IMS5010 Evidence and metadata - Semester 1 , 2007 unit guide

Semester 1, 2007

Chief Examiner

Sue McKemmish


Caulfield : Professor Sue McKemmish, Teaching Assistant Malini Jayaganesh


NOTE: To access the unit webpage, go to and enter your authcat to access the site. All study materials and assignments, a discussion list, online submission of assignments, feedback on assignments and online chat rooms are available via the site.

Welcome to IMS 5010 Evidence and Metadata, a unit relating to the fundamental role of recordkeeping professionals in society - to provide access to recorded information in the form of essential evidence of social and organisational activity for business, commercial, governmental, social, and cultural purposes.

The unit covers the role of recordkeeping in society and organisations, relevant theories and models, functional requirements for evidence of business and social activity, the socio-legal contexts of recordkeeping, the formulation of recordkeeping policy and strategies, the establishment of recordkeeping frameworks, functional analysis, appraisal and disposal, the development of metadata schemas and their implementation in recordkeeping systems.

Engaging with the Profession

If you are hoping to become (or are already) a records and archives professional, and are not already an active member of the records and archives professional community, begin to engage with the profession today! Here are some ways you can do this:

Join the Australian Society of Archivists (ASA) and/or the Records Management Association of Australia (RMAA) (or your own national equivalents if you are an international student), check out what is happening in your local branch, and get involved. Both of the Australian associations have student memberships, and subscriptions to their journals are included in the membership fee. To find out how to join, visit the following web sites:



Browse the Archives of Australia web site: This web site provides a gateway into many fascinating archival and recordkeeping sites around Australia and the world.

Check out some of the main journals in the field - see above listing in section on Recommended Texts and Readings.

Subscribe to Aus-archivists, the Listserv of the Australian Society of Archivists at


This unit will provide you with the knowledge and skills to:

  • understand the role of records and archives in organisations and society;
  • understand and apply theories and models relating to recordkeeping and archiving;
  • specify recordkeeping requirements relating to the creation, management, and accessibility of records as evidence of social and organisational activity in a range of business and social contexts;
  • develop appraisal and metadata management programs in relation to contemporary and historical recordkeeping systems, including electronic recordkeeping systems.

At the completion of the unit you will be able to:

  1. identify and specify the main components of a recordkeeping and archiving regime that delivers access to essential evidence of social and organisational activity 
  2. explain the theoretical frameworks and models for recordkeeping and archiving 
  3. identify and specify recordkeeping requirements in a range of business and socio-legal contexts; 
  4. develop and implement metadata management programs in a range of organisational contexts; 
  5. provide summary justifications of the need for recordkeeping; 
  6. develop a functional analysis of an organisation in support of appraisal and metadata management needs; 
  7. formulate appraisal and metadata management policies, strategies, tactics and tools with reference to international and national standards and best practice.


Before attempting this unit you must have satisfactorily completed, or be currently undertaking IMS9049. Exemptions are available in some circumstances.

Unit relationships

IMS5010 Evidence and Metadata is one of four units in the Electronic Recordkeeping and Archiving specialisation of the Master of Information Management and Systems and the Master of Information Management and Systems Professional.

Texts and software

Required text(s)

Sue McKemmish, Michael Piggott, Barbara Reed and Frank Upward, Archives: Recordkeeping in Society (Wagga Wagga: CIS, 2005).

Available from CITSU Bookshop, Monash University. You can also order via post (28 Sir John Monash Drive, Caulfield East, Vic 3145), telephone (9571 3277), fax (9563 5948) or email (  Mail order is also available direct from the publisher – go to

Considerable use will be made of AS ISO 15489, available through the Monash Library’s Standards On-line Premium  Database.

Textbook availability

See above.

Software requirements

No specific software is required for this unit. You will need a browser to access the study masterials on MUSO, use electronic resources in the library, and to read and send email.

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.

Recommended reading

Recommended texts:
Jay Kennedy and Cheryl Schauder, Records Management, A guide to Corporate Recordkeeping, 2nd edition (Melbourne: Longman's, 1998

Purchase of this book is strongly recommended. It is available from the CITSU Bookshop, Monash University. You can order via post (28 Sir John Monash Drive, Caulfield East, Vic 3145), telephone (9571 3277), fax (9563 5948) or email (

Other references:
Electronically delivered course notes, resource material and internet references will be provided during the course, available from the unit website.
Books and electronic material available through the Caulfield campus library will be made available from a unit reading list
Articles from the following journals are frequently cited:

  • Archivaria (journal of the Association of Canadian Archivists)
  • Archives and Manuscripts (journal of the Australian Society of Archivists)
  • Informaa (journal of the Records Management Association of Australia)
  • The American Archivist (journal of the Society of American Archivists).

Keeping up to date with the professional literature is an essential component of working in any field. It is recommended that you check on the availability of the key journals listed above via the Monash Library or at a library in your area. It is also recommended that you consider subscribing to Archives and Manuscripts It will be assumed throughout IMS 5010 that you have access at least to Archives and Manuscripts.

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 IMS5010 are:

  • Assignment specifications
  • Lecture Notes for each week on the unit web site
  • Reading lists for each week on the unit website
  • Tutorial and Email  tasks. 
  • Books and electronic material available through the Caulfield campus library will be made available from a unit reading list.

To access unit webpage, go to and enter your authcat to access the site.


This is a six point unit which, according to University guidelines, requires you to spend 12 hours per week (a total of at least 156 hours per semester).

