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

Part B: Course Detail

Teaching Period: Term2 2011

Course Code: OFFC5203C

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

School: 650T TAFE Business

Campus: City Campus

Program: C4223 - Certificate IV in Business Administration

Course Contact : Hazel Sims

Course Contact Phone: +61 3 9925 1315

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


Name and Contact Details of All Other Relevant Staff

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 course describes the performance outcomes, skills and knowledge required to research, develop and implement business or records systems for a small office.  Students will learn to incorporate some theoretical recordkeeping concepts.  The course addresses the less formal recordkeeping requirements of micro or small businesses or branches and technical operations centres of larger organisations.  The student will learn about the development and implementation of business or records systems including allowing for the training of users of the system.


National Codes, Titles, Elements and Performance Criteria

National Element Code & Title:

BSBRKG403B Set up a business or records system for a small office

Element:

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:

Develop business rules and procedures to support operations

Performance Criteria:

3.1 Develop rules for incorporating individual records and information (records capture) 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, in line with the culture and scale of the organisation.

Element:

Devise an appropriate recordkeeping system

Performance Criteria:

2.1 Determine metadata needed to manage records (store, locate and retrieve) in a business or records system.

2.2 Select scale and number of business or records systems 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 record system suited to projected growth of the organisation.

 


Learning Outcomes



Details of Learning Activities

Learning activities for full-time students will include "hands-on" participation in the simulated business environment (Reflect Records Virtual Enterprise - VE).  Flexible-delivery students will use a real workplace on which to base research and analysis of the business or records systems for a small office.

Online activities using self-paced resources on myRMIT Studies will be used by full-time and flexible-delivery students in order to develop the necessary underpinning skills and knowledge for this unit.  These activities may include, for example, excursion to the Public Records Office, responses to case studies, questions in order to assess knowledge of recordkeeping requirements  and business or records systems appropriate to industry practice and analyses of the way in which advice is sought and suggestions are made about improvement.

Students will be provided with theory classes in a classroom/lab and also in the Virtual Enterprise, a simulated business learning environment.  Learning activities are problem based and text book sourced.  The VE assessment requires the learner to take the role of "Records Consultant" to complete the assignment using the Virtual Enterprise’s network, products and services.  The business partner, Formfile Records Management Group in East Bentleigh provides mentoring and practical support to the "Reflective Records Virtual Enterprise" business at RMIT University.  For more information visit www.virtualenterpriseaustralia.com.au


Teaching Schedule

WeekContent

BSBRKG403B Records

BSBWOR404A Develop work priorities

BSBADM406B Organise Travel

Flexible delivery students (Part Time)

 Records

Assessment
1

Overview of courses

Assessment

Learning activities -

Introducing Formfile Records Management Group: RMIT’s business partner

Excursion details

Mode of delivery:

VE full time/Part time online

myRMIT Studies: online textbook and toolbox

 VE full time  

Face to face class/Induction

 

 
2

Determining recordkeeping requirements

Organisational skills and business writing

The Archives Act 1983

OHS/codes of practice

Principles of good corporate governance

How to research a business

Identify appropriate needs, systems and responsibilities

Read textbook pages i - 15

 1.1 - 1.5

VE full time

 1.1 - 1.4 1.1-1.3 Online class 
3

Determining recordkeeping requirements

Privacy and copyright laws

Digital recordkeeping

Records characteristics

Indexing activities

Identify appropriate needs, systems and responsibilities

 

Read textbook pages 15-25

 1.1 - 1.5

VE full time

 1.1 - 1.4 1.3 Online class 
4Excursion to Public Records Office (PROV) www.prov.vic.gov.auAll  1.1 - 1.4 1.3 - 1.6Make own or with full time group arrangements to attend excursion 
5

Determining recordkeeping requirements 

Indexing activities

Classification schemes

Create, capture, describe

Recording business functions and legal requirements

Read textbook pages 25-35

1.1 - 1.5

2.6

2.2

VE full time

 1.1 - 1.4 2.1 -2.3 Online class 
6

Determining recordkeeping requirements

NAP: Normal administrative Practice

Records continuum theory

Create, capture, describe

Recording business functions and legal requirements

Read textbook pages 36 - 46 

 2.1 - 2.5

VE full time

 1.1 - 1.4 2.4 - 2.6 Online class 
7

Devising an appropriate recordkeeping system 

Create, capture, describe

Recording business functions and legal requirements

"Lest We Forget" when records management goes wrong.

