LIBR 257-11
Records Management
Spring 2012 Greensheet

Lisa Daulby
E-mail 
Phone 416-216-0845 
Office Hours: Every Sunday 1pm pst / 4pm est; Phone; By Appointment, email


Greensheet Links
Textbooks and Readings
Course Requirements
Resources
D2L Login and Tutorials
iSchool eBookstore
 

D2L Information: This course will be available beginning (date). You will be enrolled into the site automatically. I will send more information about course access as we approach this date through MySJSU.

Course Description

An introduction to the theories, methodologies, and technologies used in managing institutional information and records. Topics include the history of records management, the records' life cycle, record inventory and analysis, classification and filing, retention scheduling, equipment, and more.

Prerequisites: LIBR 200, 202, 204

The effective management and use of organizational records is necessary and remains a key objective of recordkeeping professionals. This course serves as an introduction to the management and systematic control of modern records in all media formats. This course is designed to prepare learners to lead organizations in the management of records produced and received during the course of the organization’s operations and functions; particularly the theoretical principles, methodologies and practical administration of a records management program. The professional responsibilities of a records manager working in today’s business, government and non-profit environments will be examined as well the fundamental functions and proficiencies of the profession. The role and nature of recordkeeping strategies, techniques, and technologies will be explored. Topics include the nature of records, history of recordkeeping; file management, records surveys/inventory, retention and disposition scheduling, law and public policy issues, records storage, the management of records centers, access, business continuity planning, industry standards, classification, storage, automated systems; archives and other historical materials. By focusing on the challenges facing the profession today, the course focuses on the history and changing nature of records and recordkeeping systems, particularly those changes influenced by technology. Trends affecting records management will also be explored.

Upon successful completion of this course, students will develop an understanding of:

  • the nature and role of records management as an aspect of information work.
  • the concepts and definitions of records as well as records theories, standards and frameworks.
  • the principles and techniques involved in developing and implementing a records management program.
  • the history and philosophy of records and information management.
  • the significance of records to individuals and organizations.
  • the various professional associations, their activities and publications.
  • the records management professional literature and other resources.
  • the connections between libraries, archives and records management.
  • the protection and security of records and  vital records programs and business continuity planning.
  • the types of technologies employed for records management (electronic, micrographic, imaging).
  • the legal, compliance and ethical considerations as they apply to the management and use of records.
  • the records management core functions including: records inventorying, retention/disposition scheduling, classification, access, retrieval and transfer.
  • the complex issues surrounding electronic records management.
  • the importance of records management in today's knowledge-based society.
  • the relationships and inter-dependencies between paper and electronic records.
  • the formulate of records management policies for different institutions
  • the opportunities for cost-efficiencies in the efficient creation and use of records.
  • the changes and trends that are affecting the management of records and how they impact records management

Course Objectives

Student Learning Outcomes
List student learning outcomes for this course. Make sure your student learning outcomes are measurable; and connect to the assignments for the class.

LIBR 257 supports the following MLIS 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.

Course Requirements.

Course Calendar

Week Date Topic
1 1/25-1/31 Introduction to the Course; Overview of Managing Current Records and Information; Records Management Principles, Terms, Definitions and Concepts; The Historical Perspective of Recordkeeping; Explorations of the Record - Records Management in an Information/Knowledge-Based Society.
2 2/01-2/07 The Relationship and Convergence between Libraries/Archives and Records Management - Similarities and Distinctions; Records Management Core Functions.
3 2/08-2/14 Developing a Records Management Program (Elements and Components).

Industry and International Standards and Principles; General Accepted Recordkeeping Principles (GARP) and ISO 14589 – International Standard for Records Management.
4 2/15-2/21 Records Management Programs Needs and Environmental Analysis; the Records Management Inventory.
5 2/22-2/28 The Design and Implementation of Records Retention and Disposition Schedules; Legal, Statutory, Regulatory, and Business Retention Requirements; Risk Management; Litigations Holds.
6 2/29-3/06 Active Record Classification; Conducting Business and Functional Analysis; Uniform File Classification Systems; File System Management and Maintenance.

Assignment #1 Due March 6th
7 3/07-3/13 Record Access; Approaches to Access; Access Ethics Confidentiality and Rights; Freedom of Information, Open Records, Privacy and Copyright; the Legal Requirements and Ethical Principles Involved in Records Management.

Reflections Assignment Part 1 Due March 13th
8 3/14-3/20 Record Storage; Record Center Facilities; Record Centers Operations; Commercial Records Centers, Outsourcing Record Operations, Vendor Management, Information Storage Technologies; Cloud Computing; Storage; Facilities and Equipment.
9 3/21-3/27 Vital Records; Business Continuity Planning.

Assignment #2 Due March 27th
10 3/28-4/03 Spring Break (NO Class)
11 4/04-04/10 Electronic Records; Managing Current Digital Records; Document Imaging - Converting Paper to Digital; Electronic Records Document Management Systems (EDMS). Part 1

Assignment #3 Due April 10th
12 4/11-4/17 Electronic Records; Managing Current Digital Records; Document Imaging - Converting Paper to Digital; Electronic Records Document Management Systems (EDMS). Part 2
13 4/18-4/24 Records Management and Enterprise Content Management (ECM).

Assignment #4 Due April 24th
14 4/25-5/01 Records Management 2.0; Records Management in a Changing Environment.
15 5/02-5/08 Inactive Records and Long Term Preservation; Archives in the Continuum of Records Management; Archives, Records and Maintaining Social Memory.

Reflections Assignment Part 2 Due May 8th
16 5/09-5/15 Competencies in Records Management; the Rise of the Information Specialist and New Roles and Opportunities for Records Managers; Professional Associations and their Resources; and Professional Certification.

Course Review/Reflections/Conclusions
Final Take Home Exam Due May 15 (midnight pacific time)

Course Grading

  • Class Participation and Discussion - 20 points (30% of final grade)
    Participation in weekly discussion boards
    Due: Weekly
  • Electronic Records in the News - 10 Points (10% of final grade)
    Lead an electronic records in the news discussion 
    Due: Date will be assigned by instructor
  • Assignment #1 – 10 points (10% of final grade)
    Retention and Disposition Schedule Design and Implementation Assignment 
    Due: March 6th (midnight pacific time)
  • Assignment #2 – 10 points (10% of final grade)
    Filing/Classification Review Assignment
    Due: March 27th (midnight pacific time)
  • Assignment #3 – 10 points (10% of final grade)
    Federal, State, City Access, Privacy, Copyright, Copyright, Open Records Legislation Review
    Due: April 10thth (midnight pacific time)
  • Assignment #4 – 10 points (10% of final grade)
    Electronic Records Management  System Selection and Implementation Assignment
    Due: April 24th (midnight pacific time)
  • Take Home Final Exam – 20 points (20 % of final grade)
    Exam given to Students on May 2
    Due: 2 weeks to complete May 15 (midnight pacific time) 20pts
  • Assorted games, quizzes, attendance at special lectures, participation in selected blogs etc..5 points (5% of final grade)
    Due: Selected unit dates
  • Reflections Assignment – 5 points (5% of final grade)
    Due: Part 1 March 13th; Part 2 May 8th

Textbooks and Readings

No Textbooks For This Course.

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.

icon showing link leads to the PDF file viewer known as Acrobat Reader Download Adobe Acrobat Reader to access PDF files.

More accessibility resources.