INFO 284-01
Seminar in Archives & Records Management
Topic: Enterprise Content Management & Digital Preservation
Spring 2016 Greensheet

Dr. P. C. Franks
Office location: Virtual
Office Hours: By appointment

Greensheet Links
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Canvas Information: Courses will be available beginning January 28th, 6 am PT 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.

You will be enrolled into the Canvas site automatically.

Course Description

This course explores current issues and practices in archives and records management. The description for this topic, Enterprise Content Management & Digital Preservation, follows:

Presents theoretical principles and practical aspects of digital content management and preservation. Explores challenges related to multiple file formats, standards, and retention requirements. Provides hands-on experience using both a digital content management system and a trusted digital repository.

Course Requirements

Assignments: Each student is required to complete the following (rubric included in appendices of syllabus posted to the Canvas course)


PLOs and CLOs

Possible Points

1. Participate in weekly discussions related to the readings.

PLOs: F, G, H

CLOs: 1 - 9

150 (10 points x 15 weeks)

See rubric in Appendix A.

2. Complete hands-on exercises as assigned

PLOs: F, G, H

CLOs: 1-9

300 (20 points x 15 hands-on exercises

See rubric in Appendix B.

3. Complete one research paper on a topic related to international standards for records and information management (including preservation)


CLOs: Vary depending upon topic selected


See rubric in Appendix C.

4. Participate in one group assignment to produce a digital collection with associated metadata within a digital preservation system and provide web-based access to other members of the class.

PLO: F, G, H

CLOs: 2, 3, 5, 6, 7, 8, 9

300 points (200 for project itself and 100 for group paper describing project process)

See rubric in Appendix D.




Course Calendar

INFO 284 – Seminar in Archives and Records Administration
Topic: Digital Content Management & Preservation

Course Requirements and Assignments — including related Program Learning Outcomes and Course Learning Outcomes. All assignments are due the last day of the week in which introduced with the exception of the Research Paper, which is due the end of week 7, and the Group Project, which will be completed by week 15. This schedule is subject to change with fair notice to students through email to each student and announcements in the Canvas Learning Management System.


Concept and Relevant PLOs and CLOs

Readings, Assignments, Deadlines


1/28 – 1/31

Course opens

Welcome video and Introductions within Canvas LMS (PLO F, G, H) (CLO 1)

Overview of course content; review of course work requirements;

Discussion : Introduction in the discussion area of the LMS

Module 1:

2/1 - 2/7

Standards for Enterprise Content Management & Preservation (PLO F, G) (CLO 6)

Introduction to relevant International standards and access to the Standards Database.

Discussion : On the topic of International Standards.

Assignment : Hands-on content creation exercise using Software as a Service (Office 365) and submitted to the assignment area in the LMS for approval.

Module 2:

2/8 - 2/14

Introduction Enterprise Content Management (ECM)

(PLO F) (CLO 1, 2, 4)

Planning and analyzing the information lifecycle; introduction to a content management system (SharePoint).

Discussion : On the topic of the Information Lifecyle and Enterprise Content Management

Assignment : Hands-on exercise to begin using the content management system (SharePoint), including configuring the content management system for collaboration.

Module 3:

2/15 - 2/21

Managing Transitory Content (ECM)

(PLO F) (CLO 1, 2, 4)

Classifying and organizing content; publishing web content; designing an electronic forms process.

Discussion : On the topic of Transitory Content.

Assignment: Hands-on exercise managing transitory content in the content management system (SharePoint) -- (collaborative content, work-in-progress, web content).

Module 4:

2/22 - 2/28

Designing for E-Discovery (ECM)

(PLO F) (CLO 2, 5, 8, 9)

Understanding e-discovery issues and processes; analysis of e-discovery cases and court rulings; planning social computing; securing content.

Discussion : On the topic of e-discovery cases and court rulings.

Assignment : Hands-on exercise preparing content for e-discovery within the content management system (SharePoint).

Module 5:

2/29 - 3/6

Identifying and Managing Records (ECM)

(CLO F) (CLO 1, 2, 4)

Designing a file plan, adding record retention and disposition rules; implementing a records repository.

Discussion : On the topic of defensible records retention and disposition.

Assignment : Hands-on exercise implementing a file plan and managing records within the content management system (SharePoint), including records disposition actions.

Module 6:

3/7 - 3/13

Managing Records (cont.) (ECM)

(PLO F) (CLO 1, 2, 4, 5)

Integration of enterprise content management systems with other records repositories, including the trusted digital repository used for long-term preservation.

Discussion : On the topic of systems integration.

Assignment: Hands-on exercise from Module 5 (implementing file plan) continued/completed).

Module 7: 3/14 - 3/20

Review of Standards Research Papers & Introduction to Final Project

Activity Posted to Discussion Area: Submit research paper on standards or an approved alternate project (information in Canvas). Share most significant findings or accomplishments through a 3- to 5-slide PPT.

Assignment: Hands-on exercise selecting content from digital content management system (SharePoint) for long-term preservation.

Assignment final project: Form groups and begin developing a collection for web-based access.

Module 8:

3/21 - 3/27


Introduction to Digital Preservation (DP) Systems

(PLO G, H) (CLO 2, 5, 6, 7, 8)

Fundamentals of preserving digital content; Introduction to the OAIS model for Trusted Digital Repositories. Examples of digital initiatives based on the OAIS model.

Discussion : On the topic of current initiatives based on the OAIS model.

