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FIT3121 Archival systems - Semester 1, 2013

This unit relates 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. It covers the role of recordkeeping in society and organisations, functional requirements for evidence, the formulation of recordkeeping policy, strategies and tactics, the establishment of recordkeeping regimes, business functional analysis, appraisal and disposal, the development of metadata schemas and their implementation in recordkeeping systems.

Mode of Delivery

Caulfield (Day)

Contact Hours

2 hr lecture/wk, 2 hr tutorial/laboratory/wk

Workload requirements

Workload commitments are:

For on-campus students:
Lectures: 2 hours per week
Tutorials/Lab Sessions: 2 hours per week per tutorial.

Off-campus students generally do not attend lecture and tutorial sessions, however, you should plan to spend equivalent time listening to lectures online via MULO and undertaking tutorial exercises.

All students spend an additional 8 hours per week engaging in discussion forms, completing lab and project work, undertaking assignments, private study and revision.

Unit Relationships

Prohibitions

FIT5087, IMS3610, IMS5010, LAR3631

Prerequisites

(FIT2074 or FIT2054) and 12 points of FIT level 2 units or equivalent

Chief Examiner

Campus Lecturer

Caulfield

Joanne Evans

Consultation hours: Appointments arranged by email

Sue McKemmish

Consultation hours: Appointments arranged by email

Academic Overview

Learning Outcomes

At the completion of this unit students will:
  • understand the role of records and archives in organisations and society;
  • understand and apply theories and models relating to recordkeeping and archiving;
  • be able to 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;
  • have the skills to develop appraisal and metadata management programs in relation to contemporary and historical recordkeeping systems, including electronic recordkeeping systems; and
  • be able to formulate appraisal and metadata management policies, strategies, tactics and tools with reference to international and national standards and best practice.

Unit Schedule

Week Activities Assessment
0   No formal assessment or activities are undertaken in week 0
1 Introduction to FIT3121 Archival Systems, Evidence and Metadata: Key Concepts  
2 Recordkeeping Frameworks and Contexts: Part 1  
3 Recordkeeping Frameworks and Contexts: Part 2 Assignment 1: Task 1 due 22 March 2013
4 Recordkeeping Frameworks and Contexts: Part 3 Assignment 1: Task 2 due 29 March 2013
5 Archival Processes: Metadata Part 1 Assignment 1: Task 3 due 12 April 2013
6 Archival Processes: Metadata Part 2 Assignment 1: Task 4 due 19 April 2013
7 Archival Processes: Metadata Part 3  
8 Archival Processes: Access and Use Part 1  
9 Archival Processes: Access and Use Part 2 Assignment 2 due 10 May 2013
10 Archival Processes: Appraisal, Retention and Disposal Part 1  
11 Archival Processes: Appraisal, Retention and Disposal Part 1  
12 Archival Processes: Appraisal, Retention and Disposal Part 1  
  SWOT VAC No formal assessment is undertaken in SWOT VAC
  Examination period LINK to Assessment Policy: http://policy.monash.edu.au/policy-bank/
academic/education/assessment/
assessment-in-coursework-policy.html

*Unit Schedule details will be maintained and communicated to you via your learning system.

Assessment Summary

Examination (2 hours): 50%; In-semester assessment: 50%

Assessment Task Value Due Date
Assignment 1: Discussion Tasks 1-4 25%: note up to 20% of this mark (5 marks) will be deducted for non-participation in related tutorials. Task 1 due 22 March 2013; Task 2 due 29 March 2013; Task 3 due 12 April 2013; Task 4 due 19 April 2013
Assignment 2: Metadata Project 25%: note up to 20% of this mark (5 marks) will be deducted for non-participation in related tutorials. 10 May 2013
Examination 1 50% To be advised

Teaching Approach

Lecture and tutorials or problem classes
This teaching and learning approach provides facilitated learning, practical exploration and peer learning. Tutorials/problem classes are studio-style enabling hands-on learning where you interact with fellow students in a laboratory workroom.

Assessment Requirements

Assessment Policy

Faculty Policy - Unit Assessment Hurdles (http://www.infotech.monash.edu.au/resources/staff/edgov/policies/assessment-examinations/unit-assessment-hurdles.html)

Academic Integrity - Please see the Demystifying Citing and Referencing tutorial at http://lib.monash.edu/tutorials/citing/

Assessment Tasks

Participation

On-campus students are expected to participate in all tutorials; all students are expected to complete tutorial exercises and related discussion forums. The activities in these sessions are directly related to the Assignments. Up to 20% of the marks for each assignment may be deducted if students do not meet this requirement.

