INFO 284-01
Seminar in Archives & Records Management
Topic: Enterprise Content Management & Digital Preservation
Spring 2017 Syllabus

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


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Textbooks
CLOs
Competencies
Prerequisites
Resources
Canvas Login and Tutorials
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Canvas Information: Courses will be available beginning January 26th, 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 Format

This course is an offering of SJSU’s School of Information, which offers all courses completely online. Home computing requirements are posted online for prospective students at http://ischool.sjsu.edu/current-students/technology-support/home-computing-environment . Students must meet those minimum requirements to participate in the classroom activities for this course.

Faculty Web Page and MYSJSU Messaging

In addition to course materials including the syllabus, handouts, notes, assignments, discussion threads, lectures, video presentations that will be provided within the Canvas Learning Management system, the syllabus for this course will be available online on the School of Information Syllabi section of its website: http://ischool.sjsu.edu/current-students/courses/syllabi . The syllabus is found by selecting the current semester and then the course number and faculty member. Communication with the students, including email messaging, will take place through the Canvas Learning Management system.

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.

Other Readings

Materials provided by vendor of digital preservation repository provided through their online resource center at http://preservica.com/resources/

Links to specific resources will be provided within Canvas Learning Management system course. For example:

  • The Active Preservation of Digital Information, a white paper.
  • Digital Value at Risk (DVAR) Calculator
  • Case Study: Hagley Museum and Library
  • Case Study: Kentucky Department for Libraries and Archives.
  • Case Study: The UK National Archives

Standards provided by the School of Information through an online database license from TechStreet (no charge to students). Instructions to access will be provided in the Canvas Learning Management System course:

  • ISO 16175-1:2010. Information and documentation. Principles and functional requirements for records in electronic office environments—Part 1: Overview and statement of principles.
  • ISO 16175-2:2011. Information and documentation . Principles and functional requirements for records in electronic office environments — Part 2: Guidelines and functional requirements for digital records management systems.
  • ISO 16175-3:2010. Information and documentation. Principles and functional requirements for records in electronic office environments — Part 3: Guidelines and functional requirements for records in business systems.
  • ISO 19005-2 2011. Document management. Electronic document file format for long-term preservation. Part 2.
  • ISO 14721-2012. Space data and information transfer systems. Open archival information systems (OAIS) Reference Model.
  • ISO 16363:2012. Space data and information transfer systems. Audit and certification of trustworthy digital repositories.
  • ISO/TR 17068:2012. Information and documentation. Trusted third party repository for digital records.

Course Requirements

SJSU classes are designed such that in order to be successful, it is expected that students will spend a minimum of forty-five hours for each unit of credit (normally three hours per unit per week), including preparing for class, participating in course activities, completing assignments, and so on. More details about student workload can be found in University Policy S16-5 at http://www.sjsu.edu/senate/docs/S16-15.pdf.

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

Assignment 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
240 (20 points x 12) 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) or an alternate assignment approved by the instructor. PLO: G

CLOs: Vary depending upon topic selected
100

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.
Total   890

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.

Module Concept and Relevant PLOs and CLOs Readings, Assignments, Deadlines
Module 1:

1/26 – 1/29
Course opens

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

Instructor will add students to Office 365/SP Online this week.
Overview of course content; review of course work requirements; introduction to the Records Management Lifecycle

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

Instructor will add students to ISO database and invite to change password
Introduction to relevant International standards and access to the Standards Database.

Discussion : On the topic of International Standards.
Module 2:

1/30-2/5
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 : 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 creating a site and declaring a record.

(20 pts)
Module 3:

2/6-2/12
Managing Transitory Content (ECM)

(PLO F) (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

Assignments (3): Selection for midterm project. Hands-on exercise managing transitory content in the content management system (SharePoint) and using MS features: People and Yammer. (20 pts)
Module 4:

2/13-2/19
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 : 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

Assignments (2) : Hands-on exercise creating a subsite and adding a web part to a blog (SharePoint). (20 pts)
Module 5:

2/20-2/26
Identifying and Managing Records (ECM)

(CLO F) (CLO 1, 2, 4)
Designing and managing records: file plan, records repository, retention and disposition.

