POFT 1319 340 - RECORDS AND INFORMATION MANAGEMENT

Introduction

POFT1319 Records Management

NORTH CENTRAL TEXAS COLLEGE

COURSE SYLLABUS

Course Title: Records and Information Management I
Course Prefix & Number: POFT1319	Section Number: 340	Term Code: 2017SPSP
Semester Credit Hours: 3	Lecture Hours: 48	Lab Hours:
Course Description (NCTC Catalog): Introduction to basic records information management filing systems including manual and electronic filing.
Course Prerequisite(s): None
Course Type:
o - Academic General Education Course (from Academic Course Guide Manual but not in NCTC Core) o - Academic NCTC Core Curriculum Course x - WECM Course

Name of Instructor:	Kay Hamilton
Campus/Office Location:	Corinth Campus
Telephone Number:	940-498-6282
E-mail Address:	khamilton@nctc.edu

Name of Dean:	Dr. Cherly Furdge, Department Chair
Office Location:	Corinth Campus, Room 239
Telephone Number:	940-498-6238
E-mail Address:	cfurdge@nctc.edu

REQUIRED COURSE MATERIALS

Textbook: Read Judy - Bundle: Records Management Simulation, 10th + LMS Integrated for MindTap® Office Technology, 1 term (6 months) Printed Access Card, ISBN:| 9781305699137 – include e-book.

All POFI2331 Course materials/books that are needed can be purchased at the NCTC Bookstore or directly online at Cengagebrain.com.

COURSE REQUIREMENTS, EVALUATION METHODS AND GRADING CRITERIA

# of Graded Course Elements	Graded Course Elements	Percentage or Points Values
13	Chapter Assignments	10%
13	Simulation Jobs	20%
13	Review Quizzes	10%
13	Discussion Forums	10%
2	Exams	30%
1	Final Project or Exam	20%

GRADING POLICY:

Letter grades for this course will be assigned in accordance with NCTC standard grading policy.

A 90%-100% D 60%-69%

B 80%-89% F 0-59%

C 70%-79%

INSTITUTIONAL LEARNING GOALS

A quality general education curriculum in all associate degree
Quality freshman and sophomore level courses in arts and sciences which parallel the lower division offerings of four-year colleges and

x Quality technical programs leading directly to careers in semi-skilled and skilled occupations, and quality technical education programs up to two years in length leading to certificates and associate degrees.

Quality programs and services in support of adult literacy and basic skills development as a mean of workforce enhancement and expanding access to higher

PROGRAM PURPOSE STATEMENT

NCTC seeks to implement its goal of providing quality technical programs leading directly to careers in semi-skilled and skilled occupations, and quality technical education programs up to two years in length leading to certificates and associate degrees by offering a coherent sequence of courses with appropriate breadth and depth to prepare students for success in the workforce.

DEPARTMENTAL PURPOSE STATEMENT

The Office Systems Technology department provides quality courses in office systems technology that will prepare students for employment and advancement in today’s technology intense workplace. Through this preparation, students will have the opportunity to transfer to 4 year universities to continue their education in Applied Sciences.

STUDENT LEARNING OUTCOMES

Identify the stages in the life cycle of a record; File and retrieve records using filing systems; Differentiate between manual and electronic filing

GENERAL DESCRIPTION OF SUBJECT MATTER FOR EACH LECTURE/DISCUSSION

Topic	General Description of Subject Matter
Records Management	Students will discuss the reasons that businesses and individuals need records and information, identify records, record type and value of the record to an organization, describe the life cycle of records and information, and identify the various kinds of physical and electronic record formats.
The RIM Environment	Students will identify and define electronic business activities, define records and information programs for managing records, identify common problems and challenges for records systems, describe the legal considerations and relevant legislation impacting records and information management, and explore possible careers in records management, and understand the role of professional organizations for records and information management: ARMA International and AIIM.

