MARA 210-10
MARA 210-11
Records Creation, Appraisal and Retention
Spring 2016 Greensheet

Jason Kaltenbacher
Office Hours: By appointment. Appointments can be via telephone or online.

Greensheet Links
iSchool eBookstore

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

Overview of records creation processes; management and documentation of those processes, including forms, mail, reports, reprographics management, document control, legal compliance; basic appraisal concepts; records inventories and retention scheduling; vital records; contingency planning; records disposition; and archives.

Course Requirements

Assignments, Lectures, discussions, assignments, and rubrics will be posted to the Canvas course management system. Links to additional materials will be provided in Canvas as well.

Here is a brief summary of the assignments and points earned:

  • Student Introduction post to discussion board - 2 points
  • Discussion based on material covered - 2 points each X 9 = 18 points
  • Electronic Records Exam - 10 points (CLO #3)
  • Archival Appraisal Quiz - 5 points (CLO #6)
  • Retention Policy: Project Plan Assignment - 5 points (CLO #7
  • Retention Policy: Functional Analysis & Records Survey Assignment - 10 points (CLOs #24)
  • Retention Policy: Records Series Classification Assignment - 10 points (CLO #4)
  • Retention Policy: Records Retention Schedule Assignment - 20 points (CLOs #2, 4, 5, 7)
  • Final Exam - 20 points (CLO #1)

Total number of points for this class is 100.

NOTE: For modules with required discussion board postings, students should provide their initial post by Tuesday at 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 beings on Saturday and ends on Friday. Assignments will be due by midnight (pacific time) on the due date.  

Course Calendar

Week/Dates Objectives & Readings Assignment

Jan. 28-29

Course Introduction  

Module 1 (extended week):

Jan 30 - Feb. 5


Introduction to the concepts of records creation, appraisal and retention; lifecycle of records

Read: Introduction, Ch. 1 & Ch. 2. in the Franks text
Review lecture

Student Introduction

Discussion board

Module 2:

Feb. 6-12

Electronic records, part 1: creation of electronic records; unique characteristics; electronic records management; metadata

Read: Ch. 5 in the Franks text
Review lecture

Discussion board

Module 3: 

Feb. 13-19

Electronic records, part 2: electronic content management systems; the capture, storage and tracking of electronic records

Read: Ch. 6 & 7 in the Franks text
Review lecture

Discussion board

Module 4:

Feb. 20-26

Records retention schedules

Read: Chs. 3 & 4 in the Franks text
Review lecture

Electronic Records Exam; Due: February 26th

Module 5:

Feb. 27 - March 4

Digitizing and microfilming paper records, preservation and active use

Readings will be provided in class
Review lecture

Discussion board

Module 6:

March 5-11

Contextual Analysis

Readings will be provided in class
Review lecture

Retention Policy: Project Plan Assignment; Due: March 11th

Module 7:

March 12-18

Functional Analysis; conducting a records survey; classifying records series

Readings will be provided in class
Review lecture

Discussion board

Module 8:

March 19-25

Retention analysis: regulatory requirements for records creation and retention

Readings will be provided in class
Review lecture

Retention Policy: Functional Analysis & Records Survey Assignment; Due: March 25th
March 26 - April 1 Weekend + Spring Break (NO CLASS)  
March 31 Cesar Chavez Day (NO CLASS)  

Module 9:

April 2-8

Retention analysis: identifying potential records for legal action

Readings will be provided in class
Review lecture

Discussion board

Module 10:

April 9-15

Retention analysis: determining operational value for the retention of records

Readings will be provided in class
Review lecture

Discussion board

Retention Policy: Records Series Classification Assignment; Due: April 15th

Module 11: 

April 16-22

Retention analysis: archival appraisal of records

Read: Ch. 10 in the Franks text
Review lecture

Archival Appraisal Quiz; Due: April 22nd

Module 12:

April 23-29

Vital records policy; continuity planning

Read: Ch. 8 in the Franks text
Review lecture

Retention Policy: Records Retention Schedule Assignment; Due: April 29th

Module 13:

April 30 - May 6

Implementing records management policies and strategies

Read: Ch. 9 in the Franks text
Review lecture

Discussion board

Final Exam made available to Students on Saturday, April 30th - Two weeks to complete

Module 14 (extended week):

May 7-16

Course Wrap-Up Review lecture

Discussion board

Final Exam; Due: May 16th

Please complete the SOTES (Student Opinion of Teaching Effectiveness) by May 16th

**No Class: Monday-Sunday, March 28 - April 1, 2016 (Spring Break)

**No Class: Monday, March 31, 2016 (Cesar Chavez Day)


  1. Course grades are determined by the accumulation of 100 possible points, distributed as outlined above under the course calendar.
  2. This class follows the standard iSchool Grading Scale. 
  3. 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. For example, a 20 point assignment would have a daily 2 point reduction; a 10 point assignment would have a daily 1 point reduction; a 5 point assignment would have a daily 0.5 point reduction. No points will be awarded after 5 days late.
  4. Discussion board postings will not be accepted for credit after the module's discussion has ended.
  5. All course materials must be completed by the last day of the class.

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. Articulate the roles of context and function in identifying and analyzing records for purposes of creation and retention.
  2. Perform environmental and functional analyses of an organization for the purposes of establishing context for the records of the organization.
  3. Communicate the issues surrounding the creation and capture of records in an age of electronic media.
  4. Apply the tool of functional analysis to identify and define records series for the purposes of records retention.
  5. Identify regulatory requirements for records creation and retention, evaluate the potential need for records in legal actions; and determine operational requirements for the retention of records.
  6. Apply the fundamentals of archival appraisal to the records of an organization.
  7. Create records retention schedules and document the associated analysis and appraisal.

Core Competencies (Program Learning Outcomes)

MARA 210 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. H Describe current information technologies and best practices relating to the preservation, integrity, and security of data, records, and information.


Required Textbooks:

  • Franks, P. (2013). Records and information management. ALA Neal-Schuman. Available through Amazon: 1555709109arrow 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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