In today's technological environment, organizations must learn how to handle records in the event they are 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 course will give a basic overview of the 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 the 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.

Should records be stored on paper, in an electronic format, or 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. This course uses the rules established by the Association of Records Managers and Administrators (ARMA) for the proper coding and filing of records.

Upon registering, you are given an initial six months to complete the program. Should you need more time, you may request a six-month extension at no additional charge.

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FEATURES

This nationally recognized Records Management online certification training course is a power packed records management training program that will teach you how to manage electronic records and conquer the paper pile-up. This course is 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. 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 encompass the tried-and-proved "winning strategies for successful records management programs."

This online program is offered in partnership with Gatlin Education Services.

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TOPIC HIGHLIGHTS

1. What is Records Management?
1. The Role of Records Management
2. Classifications
3. Value
4. Memory of a Business
5. Life Cycle of Paper Records
6. Common Problems
2. Alphabetic Indexing Rules
1. Consistency in Filing
2. Key Unit of Names
3. Rules of Filing
3. Electronic File Management
1. The Database
2. E-commerce
3. Life Cycle of Electronic Records
4. Alphabetic Records Management, Equipment, and Procedures
1. Filing and Storage
2. Storage Method
3. Storage Equipment and Supplies
4. Straight Line Tabs
5. Choosing the Right Equipment
6. Six Steps in the Records Management Procedure
5. Storing, Retrieving, and Transferring Records
1. Retention Schedule
2. The Four Values of Records
3. Record Cycle
4. Common Methods of Records Transfer
5. Software Capabilities
6. Subject, Numeric, and Geographic Records Management
1. Advantages/Disadvantages
2. Arrangement
3. Index Types
4. Coding
5. Number Types
6. Databases
7. Electronic and Image Records
1. Magnetic and Optical Records
2. Data Input Devices
3. Copies
4. Retention
5. Records Safety and Security
6. Microform
7. RIM Software
8. Records and Information Management
1. Elements of a RIM Program
2. Ratios
3. Responsibilities
4. RIM Manual
5. Goals
6. Disaster Recovery
7. Knowledge Management
8. Records Retention Schedule

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CERTIFICATE REQUIREMENTS

A 70% or better must be achieved in order to receive a Certificate of Completion.

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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

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PDF BROCHURE

Please click here to download the PDF brochure for the Gatlin online courses offered by OCPE.

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WHO SHOULD ATTEND

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.

Dr. Gail Brostrom

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 PhD 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.

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

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1. How do I register for a Gatlin online course?

Gatlin does not offer courses directly to the public. It offers courses through George Mason University and other colleges and universities. Please contact our office at 703-993-2113 or click here for more information or to register for a course.

2. How much do Gatlin online courses cost?

To view the prices for all Gatlin courses that are offered by George Mason University, please click here.

3. Why do I have to take Gatlin courses through a participating school?

That is the only way Gatlin Education Services offers its courses. They do not deal directly with the public.

4. Do I have to travel to register for or to attend a Gatlin online course?

All Gatlin courses are delivered entirely online, so you do not have to go to a class or travel to a school. Please contact our office at 703-993-2113 or click here for more information or to register for a course.

5. How long does it take to complete a Gatlin course?

All of our Gatlin courses are asynchronous. You can start and finish the course at your own pace. Most courses are designed to be completed within 180 days. You may request an extension if you think you will need more time to complete a course. Please contact us at 703-993-2113 or click here if you have any questions or if you would like to register for a course.

6. Do I have to buy additional materials?

Please refer to the green Included Materials box located on the upper right hand side of this page. If materials are included in this course, they will be shipped by Gatlin to you via UPS ground service after you have registered for a course.

7. Can I get financial aid for Gatlin courses?

George Mason University offers financial assistance through the Sallie Mae Training Loan Program for qualifying students. Call 703-993-2113 for more information. GES also provides a loan opportunity for students (www.collegeloanapplication.com).

8. What happens when I complete the course?

If you obtain a final passing grade of 70% or greater in a course, we will award you a George Mason University certificate of completion.

9. Who will be my instructor?

Each student is paired up with a George Mason University, OCPE, Gatlin facilitator for one-on-one interaction. The facilitator will be available (by e-mail or by telephone) 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.

10. What are the system requirements in order to take an online course?

Please see the "PC requirements" section listed for individual courses.

11. When can I start the course?

You can register for a course at any time.

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