Records Access, Storage and Retrieval
Summer 2014 Greensheet
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Site will be available June 2
Examination of records systems, storage, retrieval; filing systems; fundamentals of information retrieval; active file systems and operation; records center operations; special storage; archival reference and access concepts; legal and ethical considerations; privacy and copyright; user communities; Not repeatable.
Grading will be based on a total accumulation of possible 100 points, distributed as follows:
Class Participation and Discussion - 30 points (30% of final grade)
Participation in weekly discussion boards
Due: Weekly (SLO #1-7)
Records in the News/Media - 10 points (10% of final grade)
Lead an electronic records in the news discussion
Due: Date will be assigned by instructor (SLO #1-7)
Assignment #1 – 15 points (15% of final grade)
Records /Archival Management and Federal, State, and City access, privacy, copyright, and open records legislation review assignment
Due: June 22 (midnight pacific time) (SLO #2,4,7)
Final Course Assignment - Researcfh 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 #1-7)
- Due: Topic Instructor Approval July 20 (midnight pacific time)
- Due: Preliminary Citations July 27 (midnight pacific time) 5pt
- Due: Final Paper Aug 8 (midnight pacific time) 25pts
Mid-Course Review and Reflections Assignment – 1 bonus point (1% of final grade) Due: Week 5
All subject to change with fair notice.
|Introductions; Course Overview; Course Learning Objectives and Outcomes.
Overview of Archival and Records Management Access, Storage and Retrieval Fundamentals, Terms, Definitions, and Concepts; Explorations of Accessibility in the Information Management Professions.
|Access Legal Considerations; Confidentiality and Rights of Access; Freedom of Information, Open Record, Intellectual Property; Privacy and Copyright; the Legal Requirements Involved in Record Access Management for Information Management Professionals.|
|The Ethics of Access; Approaches to Access; Access Ethics; Barriers to Access; Access Restrictions; Ownership of Records; Information Security and Access; Access Policies; Cross-Cultural Perspectives on Access.
Assignment #1 Records /Archival Management and Federal, State, and City access, privacy, copyright, and open records legislation review assignment
Due: June 22 (midnight pacific time)
|Access, Storage and Retrieval of Contemporary Records - Active/Inactive Record Storage; Filing Methodologies; Taxonomies Classification; Conducting Business and Functional Analysis; Uniform File Classification Systems; Industry Standards and Best Practices, File System Management and Maintenance.|
June 30-July 6
|Access, Storage and Retrieval of Contemporary Records – Physical Storage -Records Center Facilities and Operations; Commercial Records Centers, Outsourcing Record Operations, Transferring and Retrieving Records; Vendor Management; Storage Facilities and Equipment.
Electronic Storage - Information Capture and Storage Technologies, Cloud Storage.
Course Review/ Reflections
|Archival Storage and Protection Fundamentals.
Assignment #2 Record Storage Case Study
Due: July 13 (midnight pacific time)
|Archival Record Retrieval; Archival Description; Descriptive Standards and Tools; Finding Aids; Encoded Archival Description (EAD).
Final Assignment Topic Approval
Due: July 20 (midnight pacific time)
|Archival Access; Archival Reference Services; Promoting Access
Archival Access and Contemporary Digital Media; Archives 2.0.
Final Topic – Preliminary Reference List
Due: July 27 (midnight pacific time)
July 28-August 3
|Understanding Information Users; Users in Diverse Environments; User Information Behaviour; Mediation; Evaluation of Services; User Studies.|
|Archival Outreach: Public Programming; Advocacy; Community Engagement; Public Perception of Archivists; Archival Education.
Due: Aug 8 (midnight pacific time)
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.
MARA 200, MARA 204.
Student Learning Outcomes
Upon successful completion of the course, students will be able to:
- Devise and apply basic filing systems for records.
- Apply the fundamentals of information retrieval concepts to archives and record repositories.
- Articulate the need for effective active file management, and demonstrate fundamental knowledge and application of active file systems, facilities and operations considerations.
- Analyze and conduct a records storage assessment.
- Compare, contrast and apply different methods of evaluating use and users of records and the varying factors that contribute to open or restricted access and retrieval of records by users.
- Understand how archival description, finding aids, EAD, description standards, controlled vocabulary, taxonomies assist in archival retrieval.
- Demonstrate fundamental understanding of the importance of legal compliance and ethical considerations as they apply to the use of records and their applicability to and impact on various user communities.
Core Competencies (Program Learning Outcomes)
MARA 211 supports the following 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.
- G Know the legal requirements and ethical principles involved in records management and the role the recordkeeper plays in institutional compliance and risk management.
- H Be conversant with current information technologies and best practices relating to records preservation and security.
No Textbooks For This Course.
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|
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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