IMS5033 Electronic document management and recordkeeping systems - Semester 1 , 2007 unit guide

Semester 1, 2007

Chief Examiner

Judith Ellis


Caulfield : Judith Ellis, Malini Jayaganesh


Welcome to IMS5033 Electronic Document Management and Recordkeeping Systems. This unit will provide you with skills and knowledge relating to managing electronic documents and records, using the latest technologies, to meet the needs of individuals, work groups and organisations.


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

C1. The organisational contexts of electronic document management and recordkeeping technological infrastructures and emerging technological frameworks for electronic document management and recordkeeping, including intranet and Internet environments

C2. How to manage electronic documents and records throughout their lifespan including their creation within systems, and use for workgroup, organizational and social purposes

C3. The capabilities and limitations of many products on the electronic document and records management market and how to use implementation strategies to maximise their strengths and minimize their weaknessesAttitudes, 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 document and records management activities

A3. Advise team members and function managers on electronic document and records management systems

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

P1. Identify and select from appropriate strategic options for designing and implementing an EDMS or ERMS 

P2. Participate in :electronic document lifespan management, involving document creation within systems and the use of documents for workgroup, organizational and social purposes, appreciating how these aspects interrelate and influence each other

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

S1. Participate in multidisciplinary teams indesigning, building and using document and records management systems


Before attempting this unit you must have satisfactorily completed:

  • 24 credit points of IMS9000-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

This unit is part of the Recordkeeping and Archiving program in the Master of Information Management and Systems course. For more information about the Recordkeeping and Archiving program, visit the web site at:

Texts and software

Required text(s)

The following two publications are frequently used during this unit and other units in the Electronic Recordkeeping and Archiving specialisation:

Jay Kennedy and Cherryl Schauder, Records Management: A Guide to Corporate Recordkeeping, 2nd edition (South Melbourne: Longman, 1998)

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

Textbook availability

Both text books are 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 (

Archives: Recordkeeping in Societyis also available direct from the publisher - go to

Software requirements


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 2 hours per week for use of a computer, including time for newsgroups/discussion groups.

Recommended reading

Electronically delivered course notes will be provided during the course from site.

Teaching materials for each topic will be delivered electronically via a Monash MUSO site. Details of about how to access the site will be provided in the first week of the semester. An electronic mail distribution list will also be available via this web site that staff and students can communicate with each other, and participate in electronic discussions and activities

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 IMS5033 are:

All teaching materials will be made available via the MUSO unit website for IMS5033.

Unit website

Structure and organisation

Week Topics
1 Introduction to IMS 5033/3611
2 Concepts and definitions documents, records, electronic document management, recordkeeping, a recordkeeping system
3 Technological infrastructure and frameworks, including intranet and Internet environments
4 EDMS, ERMS and related applications
5 Requirements definition and developing specifications for EDMS and ERMS
6 ECM demonstration
Non teaching week
7 Implementation of EDMS and ERMS
8 Management issues in electronic records and document management
9 Case study in EDMS/ERMS implementation
10 Organisational contexts: Monash Information Management Strategy (1)
11 Organisational contexts: Monash Information Management Strategy (2)
12 Recordkeeping and Business Information Systems (1)
13 Recordkeeping and Business Information Systems (2)


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


Assessment weighting

Assessment for the unit consists of 3 assignments with a weighting of 40%,  30% and 30% respectively; assignments 2 & 3 are formally supervised.

Assessment Policy

To pass this unit you must:

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. Students need to be aware of the 40% rule which is explained below.

In order to pass a unit, a student must gain all of the following:

· at least 40% of the marks available for the examination component: i.e. the final examination and any tests performed under exam conditions, taken as a whole

· 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

· at least 50% of the total marks for the unit.

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'.

Your score for the unit will be calculated by:

adding the marks for each assignment.

Assessment Requirements

Assessment Due Date Weighting
Assignment 1 TBA 40%
Assignment 2 - formally supervised 13/04/2007 30 %
Assignment 3 - formally supervised 15/06/2007 30 %

Assignment specifications will be made available On the IMS 5033 MUSO site.

Assignment Submission

Via the IMS5033 MUSO website.

Extensions and late submissions

Late submission of assignments

Assignments received after the due date:

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

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 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.

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. Marks and feedback will be provided via the MUSO unit website.


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.

Unit improvements

Unit content and Assignments 2 and 3 have been redeveloped following student feedback.

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

Tutors and lecturers are happy to discuss your queries. Please make an appointment so that sufficient time can be allocated to your needs.


Announcments and other information related to the unit during the semester will be placed on the MUSO IMS 5033 site. Check this regularly. Failure to check the site is not regarded as grounds for special consideration.

Consultation Times

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:

Ms Judith Ellis

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 27, 2007