LIBR 257-10
Records Management 
Fall 2014 Greensheet

David de Lorenzo
E-mail
Phone: (510) 643-3203
Office Hours: e-mail only

This course will be available via Canvas on August 25, 2014. You will be enrolled into the site automatically. All lectures, readings, and instructions are available on Canvas.

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.

Course Requirements

This course is taught completely online. Contact the Professor during the semester by email, by telephone, or in-person by appointment.

To successfully take this class due to streaming of audio and video, you will need a high-speed connection (DSL, cable, etc.) without limits on data size and firewall issues. See: Technology Requirements and Instructions for Success. Also, if you are not familiar with Canvas and Collaborate, there are helpful tutorials at http://ischool.sjsu.edu/

Assignments

1. Theme One: History of RM, Introduction to RM Concepts, the RM Profession -- assignment supports SLO #3
2. Theme Two: Records Survey and Inventory, Records Retention & Disposition Schedules -- assignment supports SLO #2 and SLO #5
3. Theme Three: Legal Issues and Vital Records -- assignment supports SLO #6
4. Theme Four: Classification Systems and Filing Rules -- assignment supports   SLO #4
5. Theme Five: Electronic Records Management -- assignment supports SLO #7
6. Theme Six: Inactive Files Management (analog and digital) -- assignment supports SLO #1

You will be responsible for these deliverables:

• Discussion Board (15% of course grade)
  You will be required to post responses every two weeks to two topics raised in relation to each of the Six Themes in the Discussion section of Canvas.
• Web Exercises (15% of course grade)
  On Canvas, you will find bi-weekly assignments requiring you to search websites relating to your readings for the purposes of discovery, analysis and evaluation. You will be asked to report back your findings on these topics.
• Electronic Records Survey (15% of course grade)
  Based on readings, and using the Survey Form, each student will conduct a records survey of electronic records (the URL will be provided on Canvas). You will complete one survey form for each RECORDS SERIES selected by you (only six series total).
• E-Records Retention and Disposition Schedule (15% of course grade)
  In this assignment you will develop a records disposition and retention schedule for the six series of electronic records you reviewed in the Survey assignment cited above.
• Theme Quizzes (10% of course grade)
  On Canvas you will find multiple-choice quizes for each Theme based on the readings and lectures presented about each of the six themes covered in the class syllabus.
• Final Exam (30% of course grade)
  This is a take-home exam (open book) consisting of multiple choice questions and two essays based upon your assigned readings and will be made available in Canvas.

Course Schedule
All assignments and due dates are listed in Canvas.

Grading
The assignments for this course will contribute to your final grade as follows:

Late Assignments
A full point will be assessed against the student for late assignments for each day the assignment passes the due date identified in Canvas, unless there are legitimate, mitigating circumstances (such as illness or death) that are communicated to the professor on or BEFORE the due date.

Incomplete Grades
Incomplete grades cannot be granted unless iSchool administration has provided prior written authorization to the Professor. Thus, it is in your best interest to contact them if/when such a situation arises.

Readings
ALL assigned readings are available on Canvas. You do NOT have to buy textbooks for this class.

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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. 

Student Learning Outcomes

Upon successful completion of the course, students will be able to:

1. Demonstrate an understanding of the principles and practices of storing, retrieving, and transferring records.
2. Conduct a simple records survey.
3. Describe appraisal theory and its application.
4. Apply indexing rules and classify documents in various schemes.
5. Use a records retention and disposition schedule.
6. Identify current issues in records management, including ethics, public policy, and legal issues.
7. Define the special issues of electronic records management.

Core Competencies (Program Learning Outcomes)

LIBR 257 supports the following core competencies:

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Textbooks

Recommended Textbooks:

• Hare, C., & McLeod, J. (2006). How to manage records in the e-environment, (2nd ed.). Routledge. Available through Amazon: 0851424635

• Shepherd, E., & Yeo, G. (2002). Managing Records: A Handbook of Principles and Practice. Neal-Schuman. Available through Amazon: 1856043703.

• Stephens, D. O., & Roderick, C. W. (2007). Records Management: Making the Transition from Paper to Electronic. ARMA International. Available through Amazon: 1931786291.

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Grading Scale

The standard SJSU School of Information Grading Scale is utilized for all iSchool courses:

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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