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

Part B: Course Detail

Teaching Period: Term2 2008

Course Code: OFFC5185C

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

School: 650T TAFE Business

Campus: City Campus

Program: C4114 - Certificate IV in Business Administration

Course Contact : Hazel Sims

Course Contact Phone: +61 3 9925 1316

Course Contact Email:hazel.sims@rmit.edu.au


Name and Contact Details of All Other Relevant Staff

Sylvia Baroutis:

sylvia.baroutis@rmit.edu.au

Tel: 9925 5469

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 covers the skills and knowledge required to research the recordkeeping requirements, development and implementation of a business or records system for a small office (eg micro business, branch/regional office).


National Codes, Titles, Elements and Performance Criteria

National Element Code & Title:

BSBRKG403A Set up a business or records system for a small office

Element:

Describe the business context.

Performance Criteria:

2.1 The legislation and regulations applicable to the organisation and industry sector are identified and documented.
2.2 The business and social context of the organisation is identified and documented and any specific expectations of its clients or other stakeholders identified.
2.3 The security and access requirements for business or records system content are determined from analysis of the organisation’s activities.
2.4 All reporting and accountability requirements of the organisation are analysed from the business context documentation.

Element:

Determine the recordkeeping.

Performance Criteria:

3.1 The organisational functions for which records must be kept are identified from analysis of the business and context documentation.
3.2 The nature, detail and format of the records (content and metadata) for each of the organisation’s functions are determined from the analysis of the business and its context.
3.3 The security and privacy protection restrictions applying to the records are identified and documented as part of the metadata.

Element:

Develop business rules and procedures to support the operations.

Performance Criteria:

5.1 Rules for incorporating individual records and recording information (records capture) into the business or records system are developed.
5.2 Rules for deciding and recording retention periods and appropriate disposal actions for records are developed.
5.3 Procedures for the use of the system are developed and documented in a format, style and language appropriate for the scale, nature and culture of the organisation, and for the number of operators who use the system.
5.4 Training/instruction in the use of the business or records system is provided to system users in line with the culture and scale of the organisation.

Element:

Devise an appropriate recordkeeping system.

Performance Criteria:

4.1 The metadata needed to manage (for storing, locating and retrieving) the records in a business or records system are determined.
4.2 The scale, and number of the business or records system(s) selected are appropriate to the scale and nature of the business operations.
4.3 The technological requirements of the business or records system(s) selected are appropriate to the scale and nature of the business operations.
4.4 The cost structure for the business or records system(s) selected is appropriate to the scale, nature and cash flow requirements of the organisation.
4.5 The maintenance, disposal and updating requirements of the business or records system conform to the scale, nature and culture of the organisation.
4.6 The business or records system selected is suited to the projected growth of the organisation.

Element:

Identify the business and resources of the office.

Performance Criteria:

1.1 The core business and supporting activities (organisational functions) of the organisation are identified from observation and consultation and are documented.
1.2 The industry sector in which the organisation operates and industry-specific reporting requirements are identified and documented.
1.3 The human resource availability for the business or records system operation and maintenance is identified for input to analysis.
1.4 The technological and physical resource availability for purchase/development, location and operation of the business or records system(s) is identified for input to analysis.


Learning Outcomes



Details of Learning Activities

Learning Activities will include class-based theory and discussions based on the textbook, industry practice, presentations, observations, researching the Internet, library, videos and an unconfirmed excursion to the Public Records Office.  The Virtual Enterprise Reflective Records, will provide practical experience opportunitites for full time students to complete the assessment; part time students may complete portfolio work as evidence and draw on their experience in the workplace.


Teaching Schedule

FULL TIME STUDENTS

Week beginning  
Week 1

Course guide

Assessments

Text

What do we know about Records Management?

Virtual Enterprise (VE)

Assessments: note VE assessment due date will vary - to be negotiated with teacher

Week 2  
Week 3  
Week 4  
Week 5  
Week 6  
Week 7  
Week 8  
Week 9  
Week 10

Key concepts and definitions: what are records?

Types of records in the workplace

Managing records in the workplace

Excursion: Public Records Office - North Melbourne www.pro.vic.gov.au

VE

Text: Read pages 1-31

Week 11

Determining record needs

Phase 1: Obtaining an overview of the business

Text

VE

 

Week 12Phase 2: Identifying, analysing and documenting business activity

Text: Read pages 32-57

VE

Week 13Phase 3: Identifying, analysing and documenting business activity

Text: Read pages 58-75

VE

ONLINE

Week 14Phase 3: Creating and implementing the records system

Text: Read pages 76-92

/VE

 

Week 15Phase 3: Creating and implementing the records system

Text/VE

ONLINE

Week 16Phase 4: Maintaining the records system

Class Test (20%)

Records Consultant’s Report (50%)

VE Assessment due (30%) *Negotiate date with your teacher*

VE

Week 17Feedback and reviewText/VE
Week 18Feedback and reviewText/VE

 

PART TIME

Weekly schedule  
Week 1

Course guide

Assessments

Text

Key concepts and definitions: what are records?

