Records Management Certification (180 hours)

Course Overview/Description

Every organization and every individual has records! Business offices, government agencies, non-profit groups, educational institutions, and medical facilities-just to name a few-must deal with enormous amounts of records on a daily basis. Executives and support staff are inundated with data and information in various formats.

A record is anything that provides information. A record may be on any type of media: paper or electronic, digital or analog, magnetic or optical, liquid or solid…. In today's technological environment, organizations must learn how to handle these records so that they can be used as needed in the future. Records must be managed from the time they are created or received, through distribution, use, and maintenance, until they are finally destroyed or permanently archived.

This Records Management course will give a basic overview of records management terminology, concepts, and procedures to successfully manage records in today's offices. Regardless of the media on which the record is stored, the record must be properly managed to be an asset to the organization. Another important component of a professional records management program is legality issues. A comprehensive, legally-sound records retention schedule must be developed and strictly followed so that the company is not held liable for problems that could have been avoided in the first place.

Should records be stored on paper, in an electronic format, in a microform? How is a Records Inventory conducted? What are the steps in the development of a company-wide Records Retention Schedule? How are records archived? This course will assist you in making those decisions based upon certain characteristics of the records. Also, the rules established by the Association of Records Managers and Administrators (ARMA) will be used for the proper coding and filing of records.

Each section of this online course contains learning objectives, review questions, practical applications, and assignment activities for the student to study for mastery of content.

This course will provide an introduction to the profession of records and information management. It focuses on development of knowledge necessary to establish and manage successful organization-wide records management programs. This course will encompass the tried-and-proved "winning strategies for successful records management programs."

Course Objectives

• Define records management and describe the importance of managing document-based information systems in business and government.
• Describe the business justification for records management and list the major components of a formally established records management program.
• Identify the distinguishing differences among the major methods used in inventorying the records of an organization.
• Delineate the different methods used in inventorying electronic record media.
• Explain the business and legal benefits of establishing a records retention program.
• Describe the steps involved in planning and developing a records retention program.
• Discuss the legal issues of records retention program development.
• Explain how to conduct and document legal research on federal, state, and local records retention requirements.
• Describe the theory and practice of records retention decision-making.
• Explain the need for vital records protection and disaster recovery planning.
• Describe how vital records are identified and how they differ from important and useful records.
• Explain the concepts and techniques of protecting vital electronic records.
• Identify guidelines for developing vital records operating procedures.
• State the objectives of a filing system.
• Explain the differences between direct and indirect access systems.
• Identify the various types of coding systems.
• Describe the functions of an index and identify general criteria for indexing systems.
• Enumerate the arrangements, purposes, and characteristics of the different classification systems, i.e., subject, numeric, alphabetic, alphanumeric.
• Identify factors that help reduce the area and time of a records search.
• Explain the primary tools used for identifying records.
• Recommend solutions for common filing problems and for safeguarding the security and confidentiality of records.
• Describe the process for file reorganization.
• Identify the reasons for careful selection of records housing equipment and describe the criteria and considerations in selecting equipment.
• Explain principles for inventorying electronic records.
• Describe and evaluate records management software and how it is used.
• Describe bar code technology and its uses.
• Explain the fundamentals of a microfilm system.
• Explain the operation, components, and benefits of different types of cameras used for microfilming.
• Discuss the purpose of various peripheral equipment, such as processors, duplicators, jacket and aperture card loaders, and readers and reader-printers.
• Describe computer-assisted retrieval systems (CAR) and computer-output microfilm (COM).
• List the purpose, advantages, capabilities, and major components of electronic imaging systems.
• Explain the various types of optical disks and their characteristics.
• Discuss how hybrid micrographic systems are complementing electronic imaging in enterprise-wide computer systems.
• Identify the advantages and limitations of using micrographics or electronic imaging in the management of an organization's records.
• Learn what information should be gathered and how to determine the economic and technical feasibility of using an imaging system in the management of records to enable the effective design of an appropriate system.
• Explain the need and the objectives of an effective forms management program.
• Identify the program elements of a forms management program.
• Identify various types of paper-based and electronic forms.
• Explain how to establish an effective forms analysis program.
• Identify tools used in forms inventory and appraisal.
• Identify the scope and functions of mail management programs.
• Describe how automated mail handling equipment works.
• List the types of electronic message transmission systems that are used in today's modern office.
• Identify the scope of reprographics and copy control.
• State the basic principles of an effective copy management program.
• Explain how to conduct a reprographics management program evaluation.
• State the purposes and advantages of records management manuals.
• Explain the purposes and functions of a records center.
• Establish criteria for planning the requirements for a records center facility, equipment, and layout.
• Identify the different types of records storage space-numbering systems and explain the advantages of each.
• Explain the advantages and disadvantages of a commercial records center as compared to an in-house facility.
• Explain some commonly used records center search and charge-out procedures.
• Outline policies and procedures for establishing a records disposal system for a records center.
• Enumerate the duties and responsibilities of records center personnel.
• Define archives management and explain the types and functions of archives.
• Identify the criteria for appraising the value of archival records.
• Describe the principles of conservation of archival materials to ensure their permanent preservation.

