Description:

Methods for developing and controlling an office records management program will be discussed. Selection of equipment for active and inactive records will be covered, along with procedures for document, card and special records; microrecords; mechanized and automated records; and records storage, retention and transfer. Upon successful completion of this course, the student should be able to file documents using alphabetic, subject, consecutive numeric, terminal digit numeric and geographic filing systems using requisition charge out and transfer procedures. The student should be able to create a computer database for records management; enter, modify and delete records; print reports; and determine disposition of records filed alphabetically, numerically, by subject and geographically. The course will cover the identification of evaluation methods and standards for both staff and programs in a records management department. 3 hrs./wk.

Supplies: Refer to the instructor's course syllabus for details about any supplies that may be required.

Prerequisites: NONE

Textbook(s): For information see - http://bookstore.jccc.net

Course Fees: NONE

Course Objectives:

Upon successful completion of this course the student should be able to:

1. Explain the history of records management.
2. Discuss the organization and operation of records management programs.
3. Define records management terminology.
4. Identify and explain the methods of records storage: alphabetic, numeric, geographic and subject.
5. Identify supplies needed for filing records.
6. Identify proper filing procedures for records, including cross-referencing.
7. Explain the various systems used to automate and image records.
8. Discuss the control of records systems.

Content Outline & Competencies:

I. Introduction to Records Management
   A. Describe how records are classified and used in an office.
   B. Compare early and modern records management operations.
   C. Discuss relevant legislation that affects records management.
   D. Describe the management functions necessary to operate a records
management program effectively.
   E. Identify possible careers in records management.

II. Alphabetic Records
   A. Explain the necessity for indexing rules in alphabetic storage of
names and the importance of following these rules consistently.
   B. Index, code, and arrange personal and business names in indexing
order of units.
   C. Index, code, and arrange minor words and symbols in business names.
   D. Index, code, and arrange personal and business names with
punctuation and possessives.
   E. Index, code, and arrange personal and business names with single
letters and abbreviations.
   F. Index, code, and arrange personal and business names with titles and
suffixes.
   G. Apply alphabetic and filing procedures.
   H. Prepare and arrange cross-references for personal and business
names.
   I. Index, code, and arrange personal and business names with articles
and particles.
   J. Index, code, and arrange personal and business names with numbers.
   K. Index, code, and arrange the names of organizations and
institutions.
   L. Index, code, and arrange personal and business names that are
identical.
   M. Index, code, and arrange government names.
   N. Prepare and arrange cross-references for business names.
   O. Select appropriate subject categories to be used within an
alphabetic arrangement.
   P. Index, code, and arrange personal and business names using computer
software.

III. Computer Applications — Alphabetic Rules
   A. Describe how ASCII values affect computer sorting.
   B. Analyze and adjust filing segments for input into computer
application software.
   C. Identify computer application software that performs alphabetic
sorting.
   D. Identify current computer trends in records management.

IV. Records Storage
   A. Explain the terms used in records storage systems.
   B. Identify the basic types of equipment and supplies for
correspondence records storage.
   C. Describe the criteria for selecting storage equipment and supplies.
   D. Explain the necessity for careful selection and design of an
alphabetic records storage system.
   E. Explain how color can be used in records storage.
   F. Apply the six procedures for storing records.
   G. Explain how a tickler file is used.
   H. Identify techniques to find lost or misfiled records.

V. Records Retention, Retrieval, and Transfer
   A. Explain the use of a retention schedule.
   B. Explain requisition, retrieval, charge-out and follow-up
procedures.
   C. Explain the classifications of records, two transfer methods, and
transfer procedures.
   D. Describe records center control procedures.
   E. Describe how bar codes can be used when retrieving records.

VI. Subject Records
   A. Define the subject records storage method.
   B. Explain when the subject records storage method is needed.
   C. List advantages and disadvantages of filing by subject.
   D. Describe the dictionary and encyclopedic subject file arrangements.
   E. List the supplies needed for subject records storage.
   F. Describe four indexes used in the subject filing method.
   G. Prepare a relative index.
   H. Prepare a computer generated index.
   I. Store and retrieve records by the subject method.
   J. Index, code, and arrange subject files using computer software.

