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Study Guide in OM 107 Facilities Management Module No. 4

STUDY GUIDE FOR MODULE NO. 4

Basic Concepts of Records Management and Office Technology

MODULE OVERVIEW

In this chapter we will study the fundamental concepts of records management. We will going to define the
fundamental types of facilities records/reports and how it will organize and stored in computer-readable form.
This chapter will show us how computer store, short, retrieve, and transfer data,

Chapter 4 will also provide us an overview on how to use email client/s such as Microsoft Outlook, Mozilla
Thunderbird, Photocopier, Inkjet, laser, dot matrix printers and Faximiles.

MODULE LEARNING OBJECTIVES

At the end of this module, you should be able to:

1. Apply the fundamental concepts of records management

LEARNING CONTENTS (FM Records Management)

Information growth is the rapid increase in the amount of published information’s or data and the
effects of its abundance. In our connected world, there’s an increase in data resulting from all kinds
of activities, being created every moment.

What is Records Management?

The ISO 15489-1: 2001 standard ("ISO 15489-1:2001") defines Records Management as "the
field of management responsible for the efficient and systematic control of the creation, receipt,
maintenance, use and disposition of records, including the processes for capturing and maintaining
evidence of and information about business activities and transactions in the form of records"

What are Records?

Records are
 document that memorializes and provides objective evidence of activities performed, events
occurred, results achieved, or statements made.

 created / received by an organization in routine transaction of its business or in pursuance of

its legal obligations.

 all documented information, regardless of its characteristics, media, physical form, and the
manner it is recorded or stored.

 include accounts, agreements, books, drawings, letters, magnetic/optical disks, memos,

micrographics,etc.

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Fundamental Types of Facilities Records/Reports

 Supplies Record - It includes the address, telephone, names of contact persons or suppliers,
selling terms and routing instructions for shipping purchases etc. This provides a quick access
to information about supplies. This record additionally summarizes the supplies delivered and
quality performance.

 Equipment Records- is a computerized database system containing spirometer information

such as model and serial number, instruction manual, hardware and software interface
program versions, calibration checks, necessary repairs and/or manufacture returns, and
warranties, all of which are used to ensure operational efficiency coincides to OSHA
(Occupational Safety and Health Administration)-based standards.

 Maintenance Records - are written notes that provide documentation about the upkeep of a
certain piece of equipment.

 Incident Reports or Accident Report – is a form that is filled out in order to record details
of an unusual event that occurs at the facility, such as an injury to a patient.

Electronic database - is a searchable electronic collection of resources. Electronic databases are

organized collections of data, or information that are stored in computer-readable form.

How Computers Sort Data?

- An algorithm is just like a step-by-step instruction for solving a problem like e.g. sorting a given set
of data

- The computer reads the algorithm and by following the steps in it, it is able to sort the data.

There are 3 aspects of sorting data:

1) The compare routine

2) The strategy

3) The relocation mechanism

Electronic Record Life Cycle

 Includes creation, use storage and disposition for most business and government entities.

 Once a record is created electronically it is normally distributed and used as an information

tool for business or government purposes.

Records Storage, Retrieval and Transfer

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Develop and maintain a records management program which preserves adequate records
documenting the organization, functions, policies, decisions, procedures, and essential transactions,
including record material containing evidence or information appropriate for preservation because of
its administrative, legal, scientific, research, or historic value.
LEARNING ACTIVITY 1

Sort the following in alphabetical order:

Nadado, Mark Clement Adona Tenorio, Vivian De Guzman

Garcia, Marianne Camille Santos Ferrer, Roldan Dela Cruz

Victorio, Sammy Nota Enjambre, John Anthony Dilisan

Abalos, Carlos Manuel Sabeniano Tebrio, Diana Aquino

Candelario, Edwinalyn Olarte Tenepere, Frozer Joyce Delos Santos

Campos, Jessabel Ferrer Caasi, Karen Grace Casta

Paragas, Shaira May Joaquin Patungan, Mildred Catinguel

Galupar, Cecil Agao Dalioan, Jolina V.

