Course Title: Set up a business or records system for a small business

Part B: Course Detail

Teaching Period: Term1 2016

Course Code: OFFC5311C

Course Title: Set up a business or records system for a small business

School: 650T Vocational Business Education

Campus: City Campus

Program: C4358 - Certificate IV in Business Administration

Course Contact: Sylvia Baroutis

Course Contact Phone: +61 3 9925 5469

Course Contact Email: sylvia.baroutis@rmit.edu.au


Name and Contact Details of All Other Relevant Staff

Teaching team:

Hazel Sims
Tel:  + 61 3 9925 1316
Email:  hazel.sims@rmit.edu.au

Vivien Wong
Tel: +61 3 9925 5494
Email: v.wong@rmit.edu.au 

Nominal Hours: 40

Regardless of the mode of delivery, represent a guide to the relative teaching time and student effort required to successfully achieve a particular competency/module. This may include not only scheduled classes or workplace visits but also the amount of effort required to undertake, evaluate and complete all assessment requirements, including any non-classroom activities.

Pre-requisites and Co-requisites

None

Course Description

This unit describes the skills and knowledge required to research, develop and implement business or records systems for a small office.

It applies to individuals who use a range of organisational, analytical and communication techniques to carry out the responsibilities of their role and report the outcomes directly to a supervisor or manager within the business or section of a larger organisation.


National Codes, Titles, Elements and Performance Criteria

National Element Code & Title:

BSBRKG403 Set up a business or records system for a small business

Element:

1. Determine recordkeeping requirements

Performance Criteria:

1.1 Identify and document core business, supporting activities, resources, and business and social context using observation and consultation
1.2 Determine security and access requirements for business or records system content from analysis of organisation’s activities
1.3 Analyse business documentation to determine organisational reporting and accountability requirements
1.4 Identify organisational functions and activities for which records must be kept, from analysis of business and context documentation
1.5 Determine nature, detail, and format of records (content and metadata) for each organisational function and activity from analysis of the business and its context

Element:

2. Devise an appropriate recordkeeping system

Performance Criteria:

2.1 Determine metadata needed to store, locate and retrieve records in a business or records system
2.2 Select size of business or records system appropriate to scale and nature of business operations
2.3 Select technological requirements of business or records systems appropriate to scale and nature of business operations
2.4 Select cost structure for business or records systems appropriate to scale, nature, and organisational cash flow requirements
2.5 Ensure maintenance, disposal and updating requirements of business or records system conform to scale, nature, and culture of the organisation
2.6 Select business or records system suited to projected growth of the organisation

Element:

3. Develop business rules and procedures to support operations

Performance Criteria:

3.1 Develop rules for incorporating individual records and records capture information into the business or records system
3.2 Develop rules for deciding and recording retention periods and appropriate disposal actions for records
3.3 Develop and document procedures for the use of the system
3.4 Provide system users with training or instructions in the use of the business or records system, appropriate to the culture and scale of the organisation


Learning Outcomes



Details of Learning Activities

Learning activities include ’hands-on’ participation in the simulated business space (SBS) (Reflective Records).

Students will be provided with classes in the SBS.  Learning activities are problem based and text book sourced.  The assessment requires the learner to take the role of ’Records Consultant’ to complete the assignment using the business resources: the network, products and services.  The business partner, Formfile Records Management Group in East Bentleigh provides mentoring and practical support to the ’Reflective Records’ business at RMIT University. 