VII. Numeric Records
   A. List reasons for storing records by a numeric method.
   B. List and describe the basic components of the consecutive numeric
storage method.
   C. Describe the procedures for storing records by the consecutive
numbering method.
   D. Describe the conversion process from alphabetic storage arrangement
to consecutive numeric storage arrangement.
   E. State the advantages and disadvantages of consecutive numeric
records storage.
   F. Explain the differences between consecutive and nonconsecutive
numbering storage methods.
   G. Explain how to sort numeric records for consecutive, terminal-digit,
and middle-digit storage.
   H. Describe how records are stored chronologically.
   I. Describe block numeric coding.
   J. Explain duplex-numeric, decimal-numeric, and alphanumeric coding.
   K. Describe trends in computer numeric data storage and manipulation.
   L. Index, code, and arrange numeric files using computer software.
 
VIII. Geographic Records
   A. Explain the need for geographic records storage.
   B. Name the kinds of businesses that might use the geographic records
storage methods.
   C. List advantages and disadvantages of the geographic records storage
method.
   D. Compare the differences between the dictionary and encyclopedic
arrangements of geographic records.
   E. Explain the differences between the lettered guide plan and the
location name guide plan.
   F. Describe an arrangement of guides and folders in the geographic
storage method.
   G. Explain the use of an alphabetic index in the geographic records
storage method.
   H. Describe how indexing and coding for the geographic records storage
method differ from indexing and coding for the alphabetic records storage
method.
   I. List the types of cross-references used in the geographic records
storage method and how they are stored.
   J. Describe what effect the Internet is likely to have on geographic
records storage.
   K. Index, code, and arrange geographic files using computer software.
   
IX. Automated Records
   A. Explain how computer technology promotes a systems approach for
records management.
   B. Describe the components of the five phases of a computer system:
input, processing, output, control, and feedback.
   C. Compare a stand-alone automated records system with a local area
network and a wide area network.
   D. Explain why standard records procedures are essential to the
management and protection of electronic records.

X. Imaged Records
   A. Compare a microfilm system with a computer optical disk imaging
system.
   B. Describe and compare four types of microforms: roll film,
microfiche, microfilm jacket, and aperture card.
   C. Describe methods of improving microfilm quality and safeguarding the
storage environment.
   D. Discuss the benefits of using an integrated imaging system.
   E. Identify advantages of using a hybrid imaging system.
   F. Discuss three major stages of an image system.

XI. Records Management Control
   A. Define control as a management function.
   B. Identify the essentials of a records management program.
   C. Explain how the records inventory, records retention schedule,
records audit, disaster prevention and recovery plan, and the records
management manual function as tools in controlling a records program.
   D. Describe the roles of efficiency, cost, and performance controls in
controlling the records program.
   E. Identify the major costs of records management programs and ways to
control these costs.
   F. State the objectives of a forms control program.
   G. Create a well-designed form using word processing software.
   H. Identify principal costs involved in producing correspondence and
suggest methods of reducing such costs.
   I. Explain how to control copymaking costs.
   J. Describe multifunctional equipment/products and integrated document
management systems and how they can reduce costs.

Methods of Evaluation of Competencies:

Evaluation of student mastery of course competencies will be accomplished using the following methods:

Theory Tests                     50% of grade   
Finding Tests                    20% of grade   
Apps, Reports and Office Visit   20% of grade   
Computer Applications            10% of grade   
                                100%

   Grading Criteria:
   90 - 100% = A
   80 -  89% = B
   70 -  79% = C
   60 -  69% = D
    0 -  59% = F

Caveats: NONE

Disabilities:

If you are a student with a disability, and if you will be requesting accommodations, it is your responsibility to contact Access Services. Access Services will recommend any appropriate accommodations to your professor and his/her director. The professor and director will identify for you which accommodations will be arranged.

JCCC provides a range of services to allow persons with disabilities to participate in educational programs and activities. If you desire support services, contact the office of Access Services for Students With Disabilities (913) 469-8500, ext. 3521 or TDD (913) 469-3885. The Access Services office is located in the Success Center on the second floor of the Student Center.