Records and Recordkeeping Program Analysis, Design and Evaluation
Spring 2011 Greensheet
Keith D. Davis, MBA, CRM ("Keith")
Phone: (925) 260-1242 – 7 pm until 9 pm every weekday (use e-mail other times)
Office location: tele-office
Virtual Office hours: 7 pm until 9 pm PST/PDT Tuesday and Thursday (or by appointment – please e-mail me at least 24 hours in advance to request)
Textbooks and Readings
ANGEL Information: This course has an ANGEL site. The enrollment code for ANGEL will be distributed to all students the first day of the semester via MySJSU messaging.
Overview of activities involved in planning, organizing, directing and controlling a records management program; implementation strategies, evaluations and audits; management and leadership in Records Management. Not repeatable.
Prerequisite: MARA 200, 202, 204
This course supports the following MARA Core Competencies:
- B. Recognize the social, cultural, and economic dimensions of records, recordkeeping, and records use
- D. Have expertise in the basic concepts and principles used to identify, evaluate, select, organize, maintain, and provide access to records of current and enduring value
- F. Apply fundamental management theories and principles to the administration of records and recordkeeping organizations
- G. Know the legal requirements and ethical principles involved in records management and the role the recordkeeper plays in institutional compliance and risk management
At the completion of the course, students will be able to:
- Analyze a records management program
- Design a records management program
- Implement a records management program
- Evaluate a records management program
This course requires students to undergo all of the steps in analyzing, designing and implementing, and evaluating a recordkeeping program. All activities contribute to a final project, presenting a plan for a records management program for a given institutional scenario and following an established model (provided by instructor via ANGEL). Details about the assignments will be given at the first class meeting and requirements for each will be posted under your Course Documents on ANGEL.
- Discussion Forums - Weekly (60 points total)
Discussion Forums are a maximum of 4 points each for 15 weeks. Students will be given a topic related to the weekly materials to discuss with their peers and me. Participation and the quality of the discussions are key to scoring high on the weekly forums. There will be a posted rubric on the Instructor's ANGEL site that explains how the discussion points will be scored.
- Case Study Plan Development, Execution and Report Assignment (40 points total):
- Mid-project report (10 points, due end of Week 9). Describes results of preliminary fact-finding and analysis of a chosen case study, including future goals, priorities, and recommendations
- Final plan report (30 points, due end of Week 16). Formal documentation of project as outlined above.
The assignments will be introduced generally in the Introductory lecture in ANGEL and then in detail with associated lectures. Students are encouraged to contact the instructor during office hours or via e-mail with questions.
All assignments are due by 11:59pm on their respective due dates. Late submission will cause a loss of 10% of the grade for the assignment.
Readings for each week will be indicated on the ANGEL site in the folder designated under lessons for that week.
- Week 1 – 01/25 - 01/30: Course Introductions and Course Overview
- Week 2 – 01/31 – 02/06: The Business Case for Records Management
- Week 3 – 02/07 – 02/13: Strategic Planning and Program Development
- Week 4 – 02/14 – 02/20: The Art of Managing RIM Programs
- Week 5 – 02/21 – 02/27: Managing Projects
- Week 6 – 02/28 – 03/06: The Role of Leadership in Records Management
- Week 7 – 03/07 – 03/13: Leadership Challenges and Effective Decision-Making
- Week 8 – 03/14 – 03/20: CASE STUDY – Vermont State Archives
- Week 9 – 03/21 – 03/27: CASE STUDY – “Seamless Flow”
- Week 10 – 03/28 – 04/03: SPRING RECESS
- Week 11 – 04/04 – 04/10: CASE STUDY – Building a University Archives
- Week 12 – 04/11 – 04/17: Marketing, Setting Standards and Guidelines.
- Week 13 – 04/18 – 04/24: Documenting, Training, Technical Assistance and Support.
- Week 14 – 04/25 – 05/01: Legal Considerations, Ethical Responsibilities, and Global Concerns.
- Week 15 – 05/02 – 05/08: Audits & Compliance
- Week 16 – 05/09 – 05/15: Course Wrap-up - [Finalize Records Management Case Study Report & Recommendations Proposal]
- Dearstyne, B. W. (2009). Managing Records & Information Programs: Principles, Techniques & Tools. Lenexa: ARMA International. Available through Amazon: 1931786569.
- Dearstyne, B. W. (2008). Leading and Managing Archives and Records Programs: Strategies for Success. New York: Neal-Schuman. Available through Amazon: 1555706150.
