MARA 249-10
Electronic Recordkeeping Systems and Issues in Electronic Recordkeeping
Spring 2012 Greensheet

Lisa Marie Daulby
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Office Hours: Every Sunday via Collaborate 1pm pst/4pm est; by appointment; e-mail; call.


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Course Description

Application of recordkeeping and archival principles to the management and preservation of electronic records, multi– and hyper–media resources and email; standards for representation and preservation of nontraditional networked information; electronic records/document management systems and derivations; policy development. Not repeatable.

Prerequisites: MARA 200, 202, 204.

This course introduces learners to the principles and methods of managing records as operational, legal and historical evidence in electronic environments. The effective management and use of electronic records is necessary and remains a key objective of recordkeeping professionals. However, electronic records have distinct characteristics that impose unique responsibilities on the organizations that manage them. Although electronic records improve administrative operations and enhance the accessibility of information, certain challenges associated with their management exist. This course is an introduction to the management and long-term preservation of unstructured content created or maintained electronically. This course examines the ways in which new information technologies challenge organizations' capacities to define, identify, control, manage, and preserve electronic records. Topics include the nature of electronic records as evidence; reliability and authenticity in electronic records; electronic records management policy formulation; business continuity planning; information security; the role and nature of recordkeeping metadata; strategies, techniques, and technologies for the long-term preservation of electronic records; individual electronic recordkeeping behaviors, as well as industry, national, and international standards relating to electronic recordkeeping. The course examines the trends which are impacting records management as the external environment is rapidly moving to a digitized world and how this impacts the role of the records manager.

Core Competencies

This course supports the following MARA Core Competencies:

  • C. Understand the evolution of information recordkeeping systems in response to technological change.
  • 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.
  • E. Understand the system of standards and structures endorsed and utilized by the recordkeeping professions, particularly in the areas of electronic records and digital assets management.
  • H. Be conversant with current information technologies and best practices relating to records preservation and security.

Course Objectives

At the completion of the course, students will be able to:

  • understand the nature of electronic records and recognize the impact that technology has on recordkeeping in contemporary environments;
  • analyze how national and regional laws and regulations impact electronic records management;
  • identify appropriate metadata standards for the control and retrieval of electronic records;
  • create and develop policies, standards and practices governing the creation, management and use of electronic records;
  • understand the challenges associated with preserving electronic records over time and frame the methods and strategies being advocated by experts in the field to ensure that electronic records remain understandable, accessible, and useable;
  • identify the main types of information management systems, and the necessary connections with records management;
  • define general requirements for compliant organizations and accountable electronic recordkeeping systems based on industry models and standards;
  • outline the steps involved in Electronic records management software selection and implementation;
  • analyze a variety of problems related to electronic records and propose solutions that are appropriate in particular contexts;
  • identify future web 2.0 trends and practices in the creation of information in electronic form;
  • review and discuss major academic electronic records research projects proposed or undertaken by various organizations and institutions;
  • discuss the changes and trends that are affecting the management of electronic records and how they impact records management.

Course Assignments

  • Class Participation and Discussion - 30 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)
    Electronic Records ManagementSystem Selection and Implementation Assignment
    Due: February 28th (midnight pacific time)
  • Assignment #2 – 10 points (10% of final grade)
    Electronic Records Management Case Study
    Due: March 27th (midnight pacific time)
  • Research Paper – 30 points (30 % of final grade)
    A critical extended essay of 15-20 pages on a topic relevant to the course proposed the student and accepted by the instructor.
    Due: Topic Instructor Approval April 10th (midnight pacific time)
    Due: Preliminary Citations April 24th (midnight pacific time) 5pts
    Due: Final Paper May 15 (midnight pacific time) 25pts
  • 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

Course Calendar

Week Date Topic
1 1/25-1/31 Introduction to the Course; Overview of Managing Current Electronic Records and Information; Electronic Records Management Principles, Terms, Definitions and Concepts.
2 2/01-2/07 Information Governance - Building an Electronic Records Program.
3 2/08-2/14 Electronic Records Management Systems/Software; Functional Requirements; Project Management.
4 2/15-2/21 Recordkeeping Metadata.
5 2/22-2/28 Electronic Records: Legal & Ethical Considerations.
Assignment #1 ERMS Due February 28th
6 2/29-3/06 National and International Research Projects; Industry and International Best Practices and Standards.
7 3/07-3/13 Privacy; Information Security; Business Continuity Planning; Vital Records.

Reflections Assignment Part 1 Due March 13th
8 3/14-3/20 Digital Curation; Long-Term Preservation
9 3/21-3/27 Personal Electronic Recordkeeping Practices; Individual Recordkeeping Behaviors.

Assignment #2 Case Study Due March 27th
10 3/28-4/03 Spring Break (NO Class)
11 4/04-04/10 The Management of Structured Data as Records.

Final Assignment Topic Approval Due April 10th
12 4/11-4/17 Email Management.
13 4/18-4/24 Records Management and Enterprise Content Management (ECM).

Final Topic – Preliminary Reference List Due April 24th
14 4/25-5/01 Web Content Management.
15 5/02-5/08 Records Management 2.0; Web 2.0 Technologies and the Management of Electronic Records; Records Management In a Changing Environment.

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

Course Review/Reflections/Conclusions

Final Assignment May 15 (midnight pacific time)

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.

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