Alphabetic Indexing—Rules 1-4	Students will explain the need for indexing rules in alphabetic storage of records and the importance of following these rules consistently, index, code, and arrange personal and business names in indexing order of units, minor words and symbols in business names, names with punctuation and possessives, names with single letters and abbreviations, apply alphabetic filing procedures, prepare and arrange cross-references for personal and business names, sort personal and business names.
Alphabetic Indexing—Rules 5-8	Students will index, code, and arrange personal and business names with titles and suffixes, personal and business names with articles and particles, business names with numbers, names of organizations and institutions, apply alphabetic filing procedures, prepare and cross- reference business names, sort personal, business, organization, and institution names.
Alphabetic Indexing—Rules 9-10	Students will index, code, and arrange personal and business names that are identical, government names, apply alphabetic filing procedures, prepare, arrange, and sort cross-references for foreign business and government names, and select appropriate subject categories to be used within an alphabetic arrangement.
Alphabetic Records Management, Equipment, and Procedures	Students will explain terms used in physical document records management systems, Identify the basic types of equipment and supplies for physical document records storage, explain considerations for selecting storage equipment and supplies, discuss the advantages and disadvantages of the alphabetic method of records storage, describe types of information that should be determined before selection and design of an alphabetic records system, and explain how color can be used in correspondence records storage, apply procedures for storing correspondence.
Storing, Retrieving, and Transferring Records	Students will explain the importance of developing and implementing a records retention program, list the four values of records, describe each value, and provide an example of each value, discuss the records inventory, describe a records retention schedule and explain its purpose, discuss manual and automated retrieval procedures, list reasons for transferring records, discuss types of records center control files, and list capabilities of typical records center software.
Subject Records Management	Students will define subject records management, list advantages and disadvantages of storing and retrieving records by subject, compare dictionary and encyclopedic subject file arrangements, describe the guides, folders, and labels used, describe four indexes and their use, and list the steps used when storing and retrieving records.
Numeric Records Management	Students will Define numeric records management and list three reasons for its use, describe the components of a consecutive numbering storage method and procedures for this method, describe how to convert an alphabetic records arrangement to a consecutive numeric records arrangement, list advantages and disadvantages of consecutive numeric records storage, compare and contrast consecutive, terminal-digit, and middle digit numeric records storage, define chronologic records storage and explain it use, compare and contrast block-numeric, duplex-numeric, decimal-numeric and alphanumeric coding.
Geographic Records Management	Students will Explain the need for geographic records management and the kinds of organizations that might use this method, Describe the geographic records storage method and procedures for this method, Explain the use of an alphabetic index in the geographic storage method, describe the types of cross-references used in the geographic

	storage method and how they are stored, and describe how files are arranged using compass terms and how this method differs from general alphabetic filing.
Electronic Records File Management	Students will describe each stage of the electronic records life cycle, describe classifying electronic records using metadata, taxonomies, and file plans, discuss retention and disposition of active and inactive electronic records, describe electronic database elements and how to locate information in a database, and describe how databases can be used in records management and e-commerce.
Electronic and Image Records Management	Students will define electronic record and image methods, Define magnetic, optical, and solid state media and list two types of each media, discuss records safety and security, explain managing information on mobile devices, explain the advantages and disadvantages of bring your own device (BYOD) policy for organizations, list and describe four factors related to microfilm quality, discuss microfilming processes and image records retention.
Electronic Records Management Tools and Processes	Students will define electronic content and types of repositories, describe the advantages of using cloud computing, discuss the advantages and disadvantages of using Microsoft SharePoint. Describe how ECM tools must meet business wants and RIM requirements, list business processes for electronic and physical records, and simulate the use of an ECM system, using metadata and file plan.
Managing a RIM Program	Students will discuss information governance, list five duties and responsibilities of a records and information management (RIM) manager, Discuss goals and objectives of the RIM program, list four components of a RIM program, list actions taken to implement a retention schedule, define and describe the purpose of a records audit, describe two ways in which to create a form, explain the phases of a disaster recovery plan, discuss social media use in organizations.

Last day to Withdraw

For the Spring 2018 semester, the last day to withdraw from a course with a “W” is April 5, 2018.