Teaching Schedule

Week ContentAssessment
  Induction Session
Prior to training commencement a program level induction session will be conducted that comprises the following:
  • Program overview and requirements
  • My RMIT/Blackboard
  • Overview of assessment requirements
  • Pre-Training Review including: Recognition of Prior Learning and Credit Transfers, Assessment of current skills and knowledge
  • Competency/Grading Criteria
  • Plagiarism
  • Appeals
  • Extensions
  • Feedback
  • Privacy
  • Submission requirements
  • Resubmission policy
  • Where to get support
  • Student Responsibilities 
 

1

8 Feb

Introduction to the course including:

  • Course requirements
  • Course support documents
  • Course Blackboard access
  • Accuracy of enrolment
  • Assessment requirements/cover sheets
  • Reminder re Plagiarism
  • Reminder re Appeals
  • Extensions/Resubmissions
  • Feedback in this course
  • Reminder re submission requirements
  • Getting help


myRMIT Studies: PDF textbook

TOPIC:  What is industry practice for recordkeeping?

Task 1 Online Demonstration of Competency

Task 2 Records Consultant’s Report

215 Feb

Topics: Determining recordkeeping requirements, required knowledge, organisational skills and reports as business writing

The Archives Act 1983

WHS/codes of practice

Principles of good corporate governance

  • AS5044.1:2002 AGLS Metadata element set
  • AS5090:2003 Work process analysis for recordkeeping
  • AS ISO15489:2004 Records management
  • AS ISO 23081.1:2006 Information and documentation - Records management processes - Metadata for records - Principles
  • Australian Stock Exchange (ASX) Principles of Good Corporate Governance
  •  Ethical principles
  • Codes of practice
  • Privacy and freedom of information, copyright  
  • Archives and records legislation
  • Occupational health and safety
  • Environmental sustainability practices in business operations
  • General Principles and processes of records management and records management systems such as:
  • systems of control
  • records continuum theory
  • mandate and ownership of business process
  • environmental context
  • records characteristics

    How to research a business

Identify appropriate needs, systems and responsibilities

Read textbook pages i - 15

 
322 Feb

Topics: Determining recordkeeping requirements, general principles and processes of records management and records systems,

Digital recordkeeping

Records characteristics

Indexing activities

Identify appropriate needs, systems and responsibilities

 Read textbook pages 15-25 

Performance criteria: 1.1-1.5            

 
429 Feb

Topics: Devise an appropriate recordkeeping system

Developing business rules and procedures to support operations

 

EXCURSION: to Public Records Office, Victoria. Details to be advised.

Metadata

Keep, destroy, transfer

Records management and system maintenance

Elements 2.1 - 2.6  

 
57 Mar

Topic: Devise an appropriate recordkeeping system

Indexing activities

Classification schemes

Create, capture, describe

Recording business functions and legal requirements

Read textbook pages 25-35 
 

Performance criteria: 2.1-2.6

 
614 Mar

Topic: Devise an appropriate recordkeeping system

NAP: Normal administrative Practice

Records continuum theory

Create, capture, describe

Recording business functions and legal requirements

Read textbook pages 36 - 46 

Performance criteria: 2.1-2.6  

 
7

21 Mar

Topic: Develop business rules and procedures to support operations: retention, rules, training or instruction documents for records, culture of organisation

Create, capture, describe

Recording business functions and legal requirements

"Lest We Forget" when records management goes wrong.

Read textbook pages 47 - 57 

Performance criteria: 3.1-3.4            

 
 24-30 MarMID-SEMESTER BREAK  
84 Apr

Topic: Develop business rules and procedures to support operations

Review records continuity

Ideas for new or improved recordkeeping systems

Performance criteria: 3.1-3.4  

 
911 Apr

Topic:  Develop business rules and procedures to support operations

Secure, store, preserve

Environmental context

Records characteristics

Internal controls

Records system creation

Read textbook pages 58 - 68 
 

 Performance criteria: 3.1-3.4  

 
 1018 AprTopic: Develop business rules and procedures to support operations

Secure, store, preserve

Budgeting for your system

Records system creation

Read textbook pages 69 - 79

Performance criteria: 3.1-3.4  

 
1125 Apr

Devising an appropriate recordkeeping system

Secure, store, preserve

Records management and system maintenance

Read textbook pages 80 - 90 

 
122 May

Developing business rules and procedures to support operations

Templates

Ethical principles

Keep, destroy, transfer

Records management and system maintenance

Read textbook pages 91-93  

Task 2: Records Consultants Report due
139 May

 Communication skills to explain and clarify procedures, and to consult with users of a records or business system.
Literacy skills to read and interpret record content, functions and problems.
Problem-solving and analysis skills to identify requirements of business or records system.              

