LIA222 - Active Records Management

Outline info
Last revision date 2018-07-20 13:49:29.116
Last review date 2018-07-20 13:49:40.132

Subject Title
Active Records Management

Subject Description
This course introduces skills and techniques needed to effectively manage and control active records in various formats. You will examine file plan development, typical filing systems, storage systems and equipment, and file management procedures.

Credit Status
This is a credit subject offered through the Faculty of Continuing Education and Training.

Learning Outcomes
Upon successful completion of this subject the student will be able to:

  1. Describe main active records management concepts using appropriate terminology, discuss the concepts of the file plan and file plan development and apply the tools and techniques used to analyze active records to select or develop an appropriate methods of organization.
  2. Describe typical filing systems and to apply the principles and rules of those systems to organize active records.
  3. Describe equipment and systems used to store active records in various physical formats and apply design and selection criteria to design and equip effective active records storage facilities.
  4. Describe the basic concepts of electronic records and document management and describe the costs and issues associated with electronic records management.

Cheating and Plagiarism
Each student should be aware of the College's policy regarding Cheating and Plagiarism. Seneca's Academic Policy will be strictly enforced.

To support academic honesty at Seneca College, all work submitted by students may be reviewed for authenticity and originality, utilizing software tools and third party services. Please visit the Academic Honesty site on for further information regarding cheating and plagiarism policies and procedures.

All students and employees have the right to study and work in an environment that is free from discrimination and/or harassment. Language or activities that defeat this objective violate the College Policy on Discrimination/Harassment and shall not be tolerated. Information and assistance are available from the Student Conduct Office at

Accommodation for Students with Disabilities
The College will provide reasonable accommodation to students with disabilities in order to promote academic success. If you require accommodation, contact the Counselling and Disabilities Services Office at ext. 22900 to initiate the process for documenting, assessing and implementing your individual accommodation needs.


  • A pass standing in Grade 12 English at the general level, or equivalent.
  • Prerequisite of LIA220 (MO-OADRM100).  
  • Records and Information Management Fundamentals.

Topic Outline

  1. Overview of Records Management.
  2. File plans and the categories of records requiring unique file plans.
  3. Analyze active records to determine methods or organize including identifiers, methods of access coding.
  4. Identify the uses, advantages and disadvantages of alphabetic, numberic, subject-based classification.
  5. Control of loans in active records including tracking, follow-ups and misfiles.
  6. Search and index techniques used to retrieve information from electronic databases.

Mode of Instruction
This subject is offered in a distant learning format.

Blended models of delivery may also be available.

Prescribed Texts

Reference Material

Required Supplies
Computer & internet access.

Promotion Policy

Grading Policy
A+ 90%  to  100%
A 80%  to  89%
B+ 75%  to  79%
B 70%  to  74%
C+ 65%  to  69%
C 60%  to  64%
D+ 55%  to  59%
D 50%  to  54%
F 0%    to  49% (Not a Pass)
EXC Excellent
SAT Satisfactory
UNSAT Unsatisfactory

For further information, see a copy of the Academic Policy, available online ( or at Seneca's Registrar's Offices.

Modes of Evaluation
Since this is a professional credit subject, marking standards reinforce professional practice by demanding legible, neat, documents. Keyed material should be correctly formatted and grammatically correct as a result of accurate proof reading, proper spelling and punctuation.

In recognition of the significance of proper language skills in the workforce, marks are deducted for language errors on all tests, assignments and exams and a student can be failed on the basis of language errors alone (i.e. spelling, grammar, word usage, sentence and paragraph structure, etc.)

The final exam must be written at the Test Centre of the College at which you registered. If you are unable to do so, please make alternative arrangements through the College at which you registered.

Absenteeism and Tests

  • Students should be aware that absenteeism will impact on their inability to achieve satisfactory grades.
  • Some of the progress tests and quizzes may not be announced in advance and details of the assignment requirements may be explained in class.
  • There is no formal provision for make-up tests to replace tests you miss.
  • If you miss a test, you must provide the reason in writing to the instructor within one week. If your reason is accepted, the weighting of that test will be added to that of the final exam. Otherwise, you will be given a zero for the test. You must submit an original doctor’s certificate identifying the date, length of time of expected absence and the specific reason for your absence, or other appropriate documentation.

Grading is based on the following grading scheme:

Participation: 20%
Assignments: 60%
Final Exam: 20%

Students must attain a grade of at least 50% to pass the course. 

All Academic policies of the College at which you registered apply. This includes, but is not limited to, policies related to grading, supplemental exams, deferred exams and accommodations.

Approved by: Sandra Noble