Abando, Marisol Bauzon Mejia, Daniela Caballero

Velasco, Jerika Mae Gonzales Escariaga, Aldrin Vallo

LEARNING CONTENTS (Fundamentals of using email client/s such as Microsoft Outlook and
Mozilla Thunderbird, Photocopier, Inkjet, laser, dot matrix printers and Faximiles )

Fundamentals of using email client/s such as Microsoft Outlook and Mozilla Thunderbird

Microsoft Outlook and Mozilla Thunderbird are both adequate email clients. A comparison of the
two applications shows that using either client has certain advantages and disadvantages over its
counterpart. The two clients are similar in basic function: Either client will retrieve your email from
a POP3, IMAP or an Exchange server, and both applications include security features like spam
filters and firewalls.

Email client is a desktop application that enables configuring one or more email addresses to receive
, read, compose and send emails from that email address through the desktop interface.

Microsoft Outlook is a personal information manager form Microsoft available as part of the
Microsoft office suite. It includes calendar ,task manager, contact manager, note taking, journal and
web browsing.

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1. In Microsoft Outlook, from the E-mail Accounts menu, select Tools.

2. On the E-mail Accounts wizard window, select Add new e-mail account, and then click Next

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3. For your server type, select POP3 or IMAP, and then click next.

4. On the internet E-mail settings, (POP3⁄IMAP) window, enter your information as follows:

Your name
Your First and Last name
E-mail Address
Your e-mail address
User Name
You e-mail address again.
Incoming Mail server (POP3)
POP, Pop.secureserver.net or IMAP,
Imap.secureserver.net
Outgoing mail server
Smtpout.secureserver.net
Click More Settings

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5. On the Internet E-mail Setting window, go to the Outgoing Server tab.

6. Select My outgoing server (SMTP) requires authentication.

7. If you did not change the SMTP relay section, select USE same settings as my incoming
mail server. If you changed the username and password in SMTP relay section of your
Manage Email Accounts page, select Log on using and enter the username and password.
The following examples assumes you did not change your SMTP relay secrion in your
manage email accounts page.

8. Go to the advance tab, and then change the outgoing server (SMTP) port 80 or 3535.
9. Click OK

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10. Click Next

11. Click Finish

Thunderbird Overview is an open source email client, formerly developed and distributed by the
Mozilla open source community. However, development of new features for the product has been
halted, and only stable versions of the software are released and updated at this time. The
Thunderbird application is free to download and use.

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To Set Up Your E-mail Account in Mozilla Thunderbird

1. In Mozilla thunderbird, from the Tools menu select Account Settings.

2. Select email account , and then click next.

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3. Enter your name and email address

4. Select POP or IMAP as the type of incoming server you are using. Your incoming server
is pop.secureserver.net for POP, or imap.secureserver.net for IMAP. Click Next.

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5. Enter your e-mail address for the Incoming User Name, and Outgoing User Name.
Click Next

6. Enter a name for your email account and click Next.

7. Verify your account information and click Finish.

8. In the Account Settings window, select Outgoing Server listed below your new account

9. Type smtpout.secureserver.net for the Server Name and change the Port setting to 80

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10. Select Use name and password and enter your e-mail address. Thunderbird will ask you for
your password the first time you try to send mail. Click OK.

Photocopier is a machine that makes copies of documents and other visual images onto paper or
plastic film quickly and cheaply.

Steps in operating photocopier machine

• Open the copier lid

• Place the document to be photocopied face-down to the glass
• Select the options you want (numbers of pages, enlargements, light/ darker)
• Press the start button

Similarities of Photocopier and Laser Printer

 Both use an electrostatically charged drum to receive the image to be transferred to paper.
 Both use a fine-grained powdered toner that is heated to adhere to the paper.
 Both must feed the paper through elaborate paper paths for printing.
 Laser printers produce images digitally, turning individual dots on and off; most copiers,
however, are still analog devices.
 Laser printers work under the control of a computer; copiers have a dedicated scanner as an
image source.
Steps on how to use laser printer

1.Cleaning

During the first stage of the image formation process, a photosensitive drum's surface is
prepared to hold an image through a physical and electrical cleaning process. Before a new image is
formed on the drum, left over toner from the previous image must be removed. This is accomplished

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by a rubber-cleaning blade which scrapes toner off the drum into a debris cavity. The drum is also
electrostatically cleaned by erase lamps which illuminate the drum's photosensitive material to
neutralize any electrical charges that remain on the drum.

