10106103Records Management
Course Information
Description
Fundamentals of managing the record life cycle; alphabetic, numeric, subject and geographic filing; supplies and equipment; charge-out procedures; retention schedules; transfer methods; control measurements; imaging systems. Follows recommendations of the Association of Records Managers and Administrators.
Total Credits
2
Course Competencies
  1. Explain the field of Records Management
    Assessment Strategies
    by answering written questions relating to the field of records management
    Criteria
    you examine how records are classified and used in an office
    you compare early and modern records management operations
    you summarize relevant legislation that affects records management
    you examine the management functions necessary to operate a records management program effectively
    you explore possible careers in records management

  2. Apply indexing rules for alphabetic filing.
    Assessment Strategies
    by indexing documents using alphabetic filing procedures
    by coding documents using alphabetic filing procedures
    by arranging documents using alphabetic filing procedures
    Criteria
    you index personal and business names following the alphabetic filing rules
    you code personal and business names following the alphabetic filing rules
    you arrange personal and business names following the alphabetic filing rules
    you apply alphabetic filing procedures
    you prepare cross-references for personal and business names
    you arrange cross-references for personal and business names

  3. Analyze correspondence records storage
    Assessment Strategies
    by selecting equipment and supplies to set up an alphabetic filing system
    by justifying the selection of equipment and supplies
    Criteria
    you explain terms used in correspondence records management systems
    you identify the basic types of equipment and supplies for correspondence records storage
    you explain considerations for selecting storage equipment and supplies
    you summarize the advantages and disadvantages of the alphabetic method of records storage
    you examine six types of information that should be determined before selection and design of an alphabetic records system
    you explain how color can be used in correspondence records storage

  4. Apply procedures for storing correspondence
    Assessment Strategies
    by completing correspondence tasks
    Criteria
    you inspect correspondence
    you index correspondence
    you code correspondence
    you sort correspondence
    you cross-reference correspondence

  5. Demonstrate records retention, retrieval, requisition, charge-out, and transfer
    Assessment Strategies
    by answering questions relating to records, retention, retrieval, and transfer
    Criteria
    you explain the use of a records retention schedule
    you explain retrieval, requisition, charge-out and follow-up procedures
    you explain records activity, two transfer methods, and transfer procedures
    you examine records center control procedures
    you summarize records center software

  6. Apply indexing rules for subject filing
    Assessment Strategies
    by indexing documents using subject filing
    by coding documents using subject filing
    by arranging documents using subject filing
    Criteria
    you summarize subject records management
    you give examples of situations and records appropriate for subject records management
    you summarize advantages and disadvantages of storing and retrieving records by subject
    you compare the dictionary and encyclopedic subject file arrangements
    you examine the guides, folders, and labels used for subject records storage
    you describe four indexes and their use for subject records management

  7. Apply indexing rules for geographic filing
    Assessment Strategies
    by indexing documents using geographic filing procedures
    by coding documents using geographic filing procedures
    by arranging documents using geographic filing procedures
    Criteria
    you explain the need for geographic records management
    you identify the kinds of businesses that might use the geographic method of storage
    you summarize the advantages and disadvantages of geographic records management
    you compare dictionary and encyclopedic arrangements of geographic records
    you explain the differences between the lettered guide plan and the location name guide plan
    you examine an arrangement of guides and folders in the geographic storage method
    you explain the use of an alphabetic index in the geographic storage method
    you examine how indexing and coding for the geographic storage method differs from indexing and coding for the alphabetic storage method
    you summarize the types of cross-references used in the geographic storage method and how they are stored
    you examine the effect that e-commerce is likely to have on geographic records storage

  8. Apply indexing rules for numeric filing
    Assessment Strategies
    by indexing documents using numeric filing procedures
    by coding documents using numeric filing procedures
    by arranging documents according to numeric filing procedures
    Criteria
    you summarize numeric records management and lists three reasons for its use
    you give examples of businesses that use numbers to locate records
    you examine the basic components of a consecutive numbering methods
    you explain the storage and retrieval procedures for a consecutive numeric method
    you examine how to convert an alphabetic records arrangement to a consecutive numeric records arrangement
    you compare and contrast consecutive, terminal-digit, and middle-digit numeric storage
    you summarize the advantages and disadvantages of consecutive numeric records storage
    you summarize chronologic records storage and explains its use
    you compare and contrast block-numeric, duplex-numeric, decimal-numeric, and alphanumeric coding
    you explain how computer indexes and database software can be used with numeric records management

  9. Select appropriate image medias for varied applications
    Assessment Strategies
    by determining the appropriate image media or media system to use in a given list of applications
    Criteria
    you identify uses for image records in organizations
    you summarize four types of microforms
    you examine four factors related to microfilm quality
    you summarize microfilming procedures
    you summarize microfilming equipment
    you summarize microfilm processing and duplicating equipment and commercial imaging services
    you examine microform storage, retrieval, and storage environments
    you examine integrated image systems
    you summarize records retention for image records
    you explain how software can be used in image records systems

  10. Adapt electronic records to records management principles
    Assessment Strategies
    by preparing a list of issues that will affect access
    by preparing a list of issues that will affect retrieval of electronic records
    by preparing a list of issues that will affect long-term retention of electronic records
    Criteria
    you summarize electronic record and identify uses of electronic records
    you summarize types of magnetic and optical media
    you analyze the systems concept as it relates to electronic records systems
    you examine indexing and retrieving electronic records
    you examine electronic records issues related to records retention--duplicate records, media compatibility and stability, access, and electronic mail
    you examine types of storage equipment for active and inactive electronic records
    you summarize electronic records retention
    you explain the need for electronic records system and network security
    you summarize the need for records and information management software for electronic records
    you examine emerging technologies

  11. Investigate security issues related to records management
    Assessment Strategies
    by submitting cost analysis
    by preparing a list of emerging technologies
    in classroom discussion
    Criteria
    cost analysis includes the possible costs in recovery of data
    cost analysis includes the cost of replacing lost or stolen items
    list includes emerging technologies for security of information
    you explore the impact of keeping confidential records secure
    you discuss cases in which companies have leaked confidential information