Electronic Recordkeeping Systems and Issues in Electronic Recordkeeping
Spring 2015 Greensheet
Canvas Information: Courses will be available beginning January 22nd, 12:01am PST unless you are taking an intensive or a one unit or two unit class that starts on a different day. In that case the class will open at 12:01am PST on the first day that the class meets.
You will be enrolled into the Canvas site automatically.
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.
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.
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)
(Supports SLOs #1-12)
Participation in weekly discussion boards
Electronic Records in the News - 10 points (10% of final grade)
(Supports SLOs #1-12)
Lead an electronic records in the news discussion
Due: Date will be assigned by instructor
Assignment #1 – 15 points (15% of final grade)
(Supports SLOs #1, 2, 5, 7, 9, 12)
The improper management of electronic records and information: scandals, legal cases, and allegations. The mismanagement of electronic records assignment Due: March 1 (midnight pacific time)
Assignment #2 – 15 points (15% of final grade)
(Supports SLOs #1-9)
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: March 22 (midnight pacific time)
Final Course Assignment - Research Paper – 30 points (30 % of final grade)
(Supports SLOs #1-12)
A critical extended essay of 15-20 pages on a topic relevant to the course proposed by the student and accepted by the instructor.
- Due: Topic Instructor Approval April 12 (midnight pacific time)
- Due: Preliminary Citations April 26 (midnight pacific time) 5pt
- Due: Final Paper May 13 (midnight pacific time) 25pts
Mid-Course Review and Reflections Assignment – 1 bonus point (1% of final grade)
(Supports SLOs #1-12)
Due: Week 8
|1||1/22-1/25||Introductions; Course Overview; Course Learning Objectives and Outcomes.|
|2||1/26-2/1||Overview of Managing Current Electronic Records and Information; Electronic Records Management Principles, Terms, Definitions and Concepts; Electronic Recordkeeping Business Drives, Benefits and Challenges; Electronic Records Management in an Information/Knowledge-Based Society.|
|3||2/2-2/8||Information Governance (IG) - Building an Electronic Records Program; Program Benchmarking and Roadmaps; Planning and Policy Development; Stakeholders Engagement; Risk Management; Program Critical Success Factors.|
|4||2/9-2/15||Electronic Records Management Systems/Software; Functional Requirements; Procurement and Project Management Planning; SharePoint Governance; Record Keeping Metadata – PART 1.|
|5||2/16-2/22||Electronic Records Management Systems/Software; Functional Requirements; Procurement and Project Management Planning; SharePoint Governance; Record Keeping Metadata – PART 2.|
|6||2/23-3/1||Electronic Records: Legal & Ethical Considerations; Evidence, E-Discovery and Admissibility
Assignment #1 The Mismanagement of Electronic Records Assignment
Due: March 1 (midnight pacific time)
|7||3/2-3/8||National and International Research Projects; Industry and International Best Practices, Standards and Principles for Records Management; General Accepted Recordkeeping Principles.|
|8||3/9-3/15||Privacy; Information Security; Business Continuity Planning; Vital Record Protection.
Course Review/ Reflections
|9||3/16-3/22||Digital Curation; Long-Term Preservation; Trust in Records Trusted Digital Repositories
Assignment #2 Electronic Records Management Program/System Case Study Assignment
Due: March 22 (midnight pacific time)
|10||3/23-3/29||The Management of Structured Data as Records; Big Data.|
|11||3/30-4/5||Spring Recess No Class|
Electronic Communication Management; Bring your own Device (BYOD).
Final Assignment Topic Approval
Due: April 12 (midnight pacific time)
|13||4/13-4/19||Enterprise Content Management (ECM); Workflow and Business Process Management.|
|14||4/20-4/26||Personal Electronic Recordkeeping Practices; Individual Recordkeeping Behaviors; Personal Digital Archives.
Final Topic – Preliminary Reference List
Due: April 26 (midnight pacific time)
|15||4/27-5/3||Web Content Management; Web 2.0 Technologies and the Management of Electronic Records; Organizational Use of Social Media and Web Enabled Cloud Computing Services; Electronic Records Management In a Changing Environment.|
Due: May 13 (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:
- 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.
Core Competencies (Program Learning Outcomes)
MARA 249 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.
- 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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