IMS5047 Managing business records - Semester 2 , 2006 unit guide

Semester 2, 2006

Chief Examiner

Sue McKemmish


Caulfield : Sue McKemmish


This unit takes a recordkeeping process and business analysis perspective on the subject of business records management. It will deal with assessing and managing recordkeeping processes which support the storage, recall and dissemination of records and protect their evidential and informational qualities. System requirements for evidence will be taught along with knowledge bases for representing functions and activities and managing access according to organisational or societal rules. Topics covered in relation to the business analyses that support recordkeeping processes include workflow, corporate and social regulation of an organisation's activities, risk management, identification of vital records, and functional analysis. The methodology for the design and implementation of recordkeeping systems set out in the International Standard for Records Management will provide a framework for the presentation of material.


Knowledge and Understanding

By the end of this unit students will have knowledge of:

C1. The business processes that recordkeeping activities support

C2. The evidential requirements for evidence of business activities that exist in the work place

C3. How systems are designed and implemented to meet business needs and evidential requirements

Attitudes, Values and Beliefs

By the end of this unit students will have developed attitudes which enable them to:

A1. Work as part of project teams

A2. Participate in records management activities in large organisations or undertake them on their own in small ones

A3. Be able to advise team members and function managers on records management systems for business purposes

Practical Skills

By the end of this unit students will have the skills to:

P1. Participate in the design and implementation of electronic recordkeeping systems

P2. Undertake various forms of business analysis in support of records management activities

Relationships, Communication and TeamWork

By the end of this unit students will be able to:

S1. Participate with others in the designing, building and using of records management systems


Before attempting this unit you must have satisfactorily completed 24 credit points of IMS 9000-level units, or equivalent; or 24 credit points of graduate level units in the Master of Information Management and Systems, Master of Information Management and Systems (Professional), Master of Information Technology or the Master of Business Systems, or equivalent; or an approved undergraduate degree in information systems (IS) or information management (IM) or equivalent. You should have foundation knowledge in information management and systems fundamentals.

Unit relationships

IMS5047 is a core unit in the Electronic Recordkeeping and Archiving, and Knowledge Management streams of the Master of Information Management and Systems, and Graduate Diploma in Information Management and Systems.

You may not study this unit and LAR3007, LAR4633, IMS3007.


Texts and software

Required text(s)

McKemmish, S., Piggott, M., Reed, B., & Upward, F. (2005). Archives: Recordkeeping in Society. Wagga Wagga: CIS. 

Kennedy, J. & Schauder, C. (1998). Records Management, A guide to Corporate Recordkeeping. (2nd edn). Melbourne: Longmans.

* Electronically delivered course notes will be provided during the course.

Textbook availability

Text books are available from the Monash University Book Shops The Bookshop orders texts in specifically for this unit. You are advised to purchase your text book early.

Software requirements

There is no software requirement.

Hardware requirements

Students studying off-campus are required to have the minimum system configuration specified by the Faculty as a condition of accepting admission, and regular Internet access. On-campus students, and those studying at supported study locations may use the facilities available in the computing labs. Information about computer use for students is available from the ITS Student Resource Guide in the Monash University Handbook. You will need to allocate up to n hours per week for use of a computer, including time for newsgroups/discussion groups.

Recommended reading

Lists of recommended readings will be provided for each topic.

Library access

You may need to access the Monash library either personally to be able to satisfactorily complete the subject.  Be sure to obtain a copy of the Library Guide, and if necessary, the instructions for remote access from the library website.

Study resources

Study resources for IMS5047 are:

lecture notes and ppt presentations, readings, assignment specifications, a discussion forum and online chat facility. All are available via the MUSO web site,

Lectures are recorded through Lectures Online and are available from the University Library web site,

Unit website

Structure and organisation

Week Topics Key Dates
1 Introduction 21 July 2006
2 Business Recordkeeping Frameworks and Standards 28 July 2006
3 Organisational Analysis 4 August 2006
4 Functional Analysis 11 August 2006
5 Business Activity and Workflow Analysis 18 August 2006
6 User Needs and Requirements 25 August 2006
7 Recordkeeping System Design 1 September 2006
8 Recordkeeping Policies 8 September 2006
9 Recordkeeping Strategies 15 September 2006
10 Recordkeeping Tools 22 September 2006
Non teaching week
11 System Specification and Procurement 6 October 2006
12 Evaluation of Software 13 October 2006
13 Recordkeeping System Implementation 20 October 2006


The timetable for on-campus classes for this unit can be viewed in Allocate+


Assessment weighting

Assessment for the unit consists of a set of email tasks (25%), an individual assignment (25%) and formally supervised group assignment (50%).

Assessment Policy

To pass this unit you must:

Achieve an overall mark of 50% and at least 40% of the mark allocated to each assignment.

Your score for the unit will be calculated by:

Combining the marks for the three assignments.

Assessment Requirements

Assessment Due Date Weighting
Assignment 1: Email/Tutorial Tasks Weekly 25%
Assignment 2: Individual Assignment 22 September 2006 25 %
Assignment 3: Group Assignment (Formally Supervised Assessment Component) 10 November 2006 50 %
See Assignment 3 Exam period (S2/06) starts on 23/10/06 50 %

Assignment specifications will be made available On the Unit Website.

Assignment Submission

Assignments, including cover sheets, will be submitted by electronic submission via the Unit Website.  The due date is the date by which the submission must be posted.

