Department of General Business

GBU 440 - RECORDS MANAGEMENT

College of Business, Stephen F. Austin State University

Note: This "standard" course syllabus is only a guide. Actual requirements for a particular course and section of this course are described in the course section syllabus, which should be obtained from the course instructor at the beginning of the respective semester. Requirements listed herein are subject to change without notice.

Course: GBU 440 Records Management

Course Description: Records management is an in-depth study of records management programs for organizations. Hands-on application is included with an appropriate database management software program. Prerequisite: CSC 121 or equivalent.

Prerequisites: CSC 121 or equivalent

Learning Objectives

1. To recognize the value of effective records management in decision making and in improving organizational efficiency.
2. To understand the importance of maintaining adequate records for litigation. Records are important support in legal cases as well as to demonstrate compliance with legislative and regulatory requirements.
3. To determine the role that records play as a historical reference.
4. To recognize the many forms of media used for records and the special characteristics of the media.
5. To realize the value of records control within the system.
6. To identify the primary functions of a computer database and to utilize the appropriate terminology.
7. To utilize the Access database program in creating, editing, retrieving, querying, and updating records information.
8. To utilize the Access database in producing business forms, labels, and reports.
9. To recognize the changing dynamic of technology as related to records management and electronic databases.
10. To apply class concepts in practical applications relating to business.
11. To use a team approach to complete major class projects.

Topics/Components

1. History of records management
2. Controlling recorded business information
3. Organizing and staffing records management systems
4. Conducting a systems study
5. Establishing objectives of a records management program
6. Developing a records management program
7. Conducting a records inventory and analysis
8. Retention and disposition of records
   1. Federal, state, and local legal aspects
   2. Principles for making decisions
   3. Developing retention schedule and form
   4. Records transfer
   5. Records disposition
9. Storage of records and retrieval systems
10. Classification systems of records
    1. Selecting an appropriate system
    2. Alphabetic
    3. Subject
    4. Geographic
    5. Numeric
    6. Alphanumeric
11. Records maintenance and control
12. Electronic records storage and retrieval
13. Managing vital records and disaster recovery
14. Correspondence and reports control
15. Forms design, control, and management
16. Records management technology and trends
17. Introduction to Access 2003 database
18. Creating, editing, and querying computer database files
19. Designing reports and retrieving electronic records information

Textbooks

Ashe, C. & Nealy, C. (2004). Records Management: Effective Information Systems. Pearson Prentice Hall..

Adamski, J. J. & Finnegan, K. T. (2004). New Perspectives Microsoft Access 2003, Comprehensive. Thomson, Course Technology.

Evaluation

At least two written examinations covering concepts in the textbook related to records management will be administered. At least one examination related to concepts and terminology on the Access computer software will be distributed. In addition, two team projects—one related to theory and concepts in the text and one related to the computer database--will be completed. At least one project will involve writing skills. In addition, students may be asked to present project information orally.

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