The anticipated workload is:

  • 2 hours per week lecture (on campus)/reading and reflecting on teaching notes (off campus)
  • 1 hour per week tutorials (on campus)/tutorial-type activities (off campus)
  • 7 hours per week preparation and assignments
  • 2 hours per week reading

Unit website

Structure and organisation

Week Topics
1 Introduction to IMS 5010
2 Evidence and Metadata: Key Concepts
3 Theoretical Frameworks and the Records Continuum Model
4 Recordkeeping Contexts: Social, Legal, Corporate, Technological
5 Functional Appraisal Frameworks
6 Professional Standards and Best Practice
Non teaching week
7 Analytical Tools for Recordkeeping
8 Appraisal Theory
9 Appraisal Policies, Strategies, Tools
10 Metadata Frameworks
11 Metadata in Recordkeeping and Archival Systems
12 Metadata Schemas and Tools
13 Evidence and Metadata Research Projects


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


Assessment weighting

Three assignments and one set of Email/Tutorial Tasks will be used to assess whether you have achieved the objectives of this subject.  These are:

Assignment 1 – Appraisal Exercise: 15%
Assignment 2 – Metadata Exercise: 15%
Assignment 3 – Project Report: 45%
Assignment 4 – Five Email/Tutorial Tasks over the semester - 25% weighting. 

Assessment Criteria
Information about the assessment criteria for each assignment will be provided with the details of the assignment on the unit web site.

Acknowledgment of sources
Each time you complete any assessment, please refer to and make yourself familiar with the most current information regarding acknowledgement of sources, plagiarism and academic conduct

Standards for presentation
All printed assignment work must be word processed and meet the standards set out in the assignment. Refer also to the guidelines for writing assignments for additional information on presentation standards:

Assessment Policy

To pass this unit you must:

  • achieve at least 40% of the marks available for the examination component, if any: i.e. the final examination and any tests performed under exam conditions, taken as a whole
  • achieve at least 40% of the marks available for the assignment component: i.e. the assignments and any other assessment tasks (such as presentations) taken as a whole
  • achieve at least 50% of the total marks for the unit

The 40% rule applies to units and determines the final result for a student where the student's performance in either the examination or assignment component of the unit is unsatisfactory. Where a student gains less than 40% for either the examination or assignment component, the final result for the unit will be no greater than ‘44-N’.

Student Academic Grievance Procedure

If you have a concern or issue about aspects of your assessment or other academic matters, you are encouraged to follow the Academic Grievance Procedure:

Your score for the unit will be calculated by:

Aggegating the assignment results according to the weightings given below.

Assessment Requirements

Assessment Due Date Weighting
Assignment 1 Appraisal Exercise See schedule on unit web site 15%
Assignment 2 Metadata Exercise See schedule on unit web site 15 %
Assignment 3 Project Report See schedule on unit web site 45 %
Assignment 4 Five Email/Tutorial Tasks over the semester, each worth 5% See schedule on unit web site 25 %

Assignment specifications will be made available On the MUSO unit web site.

Assignment Submission

Assignments should be submitted electronically via the MUSO unit website - go to and enter your authcat to access the site. The due date is the date by which the submission must be posted to the site.

Signed copies of the Assignment Cover Sheet should be given to the Lecturer or Teaching Assistant in class, submitted at the Caulfield School of IT front desk (Level 6, Building H), or faxed to the Lecturer or Teaching Assistant on 61 3 9903 1077.

The pro-forma for the Assignment Cover Sheet is available on the MUSO unit web site.

Assessment Notes

  1. Acknowledgment of sources

    Each time you complete any assessment, please refer to and make yourself familiar with the most current information regarding acknowledgement of sources, plagiarism and academic conduct.
  2. Assignments

    2.1 Standards for presentation
    All printed assignment work must be word processed and meet the standards set out in the assignment. Refer also to the guidelines for writing assignments for additional information on presentation standards:

    2.2 Cover page
    All assignments must include an appropriate signed assignment cover page. A copy of the assignment cover page is available on the unit web site.

Extensions and late submissions

Late submission of assignments

Late submissions will be penalised according to the penalty rates (see below). If you believe that your assignment will be delayed because of circumstances beyond your control such as illness you should apply for an extension before the due date. Completion of special consideration forms, medical certificates or certification supporting your application may be required (see the following URL for more detail:


  •  Assignments in this unit are no less important than those of other units. Your inability to manage your time or computing resources will not be accepted as a valid excuse. (Several assignments falling due at the same time is often unavoidable.)
  • Backup copies are required to be made of all assignments and retained for 12 months, in case of loss.
  • Hardware failures are not normally recognised as a valid reason for obtaining an extension or handing in a late assignment.

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. 

If you believe that your assignment will be delayed because of circumstances beyond your control such as illness, you should apply for an extension prior to the due date. All applications for extensions must be made in writing to your lecturer. Medical certificates or other supporting documentation will be required.

Late assignments submitted without an approved extension may be accepted up to one week late at the discretion of your lecturer, but will be penalised at the rate of 10% of total assignment marks per day (including weekends). Example:

Total marks available for the assignment = 100 marks

Marks received for the assignment = 70 marks

Marks deducted for 2 days late submission (20% of 100) = 20 marks

Final mark received for assignment = 50 marks.

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 to three weeks after assignment receipt. feedback will be provided via the MUSO unit web site.


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

Communication methods include lectures and class discussions for on campus students, electronic discussion, online chat  and email for all students.


Announcements and up-dates will be made on the MUSO unit web site using the pop-up Announcement facility.

Consultation Times

Outside the scheduled class contact hours, you can contact teaching staff by email or phone, or by making an appointment.

If you need a staff member urgently and are unable to contact them, please contact: the School’s Frontdesk, Level 6 – Building H, Ph: 9903 2535, or email

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

Mrs Malini Jayaganesh
PhD Student, and Postgraduate 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: Feb 8, 2007