Course Title: Set up a business or records system for a small office
Part B: Course Detail
Teaching Period: Term1 2012
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 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 |
BSBWOR404A Develop work priorities |
BSBADM406B Organise Travel |
Flexible delivery students (Part Time) Records |
Assessment |
| 1 |
Overview of courses Assessment Overview 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 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 | Attend excursion - optional for flex delivery. | |
| 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 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 Budgeting 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 | Online class | |
| 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 | Online class | |
| 13 |
Developing business rules and procedures to support operations Keep, destroy, transfer Theory Review |
All Online class theory VE full time |
3.1 - 3.5 | All | Online class | |
| 14 |
3.1 - 3.4 2.5, 2.6 VE full time |
3.1 - 3.5 | All | TASK 1 Practical demonstration Assessment Attend face to face class. |
TASK 1 Practical demonstration Assessment |
|
| 15 | Finalising Records Consultant’s report. |
All Online class VE full time |
3.1 - 3.5 | All | TASK 2 Records Consultant Report assessment | TASK 2 Records Consultant report assessment |
| 16 | Feedback, review of employability skills for this course |
All Online class feedback 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.
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 a summary of the skills and knowledge you need to demonstrate competency in for this unit.
| Critical aspects |
In-class assessment
|
Records Consultant’s report |
| Determine record keeping requirements | ALL |
ALL |
| Devise an appropriate recordkeeping system | ALL | ALL |
| Develop business rules and procedures to support operations | ALL | ALL |
Course Overview: Access Course Overview