Course Outline

1. Management of Information Systems
2. Records Inventory
3. Records Retention Programs
4. Vital Records and Disaster Recovery
5. Filing Classification Systems and Equipment
6. Electronic Records Management
7. Microfilm and Electronic Imaging Systems
8. Forms Management
9. Other Records Management Functions (and Records Management Manuals
10. Inactive Records, Records Centers, and Archives

Prerequisites/Audience

 

There are no specific prerequisites for this course. This course is intended for professionals who want to enhance their records management knowledge or for individuals who want to jump-start their career in the records management profession.

PC Requirements/Materials Included

 

This course is compatible with the Windows Vista operating system.

This course can be taken on either a Mac or a PC. Students will need to have an Internet connection and email capabilities.

GES will provide the required textbook (Information and Records Management) for this course.

 

Instructor Bio

Dr. Gail Brostrom is both an educator and practitioner of records and information management. Having taught records management and business-related classes at post-secondary levels for 15 years, she then turned to the corporate environment. Gail has been in the corporate world for 19 years as a practicing records manager and a supervisor of records analysts, records center, and micrographics. She received her Ph.D. in business and vocational education in 1982 and her certified records manager designation in 1997. She continues to be active in the Minneapolis/St. Paul chapter of ARMA after being an officer for six years.

Frequently Asked Questions (FAQs)

1. How do I register?
Click on the register button at the top of the page and follow the directions. It is important that you type all your information in the boxes, then print it out to sign.  Payment and sending instructions are in the bottom right corner of the form.

2. How much do the courses cost?
The fee is in the pink box at the top of the page.

3. Can I register for courses if I live outside the United States?
Yes you can!

4. Do I ever have go to the school I register with?
All of our courses are delivered entirely online, so you never have to go to a class or travel to the school.

5. How long does it take to complete a course?
All of our courses are self-paced and open enrollment. You can start and finish the course at your own pace. When you register for a course, you are given 180 days (6 months) to complete the course. If you need more time, extensions are available.

6. Do I have to buy additional materials?
All materials are included. The cost of materials is covered by your tuition. GES ships all materials via UPS ground service upon registration.

7. Can I get financial aid?
GES courses are non-credit courses, so they do not qualify for federal aid. In some states, vocational rehab or workforce development boards will pay for qualified students to take our courses.

• GES provides a loan opportunity for students. Simply go to www.collegeloanapplication.com to apply for an easier qualifying loan at a slightly higher rate. Click here for more information on this loan program.

8. What happens when I complete the course?
Upon successful completion of the course, you will be awarded a certificate of completion from the school with which you registered. You must obtain a final passing grade of 70% or greater to be awarded a certificate.

9. Am I guaranteed a job?
GES courses will provide you with the skills you need to obtain an entry-level position in most cases. We do not provide direct job placement services, but our instructors will help you build your resume and are available to give advice on finding your first job. Instructors will also be available to use as a professional reference upon completion of the course. Potential students should always do research on the job market in their area before registering.

10. Who will be my instructor?
Each student is paired with a facilitator for one-on-one interaction. The facilitator will be available (via email or phone) to answer any questions you may have and to provide feedback on your performance. All of our facilitators are successful working professionals in the fields in which they teach.

11. What do I have to have in order to take an online course, and what are the system requirements?
In order to take our online courses, you must have access to a computer and the Internet (a normal dial-up connection is fine). You can access the course contents from any Web-enabled computer. There are no necessary plug-ins. You do not have to use the same computer to log-in to the course every time. We recommend that you have a word-processing program (Microsoft Word is best) and the latest version of Internet Explorer.

12. Can this course be taken on a Mac?
Yes.

13. How can I get more information on the course?
All of the information we have is available online under our course catalog (www.gatlineducation.com). If you have questions that are not answered online, please feel free to email us at courseinfo@gatlineducation.com or call 817-870-2870. We will answer your questions promptly.

14. When can I start the course?
Our courses are all open enrollment. You can register and start the course as soon as you are ready.

15. How many hours per week should I spend studying?
As a general rule, we suggest a minimum of between five and ten hours per week. However, this will vary from individual to individual. If you are just getting started and have little to no experience, certainly try to put in as much time as you can and try to maintain a persistent schedule. Ultimately each student will find a pace that is comfortable for them.