MARA 283-10
Enterprise Content Management and Digital Preservation
Fall 2016 Syllabus

Dr. Patricia C. Franks
E-mail
Office location: Online
Office Hours: By appointment


Syllabus Links
Textbooks
CLOs
Competencies
Prerequisites
Resources
Canvas Login and Tutorials
iSchool eBookstore
 

Canvas Information: Courses will be available beginning August 24th, 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.

You will be enrolled into the Canvas site automatically.

Course Description

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 and Assignments

Course requirements and assignments--incuding related Program Learning Outcomes and Course Learning Outcomes. 

Assignments
All assignments are due the last day of the week in which introduced with the exception of the mid-term paper (or instructor approved alternate project) and final group project. Due dates are provided in the course schedule and Canvas site. 

The schedule is subject to chanage with fair notice to each student through email and annouoncements in the Canvas Learning Management System.

Course Schedule

Module

Concept and Relevant PLOs and CLOs

Readings, Assignments, Deadlines

Module 1:

8/24-8/28

Course opens

Welcome video and Introductions within Canvas LMS (PLO D, E, H) (CLO 1)

Overview of course content; review of course work requirements

Discussion : Introduction in the discussion area of the LMS (not graded)

Reading : Required textbook, "SharePoint Online from Scratch," chapters 1-2, pages 1-21: Introduction and Office 365

Assignment : Hands-on content creation exercise using Software as a Service (Office 365) and submitted to the assignment area in the LMS for approval. (20 pts)

Module 1 continued

8/24-8/28

Standards for Enterprise Content Management & Preservation (PLO D, E) (CLO 6)

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

Discussion : Related to readings for the week. (10 pts)  

Module 2:

8/29-9/4

Introduction Enterprise Content Management (ECM)

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

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

Discussion : Related to readings for the week. (10 pts)

Reading : Required textbook, "SharePoint Online from Scratch," chapters 3-4-5, pages 22-93: SharePoint Online, SharePoint Apps and SharePoint Designer.

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

(20 pts)

Module 3:

9/5-9/11

 

Managing Transitory Content (ECM)

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

Introduction to Transitory content, SharePoint Libraries, Wiki Pages and Web Parts, and Categorization using columns, keywords, and managed metadata.

Discussion : Related to readings for the week. (10 pts)

Reading : Required textbook, "SharePoint Online from Scratch," chapters 6-7-8, pages 94-142: SP Libraries, Edit Pages, and Categorization

Assignment: Hands-on exercise managing transitory content in the content management system (SharePoint) -- (collaborative content, work-in-progress, web content). (20 pts)

Module 4:

9/12-9/18

Designing for E-Discovery (ECM)

(PLO D) (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 : Related to readings for the week. (10 pts)

Reading : Required textbook, "SharePoint Online from Scratch," chapters 9-10-11, pages 143-189: Links, Pictures, and Connecting and Exporting SharePoint Data

Assignment : Hands-on exercise preparing content for e-discovery within the content management system (SharePoint). (20 pts)

Module 5:

9/19-9/25

Identifying and Managing Records (ECM)

(CLO D) (CLO 1, 2, 4)

Devising a SharePoint Search strategy within and between sites, understanding content types and issue tracking tips.

Discussion : Related to readings for the week. (10 pts)

Reading : Required textbook, "SharePoint Online from Scratch," chapters 12-13-14-15, pages 190-228: SP Search, Between Site Collections, Content Types, and Issue Tracking Tips

Assignment : Hands-on exercise devising a site search strategy and adding, editing, and publishing content types. (20 pts)

Module 6:

9/26-10/2

 

Managing Records (ECM)

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

Understanding workflows, including one to declare a record; understanding how to add columns for date, choice, and currency; and becoming familiar with SP forms using InfoPath and Access.

Discussion : Related to readings for the week. (10 pts)

Reading : Required textbook, "SharePoint Online from Scratch," chapters 16-17-18, pages 229-261: SP Workflows, Quotes Library Tips, and SharePoint Forms.

Assignment: Hands-on exercise to create a workflow to declare records and assign retention periods. (20 pts)

Module 7: 10/3-10/9

Web parts and Publishing

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

Discussion : Related to readings for the week. (10 pts)

Reading : Required textbook, "SharePoint Online from Scratch," chapters 19-20, pages 231-258: Web Parts and SP Server Publishing Infrastructure

Due: Complete work on Mid-term Project or Paper : Submit research paper on standards or completed alternate project (approved by instructor). Share most significant findings through a 3- to 5-slide PPT by the end of Module 8 (October 16).

Optional : You can work through these exercises now or in the future. You will have access to Office 365/SharePoint Online through the end of December 2016. Activities include: Create Example Data; Rental Agreements; Phone Messages; Meeting Notes and Action Points.

Module 8:

10/10 - 10/16

Standards Research Papers & Introduction to Final Project and Preservica

Mid-term Project: Upload your paper or a link to your project to Canvas. Upload your PPT summarizing your paper or project to the PPT library in SharePoint.

New Assignment due week 15: Final project : Form groups and begin developing a collection for web-based access.

Module 9:

10/17 - 10/23

Introduction to Digital Preservation (DP) Systems

PLO E, 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.

Readings from text, "Building Trustworthy Digital Repositories," Foreword, Preface, and Chapter 1, pages 1-32 (Evaluating and Selecting a Trustworthy Repository.