Student Rights & Responsibilities

NCTC Board policy FLB (Local) Student Rights and Responsibilities states that each student shall be charged with notice and knowledge of the contents and provisions of the rules and regulations concerning student conduct. These rules and regulations are published in the Student Handbook published in conjunction with the College Catalog.

Scholastic Integrity

Scholastic dishonesty shall constitute a violation of college rules and regulations and is punishable as prescribed by Board policies. Scholastic dishonesty shall include, but not be limited to cheating on a test, plagiarism, and collusion.

See Student Handbook “Student Rights & Responsibilities: Student Conduct [FLB (LOCAL)]” #20 on page 175.

STUDENT SUPPORT SERVICES

Disability Services (OSD)

The Office for Students with Disabilities (OSD) provides accommodations for students who have a documented disability. A disability is anything that can interfere with learning, such as a learning disability, psychological challenge, physical illness or injury. Accommodations may include extra time on tests, tests in a distraction reduced environment, volunteer note taker in class, etc.

On the Corinth Campus, go to room 170 or call 940-498-6207. On the Gainesville Campus, go to room 110 in the Administration (100) Building or call 940-668-4209. Students on the Bowie, Graham, Flower Mound, and online campuses should call 940-668-4209 to arrange for an intake appointment with OSD.

North Central Texas College is on record as being committed to both the spirit and letter of federal equal opportunity legislation, including the Americans with Disabilities Act (ADA) of 1990, ADA Amendments Act of 2009, and Section 504 of the Rehabilitation Act of 1973 (P.L. 93-112). http://www.nctc.edu/StudentServices/SupportServices/Disabilityservices.aspx

Early Alert and CARES

The NCTC Early Alert program has been established to assist students who are at risk of failing or withdrawing from a course. Your instructor may refer you to this program if you are missing assignments, failing tests, excessively absent, or have personal circumstances impacting your academic performance. If submitted as an Early Alert you will be notified via your NCTC e-mail address and then contacted by a Counseling and Testing advisor or counselor to discuss possible strategies for completing your course successfully.

The NCTC CARES (Campus Assessment Response Evaluation Services) Team addresses behavior which may be disruptive, harmful or pose a threat to the health and safety of the NCTC community-such as stalking, harassment, physical or emotional abuse, violent or threatening behavior, or self-harm. As a student, you have the ability to report concerning behavior which could impact your own safety or the safety of another NCTC student. Just click the NCTC CARES Team logo posted on MyNCTC, or send an e-mail toCARESTeam@nctc.edu. As always, if you feel there is an immediate threat to your own safety or welfare (or to another student), please call 911 immediately.

Support Services

Counseling and Testing staff offer a variety of services to current and prospective students, such as College 101, placement testing, academic advising and course registration, transfer assistance, and College Success seminars (Time Management, Study Skills, Test Anxiety, Choosing a Major, Learning Style Strategies, Career Exploration), and much more. http://www.nctc.edu/StudentServices/CounselingTesting.aspx

Student Success offers academic coaching, tutoring, including a Writing Center, a Math Lab, free 24/7 online tutoring through Grade Results and assist new students acclimate to college by providing computer lab services for prospective students. First generation students can also participate in TRIO which offers specialized support services. http://www.nctc.edu/StudentServices/SupportServices.aspx

Financial Aid offers financial resources for students that qualify, visit the financial aid offices for more information. http://www.nctc.edu/FInancialAidHome.aspx

Student Success Center

The Student Success Center is designed to help all students at NCTC develop tools to achieve their academic goals. The center links students to FREE tutoring, including a Writing Center, a Math Lab, and free online tutoring in the evening. The program helps students acclimate to college by providing students free interactive workshops. For more information, please visit your nearest Student Success Center.

Financial Aid, Scholarships, and Veterans Services

The Financial Aid Office is responsible for administering a variety of programs for students who need assistance in financing their education. The first step for financial aid is to complete a FAFSA. For more information, please visit your nearest Financial Aid Office.