Assignment : Hands-on exercise accessing the digital preservation system (Preservica).

Assignment final project: Continue to work in groups to develop a collection for web-based access.

Module 9:

3/28 - 4/3

Digital preservation (DP) planning and action

(PLO G, H) (CLO 3, 6, 7, 8)

Understanding metadata; fixity and file characterization; view sample recorded demo.

Discussion : On the topic of metadata.

Assignment : Hands-on exercise adding metadata to digital object in a digital preservation system (Preservica).

Assignment final project: Continue to work in groups to determine a metadata schema for the group collection.

Module 10:

4/4 - 4/10

Submission Information Packages (SIP)

(PLO H) (CLO 3, 7, 8, 9)

File migration and normalization; view example demo.

Discussion : On the topic of file format, migration, and normalization.

Assignment : Hands-on exercise ingesting content into digital preservation system (Preservica).

Assignment final project: Continue to work in groups to ingest content into the repository for the group project.

Module 11:

4/11 - 4/17

Archival Information Packages (AIP)

(PLO H) (CLO 7, 8, 9)

Preparing SIPs for preservation.

Discussion :

Assignment : Hands-on exercise combining Content Data Objects (SIPs) with Preservation Description Information (PDI) within a digital preservation system (Preservica).

Assignment final project: Continue to work in groups to combine digital objects with preservation description information.

Module 12:

4/18 - 4/24

Control and access to Digital Content (DP)

(PLO H) (CLO 7, 8, 9)

Controlling access to digital content; preservation description information; view example using Web Harvesting.

Discussion : On the topic of Web Harvesting and Website Records Management.

Assignment : Hands-on exercise managing content in digital preservation system (Preservica).

Assignment final project: Continue to work in groups to develop the collection, including setting access permissions/restrictions.

Module 13:

4/25 - 5/1

Dissemination Information Packages (DIP)

(PLO H) (CLO 7, 8, 9)

Preparing to satisfy consumer requests for a digital object or groups of digital objects by combining digital object(s) and relevant metadata.

Discussion :

Assignment : Hands-on exercise ensuring requests for digital object(s) can be satisfied by the digital preservation system (Preservica).

Assignment final project: Continue to work in groups to test the digital preservation system dissemination process.

Module 14:

5/2 - 5/8

Providing Web-based Access (PLO F, H) (CLO 7, 8, 9)

Providing access to digital objects through a Web-based interface.

Discussion : Topic of Web-based collections.

Assignment : Hands-on exercise that involves providing access to a student-developed collection that resides within the digital preservation system (Preservica).

Assignment final project: Continue work on group project to prepare the Web-based interface for evaluation during week 15.

Module 15:

5/9 - 5/15

Evaluation of the Preservation process

(PLO H) (CLO 9)

Introduce the Digital Preservation Capability Maturity Model as an assessment tool.

Discussion : On the topic of Evaluation and the Digital Preservation Capability Model.

Assignment final project: Provide instructions for students to access group collections for the evaluation exercise.

Assignment : Hands-on exercise that involves student evaluation of final projects presented in previous lesson residing in Preservica and accessible through a Web-based interface.

Wrap Up: 5/16

End of Semester (PLO F, G, H) (CLOs 1-9)

5/16 is the last day of classes and the final day to submit course assignments.

Grading: There are a possible 850 points for 15 discussion topics, 15 hands-on exercises, one research paper, and one group assignment. In accordance with the SJSU Graduate School guidelines, the following grading scale will be used:

Points Earned Range Grade
823 – 850 97-100% A
799 – 822 94-96% A-
774 – 798 91-93% B+
748 - 773 88-90% B
723 – 747 85-87% B-
697 – 722 82-84% C+
672 – 696 79-81% C
646 – 671 76-78% C-
621 – 645 73-75% D+
595 – 620 70-72% D
570 – 594 67-69% D-
0 – 569 Below 67% F

Extra credit assignments are not available. Incompletes are granted only based on the Incomplete policy followed by the School: 

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

INFO 284 has no prequisite requirements.

Course Learning Outcomes

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

  1. Explain the digital content management lifecycle and the features involved (e.g., document management, workflow, imaging, records management, and archiving).
  2. Identify the primary considerations in managing and preserving digital content.
  3. Create digital content in and upload digital content to a content management system.
  4. Use additional features of a content management system, including collaboration, lists, libraries, workflows, and records management.
  5. Understand and apply selection criteria used in digital preservation strategies.
  6. Discuss national and international standards for the preservation of digital content, including office documents, email, social media, photographs, and audio files.
  7. Explain the concepts of a Digital Preservation System, Trusted Digital Repository and the OAIS reference model for digital preservation.
  8. Discuss the challenges of system integration and describe the steps needed to bring content from a digital content management (or other electronic system) into a digital preservation system.
  9. Demonstrate competence in preservation planning and action (ingest data, manage data, disseminate data, provide access to it through a Web interface, evaluate the system).

Core Competencies (Program Learning Outcomes)

INFO 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 information items.
  2. G Demonstrate understanding of basic principles and standards involved in organizing information such as classification and controlled vocabulary systems, cataloging systems, metadata schemas or other systems for making information accessible to a particular clientele.
  3. H Demonstrate proficiency in identifying, using, and evaluating current and emerging information and communication technologies.


Required Textbooks:

  • Goodyear, S. (2013). Practical SharePoint 2013 enterprise content management. Apress. Available through Amazon: 1430261692arrow gif indicating link outside sjsu domain

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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