human cultures and the physical and natural worlds through study in the sciences and mathematics, social sciences, humanities, histories, languages, and the arts.

2. Intellectual and practical skills, including

3. Personal and social responsibility, including

4. Integrative and applied learning, including synthesis and advanced accomplishment across general and specialized skills.