Tobacco-Free Campus

NCTC restricts the use of all tobacco products including cigarettes, cigars, pipes and smokeless tobacco on campus property.

ATTENDANCE POLICY

In lieu of classroom attendance, the following will constitute the course attendance policy: Each student is expected to log in at least three times a week and complete weekly assignments to constitute regular attendance. Failure to log in for two successive weeks will be cause for concern and grounds to be dropped from the course. (Please note: A monitoring

tool is available to the instructor. It monitors student log- ins, providing dates, times and length of time online. This tool will be used to determine if students are logging in on a weekly basis.)

This online course requires dedication and effort on your part. You must set aside time each week to do your assignments. You should expect to spend 10 to 12 hours each week on this course. This may sound like a lot of time, but if you were taking this course in a traditional classroom, you would be in the classroom four hours a week with an additional nine to twelve hours spent on homework. It is very easy to fall behind and it is difficult to catch up on missed work! In addition, once the due date has passed, you will no longer be able to submit your assignments and quizzes will not be available.

Course Success Tip: Stay current in your work, log in often, check announcements for any special notices, and keep your personal information (email and phone number) up-to-date.

OTHER PERTINENT INFORMATION

All course work is available via the Internet through NCTC’s CANVAS Learning Management System. Access CANVAS at https://nctc.instructure.com/login Please go to https://nctc.instructure.com/login and bookmark (save to favorites) this site. It is not necessary to access CANVAS through the NCTC
It is the student’s responsibility to check the Course website and his or her course mail at least three times
If a student should experience problems accessing the course material in CANVAS OR sending/receiving course mail, it is the student’s responsibility to notify the instructor
Assignments are due on the assigned date. All weekly assignments are due before midnight on the following Sunday and due dates are clearly identified for each chapter in The instructor may not be available to answer questions from Friday after 3pm to 8am Monday. There will be no late assignments accepted period.
Each student should have an email account through their ISP or an Internet email account such as Hotmail or Gmail to aid in course
Student data files may downloaded from the textbook publisher’s Website. See instructions under Course information in CANVAS. A CD is also located inside the back cover of the
Expect to spend 10 to 15 hours a week working in this course, the same amount of time it would take to attend and complete the assignments for an on-campus
Assignments are due as Students are required to complete 75% of all assignments and exams to receive a passing grade in this course.
The instructor reserves the right to change course assignments, grading policies, and assignment schedules at any
Emails will be answered within 24 hours Monday through noon on After noon on Friday through Sunday, they will be answered after 8am on Monday.

Workforce Education Program Elements (SCANS Skills)

The Secretary’s Commission on Achieving Necessary Skills (SCANS) conducted extensive research and interviews and determined that “workplace know-how” consists of two elements: foundations skills and workplace competencies. Upon successful completion of the courses in this program, students will have demonstrated the following competencies:

(1) Foundation Skills

Basic Skills: A worker must (i) read, (ii)write, (iii) perform arithmetic and mathematical operations, (iv) listen, and (v) speak

Thinking Skills: A worker must (i) think creatively, (ii) make decisions, (iii) solve problems, (iv) visualize, (v) know how to learn, and (vi) reason

Personal Qualities: A worker must display (i) responsibility, (ii) self-esteem, (iii) sociability, (iv) self-management, (v) integrity, and (vi)

(2) Workplace Competencies

Resources: A worker must identify, organize, plan, and allocate resources effectively. This includes (i) time, (ii) money, (iii) material and facilities, and (iv) human

Interpersonal Skills: A worker must work with others effectively to (i) participate as a member of a team, (ii) teach others new skills, (iii) serve clients/customers, (iv) exercise leadership, (v) negotiate, and (vi) work with

Information: A worker must be able to (i) acquire and use information, (ii) organize and maintain information, (iii) interpret and communicate information and (iv) use computers to process

Systems: A worker must understand complex interrelationships as in (i) understanding systems, (ii) monitor and correct performance, and (iii) improve and design

Technology: A worker must be able to work with a variety of technologies, e.g. (i) select technology, (ii) apply technology, and (iii) maintain and troubleshoot