  • Assessment task 1
    Title:
    Assignment 1: Discussion Tasks 1-4
    Description:
    There are four discussion topics, worth 6.25% each. A detailed assignment specification will be provided.
    Weighting:
    25%: note up to 20% of this mark (5 marks) will be deducted for non-participation in related tutorials.
    Criteria for assessment:

    Criteria for assessment:

    1. Degree to which postings demonstrate understanding of recordkeeping concepts.

    2. Participation in discussions of postings with other students.

    3. Participation in class exercises.

    Due date:
    Task 1 due 22 March 2013; Task 2 due 29 March 2013; Task 3 due 12 April 2013; Task 4 due 19 April 2013
  • Assessment task 2
    Title:
    Assignment 2: Metadata Project
    Description:
    Details will be provided in the assignment specification. Tutorial exercises and related discussion postings will accumulate to form the assignment. Feedback and opportunity for revision will be provided.
    Weighting:
    25%: note up to 20% of this mark (5 marks) will be deducted for non-participation in related tutorials.
    Criteria for assessment:

    You will be assessed on the basis of:

    1. Understanding, analysis and articulation of the project components.

    2. Research and investigative effort.

    3. Identification, coverage and use of relevant sources.

    4. Presentation of findings, including citations and bibliography.

    5. Participation in related tutorial exercises and discussion forum.

    Further detailed guidelines will be provided.

    Due date:
    10 May 2013

Examinations

  • Examination 1
    Weighting:
    50%
    Length:
    2 hours
    Type (open/closed book):
    Closed book
    Electronic devices allowed in the exam:
    None

Learning resources

Monash Library Unit Reading List
http://readinglists.lib.monash.edu/index.html

Feedback to you

Types of feedback you can expect to receive in this unit are:
  • Informal feedback on progress in labs/tutes
  • Graded assignments with comments

Extensions and penalties

Returning assignments

Referencing requirements

Students are required to cite their sources and provide reference lists using a published standard for referencing academic papers.

See the Library Guides for Citing and Referencing at http://guides.lib.monash.edu/content.php?pid=88267&sid=656564

Assignment submission

It is a University requirement (http://www.policy.monash.edu/policy-bank/academic/education/conduct/plagiarism-procedures.html) for students to submit an assignment coversheet for each assessment item. Faculty Assignment coversheets can be found at http://www.infotech.monash.edu.au/resources/student/forms/. Please check with your Lecturer on the submission method for your assignment coversheet (e.g. attach a file to the online assignment submission, hand-in a hard copy, or use an online quiz).

Online submission

All assignments and related tutorial exercises will be submitted online via the Moodle site.

Required Resources

Please check with your lecturer before purchasing any Required Resources. Limited copies of prescribed texts are available for you to borrow in the library, and prescribed software is available in student labs.

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

Prescribed text(s)

Limited copies of prescribed texts are available for you to borrow in the library.

Sue McKemmish et al. (2005). Archives: Recordkeeping in Society. (1st Edition) CIS, CSU, Wagga Wagga.

Recommended Resources

Note re prescribed text:

Purchase of the prescribed text Archives: Recordkeeping in Society 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 (orders@citsu.bookshop.com.au).

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:

  • Archival Science
  • Archivaria (journal of the Association of Canadian Archivists)
  • Archives and Manuscripts (journal of the Australian Society of Archivists)
  • iQ: the RMAA Quarterly (previously called Informaa] (journal of the Records and Information Management Association of Australasia)
  • 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 FIT3121 that you have access to at least Archives and Manuscripts.

Recommended text(s)

Jackie Bettington et al. (2008). Keeping Archives. (3rd Edition) Australian Society of Archivists, Canberra.

Other Information

Policies

Graduate Attributes Policy

Student services

Monash University Library

Disability Liaison Unit

Students who have a disability or medical condition are welcome to contact the Disability Liaison Unit to discuss academic support services. Disability Liaison Officers (DLOs) visit all Victorian campuses on a regular basis.

Your feedback to Us

Previous Student Evaluations of this Unit

In response to student feedback and staff review of this unit, 2-hour studio-style tutorials held in laboratory workrooms have been introduced to enable hands-on learning and peer interaction.

If you wish to view how previous students rated this unit, please go to
https://emuapps.monash.edu.au/unitevaluations/index.jsp