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 managing records retention and disposition. (20 pts)
Module 6:

2/27-3/5
Managing Records (cont.) (ECM)

(PLO F) (CLO 1, 2, 4, 5)
Understanding workflows, including one to declare a record.

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: Creating a Workflow. (20 pts)
Module 7:

3/6-3/12
Designing & Managing Records (cont.) 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

Assignment #1: 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 7 (March 12). (100 pts)

Assignment #2 : Scanning & Imaging (20 pts)

Optional : You can work through the remaining exercises illustrated in the text now or in the future. You will have access to Office 365/SharePoint Online through the end of the spring term. Activities include: Create Example Data; Rental Agreements; Phone Messages; Meeting Notes and Action Points.
Module 8:

3/13-3/19
ECM Review, Intro to DPS & Preservica, Review of Standards Research Papers & Introduction to Final Project and Preservica

(PLO G, H) (CLO 2, 5, 6, 7, 8)
Mid-term Project Review: Review the PPT uploaded last week. Comment on the work of others.

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

Assignment #1 – Begin working on final project due week 15: Form groups and begin developing a collection for web-based access. (not graded) Assignment #2 – Examples of Digital Repositories (20 pts)
Module 9:

3/20-3/26
Introduction to Digital Preservation (DP) Systems (cont.)

(PLO G, H) (CLO 3, 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 & WordPress). (20 pts)

Assignment final project: Continue to work in groups to develop a collection for web-based access.
3/27-4/2 Spring Break  
Module 10:

4/3-4/9
Digital preservation (DP) planning and action

(PLO H) (CLO 3, 7, 8, 9) 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. (Not graded)
Module 11:

4/10-4/16
Metadata

(PLO G), (CLO 2, 6, 8)
Metadata

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 : Metadata for your practice collection (20 pts)

Assignment: Group project – metadata for your collection (Not graded)
Module 12:

4/17-4/23
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 6-7, pages 199-223: 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. (Not graded)
Module 13:

4/24-4/30
Control and Access—Security/DIPs

(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 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 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 14:

5/1-5/7
Current Status and Future Directions of Trustworthy Repositories

(PLO H) (CLO 9)
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

Assignment : Control and Access Hands-On in Preservica (20 pts)

All projects must be uploaded by 5/7/17 at 11:59 p.m. to allow for individual evaluations of projects during the following "wrap up" week.
Module 15:

5/8-5/14
Evaluation of the Preservation process

(PLO H) (CLO 9)
Discussion: Related to the readings for the week. (10 pts)

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.

Assignment: Related to group project: 20 pts.
Wrap Up:

5/15-5/16
End of Semester (PLO F, G, H) (CLOs 1-9) The final project assignment boxes are in this section and I will grade them based on the work you completed by May 14. Those dropboxes are worth 100 + 200 pts (total of 300 for the group project)

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

5/16 is the last day of classes and the final day to submit individual evaluations of group assignments.

Grading Policy
There are a possible 890 points for discussion topics, hands-on exercises, mid-term research paper, and group assignment. In accordance with the SJSU Graduate School guidelines, the following grading scale will be used:

Points Earned Range Grade
863 - 890 97-100% A
837 - 862 94-96% A-
810 - 836 91-93% B+
783 - 809 88-90% B
757 - 782 85-87% B-
730 - 756 82-84% C+
703 – 729 79-81% C
676 - 702 76-78% C-
650 - 675 73-75% D+
623 – 649 70-72% D
596 - 622 67-69% D-
0 – 595 Below 67% F

There is a 10% penalty for assignments turned in up to one week late.  No assignments will be accepted if more than one week late. Extra credit assignments are not available. Incompletes are granted only based on the Incomplete policy followed by the School: http://ischool.sjsu.edu/current-students/registration-and-enrollment/incompletes 

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 200, INFO 202, INFO 204, other prerequisites may be added depending on content. 

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.

Textbooks

Required Textbooks:

  • Bantin, P. (2008). Understanding Data and Information Systems for Recordkeeping. New York: Neal-Schuman. Available through Amazon: 1555705804 arrow 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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