LIBR 257-10
Records Management 
Fall 2011 Greensheet

David de Lorenzo
E-mail
Phone: (510) 643-3203
Office Hours: e-mail only


Greensheet Links
Textbooks and Readings
Course Requirements
Resources
D2L
iSchool eBookstore
 

This course will be available on D2L on Wednesday, August 24. You will be enrolled into the site automatically. All lectures, selected readings, and instructions are available on D2L.

Course Description

This course focuses on the scope, purpose and function of records management. Records management is the systemic control of all records from their creation or receipt, to their ultimate disposition either in a shredder or in an archives. Because information is such an important resource to organizations, the records management function also includes information management. Electronic records (born digital) now make up more than fifty percent of all records created and maintained at institutions. The management of electronic records presents many challenges which will be reviewed in this class. In addition, the course will look at indexing rules, file management, records surveys, appraisal, retention and disposition scheduling, law and public policy issues, records storage and management of records centers, and access.

Course Objectives

Student Learning Outcomes
At the completion of this course a student should be able to:

  • conduct a simple records survey
  • understand appraisal theory and application
  • know indexing rules and classifying documents in various schemes
  • understand and use a records retention/disposition schedule
  • understand current issues in records management including ethics, public policy and legal issues, and appropriate professional preparation for the field of records management
  • how to store, retrieve, and transfer records
  • how to manage a records center
  • how to provide access services
  • understand the complex issues surrounding electronic records management

This course teaches students the major theories, important principles, and current practice in information and records management.

LIBR 257 supports the following SLIS Core Competencies:

  • compare the environments and organizational settings in which library and information professionals practice;
  • recognize the social, cultural and economic dimensions of information use;
  • apply the fundamental principles of planning, management and marketing/advocacy;
  • use the basic concepts and principles related to the creation, evaluation, selection, acquisition, preservation and organization of specific items or collections of information;
  • understand the system of standards and methods used to control and create information structures and apply basic principles involved in the organization and representation of knowledge.

In addition, this section supports the following SLIS Core Competencies:

  • contribute to the cultural, economic, educational, and social well-being of our communities.

Course Requirements

This course is taught completely online. Contact the Professor during the semester by email, by telephone, or in-person by appointment.

To successfully take this class due to streaming of audio and video, you will need a high-speed connection (DSL, cable, etc.) without limits on data size and firewall issues. See: Technology Requirements and Instructions for Success. Also, if you are not familiar with D2L and Elluminate, there are helpful tutorials at http://ischool.sjsu.edu/

Assignments
The assignments for this course are:

  1. Discussion Board (20% of course grade)
    You will be required to post responses every two weeks to two topics raised in relation to each of the Six Themes in the Discussion section of D2L.
  2. Web Exercises (10% of course grade)
    On D2L, you will find bi-weekly assignments requiring you to search websites relating to your readings for the purposes of discovery, analysis and evaluation. You will be asked to report back your findings on these topics.
  3. Electronic Records Survey (10% of course grade)
    Based on readings, and using the Survey Form, each student will conduct a records survey of electronic records (the URL will be provided on D2L). You will complete one survey form for each RECORDS SERIES selected by you (only six series total). Submit the forms via D2L Dropbox.
  4. E-Records Retention and Disposition Schedule (10% of course grade)
    In this assignment you will develop a records disposition and retention schedule for the six series of electronic records you reviewed in the Survey assignment above. The form is on D2L and completed forms should be submitted via D2L Dropbox.
  5. Theme Quizzes (20% of course grade)                                                               On D2L you will find multiple-choice quizes for each Theme based on the readings and lectures presented about each of the six themes covered in the class syllabus.
  6. Final Exam (30% of course grade)
    This is a take-home exam (open book) consisting of multiple choice questions and two essays based upon your assigned readings and will be made available in D2L.

Course Schedule 
All readings and assignments are available on D2L.

Grading
The assignments for this course will contribute to your final grade as follows:

Discussion Board
20%
Web Exercises 10%
Electronic Records Survey Exercise 10%
Electronic Records Retention Schedule 10%
Theme Quizes 20%
Final Exam 30%

Late Assignments
Points equaling a full grade (A, A-, B+, B, etc.) will be assessed against the student for late assignments for each day the assignment passes the due date identified in D2L. Any assignment submitted one week late will receive an automatic failure, unless there are mitigating circumstances that are communicated to the professor in a timely fashion.

Incomplete Grades
Incomplete grades cannot be granted unless SLIS administration has provided prior written authorization to the Professor. Thus, it is in your best interest to contact them if/when such a situation arises.

Textbooks and Readings

ALL assigned readings are from required textbooks and other readings that are available on D2L. You do have to buy the required textbooks listed below for this class, which you may wish to purchase from Amazon.

Required Textbooks:

  • Hare, C., & McLeod, J. (2006). How to Manage Records in the e–Environment, (2nd ed.). London: Routledge, 2006.. Available through Amazon: 0851424635 arrow gif indicating link outside sjsu domain
  • Shepherd, E., & Yeo, G. (2002). Managing Records: A Handbook of Principles and Practice. New York: Neal-Schuman Publishers. Available through Amazon: 1856043703. arrow gif indicating link outside sjsu domain

Recommended Textbooks:

  • Read, J., Ginn, M. L., & Jones, V. A. (2006). Records Management Eighth Edition. Mason, OH: Thompson South-Western. Available through Amazon: 0538729562. arrow gif indicating link outside sjsu domain

Grading Scale

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
Below 67 F

 

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).

University Policies

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."

Academic integrity

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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