Types of records in the workplace

Managing records in the workplace

Read pages 1- 31
Week 2Identifying, analysing and documenting business activityRead pages 32 - 57
Week 3Creating and implementing the records system

Read pages 58 - 92

ONLINE

Week 4Maintaining the records system

 

Class Test (20%)

Portfolio Due (30%)

Records Consultant Report Due (50%)

   
   
   
   
   
   
   
   
   
   
   
   
Week 17Feedback and Review 
Week 18Feedback and Review 


Learning Resources

Prescribed Texts

RMIT On Line Learning Hub www.rmit.edu.au/online
ANTA, BSBRKG403A – Set up a business or records system for a small office, IBSA.

ISBN: 1876839


References


Other Resources


Overview of Assessment

Students must demonstrate an understanding of all elements of a particular competency to be deemed competent. Assessment methods have been designed to measure achievements of each competency in a flexible manner. Assessments will incorporate a variety of methods: class exercises, homework, practical project and tests. Students are advised that they are likely to be asked to personally demonstrate their assessment work to their teacher to ensure that the relevant competency standards are being met. In addition to the assessments, formative feedback is provided to the students throughout the duration of the course

Learning activities will include class-based discussions, exercises, small group work, online activities, reading and reflection on various activities, together with independent and group research in order to develop competency including the underpinning skills and knowledge.


Assessment Tasks

FULL TIME

Virtual Enterprise Assessment - Due one week after scheduled dept. rotation (30%)
Students will collect specific documents as evidence of tasks completed while working in the Trading and Records Management Department in the Virtual Enterprise. These documents will demonstrate the student’s ability to demonstrate the skills and knowledge as set out in the Evidence Guide of this competency. The portfolio content guide can be viewed on the RMIT Learning Hub for this course.

The portfolio is due one week after the conclusion of the students scheduled rotation in the Trading and Records Management Department of the Virtual Enterprise.

Records Consultants Report – Due Week 16 (50%)
As an individual “consultant”, the student will investigate and make recommendations on an established records system to create a new records system for a business function of the VE. The student will investigate both manual paper-based systems and those involving technology-based systems. The money allocated for the creation of the new records system is $4000. You will conduct a detailed analysis of the existing business operation and create and implement a records system that will work for the VE.

The report is to be approximately 2,500 words and submitted to the Assignment Box on Level 13. Refer to the marking criteria guide found on the Learning Hub. Students will write a business report and attach evidence of records systems and recommended purchases to the value of $4000 as an appendix to the report.

Class Test – Week 16 (20%)
Based on the text students will sit a closed book theory test.

PART TIME _________________________________________

Class Test – Week 4 (20%)
Based on the text students will sit a closed book theory test.

Records Consultants Report including three case studies– Due Week 16 (80%)
As an individual “consultant”, the student will investigate and make recommendations on an established records system to create a new records system for their workplace, or a workplace they have access to. The student will investigate both manual paper-based systems and those involving technology-based systems. The money allocated for the creation of the new records system is $4000. You will conduct a detailed analysis of the existing business operation and create and implement a records system that will work for the business.  Include the following:

Complete as an appendix section of the report three activities from the textbook :

Case study 2 on page 39 - worth 10%

Research acitivity on page 49 - worth 10%

Activity 19 - page 66 - worth 10%

The report is to be approximately 2,500 words and submitted to the Assignment Box on Level 13. Refer to the marking criteria guide found on the Learning Hub. Students will write a business report and attach evidence of records systems and recommended purchases to the value of $4000 as an appendix to the report.






Assessment Matrix

FULL TIME = FT

PART TIME = PT

COMPETENCY  = Y

VE

 

30%

Class Test

20%

Records Consultant Report

50%

Identify the business and resources of the officeY/FTY/FT/PTY/FT/PT
Describe the business contextY/FTY/FT/PTY/FT/PT
Determine the recordkeepingY/FTY/FT/PTY/FT/PT
Devise an appropriate recordkeeping systemY/FT Y/FT/PT
Develop business rules and procedures to support the operationsY/FT Y/FT/PT

Other Information

Grading
A pass in an assessment piece will result in a grade for the student. Where a pass is achieved competency for that assessment is given. Where a pass is not achieved in any assessment piece an NYC (Not Yet Competent) grade will be given. Competency MUST be achieved for each element of competency within a competency standard for a pass grade (or higher grade) to be given. Where competency for all elements of competency is not achieved, an overall NN grade will result.


Submission of written work/assessment
All of your written work must conform with RMIT’s guidelines "Written Reports and Essays: Guidelines for Referencing and Presentation in RMIT Business" which can be found on the RMIT website.

All of your written assessment must be lodged by the due date in the format specified for the particular assessment task. Written assessment must have a footer containing: student number, student name, course code, title of assessment and teacher’s name.

Staple your assignment. Please do not place in plastic binders or plastic pockets.

Attach a signed Assignment Cover Sheet to each submission of written work or assessment. Cover Sheets are available near the lifts on Level 13.

You must keep a copy of your assignment/written work, which can be produced if the original is lost or damaged.

Late Submission of Work or Assessment
Only in cases of exceptional and genuine hardship (not including inconvenience or poor study planning), will limited extensions be considered. Students must lodge a completed Application of Extension Form before the official submission date for the work or assessment. Completed applications are to be addressed to the course coordinator and submitted via Reception on Level 13, Building 108. Documentary evidence should be provided Note: Extensions are not automatically granted.

Course Overview: Access Course Overview