NORTH CENTRAL TEXAS COLLEGE
COURSE SYLLABUS
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Course Title:
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Records and Information Management
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Course Prefix & Number:
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POFT
1319
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Section Number:
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340
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Semester/Year:
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SP20
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Semester Credit Hours:
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3
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Lecture Hours:
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48
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Lab Hours:
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Course Description (NCTC Catalog):
Introduction to basic records information management filing systems including manual and electronic filing.
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Course Prerequisite(s): None
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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 Course materials/books that are needed can be purchased at the NCTC Bookstore or directly online at Cengagebrain.com.
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INSTRUCTOR INFORMATION
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Name of Instructor:
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Tamara Brooks Miller
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Campus/Office Location:
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Corinth/Online
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Telephone Number:
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Google Hangouts - https://hangouts.google.com/group/ewb4ZZhpiEVctfxA9
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E-mail Address:
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tnbrooks@nctc.edu
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OFFICE HOURS
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Monday
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Tuesday
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Wednesday
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Thursday
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Friday
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Online
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6:30pm-8:30pm
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STUDENT LEARNING OUTCOMES (From Academic Course Guide Manual/Workforce Education Course Manual/NCTC Catalog
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At the successful completion of this course the student will be able to:
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LO1
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Identify the stages in the life cycle of a record.
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LO2
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File and retrieve records using filing systems
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LO3
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Differentiate between manual and electronic filling.
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GRADING CRITERIA
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Graded Course Elements
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Percentage or Point Values
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Chapter Assignments
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10%
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Simulation Jobs
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20%
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Chapter Quizzes
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20%
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Exams
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30%
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Final Project/Exam
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20%
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GENERAL TOPIC & SUBJECT MATTER:
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Records Management
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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.
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The RIM Environment
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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.
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Alphabetic Indexing – Rules 1 – 4
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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.
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Alphabetic Indexing – Rules 5 – 8
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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.
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Alphabetic Indexing – Rues 9 – 10
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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,
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prepare and cross- reference business names, sort personal, business, organization, and institution names.
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Alphabetic Records
Management, Equipment, and
Procedures
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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.
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Storing, Retrieving, and Transferring Records
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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.
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Storing, Retrieving, and Transferring Records
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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.
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Subject Records Management
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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.
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Numeric Records Management
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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 blocknumeric, duplex-numeric, decimal-numeric and alphanumeric coding.
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Geographic Records Management
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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
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ATTENDANCE POLICY
Regular and punctual attendance is expected of all students in all classes for which they have registered. All absences are considered to be unauthorized unless the student is absent due to illness or emergencies as determined by the instructor. It is the student responsibility to provide documentation as to the emergency for approval and judgement by the faculty member. Approved college sponsored activities are the only absences for which a student should not be held liable and only when provided by a college official ahead of the absence. Valid reasons for absence, however, do not relieve the student of the responsibility for making up required work. Students will not be allowed to make up an examination missed due to absence unless they have reasons acceptable to the instructor. A student who is compelled to be absent when a test is given should petition the instructor, in advance if possible, for permission to postpone the exam. Student will be dropped from a class by the Registrar upon recommendation of the instructor who feels the student has been justifiably absent or tardy a sufficient number of times to preclude meeting the course’s objectives. Persistent, unjustified absences from classes or laboratories will be considered sufficient cause for College officials to drop a student from the rolls of the College. From Board Policy FC (LOCAL)
Last day to withdraw from a course with a “W” is April 24, 2020.
Additional Attendance Information:
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 subm it your assignments and quizzes will not be available.
Course Success Tip: Stay current in your work, log in often, check announcements for any special notes, and keep your personal information (email and phone number) up-to-date.
DISABILITY SERVICES (Office for Students with Disabilities)
The Office for Students with Disabilities (OSD) provides support services for students with disabilities, students enrolled in technical areas of study, and students who are classified as special populations (i.e. single parents).
Support services for students with disabilities might include appropriate and reasonable accommodations, or they may be in the form of personal counseling, academic counseling, career counseling, etc. Furthermore, OSD Counselors work with students to encourage selfadvocacy and promote empowerment. The Counselors also provides resource information, disability-related information, and adaptive technology for students who qualify.
CORE CURRICULUM FOUNDATIONAL COMPONENT AREA (For classes in the Core)________
- Communication
- Mathematics o Government/Political Science
- Life and Physical Science o Social and Behavioral Sciences
- Language, Philosophy & Culture o Component Area Option
- Creative Arts
- American History
REQUIRED CORE OBJECTIVES (For classes in the Core)
- Critical Thinking
- Communication
- Empirical and Quantitative
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- Teamwork
- Personal Responsibility
- Social Responsibility
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COURSE TYPE
- Academic General Education Course (from ACGM but not in NCTC Core)
- Academic NCTC Core Curriculum Course
x WECM Course
STUDENT HANDBOOK
Students are expected to follow all rules and regulations found in the student handbook and published online.
ACADEMIC DISHONESTY
Scholastic dishonesty shall include, but is not limited to cheating, plagiarism, academic falsification, intellectual property dishonesty, academic dishonesty facilitation and collusion. Faculty members may document and bring charges against a student who is engaged in or is suspected to be engaged in academic dishonesty. See Student Handbook, “Student Rights & Responsibilities: Student Conduct ([FLB(LOCAL)]”.
Consequences for academic dishonesty may include:
- First offense-written warning
- Second Offense-Fail the class
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.
QUESTIONS, CONCERNS, or COMPLAINTS
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Name of Chair/Coordinator:
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Dr. Cherly Furdge, Division Chair
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Office Location:
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Corinth Campus, Suite 239 Room 234
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Telephone Number:
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940-498-6238
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E-mail Address:
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cfurdge@nctc.edu
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Name of Instructional Dean:
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Debbie Huffman
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Office Location:
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Gainesville CTC, 2106
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Telephone Number:
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940-668-3357
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E-mail Address:
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dhuffman@nctc.edu
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