Task 1: Online Demonstration of competency
1416 May

Developing business rules and procedures to support operations

Keep, destroy, transfer

 

1523 May

Theory Review  


1630 MayFeedback and review 
176 JunInterviews/Re-submissions if required 


Learning Resources

Prescribed Texts

See myRMIT Studies for link to PDF document as the prescribed text for this course.


References


Other Resources

See Student K drive for other record keeping samples in Valley View and Oliver Trading.


Overview of Assessment

In order to achieve competency in this unit, you must provide:

Performance Evidence

Evidence of the ability to:

  • document the steps used to determine the criteria for a business or records system appropriate to the organisation’s business functions and reporting requirements
  • develop and implement a business or records system including documented rules, procedures, user instructions and training material

Knowledge Evidence

To complete the unit requirements safely and effectively, you must explain the general principles and processes of records management and records management systems, such as:

  • systems of control
  • records continuum theory
  • mandate and ownership of business process
  • environmental context
  • records characteristics
  • describe the internal controls required of the business or records system
  • outline the characteristics of the organisational functions, structure and culture relevant to the setup of the business or records system
  • describe the organisational policies and strategies required by a newly established business or records system
  • outline key provisions of relevant legislation that apply to a business or records system.

Assessment Conditions

Assessment must be conducted in a safe environment where evidence gathered demonstrates consistent performance of typical activities experienced in the knowledge management – recordkeeping field of work and include access to:

  • relevant workplace documentation and resources
  • case studies and, where possible, real situations
  • interaction with others.

You are advised that you are likely to be asked to personally demonstrate your assessment work to your teacher to ensure that the relevant competency standards are being met.

Feedback

Feedback will be provided throughout the semester in class and/or online discussions.  You are encouraged to ask and answer questions during class time and online sessions so that you can obtain feedback on your understanding of the concepts and issues being discussed. Finally, you can email or arrange an appointment with your teacher to gain more feedback on your progress.

You should take note of all feedback received and use this information to improve your learning outcomes and final performance in the course.
 


Assessment Tasks

Students will participate weekly in the simulated office environment.

TASK 1: In-class demonstration of skills

This in-class demonstration of skills is where students produce a set of filing instructions following the indexing and classification rules.  This open book written paper is a response by the student based on a set of questions related to textbook theory and class discussions. See due date above.

TASK 2: Records consultant’s report

A culmination of the semester’s research work in Reflective Records where the student will recommend  a new or improved recordkeeping system.  Refer to Assessment Record & Cover Sheet in myRMIT.

Assessment Tasks 

You are required to complete 2 tasks. You must successfully complete all 2 tasks to be deemed competent in this unit.


Submission Requirements

You should:

  • Ensure that you submit assessments on or before the due date.
  • Always retain a copy of your assessment tasks. (hard copy and soft copy)
  • When you submit work for assessment at RMIT University you need to use a cover sheet that includes a declaration and statement of authorship. You must complete, sign and submit a cover sheet with all work you submit for assessment, whether individual or group work. On the cover sheet you declare that the work you are presenting for assessment is your own work. An assignment cover sheet for submission of each assessment task is available on blackboard.
  • Each page of your assessment should include footer with your name, student number, the title of the assessment, unit code and title and page numbers. For example, Julie Macpherson, 324567, Task 2, OHS2345C Ensure safe workplace, Page 1 of 10.

