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

Week	Content	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
4	Excursion to Public Records Office (PROV) www.prov.vic.gov.au	All	1.1 - 1.4	1.3 - 1.6	Make 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	1-4	Practical 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	All	Online 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	All	Online class
15	Finalising Records Consultant’s report.	All Online class theory VE full time	3.1 - 3.5	All	Online class	Records Consultant report assessment
16	Feedback, review of employability skills for this course	All Online class theory VE full time	3.1 - 3.5	All	Online 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 system	2.1, 3.3	ALL
Develop business rules and procedures to support operations	3.1	ALL

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