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

Part B: Course Detail

Teaching Period: Term1 2013

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. Identify and document core business, supporting activities, resources, and business and social context using observation and consultation
2. Determine security and access requirements for business or records system content from analysis of organisation's activities
3. Analyse business documentation to determine organisational reporting and accountability requirements
4. Identify organisational functions and activities for which records must be kept, from analysis of business and context documentation
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:

1. Develop rules for incorporating individual records and information (records capture) into the business or records system
2. Develop rules for deciding and recording retention periods and appropriate disposal actions for records
3. Develop and document procedures for the use of the system
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:

1. Determine metadata needed to manage records (store, locate and retrieve) in a business or records system
2. Select scale and number of business or records systems appropriate to scale and nature of business operations
3. Select technological requirements of business or records systems appropriate to scale and nature of business operations
4. Select cost structure for business or records systems appropriate to scale, nature, and organisational cash flow requirements
5. Ensure maintenance, disposal and updating requirements of business or records system conform to scale, nature, and culture of the organisation
6. Select business or records 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 the Virtual Enterprise.  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

Week Content

 BSBRKG403B Records competency

Assessment

1

11 February

Overview of courses

Assessment Overview

Learning activities -

Introducing Formfile Records Management Group: RMIT’s business partner

Excursion details

myRMIT Studies: online textbook and toolbox

TOPICS: Public Records Office Standards.  Formfile business partner Powerpoint presentation.  How does industry operate its recordkeeping business practice?

 VE full time

Flexible delivery students face to face class induction all other classes online

 
218 February

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

 
325 February

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

 
44 March

Excursion to Public Records Office (PROV) www.prov.vic.gov.au

To be confirmed.

All

Attend excursion - optional for flex delivery.

 

 
511 March

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

 
618 March

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

 
7

25 March 

4 April

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

 
  Mid Semester Break - 28 March - 3 April  
88 April

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

 
915 April

Devising an appropriate recordkeeping system

Secure, store, preserve

Budgeting for your system

Records system creation

Read textbook pages 69 - 79 
 

 

2.1 - 2.5

2.4

VE full time

 
1022 April

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

 
1129 April

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

 
126 May

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

 
1313 May

Developing business rules and procedures to support operations

Keep, destroy, transfer

Theory Review

 All

Online class theory

VE full time

 

1420 May 

3.1 - 3.4 

2.5, 2.6

VE full time

TASK 1 Practical demonstration

Assessment
Flexible delivery online
1527 MayFinalising Records Consultant’s report. 

 All

Online class VE full time

TASK 2 Records Consultant report assessment
163 JuneFeedback, review of employability skills for this course

 All

Online class feedback

VE full time

 


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.

This course is taught in the Simulated Office: "Reflective Records Virtual Enterprise".


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.

TASK 1: Inclass 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. This is in Week 14.

TASK 2: Records consultant’s report

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

Assessment tasks need to be via electronic submission from the students via MyRMIT and then hard copies handed in during class.

You should:

• Ensure that you submit assessments on or before the due date. If your performance in the assessment is affected by unexpected circumstances, you should consider applying for Special Consideration. Information on the process and application forms is available at myRMIT and check links in your Student Diary.
• 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 work for assessment 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. 


Marking Guide (competency):

Vocational Education and Training (VET) is based on current industry needs and the focus on preparing you for the workplace. Because VET courses are informed by practical application of knowledge and skills, they are based on a system known as ‘competency based training’ (CBT). So when you are assessed in VET it is about whether you are competent to do the job, as well as having a firm grasp on the knowledge and skills required to do that job, as opposed to traditional curriculum based education settings that are often based on knowledge retention.

You need to demonstrate you are competent in each element of the unit of competency you are studying.

You will receive feedback on each assessment task that will inform you whether you are competent or not and how well you are performing. Once competent in all elements of the unit you receive a competency grading.

Please refer to the Final Grades table below.

Marking Guide (Grading) 

After achieving competency we then grade your performance in the unit; this gives you the opportunity to have the level of your performance formally recognised against industry standards and employability skills.


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.


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.

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


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


Assessment Matrix

The critical aspects of assessment are to demonstrate synthesising business activity and reporting requirements into records requirements and translating records requirements into a system specification.

 

BSBRKG403B Set up a business or records system for a small officeAssessment
Required Knowledge: 

The learner will demonstrate an understanding of a broad knowledge base incorporating some theorectical concepts.

Relevant legislation from all levels of government that affects business operation, especially in regard to Occupational Health and Safety and environmental issues, equal opportunity, industrial relations and anti-discrimination.

Organisational functions, structure and culture.

Organisation’s policies and strategies.

Internal controls.

Recordkeeping principles and processes including functional requirements for recordkeeping.

Organisation’s technological base.

In class demonstration

Records Consultant’s Report

Skills to be assessed: 

Consulting with practitioners, staff members, customers, and others to elicit relevant information for analysis.

Identifying and viewing component parts as integral elements of the whole system.

Analysing and synthesising documentation, verbally delivered information, and observed behaviours.

Analysing process functions and problems.

Researching and analysing organisation requirements for recordkeeping.

Interpreting and applying relevant legislation, regulatiosn and standards.

Ability to relate to people from a range of social, cultural and ethnic backgrounds and physical and mental abilities.

 In class demonstration

Records Consultant’s Report
 

 Elements/Performance Criteria: 

1. Determine recordkeeping requirements (1.1 - 1.5)

2. Devise and appropriate recordkeeping system (2.1 - 2.6)

3. Develop business rules and procedures to support operations (3.1 - 3.4)

 In class demonstration

Records Consultant’s Report
 

Course Overview: Access Course Overview