Late Submission Procedures
You are required to submit assessment items and/or ensure performance based assessment is completed by the due dates.
If you are prevented from submitting an assessment item on time, by circumstances outside your control, you may apply in advance to your teacher for an extension to the due date of up to seven calendar days. More Information: http://www.rmit.edu.au/students/assessment/extension  
Form to use: http://mams.rmit.edu.au/seca86tti4g4z.pdf  
Where an extension of greater than seven days is needed, you must apply for special consideration. Applications for special consideration must be submitted no later than two working days after the assessment task deadline or scheduled examination.
More Information: http://www.rmit.edu.au/browse;ID=g43abm17hc9w (unresolved)  
Form to use: http://mams.rmit.edu.au/8a5dgcaqvaes1.pdf

Resubmissions
If you are found to be unsuccessful in a Course Assessment Task you will be allowed one resubmission only. Your teacher will provide feedback regarding what you need to do to improve and will set a new deadline for the resubmission. The highest grade you will receive if your resubmission is successful is “CAG”.
If you are still not meeting the assessment requirements you must apply to your Program Manager in writing outlining the steps you will take to demonstrate competence in your course. Your submission will be considered by the Program Team and you will be advised of the outcome as soon as possible.
Adjustments to Assessment
In certain circumstances students may be eligible for an assessment adjustment. For more information about the circumstances under which the assessment arrangements might be granted please access the following website: More Information: http://rmit.edu.au/browse;ID=7usdbki1fjf31 
 

Marking Guide:

  • You must demonstrate that you have all the required skills/knowledge/elements in the unit of competency you are studying.
  • You will receive feedback on each assessment task that will inform you about your progress and how well you are performing.

The grading is according to the following criteria:


1. LEVEL OF INDEPENDENCE, INITIATIVE, ENTERPRISE AND PERFORMANCE OF WORK TASK

We are looking for the student’s ability to analyse systems and use design skills as required. The student will generate solutions to workplace information and recordkeeping needs in a realistic and practical way. The system will be considered for implementation.


2. DEMONSTRATED BREADTH OF UNDERPINNING KNOWLEDGE AND A WILLINGNESS TO CONTINUE LEARNING

The student will be able to improve the performance of systems based on feedback. They will effectively maintain knowledge of products and services. The student will show ability to file correctly using industry standard conventions and classifications, in particular show a skill in being able to conduct filing tasks and understanding recordkeeping needs with the ability to follow rules, policies, and procedures.


3. TECHNIQUES & PROCESSES, TECHNOLOGY SKILLS AND PROBLEM SOLVING

The finished report will be of a high industry standard, free of errors, easy to read and find relevant information because appendices are used. Document production is of a high standard and shows how the student collected and manipulated data using appropriate technology. The student has ensured systems are appropriate for information storage, security and retrieval. Students will analyse systems and use design skills as required. They will generate budgetary solutions to workplace information and recordkeeping needs.


4. WORK ORGANISATION, PLANNING AND SELF MANAGEMENT

The student is able to organise self and time to deliver the report on time, preparing document specifications for managing records; promoting products and services (preferably Formfile as it is our business partner) to internal and/or external clients. Students will use a high level of communication and linguistic competence. Students will manage time and ensure compliance with legislation and organisational policies and procedures.

5. COMMUNICATION, PEOPLE NETWORKING, LANGUAGE AND INTERPERSONAL SKILLS AND TEAMWORK

The student will consult and maximise the team involvement to develop new systems and processes. They will show their delegating responsibilities and networking with others while relating to a diverse range of internal and external clients. The student is able to communicate and document complex relationships to a high standard; consult about and negotiate solutions for information needs.


Marking Guide (Grading)
After achieving competency we then grade your performance in the unit and you will achieve one of the following grades:
 

Final Grades table:

CHD Competent with High Distinction
CDI Competent with Distinction
CC Competent with Credit
CAG Competency Achieved - Graded
NYC Not Yet Competent
DNS Did Not Submit for assessment

Further information regarding the application of the grading criteria will be provided by your teacher.
 


Assessment Matrix

Course Overview: Access Course Overview