MARA 211-10
Records Access, Storage and Retrieval
Fall 2015 Greensheet

Lisa Daulby PhD., CRM, IGP
Office Hours: by appointment; e-mail; call.

Greensheet Links
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iSchool eBookstore

Canvas Information: Courses will be available beginning August 20, 6 am PDT 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 on the first day that the class meets. Course sites will close on February 28, 2016.

You will be enrolled into the Canvas site automatically.

Course Description

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.

Course Requirements

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 (CLO #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 (CLO #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: Sept 13 (midnight pacific time) (CLO #2,4,7)

Assignment #2 – 15 points (15% of final grade)
Record / Archival Plan and Case Study
Due: Oct 18 (midnight pacific time) (CLO #1,3,4,5)

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. (CLO #1-7)

  • Due: Topic Instructor Approval Nov 1 (midnight pacific time)
  • Due: Preliminary Citations Nov 15 (midnight pacific time) 5pt
  • Due: Final Paper Dec 8 (midnight pacific time) 25pts

Mid-Course Review and Reflections Assignment – 1 bonus point (1% of final grade) Due: Week 7

Course Calendar
All subject to change with fair not


Unit Topic

Unit 1
Aug 20 - Aug 30

Introductions; Course Overview; Course Learning Objectives and Outcomes

Overview of Archival and Records Management Access, Storage and Retrieval Fundamentals, Terms, Definitions, and Concepts

Unit 2
Aug 31 - Sept 6

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

Unit 3
Sept 7 - Sept 13

The Ethics of Access; Approaches to Access; Access Ethics; Barriers to Access; Access Restrictions; Ownership of Records; Information Security/Privacy 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: Sept 13 (midnight Pacific Time)

Unit 4
Sept 14 - Sept 20

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

Unit 5
Sept 21 - Sept 27

Physical Storage -Records Center Facilities and Operations; Commercial Records Centers, Outsourcing Record Operations, Transferring and Retrieving Records; and Vendor Management

Unit 6
Sept 28 - Oct 4

Electronic Storage - Information Capture and Storage Technologies, Cloud Storage

Unit 7
Oct 5 - Oct 11

Access, Storage and Retrieval of Archival Record

Archival Storage and Protection Fundamentals

Course Review/ Reflections

Unit 8
Oct 12 - Oct 18

Archival Record Retrieval; Archival Description; Descriptive Standards and Tools; Finding Aids; Bibliographic Records, Encoded Archival Description (EAD)

Assignment #2 Record Storage Case Study

Due: Oct 18 (midnight Pacific Time)

Unit 9
Oct 19 - Oct 25

Archival Access; Archival Reference Services; Mediation

Unit 10
Oct 26 - Nov 1

Archival Access and Contemporary Digital Media; Creative Engagement with Digital Technologies

Final Assignment Topic Approval

Due: Nov 1(midnight Pacific Time)

Unit 11
Nov 2 - Nov 8

Understanding Information Users; User Information Seeking Behaviour; Evaluation of Services; User Studies; User Education; Public Perceptions

Unit 12
Nov 9 - Nov 15

Accessibility and Access; Serving Underrepresented Populations; Community Archives

Final Topic – Preliminary Reference List

Due: Nov 15 (midnight Pacific Time)

Unit 13
Nov 16 - Nov 22

Archival Outreach: Public Programming; Advocacy; Community Engagement

Unit 14
Nov 23 - Nov 29

NO Class Thanksgiving

Unit 15
Nov 30 - Dec 8

Course Review/Reflections/Conclusions

Final Assignment

Due: Dec 8 (midnight Pacific Time)

Late assignments will not be accepted after 5 days past the due date. Late assignments submitted after the assignment deadline will receive a 10% point reduction for each day up to 5 days based on the total point value of the assignment. No points will be awarded after 5 days late.

Discussion board postings will not be accepted for credit after the module's discussion has ended.

All course materials must be completed by the last day of the class.

NOTE: Students should provide their initial discussion board posts by the first Thursday of each module by midnight (Pacific Time), to leave ample time for follow-up discussion. Please participate early and actively in the required discussions.

Details for all of the discussions and assignments will be provided in Canvas.

Assignments Due
Unless otherwise noted, each module begins on Monday and ends on Sunday. Assignments will be due by Midnight (Pacific Time) on the due date.

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

Demonstrated computer literacy through completion of required new student online technology workshop

Course Learning Outcomes

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

  1. Devise and apply basic filing systems for records.
  2. Apply the fundamentals of information retrieval concepts to archives and record repositories.
  3. Articulate the need for effective active file management, and demonstrate fundamental knowledge and application of active file systems, facilities and operations considerations.
  4. Analyze and conduct a records storage assessment.
  5. 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.
  6. Understand how archival description, finding aids, EAD, description standards, controlled vocabulary, taxonomies assist in archival retrieval.
  7. 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:

  1. C Describe the evolution of systems that manage data, information, communication, and records in response to technological change.
  2. D Apply basic concepts and principles to identify, evaluate, select, organize, maintain, and provide access to physical and digital information assets.
  3. E Identify the standards and principles endorsed and utilized by data, archives, records, and information professionals.
  4. G Describe the legal requirements and ethical principles involved in managing physical and digital information assets and the information professional#s role in institutional compliance and risk management.
  5. H Describe current information technologies and best practices relating to the preservation, integrity, and security of data, records, and information.


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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