Seminar in Archives and Records Management
Topic: Electronic Records
Summer 2012 Greensheet
Jason Kaltenbacher, MA
Office hours: By appointment. Appointments can be via telephone or online.
D2L Login and Tutorials
D2L Information: Students will be automatically enrolled in the D2L site for this course. The course will be automatically available to students on June 4, 2012.
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; as well as industry, national, and international standards relating to electronic recordkeeping.
Lectures, discussions, assignments, and rubrics will be posted to the Desire2Learn course management system. Links to additional materials will be provided in Desire2Learn as well.
Here is a brief summary of the assignments and points earned:
- Student Introduction post to discussion board – 10 points
- Weekly Discussion participation based on material covered – 10 points each X 10 = 100
- Assignment #1 – DMS/Web 2.0 Review – 100 points SLO #5 SLO #8
- Assignment #2 – Academic Research Project Review – 100 points SLO #2 SLO #7 SLO #9
- Assignment #3 – Metadata and Policy Review – 50 points SLO #3 SLO #4 SLO #6
- Research Paper – 200 points SLO#1 SLO#5
Total number of points for this class is 560.
NOTE: Students should provide their initial discussion board posts by Wednesday at midnight (pacific time) each week, to leave ample time for follow-up discussion. The current’s week’s discussion board is set to close each Sunday at 11:59pm (pacific time). Please participate actively in the required discussions.
Details for all of the discussions and assignments will be provided in Desire2Learn.
Each academic week beings on Monday and ends on Sunday. Assignments will be due by midnight (pacific time) on the due date.
|Objectives & Readings
|Week 1: June 4-10
|Course introduction and overview; the changing nature of electronic records
Read: Preface & Ch. 1 in Bantin text
|Week 2: June 11-17
|Introduction to electronic records management, recordkeeping systems, metadata and their effect on records managers and archivists
Read: Ch. 2 in Bantin text
|Week 3: June 18-24
|Database systems for the management of electronic records
Read: Ch. 3 & 4 in Bantin text
Assignment #1; Due: June 24th
|Week 4: June 25 – July 1
|Legal and ethical issues with electronic records
Read: Ch. 7 in Bantin text
Submit Topic for Research Paper; Due: July 1st
|Week 5: July 2-8
|Archival approaches to the long term preservation of electronic records
Readings to be assigned in class
|Week 6: July 9-15
|Electronic Information Privacy and Security
Readings to be assigned in class
Assignment #2; Due: July 15th
|Week 7: July 16-22
|Standards for electronic recordkeeping
Readings to be assigned in class
|Week 8: July 23-29
|Policy development and the management of e-mail
Read: Ch. 6 in Bantin text
Assignment #3; Due July 29th
|Week 9: July 30 – August 5
|Future trends in electronic recordkeeping
Readings to be assigned in class
|Week 10: August 6-10
|Professional Opportunities working with electronic records
Read: Conclusion in Bantin text; additional readings to be assigned in class
Research Paper; Due: August 10th
Please consider completing the SOTE (Student Opinion of Teaching Effectiveness). Optional but appreciated; Due: August 10th
**No class on Wednesday, July 4, 2012
- Course grades are determined by the accumulation of 560 possible points, distributed as outlined above under the course calendar.
- This class follows the standard SLIS Grading Scale.
- Late assignments submitted after the assignment deadline will receive a 10% point reduction for each day based on the total point value of the assignment. For example, a 100 point assignment would have a daily 10 point reduction; a 50 point assignment would have a daily 5 point reduction.
Course Workload Expectations
Success in this course is based on the expectation that students will spend, for each unit of credit, a minimum of forty-five hours over the length of the course (normally 3 hours per unit per week with 1 of the hours used for lecture) for instruction or preparation/studying or course related activities including but not limited to internships, labs, clinical practica. Other course structures will have equivalent workload expectations as described in the syllabus.
Instructional time may include but is not limited to:
Working on posted modules or lessons prepared by the instructor; discussion forum interactions with the instructor and/or other students; making presentations and getting feedback from the instructor; attending office hours or other synchronous sessions with the instructor.
Student time outside of class:
In any seven-day period, a student is expected to be academically engaged through submitting an academic assignment; taking an exam or an interactive tutorial, or computer-assisted instruction; building websites, blogs, databases, social media presentations; attending a study group;contributing to an academic online discussion; writing papers; reading articles; conducting research; engaging in small group work.
LIBR 200, LIBR 202, LIBR 204, Other prerequisites may be added depending on content.
Student Learning Outcomes
Upon successful completion of the course, students will be able to:
- Describe and discuss the nature of electronic records and 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.
- Discuss the challenges associated with preserving electronic records over time, and identify the methods and strategies being advocated by experts in the field to ensure that electronic records remain understandable, accessible, and usable.
- Define general requirements for compliant organizations and accountable electronic recordkeeping systems based on industry models and standards.
- 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.
- Discuss major academic electronic records research projects proposed or undertaken by various organizations and institutions.
Core Competencies (Program Learning Outcomes)
LIBR 284 supports the following core competencies:
- F Use the basic concepts and principles related to the selection, evaluation, organization, and preservation of physical and digital items and collections.
- G Demonstrate understanding of basic principles and standards involved in organizing information, including classification, cataloging, metadata, or other systems.
- H Demonstrate proficiency in identifying, using, and evaluating current and emerging information and communication technologies.
- Bantin, P. (2008). Understanding Data and Information Systems for Recordkeeping. Neal-Schuman. Available through Amazon: 1555705804
The standard SJSU School of Information Grading Scale is utilized for all iSchool courses:
|97 to 100
|94 to 96
|91 to 93
|88 to 90
|85 to 87
|82 to 84
|79 to 81
|76 to 78
|73 to 75
|70 to 72
|67 to 69
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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