Read textbook pages 47 - 57 

 2.1 - 2.5

VE full time

 2.1 - 2.6 2.6 Online class 
8

Devising an appropriate recordkeeping system

Secure, store, preserve

Environmental context

Records characteristics

Internal controls

Records system creation

Read textbook pages 58 - 68 

 2.1 - 2.5

VE full time

 2.1 - 2.6 3.1 Online class 
9

Devising an appropriate recordkeeping system

Secure, store, preserve

Budgetting for your system

Records system creation

Read textbook pages 69 - 79 

 

2.1 - 2.5

2.4

VE full time

 2.1 - 2.6 3.2

Indexing assessment

Face to face class on Tuesday night.

Indexing assessment
10

Devising an appropriate recordkeeping system

Secure, store, preserve

Records management and system maintenance

Read textbook pages 80 - 90 

 2.1 - 2.5

VE full time

 2.1 - 2.6 1 - 4 Online class 
11

Developing business rules and procedures to support operations

Templates

Ethical principles

Keep, destroy, transfer

Records management and system maintenance

Read textbook pages 91-93

 3-1 - 3.4

2.3

VE full time

 2.1 - 2.6 1-4 Online class 
12

Developing business rules and procedures to support operations 

Metadata

Keep, destroy, transfer

Records management and system maintenance

3.1 - 3.4

2.1

VE full time

 2.1 - 2.6 1-4Practical demonstration Assessment

Face to face class on Tuesday night.
Practical demonstration

Assessment
13

Developing business rules and procedures to support operations

Keep, destroy, transfer

 All

Online class theory

VE full time

 3.1 - 3.5 AllOnline class

14

Developing business rules and procedures to support operations

Keep, destroy, transfer

3.1 - 3.4 

2.5, 2.6

Online class theory

VE full time

 3.1 - 3.5 AllOnline class 
15Finalising Records Consultant’s report. 

 All

Online class theory

VE full time

 3.1 - 3.5 AllOnline class Records Consultant report assessment
16Feedback, review of employability skills for this course

 All

Online class theory

VE full time

 3.1 - 3.5 AllOnline class 


Learning Resources

Prescribed Texts

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


References


Other Resources

See myRMIT Studies for the toolbox link for this course.


Overview of Assessment

Students must demonstrate all elements of competency through a variety of methods showing their understanding of 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: analysis of responses to case studies and scenarios, demonstration of techniques, review of documentation outlining procedures developed for the use of the system as demonstrated in the Records Consultant’s report, oral or written questioning to assess knowledge of general principles and processes of recordkeeping systems.  Independent and group based research in the Virtual Enterprise will develop competency including the underpinning skills and knowledge.

In addition to the assessments, formative and timely feedback is provided to the students throughout the duration of the course.


Assessment Tasks

Full time students will participate weekly in the Virtual Enterprise, a simulated office environment as well as a weekly face-to-face and online theory classes.

Part time students will participate and draw on their experiences from their workplace while engaging with the course through online flexible delivery and responding in a weekly journal on myRMIT Studies. Note that Part time students are required to attend the scheduled assessments.

Week 9: Indexing assessment

This in-class demonstration of skills where students produce a set of filing instructions following the indexing and classification rules.

Week 12: In-class assessment

This closed book written paper is a response by the student based on a set of questions related to textbook theory and class discussions.

Week 15: Records consultant’s report

A culmination of the semester’s research work in the VE/Workplace where the student follows the marking crieteria to research and produce a business report recommending a new records system for the business.


Assessment Matrix

The critical aspects of assessment are a summary of the skills and knowledge you need to demonstrate competency in for this unit.

Critical aspects

Indexing assessment

In-class assessment

Records Consultant’s report

Determine record keeping requirements

1.5

2.1

ALL
Devise an appropriate recordkeeping system2.1, 3.3ALL
Develop business rules and procedures to support operations3.1ALL

Other Information

Note: You must demonstrate competence in all elements to be deemed competent in this unit. 

Assessments submitted late will attract a DNS/NYC grade. Refer to Student Diary for Special Consideration/Extension of Time procedure.  If an Extension of Time is granted note that the grade given will be either NYC/CA.

NB: Students, who have been granted special consideration or are required to resubmit, will be able to submit/sit their assessment by arrangement with the class teacher during the scheduled class time in week 17.

Grading for VE or Workplace assessments:

CHD: Competency with High Distinction

CDI: Competency with Distinction

CC: Competency with Credit

CA: Competency Achieved

NYC/DNS: Not Yet Competent/Did Not Sit

Course Overview: Access Course Overview