2. Conditioning

After the photosensitive drum has been physically and electrically cleaned, it must be
conditioned. The conditioning process consists of the application of a uniform negative charge on the
surface of the photosensitive drum by the primary corona wire. A high negative voltage is applied to
the primary corona wire by the high voltage power supply. Negative charges from the wire migrate
to the surface of the drum. The primary corona grid is positioned between the primary corona and the
drum's surface to regulate the voltage applied to the drum so that a uniform negative charge is
applied.

3. Writing

After rotating past the conditioning station, the drum has a uniform high negative charge on
its surface. At the writing station, a sweeping laser beam is used to discharge this potential in
selected areas by focusing laser light on selected portions of the photosensitive drum. This creates
what is known as an electrostatic image. This image is later developed into a visible image. Portions
of the drum not exposed to the laser still have a high negative charge.

4. Developing

At the developing station, the invisible electrostatic image is developed into a visible image
on the photosensitive drum when toner from a developer cylinder is transferred to discharged areas
on the drum. The toner particles acquire a negative charge from the developer cylinder which is
connected a negative DC power supply. This electrostatic charge causes the toner particles to be
attracted to the areas of the drum which have been exposed to the laser light and repelled to the areas
not exposed. An AC potential is applied to the developer cylinder to assist the attraction of the toner
from the developer cylinder to the photosensitive drum.

5. Transfer

At the transfer station, the toner image on the photosensitive drum is transferred to the paper.
A corona wire is positioned behind the paper so that the paper, which is traveling the same speed as
the drum's surface is rotating, contacts the drum. This corona produces a positive charge on the
paper. Because the positive charges on the paper are stronger, they pull the negatively charged toner
particles off the drum and on to the paper. As the paper and drum advance, a row of metal teeth with
a high negative charge called the static charge eliminate or weakens the attractive force between the
negatively charged drum and the positively charged paper. This helps separate the photosensitive
drum and paper.

6. Fusing

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Until the paper reaches the fusing station the toner is held on the paper only by gravity and
weak electrostatic forces. At the fusing station, toner is melted and forced into the paper by pressure
and heat of the fusing roller to produce a permanent image. The heat of the fusing roller is
maintained by a high intensity lamp inside the fusing roller. At this point the finished print is ejected
and the process is restarted from stage one.

Dot Matrix: (Impact Printers):

 Impact printers are so named because they use a mechanical printhead that presses against an
inked ribbon to print characters and graphics. Impact printers are the oldest printer
technology, and are primarily used today in industrial and point-of-sale applications.
 Dot-matrix printers, the most common form of impact printers, are so named because they
create the appearance of fully formed characters from dots placed on the page.
 Dot-matrix printers use a thermal or impact print head containing multiple pins that are used
to form characters and graphics.
Steps on how to use Dot Matrix:

Dot Matrix Printer With a USB Connection:

1. Install any software drivers included with the dot matrix printer.

2. Connect the printer to the computer using the USB cable.

3. Turn the printer on. The computer recognizes the printer and sets it up for use.

4. Install the printer manually if it does not install automatically. From the Control Panel, select
"Printers" or "Devices and Printers," and then follow the onscreen prompts.

Dot Matrix Printer With a Parallel or Serial Connector:

1. Look at your computer to see if you have a parallel connector (25 pin) or a serial connector (9
pin). Parallel connectors are usually not available on newer computers, although some have serial
connectors. A serial port resembles a VGA connector but it has pins instead of a socket.

2. Purchase and install an expansion card or obtain an adapter cable if your computer does not have
the required connectors. If the connectors are present or you add them with an expansion card,
proceed to Step 3 below. If you are using a cable that converts parallel or serial to USB, follow the
instructions above for printers with USB connections.

3. Verify that the computer is off and then connect the parallel or serial cable to the computer.

4. Turn the printer and the computer on.

5. Install the printer from the Control Panel. Select "Printers" or "Devices and Printers" and follow
the onscreen prompts.

