ADMN-1309: Records Management ( Online | Spring 2018 )

Download this syllabus as a PDF Document.

Instructor Information
Instructor Name

Bobbie Hawkins

Instructor Rank

Assistant Professor

Instructor Email
Instructor Website

Instructor Office

Macon Cove, B-257E

Office Hours

Posted by office door

Instructor Phone

(901) 333-4682

Department Phone

(901) 333-4150

Course Information
Course Description

This course explores methods for temporary and permanent record storage including alphabetic, geographic, numeric, and subject filing systems. It covers mechanical, computerized, and manual filing and retrieval methods, control of filed information, micro records, and the organization and operation of records management programs.

Student Learning Objectives

Upon completion of this course, the student will:

  • Demonstrate the knowledge of basic filing rules and procedures for Alphabetic filing.
  • Demonstrate the knowledge of basic Records Management terminology.
  • Demonstrate the knowledge of basic filing rules and procedures for cross references and government names.
  • Demonstrate the knowledge of basic filing rules and procedures for computer records management.
  • Demonstrate the knowledge of basic filing rules and procedures for records retention, retrieval, and transfer.




Instructional / Learning Methods

Students will:

  • Read textbook chapters
  • Review PowerPoint presentations
  • Complete homework assignments
  • Complete practice exercises
  • Take Quizzes and Exams.
Textbooks, Supplementary Materials, Hardware, and Software Requirements
Required Text
  • Records Management, 10th Edition. Read & Ginn (ISBN -13: 978-1-305-11916-1)
  • MindTap Online product, 10th Edition, Read & Ginn (ISBN-13: 978-1-305-11920-8 )
Supplementary Materials

Students should save all assignments on a flashdrive.

Hardware Requirements

If this course requires the use of a computer, these are general recommendations for accessing any of the services that Southwest offers on the Web (e.g. My.Southwest, etc.).

  • minimum Pentium IV or higher processor (recommended)
  • SVGA monitor, minimum resolution 800x600 (1024x768 strongly recommended)
  • CD-ROM or DVD drive
  • floppy drive, zip drive, or CD-RW drive
  • Mouse or compatible pointing device
  • at least 512 MB of RAM (recommended)
  • (optional) printer
Software Requirements

The software listed below in the "General Software Requirements" is recommended for any student accessing Southwest services through the Internet. Your course requires the use of a computer and has specific software requirements.

The software listed below is recommended for any student accessing Southwest services through the internet. Your course may have specific software requirements.

  • Windows 7, Vista, XP
  • Mac OS X (up to 10.6) (OS 10.6 recommended)
  • Linux with a Supported Browser
  • Microsoft Edge+
  • IE 10 & 11: some issues+
  • Firefox (latest)+
  • Firefox ESR+
  • Chrome (latest)+
  • Current Anti-Virus protection
  • Reliable Internet connection (broadband recommended but not required)

Many instructors may require assignments to be submitted using Microsoft Excel or Microsoft Word. To learn how to obtain discounted software from Microsoft, visit

Assessment and Grading
Method of Evaluation
  • 50% - Assignments;
  • 50% - Tests [4]
Grading Scale

A = 90-100

B = 80-89

C = 70-79

D = 60-69

F =   0-59

For students earning the AAS Degree in Administrative Professional Technology and/or the Computer Software Specialist Technical Certificate, minimum standards for successful completion of ADMN 1309 (Records Management) will be a grade of "C."

Testing Procedure / Policy

All tests include true/false, multiple-choice, short-answer items and Finding Tests.

Major Assignments

Students will complete short-answer and application assignments. All assignments are posted inside the course in PAWS.

Participation / Attendance Policy

Students are expected to complete all course assignments.

Guidelines for Communications
Email Guidelines

Each student has been provided a Southwest e-mail account. Please do not email your classmates unless the topic relates specifically to this course. E-mails that contain advertisements, solicitations, personal interests, etc. are strictly forbidden. Below are a few guidelines that you should keep in mind when sending email:

  • Always include a subject line.
  • Typing in all CAPS is considered SHOUTING in Cyberspace. So please use upper and lower case characters when sending e-mails.
  • Remember, without facial expressions some comments may be taken the wrong way. Be careful in wording your e-mails and use good Netiquette
  • Use standard fonts.
  • Do not send large attachments without permission.
  • Respect the privacy of other class members.

