SRJC Course Outlines

4/17/2024 1:23:19 AMBOT 59.2 Course Outline as of Fall 2000

Changed Course

Discipline and Nbr:  BOT 59.2Title:  BUS RECORDS SKILLS  
Full Title:  Business Records Skills
Last Reviewed:10/4/2010

UnitsCourse Hours per Week Nbr of WeeksCourse Hours Total
Maximum4.00Lecture Scheduled4.0017.5 max.Lecture Scheduled70.00
Minimum4.00Lab Scheduled017.5 min.Lab Scheduled0
 Contact DHR0 Contact DHR0
 Contact Total4.00 Contact Total70.00
 Non-contact DHR2.00 Non-contact DHR Total35.00

 Total Out of Class Hours:  140.00Total Student Learning Hours: 245.00 

Title 5 Category:  AA Degree Applicable
Grading:  Grade Only
Repeatability:  00 - Two Repeats if Grade was D, F, NC, or NP
Also Listed As: 

Catalog Description:
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Twenty-first century workforce skills designing and developing systems for organizing information and materials.  Study and application of filing rules for manual and computerized records systems.  Practical work covering alphabetic, numeric, geographic, and subject filing systems and procedures including selection of equipment and supplies.  Includes instruction in the creation and use of computerized database software, covering topics such as maintenance, protection, and disposition of computerized records.  Specialized functions such as CD-ROM, micrographics, off-site storage options, and records storage and legal issues will also be covered.  Integration of workplace competencies and foundation skills in this course form a solid basis for the Business Office Technology Department Certificate/Degree Programs.

BOT 172 and BOT 65.5; OR BOT 172 and CS 65.11A (formerly BOT 73.10A)

Recommended Preparation:
Eligibility for ENGL 100 or ESL 100

Limits on Enrollment:

Schedule of Classes Information
Description: Untitled document
Twenty-first century workforce skills designing and developing systems for organizing information and materials with emphasis on the use of filing rules for storage, retrieval, and archiving paperwork.  Application of this knowledge to electronic storage and use of a database.
(Grade Only)

Prerequisites:BOT 172 and BOT 65.5; OR BOT 172 and CS 65.11A (formerly BOT 73.10A)
Recommended:Eligibility for ENGL 100 or ESL 100
Limits on Enrollment:
Transfer Credit:CSU;
Repeatability:00 - Two Repeats if Grade was D, F, NC, or NP


Associate Degree:Effective:Inactive:
CSU GE:Transfer Area Effective:Inactive:
IGETC:Transfer Area Effective:Inactive:
CSU Transfer:TransferableEffective:Fall 1981Inactive:Fall 2014
UC Transfer:Effective:Inactive:

Certificate/Major Applicable: Certificate Applicable Course


Outcomes and Objectives:
At the conclusion of this course, the student should be able to:
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1.  File alphabetically, numerically, geographically, and by subject
   using the appropriate indexing rules for each method.
2.  Select proper equipment and supplies to implement effective
   records systems.
3.  Design systems to effectively manage records.
4.  Study of procedures used in managing, storing, and retrieving
   paperbase and database records.
5.  Index and code paper correspondence for filing, prepare
   cross-references, and practice filing and finding correspondence.
6.  Name three types of microcomputer software that may be purchased
   for filing records.
7.  List the steps in analyzing a paper system in preparation for
   creating a database system.
8.  Define, state the advantages, and list and describe the parts of a
   numeric filing system.
9.  File and find cards using both a consecutive and terminal digit
   filing system.
10. Define, state the advantages, and list and describe the parts of
   a subject filing system.
11. Describe the three kinds of subject filing systems.
12. Describe the chronological filing and set up a chronological file.
13. Organize a list of folder captions into a dictionary arrangement and
   then reorganize them into an encyclopedic arrangement.
14. State why files are needed for personal as well as business use.
15. Define and list and describe geographic filing.
16. Describe the importance of a records control system.
17. Set up the electronic workstation listing and describing the
   reminder files used in an office.
18. List major developments such as microfilm, microfiche, optical
   disks, compute assisted retrieval, and computer output media
   being used in filing and records management.
19. Outline the procedures required to set up a new records system
   as well as to evaluate an existing system to improve its
20. Use a database system as a records management tool.
21. Manage information stored in a variety of media forms.
22. Describe micrographics technologies.
23. Describe and apply image technology
24. Develop record retention schedules.
25. Demonstrate an understanding of records management security systems.
26. Demonstrate an understanding of the laws regulating the privacy
   and legality of sharing information.
    emphasis on international trade and business.