Discussion : Related to the readings for the week. (10 pts)

Assignment : Hands-on exercise accessing the digital preservation system (Preservica). (20 pts)

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

Module 10:

10/24 - 10/30

Digital preservation (DP) planning and action

(PLO E, H) (CLO 3, 6, 7, 8) and

Submission Information Packages (SIP) (PLO H) (CLO 3, 7, 8, 9)

Resources, Policies, Management and Strategies; Working with Submission Information Packages

Readings from text, "Building Trustworthy Digital Repositories," Chapters 2 and 3, pages 33-118 (Resources, Policies, and Management Structures and the Ingest Process)

Discussion : Related to the readings for the week. (10 pts)

Assignment : Hands-on exercise adding ingesting digital objects into a trusted digital repository (Preservica). (20 pts)

Assignment final project: Continue to work in groups to determine type of collection and objects to include.

Module 11:

10/31 - 11/6

Archival Information Packages (AIP)

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

File migration and normalization; view example demo.

Creating and capturing metadata, including audit trail data.

Readings from text, "Building Trustworthy Digital Repositories," Chapters chapters 4-5, pages 119-198: Creating and Capturing Metadata and Capturing Audit Trail Data

Discussion : Related to the readings for the week. (10 pts)

Assignment : Hands-on exercise transforming content within a digital preservation system (Preservica). (20 pts)

Assignment final project: Address vocabulary, metadata elements, and relevant standards and create a metadata xml document for the group project.

Module 12:

11/7 - 11/13

Dissemination Information Packages (DIP)

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

Preparing to satisfy consumer requests for a digital object or groups of digital objects. Addressing retention and disposition requirements, developing an access strategy.

Readings from text, "Building Trustworthy Digital Repositories," Chapters chapters 6-7, pages 199-270: Assigning Retention and Disposal Data and Developing an Access strategy

Discussion : Related to the readings for the week. (10 pts)

Assignment : Hands-on exercise ensuring requests for digital object(s) can be satisfied by the digital preservation system (Preservica). (20 pts)

Assignment final project: Continue to work in groups on collections and metadata xml documents.

Module 13:

11/14-11/20

Providing Web-based Access

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

Providing Universal Access for Digital Collections

Readings from text, "Building Trustworthy Digital Repositories," Chapters chapters 8-9, pages 271-324: Creating a Secure System and Creating a Preservation Strategy

Discussion : Related to the readings for the week. (10 pts)

Assignment : Hands-on exercise providing web-based access to individual collections (Preservica). (20 pts)

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

Module 14:

11/21 - 11/27

Current Status and Future Directions of Trustworthy Repositories

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

Readings from text, "Building Trustworthy Digital Repositories," Chapters chapter 10, pages 325-350: Trustworthy Systems: Current Status and Future Directions

Discussion : Related to the readings for the week. (10 pts)

Assignment--final project : Continue work on final projects

Module 15: 11/28 - 12/7

(3 extra days)

Evaluation of the Preservation Process

(PLO H) (CLO 9)

Assignment final project: Instructions for students to access group collections for the evaluation exercise are posted to Canvas--all review process. Deliverables: Collection uploaded, accessible through WordPress, and featured on the site. Test Search options to be sure objects can be located by visitors to the site.

All projects must be uploaded by 12/716 at 11:59 p.m. to allow for individual evaluations of projects during the following "wrap up" week.

Wrap Up: 12/8-12/12

End of Semester (PLO D, E, H) (CLOs 1-9)

Assignment--individual students : Hands-on exercise involves student evaluation of final projects residing in Preservica and accessible through a Web-based interface. (20 pts)

12/12 is the last day of classes and the final day to submit individual evaluations of group assignments.

Grading
There are a possible 870 points for 13 discussions, 12 hands-on exercises, one mid-term research paper or instructor approved project, and one group assignment.  In accordance with the SJSU Graduate School guidlines, the following grading scale will be used (rubrics included in appendices of syllabus posted to Canvas):

Assignment PLOs and CLOs Possible Points
1. Participate in weekly discussions related to the readings. PLOs: D, E, H

CLOs: 1 - 9
130 (10 points each)

See rubric in Appendix A.
2. Complete hands-on exercises as assigned PLOs: D, E, H

CLOs: 1-9
240 (20 points each)

See rubric in Appendix B.
3. Complete one research paper on a topic related to international standards for records and information management (including preservation) or an alternate assignment approved by the instructor. PLO: E

CLOs: Vary depending upon topic selected
100

See rubric in Appendix C.
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: D, E, 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.
Total   870

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

MARA 210 or MARA 211 or MARA 249

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)

MARA 283 supports the following core competencies:

  1. 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.
  2. 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.
  3. H Be conversant with current information technologies and best practices relating to records preservation and security.

Textbooks

Required Textbooks:

  • Bantin, P. (2016). Bulding trustworthy digital repositories: Theory and implementation. New York: Rowman & Littlefield Publishers. Available through Amazon: 1442263784arrow gif indicating link outside sjsu domain
  • Kalmstrom, P. (2016). SharePoint Online from scratch: Office 365 SharePoint course with video demonstrations. kalmstrom.com Business Solutions. Available through Amazon: B01DAWITLGarrow 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 or Informatics) — 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 if you wish to stay in the program. 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

Per University Policy S16-9, university-wide policy information relevant to all courses, such as academic integrity, accommodations, etc. will be available on Office of Graduate and Undergraduate Programs' Syllabus Information web page at: http://www.sjsu.edu/gup/syllabusinfo/. Make sure to visit this page, review and be familiar with these university policies and resources.

In order to request an accommodation in a class please contact the Accessible Education Center and register via the MyAEC portal.

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