AOP210
Administrative Office Procedures II
David Preston
Week 1 Lecture
Managing Physical Records (I)
Part I
Course Introduction
▪ Explain how to file and retain physical and electronic records
▪ Describe the office supplies that administrative office professionals
need to perform their duties
▪ Understand the tools that help to prepare outgoing mail
▪ Describe how to send outgoing mail
Course
Learning
Objectives
▪ Describe how to sort and open incoming mail
▪ Describe the administrative office professional’s responsibilities at a
meeting
▪ Explain how to handle domestic and international travel for
executives
▪ Discuss the role of the administrative office professional during the
executive’s absence
▪ Complete all required elements to apply for a job
▪ Describe the performance appraisal process and what information
can be gained from them
▪ Explain common leadership and management styles and how they
impact the corporate climate
Course
Grading
Scheme
Item
Weight
Participation
5%
Forums
15%
Research Paper
15%
Quizzes
20%
Assignments
20%
Final Examination
25%
Grade
Range
GPA
A
> 90%
4.0
B
80% – 89%
3.0
C
70% -79%
2.0
F
< 70%
0
Number of Days Late
Percentage Deduction
1
10%
2
20%
3 or more
50%
This means that if you submit perfect assignments
every following Wednesday, you will fail the
course.
Get the points you deserve! Turn your work in on
time.
Late
Assignment
Policy
▪ 1 original forum contribution
▪ I have zero tolerance for plagiarism of any kind.
▪ Please check for spelling and grammatical errors, and read your
post to make sure it makes sense. Unclear or unprofessional
writing is not tolerated in the workplace; start good writing habits
now!
Weekly
Responsibilities
▪ 3 forum replies
▪ When grading your replies, I will ask myself only one question,
“Does this response add to the conversation?”
▪ Lecture attendance and lecture log
▪ Submit 3 points we discussed during the lecture.
▪ The easiest way to show me you watched the lecture is to show
up.
▪ Complete any assignments for the week
▪ Take the End-of-Week Quiz
SelfAdvocacy
Here are some facts:
✓ I am here to help you learn.
✓ I cannot read minds… yet.
✓ You know how to use email.
✓ You know how to send text messages.
✓ I have office hours and am flexible in meeting with students.
✓ I want you to succeed.
The moral of the story is – if you need help, you need to let me know! Once I know that you need help
with material, we can set up a time to meet virtually and go over any content/assignments you are
struggling with.
If you don’t advocate for yourself when you need help, the only time I’ll know you are struggling is when I
see poor grades – and by then it’s too late!
Part II
Managing Physical
Records
Value of
Records
▪ Records life cycle
▪ Creation
▪ Use
▪ Distribution
▪ Maintenance
▪ Disposition
▪ Business records
▪ Assets that have value to the
organization
▪ Examples
▪ Printed document
▪ Electronic files
▪ Microfilm
▪ Images
Storage Supplies,
Equipment, and Media
Equipment for Physical Records
Basic Filing Supplies
Microform Media
▪ Vertical and lateral file cabinets
▪ File folders
▪ Microform media
▪ Lateral files require less aisle
space
▪ Movable-aisle systems
▪ Generally a manila folder
either 8½ by 11 inches or 8½
by 14 inches
▪ Mounted on tracks
▪ Hanging folders
▪ Wheels or rails
▪ File guides
▪ Open-shelf files
▪ Labels
▪ Roll microfilm
▪ Microfiche
▪ Electronic records may have to
be reformatted periodically
▪ Stability of the media is another
reason microforms are used
▪ Alphabetic storage method
▪ The most common method used for storing records
▪ A direct access system
▪ Dictionary arrangement is simple to understand
▪ Misfiling is easily checked
Records
Storage
Systems
▪ Subject storage method
▪ Geographic storage method
▪ Subject storage method
▪ Widely used in organizations
▪ A direct or an indirect access system
▪ A time-consuming process
▪ Main subjects are indicated by the primary guides in first position
Records
Storage
Systems
▪ Secondary guides indicate subdivisions
▪ Geographic storage method
▪ Related records are grouped by
Records
Storage
Systems
location
▪ An indirect access system in most
cases
▪ Particularly useful for these types
of organizations
▪ Utility companies
▪ Real estate firms
▪ Government agencies
▪ Numeric storage method
▪ Confidential
Records
Storage
Systems
▪ Numeric file
▪ Alphabetic general file
▪ Alphabetic index
▪ Accession log
▪ Consecutive numeric storage
method
▪ Serial or straight-number filing
▪ Terminal-digit storage method
▪ The file arrangement expands at the back
▪ A number is divided into three groups of digits that indicate the filing
location
Records
Storage
Systems
▪ This arrangement can be inconvenient
▪ Chronological filing
▪ Variation of numeric filing
▪ Arranged by reverse date order
Summary
Successful businesses need
current, accurate, and relevant
information
Records management is the
systematic control of records
Part III
Weekly Assignments
▪ Week 1 Forum
▪ Original contribution due Wednesday
▪ 3 Replies due Sunday
▪ Attend/Watch Live Lecture (nailed it!)
Week 1
▪ Complete Lecture Log
▪ Answer Acknowledgement
▪ Complete Weekly Assignments (due Sunday)
▪ Week 1 Quiz
▪ 10 question quiz, 2 attempts
▪ “Office” Assignment
▪ 10 questions on records management, 2 attempts
Why do you think maintaining records is so
important for a business? Write a discussion post
in which you respond to the following prompts:
▪ In your opinion, should businesses currently using
Forum
Prompt
traditional, paper-based record keeping transition
toward electronic record keeping? Why or why not?
▪ Imagine that you’re working as an administrative
professional in a dentist office. What supplies and
methods would you select in order to create and
maintain an effective file records system? List all the
supplies and equipment you would need and why,
and explain how you would use them.
See you next week!