Steps on how to use Digital copier/ Photocopier:

Turn on the Photocopier

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The first step you will take in using the photocopier is making sure it is powered on a
plugged up. First, check for plugs, and make sure that the copier’s cord is plugged into a nearby
outlet. Next, look for the power button. Most copiers have the power button on top, but you may find
the switch on the side. If you find that the unit is already on but is not responding, then it may be in
“sleep” mode. In that case, you can press the “copy” button to see if it responds to that.

Before moving to the next step, you will want to make sure that the copier has paper in it.
The paper tray will be located either on the front or the side of the device. Fill the tray with paper if
you notice that it is empty or the level is low.

Put Your Document on the Copier

The next step is placing your document on the copier. You will lift the photocopier’s cover
and place your document on the glass surface. You will want the front of the document facing
downward on the glass. You will also want to place the document the way the guide marks tell you.
You will see the guide marks once you lift the cover. After you have properly placed your document,
you can close the copier cover.

Select the Number of Copies

You will need to select the number of copies that you want the copier to make. The unit will
have a digital number display and a set of plus and minus keys so that you can change the quantity.
Some models have numeric keys for this same function.

Select the Color Preference

Next, you will want to tell the copier whether you would like color copies or black and white
copies. The unit will have a dedicated button for this selection. Press the button to make your
changes.

Select Paper Size

After you select the color preference, you will want to select the correct paper size. 8.5 x 11
inches is the standard paper size. If you need to use a special paper size, then you will have to feed
the paper into the tray.

Press the Copy Button

Finally, you will press the “copy” button to print your copies. Some units have the copy
button labeled as a start button. Once you press the copy button, your copies will start printing. You
may stand in front of the copier while is it printing so that you catch any errors immediately.

Inkjet Printers:

 Inkjet printers (also known as ink dispersion printers) represent the most popular type of
printer in small-office/home-office (SOHO) use today and are also popular in large offices.
Their print quality can rival laser printers, and virtually all inkjet printers in use today are
able to print both color and black text and photographs.

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Inkjet printers are character/line printers. They print one line at a time of single characters or
graphics up to the limit of the printhead matrix. Inkjet printers are functionally fully formed
character printers because their inkjet matrix of small droplets forming the image is so
carefully controlled that individual dots are not visible.
What does Facsimile (Fax) mean?

 A facsimile, more commonly referred to as a fax, is the transmission of a document or image

from one place to another electronically. The document to be sent is scanned and sent over a
telephone or Internet connection. A combined scanner and transmitter is usually known as a
fax machine. Modern-day Internet connections have greatly reduced the use of fax machines.
 A facsimile is also known as a telefax or telecopy.
Steps on how to use Facsimile:

1. If you are receiving a fax, then you simply need to turn your fax machine on, connect it to the
phone line, make sure it is loaded with paper and toner, and set it to "auto receive" - when the phone
line rings, the fax machine will receive the fax transmission.

2. If you are sending the fax, prepare a document to send as well as a fax number to send it to.

3. Insert the document into the document feeder of the fax machine

4. Enter the fax number you want to send your fax to into the fax machine.

5. Press the "send" button on your fax machine (usually green)

6. Wait for the document to finish transmitting.

LEARNING ACTIVITY 2

Matching Type

a. Non-electronic records

b. Electronic records

c. E-mails

d. Digitized records

1. E-mail messages

2. Word processed documents

3. Electronic spread sheets

4. Digital images

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5. Database

6. Transactional information

7. Email server

8. Email messages

9. Email systems / clients

10. 3D scanner

11. Audio and texture map transformations

12. Geographic information system

13. Embroidery digitizing software tools

14. Embroidery machine code

15. Manual records

SUMMARY

 Information growth is the rapid increase in the amount of published information’s or data and the effects of its
abundance. Records Management is the field of management responsible for the efficient and systematic control
of the creation, receipt, maintenance, use and disposition of records, including the processes for capturing and
maintaining evidence of and information about business activities and transactions in the form of records.
 The fundamental types of facilities records/reports are supplies record, equipment records, maintenance Records
and incident reports or accident report.
 The module will teach us on how to use email client, microsoft outlook , mozilla thunderbird, Photocopier,
Inkjet, laser, dot matrix printers and Faximiles

REFERENCES

Read, J. R. & Ginn, M. L. (2008). Records Management. Ohio: Cengage.

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