LIBR 284-11
Seminar in Archives and Records Management
Topic: Electronic Records
Summer 2013 Greensheet

Lisa Daulby CRM
Phone 416-216-0845 
Office Hours: By appointment or email

Greensheet Links
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Students will be automatically enrolled in the D2L site for this course. The course will be automatically available to students on June 3, 2013.

Course Description

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.

Course Requirements

Course Calendar

Date Topic
Week 1

June 3
Introduction to the Course; Overview of Managing Current Electronic Records and Information; Electronic Records Management Principles, Terms, Definitions and Concepts; Explorations of the Electronic Record - Records Management in an Information/Knowledge-Based Society.
Week 2

June 10
Information Governance - Building an Electronic Records Program; Enterprise Content Management (ECM).
Week 3

June 17
Electronic Records Management Systems/Software; Functional Requirements; Project Management; Recordkeeping Metadata.

Assignment #1 The Mismanagement of Electronic Records Assignment

Due: June 23 (midnight pacific time
Week 4

June 24
Electronic Records: Legal & Ethical Considerations.

National and International Research Projects; Industry and International Best Practices, Standards and Principles; General Accepted Recordkeeping Principles and ISO 14589 – International Standard for Records Management.
Week 5

July 1
Privacy; Information Security; Business Continuity Planning; Vital Records.

Course Review/ Reflections
Week 6

July 8
Digital Curation; Long-Term Preservation.

Assignment #2 Electronic Records Management Program/System Case Study Assignment

Due: July 14 (midnight pacific time)
Week 7

July 15
The Management of Structured Data as Records; Big Data

Final Assignment Topic Approval

Due: July 21 (midnight pacific time)
Week 8

July 22
Electronic Communication Management.; Bring your own Device (BYOD):

Final Topic – Preliminary Reference List

Due: July 28 (midnight pacific time)
Week 9

July 29
Personal Electronic Recordkeeping Practices; Individual Recordkeeping Behaviors.
Week 10

August 5
Web Content Management; Records Management 2.0; Web 2.0 Technologies and the Management of Electronic Records; Records Management In a Changing Environment.

Course Review/Reflections/Conclusions
Final Assignments

Due: Aug 9th (midnight pacific time)

Class Participation and Discussion - 30 points (30% of final grade)
Participation in weekly discussion boards
Due: Weekly (SLO #1-9

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 (SLO #1-9)

Assignment #1 – 15 points (15% of final grade)
The improper management of electronic records and information: scandals, legal cases, and allegations. The mismanagement of electronic records assignment Due: June 23 (midnight pacific time) (SLO #1-9)

Assignment #2 – 15 points (15% of final grade)
A business/case proposal or plan relating to the organizational implementation of an electronic recordkeeping system or electronic records management program. The electronic records management program / system case study assignment. Due: July 14 (midnight pacific time) (SLO #1-9)

Final Course Assignment - Research Paper – 30 points (30 % of final grade)
A critical extended essay of 15-20 pages on a topic relevant to the course proposed by the student and accepted by the instructor. (SLO #1-9)

  1. Due: Topic Instructor Approval July 21 (midnight pacific time)
  2. Due: Preliminary Citations July 28 (midnight pacific time) 5pt
  3. Due: Final Paper Aug 9th (midnight pacific time) 25pts

Mid-Course Review and Reflections Assignment – 1 bonus point (1% of final grade) Due: Week 5

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.

Course Prerequisites

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:

  1. Describe and discuss the nature of electronic records and the impact that technology has on recordkeeping in contemporary environments.
  2. Analyze how national and regional laws and regulations impact electronic records management.
  3. Identify appropriate metadata standards for the control and retrieval of electronic records.
  4. Create and develop policies, standards, and practices governing the creation, management, and use of electronic records.
  5. 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.
  6. Define general requirements for compliant organizations and accountable electronic recordkeeping systems based on industry models and standards.
  7. Analyze a variety of problems related to electronic records, and propose solutions that are appropriate in particular contexts.
  8. Identify future Web 2.0 trends and practices in the creation of information in electronic form.
  9. 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:

  1. F Use the basic concepts and principles related to the selection, evaluation, organization, and preservation of physical and digital items and collections.
  2. G Demonstrate understanding of basic principles and standards involved in organizing information, including classification, cataloging, metadata, or other systems.
  3. H Demonstrate proficiency in identifying, using, and evaluating current and emerging information and communication technologies.


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 More detailed information on a variety of related topics is available in the SJSU catalog at 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 Add/drop deadlines can be found on the current academic year calendars document on the Academic Calendars webpage at The Late Drop Policy is available at 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

Consent for Recording of Class and Public Sharing of Instructor Material

University Policy S12-7,, 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 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

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 requires that students with disabilities requesting accommodations must register with the Accessible Education Center (AEC) at to establish a record of their disability.

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