- Saffady, W. (2003). Records and Information Management: Fundamentals of Professional Practice. Pittsburgh, PA: ARMA International. Available through Amazon: 1931786178.
The standard SJSU School of Information Grading Scale is utilized for all iSchool courses:
|97 to 100||A|
|94 to 96||A minus|
|91 to 93||B plus|
|88 to 90||B|
|85 to 87||B minus|
|82 to 84||C plus|
|79 to 81||C|
|76 to 78||C minus|
|73 to 75||D plus|
|70 to 72||D|
|67 to 69||D minus|
In order to provide consistent guidelines for assessment for graduate level work in the School, these terms are applied to letter grades:
- C represents Adequate work; a grade of "C" counts for credit for the course;
- B represents Good work; a grade of "B" clearly meets the standards for graduate level work;
For core courses in the MLIS program (not MARA) — INFO 200, INFO 202, INFO 204 — the iSchool requires that students earn a B in the course. If the grade is less than B (B- or lower) after the first attempt you will be placed on administrative probation. You must repeat the class the following semester. If -on the second attempt- you do not pass the class with a grade of B or better (not B- but B) you will be disqualified.
- A represents Exceptional work; a grade of "A" will be assigned for outstanding work only.
Students are advised that it is their responsibility to maintain a 3.0 Grade Point Average (GPA).
General Expectations, Rights and Responsibilities of the Student
As members of the academic community, students accept both the rights and responsibilities incumbent upon all members of the institution. Students are encouraged to familiarize themselves with SJSU's policies and practices pertaining to the procedures to follow if and when questions or concerns about a class arises. See University Policy S90-5 at http://www.sjsu.edu/senate/docs/S90-5.pdf. More detailed information on a variety of related topics is available in the SJSU catalog at http://info.sjsu.edu/web-dbgen/catalog/departments/LIS.html. In general, it is recommended that students begin by seeking clarification or discussing concerns with their instructor. If such conversation is not possible, or if it does not serve to address the issue, it is recommended that the student contact the Department Chair as a next step.
Dropping and Adding
Students are responsible for understanding the policies and procedures about add/drop, grade forgiveness, etc. Refer to the current semester's Catalog Policies section at http://info.sjsu.edu/static/catalog/policies.html. Add/drop deadlines can be found on the current academic year calendars document on the Academic Calendars webpage at http://www.sjsu.edu/provost/services/academic_calendars/. The Late Drop Policy is available at http://www.sjsu.edu/aars/policies/latedrops/policy/. Students should be aware of the current deadlines and penalties for dropping classes.
Information about the latest changes and news is available at the Advising Hub at http://www.sjsu.edu/advising/.
Consent for Recording of Class and Public Sharing of Instructor Material
University Policy S12-7, http://www.sjsu.edu/senate/docs/S12-7.pdf, requires students to obtain instructor's permission to record the course and the following items to be included in the syllabus:
- "Common courtesy and professional behavior dictate that you notify someone when you are recording him/her. You must obtain the instructor's permission to make audio or video recordings in this class. Such permission allows the recordings to be used for your private, study purposes only. The recordings are the intellectual property of the instructor; you have not been given any rights to reproduce or distribute the material."
- It is suggested that the syllabus include the instructor's process for granting permission, whether in writing or orally and whether for the whole semester or on a class by class basis.
- In classes where active participation of students or guests may be on the recording, permission of those students or guests should be obtained as well.
- "Course material developed by the instructor is the intellectual property of the instructor and cannot be shared publicly without his/her approval. You may not publicly share or upload instructor generated material for this course such as exam questions, lecture notes, or homework solutions without instructor consent."
Your commitment, as a student, to learning is evidenced by your enrollment at San Jose State University. The University Academic Integrity Policy F15-7 at http://www.sjsu.edu/senate/docs/F15-7.pdf requires you to be honest in all your academic course work. Faculty members are required to report all infractions to the office of Student Conduct and Ethical Development. The Student Conduct and Ethical Development website is available at http://www.sjsu.edu/studentconduct/.
Campus Policy in Compliance with the American Disabilities Act
If you need course adaptations or accommodations because of a disability, or if you need to make special arrangements in case the building must be evacuated, please make an appointment with me as soon as possible, or see me during office hours. Presidential Directive 97-03 at http://www.sjsu.edu/president/docs/directives/PD_1997-03.pdf requires that students with disabilities requesting accommodations must register with the Accessible Education Center (AEC) at http://www.sjsu.edu/aec to establish a record of their disability.
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