Extensions and late submissions

Late submission of assignments

Assignments received after the due date may be subject to a penalty.  

This policy is strict because comments or guidance will be given on assignments as they are returned, and sample solutions may also be published and distributed, after assignment marking or with the returned assignment. 


It is your responsibility to structure your study program around assignment deadlines, family, work and other commitments. Factors such as normal work pressures, vacations, etc. are seldom regarded as appropriate reasons for granting extensions. 

Requests for extensions must be made by email to the unit lecturer or tutor at least two days before the due date. You will be asked to forward original medical certificates in cases of illness, and may be asked to provide other forms of documentation where necessary, including a special consideration application. A copy of the email or other written communication of an extension must be attached to the assignment submission.

Grading of assessment

Assignments, and the unit, will be marked and allocated a grade according to the following scale:

Grade Percentage/description
HD High Distinction - very high levels of achievement, demonstrated knowledge and understanding, skills in application and high standards of work encompassing all aspects of the tasks.
In the 80+% range of marks for the assignment.
D Distinction - high levels of achievement, but not of the same standards. May have a weakness in one particular aspect, or overall standards may not be quite as high.
In the 70-79% range.
C Credit - sound pass displaying good knowledge or application skills, but some weaknesses in the quality, range or demonstration of understanding.
In the 60-69% range.
P Pass acceptable standard, showing an adequate basic knowledge, understanding or skills, but with definite limitations on the extent of such understanding or application. Some parts may be incomplete.
In the 50-59% range.
N Not satisfactory failure to meet the basic requirements of the assessment.
Below 50%.

Assignment return

We will aim to have assignment results made available to you within two weeks after assignment receipt.


Feedback to you

You will receive feedback on your work and progress in this unit. This feedback may be provided through your participation in tutorials and class discussions, as well as through your assignment submissions. It may come in the form of individual advice, marks and comments, or it may be provided as comment or reflection targeted at the group. It may be provided through personal interactions, such as interviews and on-line forums, or through other mechanisms such as on-line self-tests and publication of grade distributions.

Feedback from you

You will be asked to provide feedback to the Faculty through a Unit Evaluation survey at the end of the semester. You may also be asked to complete surveys to help teaching staff improve the unit and unit delivery. Your input to such surveys is very important to the faculty and the teaching staff in maintaining relevant and high quality learning experiences for our students.

And if you are having problems

It is essential that you take action immediately if you realise that you have a problem with your study. The semester is short, so we can help you best if you let us know as soon as problems arise. Regardless of whether the problem is related directly to your progress in the unit, if it is likely to interfere with your progress you should discuss it with your lecturer or a Community Service counsellor as soon as possible.

Plagiarism and cheating

Plagiarism and cheating are regarded as very serious offences. In cases where cheating  has been confirmed, students have been severely penalised, from losing all marks for an assignment, to facing disciplinary action at the Faculty level. While we would wish that all our students adhere to sound ethical conduct and honesty, I will ask you to acquaint yourself with Student Rights and Responsibilities and the Faculty regulations that apply to students detected cheating as these will be applied in all detected cases.

In this University, cheating means seeking to obtain an unfair advantage in any examination or any other written or practical work to be submitted or completed by a student for assessment. It includes the use, or attempted use, of any means to gain an unfair advantage for any assessable work in the unit, where the means is contrary to the instructions for such work. 

When you submit an individual assessment item, such as a program, a report, an essay, assignment or other piece of work, under your name you are understood to be stating that this is your own work. If a submission is identical with, or similar to, someone else's work, an assumption of cheating may arise. If you are planning on working with another student, it is acceptable to undertake research together, and discuss problems, but it is not acceptable to jointly develop or share solutions unless this is specified by your lecturer. 

Intentionally providing students with your solutions to assignments is classified as "assisting to cheat" and students who do this may be subject to disciplinary action. You should take reasonable care that your solution is not accidentally or deliberately obtained by other students. For example, do not leave copies of your work in progress on the hard drives of shared computers, and do not show your work to other students. If you believe this may have happened, please be sure to contact your lecturer as soon as possible.

Cheating also includes taking into an examination any material contrary to the regulations, including any bilingual dictionary, whether or not with the intention of using it to obtain an advantage.

Plagiarism involves the false representation of another person's ideas, or findings, as your own by either copying material or paraphrasing without citing sources. It is both professional and ethical to reference clearly the ideas and information that you have used from another writer. If the source is not identified, then you have plagiarised work of the other author. Plagiarism is a form of dishonesty that is insulting to the reader and grossly unfair to your student colleagues.


Communication methods

Discussion forum on web site

Announcements on web site



Notices related to the unit during the semester will be posted as Announcements on the Unit Website. Check this regularly. Failure to read Announcements is not regarded as grounds for special consideration.

Consultation Times

Consultation by appointment.

If direct communication with your unit adviser/lecturer or tutor outside of consultation periods is needed you may contact the lecturer and/or tutors at:

Professor Sue McKemmish
Phone +61 3 990 31060

Ms Malini Jayaganesh
PhD Student
Phone +61 3 990 51761

All email communication to you from your lecturer will occur through your Monash student email address. Please ensure that you read it regularly, or forward your email to your main address. Also check that your contact information registered with the University is up to date in My.Monash.

Last updated: Jul 6, 2006