Topics and Scope
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1.  Introduction to the life cycle of records, emphasis given to
   storage and retrieval
   a.  Identify the managerial four functions of managing records
   b.  Identify the five functional phases of the record life cycle
   c.  Recognize that filing is but one phase of the life cycle of
       a record
2.  Application of alphabetic, numeric, subject and geographic rules
   for filing and retrieving information
   a.  Code, sort, and file paper documents
   b.  Apply ARMA rules for filing methods
   c.  Prepare cross references when necessary
   d.  Retrieve information
3.  Study of automated methods of handling storage, location and
   retrieval of records
   a.  Describe how to set up file drawers
   b.  Explain the necessity for careful selection and design of
       a paperbased records storage system
   c.  Explain how color can be used in correspondence records storage
4.  Study of automatic methods of handling storage, location, and
   retrieval of records
   a.  Describe how a computer database system is designed
   b.  Describe how the component of a database are interrelated
   c.  List and briefly describe the type of operations performed
       on a computer database
5.  Compare and contrast paperbase and database systems
6.  Select proper equipment and supplies to implement effective
   management of records
   a.  List the benefits and limitations of each system
   b.  Match the best storing system to the situation
7.  Use a database system as a records management tool
   a.  Create, revise, store, and print address lists
   b.  Catalog and retrieve information
8.  Manage information stored in a variety of media forms such as
   CD-ROM, microfilm, and microfiche
   a.  Determine the appropriate storage system for these media
9.  Compare and contrast various types of microforms
   a.  List the benefits and limitations
   b.  Explain the computer output microfilm/microfiche (COM)
       process and list its advantages
   c.  Explain the advantages of computer aided retrieval (CAR)
   d.  Identify the equipment components of a micrographics system
10. Describe the techniques and list the benefits of using bar codes
   in documents
11. Develop records retention schedules
   a.  Apply records retention rules
   b.  Apply government regulations for records retention
   c.  Design a records retention schedule
12. Demonstrate an understanding of records management security systems
   a.  Describe the processes used in a records management security
   b.  List the physical, mechanical, and electronic components of a
       security system, such as data encryption, password protection,
       virus protection, backup, and storage
   c.  Explain methods to control physical access to record facilities
   d.  List procedures for controlling access to paper, film, records,
       and electronic information
   e.  Design and produce a plan to prevent records disaster
   f.  Explain the methods for recovery of records after a disaster
13. Demonstrate an understanding of laws regulating the privacy
   and legality of sharing information
   a.  Develop a scenario in which software programs may be
       legally duplicated
   b.  Explain the legal implications of releasing unauthorized
       information both domestically and internationally]
   c.  Explain the implications involved in violating the privacy
       of individuals
   d.  Explain the need for and responsibility of maintaining
       confidential records

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1.  Read articles from a variety of sources with emphasis on daily
   newspaper for latest information.
2.  Write a variety of reports (5 to 15) from 1-page documents to an
   extensive research-based formal report.
3.  Effectively use the self-directed team to complete professionally
   prepared filing projects.
4.  Design a home office incorporating ergonomics for injury prevention
   and work flow.
5.  Apply storage and retrieval skills and knowledge to existing
A variety of assignments and in-class activities throughout the course
will include, but not be limited to, the application of the following
workplace competencies and foundation skills:
 *  Gather data by reading information from outside written sources
    such as newspapers, magazines, trade journals, etc.
 *  Organize, analyze, and interpret gathered data
 *  Write various types and lengths of reports on gathered data
 *  Use essential time management skill of calendaring course work
    (reading, activities, assignments, projects) to meet deadlines
    and produce a quality product
 *  Use active listening and effective oral communication skills
 *  Based on today's workplace needs, develop an effective self-managing
    team to complete activities, assignments, and projects.  Move from
    the codependent to the independent to the interdependent metho d
    of operation
 *  Employ activities designed to reduce stress and fatigue in today's
    fast-paced working environment and to prevent prevalent
    workplace injuries
 *  Examine the interdependence of the global/world marketplace
    with emphasis on international trade and business
 *  Use computer technology to complete activities

Methods of Evaluation/Basis of Grade.
Writing: Assessment tools that demonstrate writing skill and/or require students to select, organize and explain ideas in writing.Writing
20 - 30%
Written homework, Reading reports, Term papers
Problem solving: Assessment tools, other than exams, that demonstrate competence in computational or non-computational problem solving skills.Problem Solving
20 - 50%
Homework problems, Quizzes, Exams, Group problem solving activities
Skill Demonstrations: All skill-based and physical demonstrations used for assessment purposes including skill performance exams.Skill Demonstrations
20 - 40%
Class performances, Practice kit/workbook
Exams: All forms of formal testing, other than skill performance exams.Exams
10 - 20%
Multiple choice, True/false, Matching items, Completion
Other: Includes any assessment tools that do not logically fit into the above categories.Other Category
0 - 15%

Representative Textbooks and Materials:
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RECORDS MANAGEMENT, 6th edition, Smith & Kallaus, South-Western
 Educational Publishing, 1997
RECORDS MANAGEMENT PROJECTS, 6th edition, Judith Read Smith, South-Western
 Educational Publishing, 1997
 Beskeen, & Johnson, ITP, 1997

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