Online instructors will respond to all e-mails within 48 hours.

Discussion Guidelines

Below are a few guidelines that should be adhered to when using the Discussion forum. Messages that contain advertisements, solicitations, personal interests, etc. are strictly forbidden.

  • Review the discussion threads thoroughly before entering the discussion.
  • Please try to maintain threads by using the "Reply" button rather starting a new topic.
  • Do not make insulting or inflammatory statements to other members of the class. Be respectful of others' ideas.
  • Be patient and read the comments of other group members thoroughly before entering your remarks.
  • Be positive and constructive in group discussions.
  • Respond in a thoughtful and timely manner.
Technical Support
Technical Support

My.Southwest: Submit a Student Technical Support Request. Please provide a full detailed explanation of the problem.

PAWS: For course related questions, contact your instructor. For technical issues with the PAWS website, contact the College Helpdesk at (901) 333-4357.

Course Topics
Tentative Schedule
  • Chapter 1 - Records and Information Management
  • Chapter 2 - The RIM Environment
  • Chapter 3 - Alphabetic Indexing Rules 1-4
  • Chapter 4 - Alphabetic Indexing Rules 5-8
  • Chapter 5 - Alphabetic Indexing Rules 9-10
  • Chapter 6 - Alphabetic Records Management, Equipment, and Procedures
  • Chapter 7 - Storing, Retrieving, and Transferring Records
  • Chapter 8 - Subject Records Management
  • Chapter 9 - Numeric Records Management
  • Chapter 10 - Geographic Records Management
  • Chapter 11 - Electronic Records File Management
Student Services
Embedded Librarian Service This service may be found inside PAWS courses.
Two Southwest Librarians are assigned to work with you and your instructor throughout the course for the entire semester. The Librarians will suggest library resources and answer questions sent to "Ask A Librarian".

To contact a Librarian, go to the Classlist and select the "Ask A Librarian" tab.
Student Services Links

Academic Support

The Academic Support Center (ASC) provides free services and resources to help Southwest students successfully reach their academic and career goals. These services include tutoring by peer and master tutors, computer labs, success workshops, academic coaching, early alerts from your instructors and areas for individual or group study at numerous locations. The ASC also provides Supplemental Instruction in some of our general education classes and the Center is also responsible for Academic Progress Reporting so that you will be award of your academic standing during the 5th-6th week of the semester. Online tutoring services are offered through Smarthinking 24 hours a day, 7 days a week. Simply login to your PAWS to access this online tutoring resource.

Drop/Withdrawal Dates

See the official college catalog for the current withdrawal policies. Important semester drop and withdrawal dates can be found on the college Web site at

Academic Misconduct

Plagiarism, cheating, and other forms of academic dishonesty are prohibited. A student guilty of academic misconduct, either directly or indirectly, through participation or assistance, is immediately responsible to the instructor of the class. The instructor has the authority to assign an “F” grade or a zero for the exercise or examination, or to assign an “F” for the course. College sanctions for academic misconduct may include suspension or dismissal from the College. Please see the section in the current Catalog on Academic Misconduct.

Classroom Behavior: Any student engaged in disruptive conduct or conduct violating the general rules or regulations of the College may be ordered to temporarily leave the classroom. Extended or permanent exclusion from the classroom can be achieved only through appropriate procedures of the College.

Open Labs

Macon Cove

  • Academic Support Center: Available during working hours
  • Bert Bornblum Library: Available during library hours
  • Farris 2131: M-R 8-5:30, F 804:30

Union Avenue

  • Academic Support Center - F Building, Room 319, available during working hours
  • Parrish Library - Available during library hours
  • M105: 8-6:30


  • Computer Lab- Room 101 (Please note - this room is available when classes are not scheduled. Schedule fluctuates each semester.)
  • Library - Available during Library hours only.

Maxine Smith

  • Open Lab- Room 101.
  • Library - Available during Library hours only.


  • Open Lab Building 6, Room 127
  • Library - Available during Library hours only.
Syllabus Updates The instructor reserves the right to make changes as necessary to this syllabus. If changes are necessitated during the term of the course, the instructor will immediately notify students of such changes.