MARA 249-10
Electronic Recordkeeping Systems and Issues in Electronic Recordkeeping
Spring 2018 Syllabus

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


Syllabus Links
Textbooks
CLOs
Competencies 
Prerequisites
Course Assignments
Course Calendar
Resources
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Canvas Information: Courses will be available beginning January 24th, 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 in the Canvas site automatically.

Course Description

Application of recordkeeping and archival principles to the management and preservation of electronic records and information, multi– and hypermedia resources and e-mail; standards for representation and preservation of nontraditional networked information; electronic records/document management systems and derivations; policy development. Not repeatable.

This course introduces learners to the principles and methods of managing records and information as operational, legal and historical evidence in electronic environments. This course is an introduction to the management and long-term preservation of structured and unstructured content created or maintained electronically. This course examines the ways in which new information technologies challenge organizations' capacities to define, identify, control, manage, and preserve electronic records and information. Topics include the nature of electronic records and information as evidence; reliability and authenticity in electronic records; electronic records and information management policy formulation; business continuity planning; information security/assurance (cybersecurity); the role and nature of recordkeeping metadata/taxonomies; strategies, techniques, and technologies for the long-term preservation of electronic records and information; individual electronic recordkeeping behaviors, big data; mobile/social media as well as industry, national, and international standards relating to electronic recordkeeping. The course examines the trends which are impacting records and information management as the external environment is rapidly moving to a digitized world and how this impacts the role of the records manager.

Course Requirements

Course Grading
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)
    (Supports CLOs #1-12)
    Participation in weekly discussion boards
    Due: Weekly

  • Electronic Records & Information in the News - 10 points (10% of final grade)
    (Supports CLOs #1-12)
    Lead an electronic records & information in the news discussion
    Due: Date will be assigned by instructor

  • Assignment #1 – 15 points (15% of final grade)
    (Supports CLOs #1, 2, 5, 7, 9, 12)
    The improper management of electronic records & information assignment.
    Due: March 4 (11:59 pm Pacific Time)

  • Assignment #2 – 15 points (15% of final grade)
    (Supports CLOs #1-9)
    Organizational implementation of an electronic recordkeeping system or information management system assignment
    Due: March 25 (11:59 Pacific Time)

  • Final Course Assignment - Research Paper – 30 points (30 % of final grade)
    (Supports CLOs #1-12)
    A critical extended essay of 15-20 pages on a topic relevant to the course proposed by the student and accepted by the instructor.
    1. Due: Topic Instructor Approval April 15 (11:59 pm pacific time)
    2. Due: Preliminary Citations April 29 (11:59 pm pacific time) 5pt
    3. Due: Final Paper May 13 (11:59 pm pacific time) 25pts

  • Mid-Course Review and Reflections Assignment
    (Supports CLOs #1-12)
    Due: Week 7 (optional)

Course Calendar

Unit

Date

Topic

1

January 24 - February 4

Introductions; Syllabus; Course Requirements; Course Overview; Course Learning Objectives and Outcomes.

Introduction to Managing Electronic Records & Information Including: Principles and Practices; Definitions of Terms and Concepts.

2

February 5 - 11

Electronic Records & Information Management Technology Ecosystems – Managing Organization Information - Structured Vs Unstructured Environments; Information/Data Management Systems Vs Electronic Record Management Systems; Electronic Records Management Systems/Software; Digitization; Functional Requirements; System Architecture.

 

3

February 12 - 18

Record Keeping Metadata; Taxonomies; Data Models.

4

February 19 - 25

Legal & Ethical Considerations; E-Discovery; Admissibility of Evidence; Defensible Disposition.

Industry and International Best Practices, Standards and Principles; Technology Standards and Frameworks.

5

February 26 - March 4

Privacy; Trans-border Data Flow; Information Assurance/Security; Cybersecurity; Business Continuity Planning.

Assignment #1 The Mismanagement of Electronic Records & Information Assignment

Due: Mar 4 (11:59 PM Pacific Time)

6

March 5 - 11

Storage and Related Hardware Considerations; Cloud Computing Services.

7

March 12 - 18

Digital Curation; Long-Term Preservation; Trusted Digital Repositories.

Mid–Term Course Review/ Reflections

8

March 19 - 25

The Management of Structured Data; Big Data Environments; Artificial Intelligence (AI); Machine Learning; Data Insights; Data/Business Mining & Analytics; Data Visualization.

Assignment #2 Electronic Records Management Program/System Case Study Assignment

Due: Mar 25 (11:59 PM Pacific Time)

9

March 26 - April 1

Spring Break

10

April 2 - 8

Email Management; E-messaging; Electronic Communication Management; Bring your own Device (BYOD).

11

April 9 - 15

Web Content Management; Organizational Use of Social Media and

Mobile Technologies; Managing Apps.

Final Assignment Topic Approval

Due: Apr 15 (11:59 PM Pacific Time)

12

April 16 - 22

Personal Electronic Recordkeeping Practices; Personal Information Management Individual Recordkeeping Behaviors; Personal Digital Archives.

13

April 23 - 29

Establishing an Information Management & Governance Program.

Final Topic – Preliminary Reference List

Due: April 29 (11:59 PM Pacific Time)

14

April 30 - May 6

Electronic Records & Information Management in a Changing Digital Environment - Robotics (Bots), Blockchain, Virtual and Augmented Realities, Gamification & the Emergence of Disruptive Technologies.

15

May 7 - 13

Electronic Records & Information Management - International Perspectives; National and International Research Projects.

Course Review/Reflections/Conclusions.

Final Assignment

Due: May 13 (11:59 PM Pacific Time)

Grading
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 11:59 pm (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 11:59 pm (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

MARA 200MARA 204

Course Learning Outcomes

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

  1. Understand the nature of electronic records and recognize the impact that technology has on recordkeeping in contemporary environments.
  2. Analyze how national and regional laws and regulations impact electronic records management.
  3. Identify appropriate metadata standards for the control and retrieval of electronic records.
  4. Create and develop policies, standards and practices governing the creation, management and use of electronic records.
  5. Understand the challenges associated with preserving electronic records over time and frame the methods and strategies being advocated by experts in the field to ensure that electronic records remain understandable, accessible, and useable.
  6. Identify the main types of information management systems, and the necessary connections with records management.
  7. Define general requirements for compliant organizations and accountable electronic recordkeeping systems based on industry models and standards.
  8. Outline the steps involved in Electronic records management software selection and implementation.
  9. Analyze a variety of problems related to electronic records and propose solutions that are appropriate in particular contexts.
  10. Identify future web 2.0 trends and practices in the creation of information in electronic form.
  11. Review and discuss major academic electronic records research projects proposed or undertaken by various organizations and institutions.
  12. Discuss the changes and trends that are affecting the management of electronic records and how they impact records management.

Core Competencies (Program Learning Outcomes)

MARA 249 supports the following core competencies:

  1. C Understand the evolution of information recordkeeping systems in response to technological change.
  2. 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.
  3. 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.
  4. H Be conversant with current information technologies and best practices relating to records preservation and security.

Textbooks

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 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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