This course provides a comprehensive understanding of the principles, practices, technologies, and policies involved in the creation, management, preservation, retrieval, and disposal of electronic records, documents, archives, and organizational information. Students will explore digital recordkeeping frameworks, document management systems, archival preservation techniques, metadata standards, legal and ethical considerations, and emerging technologies influencing information governance.

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Course Learning Outcomes

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

1. Explain the concepts and principles of records, documents, archives, and information management.
2. Differentiate among records management, document management, and archival management.
3. Design and implement electronic records management systems.
4. Apply metadata standards and classification schemes.
5. Evaluate legal, ethical, and regulatory requirements affecting digital information.
6. Develop retention and disposition schedules.
7. Assess digital preservation strategies and archival technologies.
8. Manage information throughout its lifecycle.
9. Analyze information governance frameworks in organizations.
10. Evaluate emerging technologies in digital records and archives management.

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Course Structure

Foundations of Information and Records Management

Topics

• Introduction to Information Management
• Definitions and Concepts
  • Data, Information, Knowledge
  • Documents
  • Records
  • Archives
• Evolution from Paper-Based to Electronic Systems
• Importance of Records and Information Management

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Electronic Document Management Systems (EDMS)

Topics

• Introduction to Electronic Documents
• Characteristics of Electronic Documents
• Document Lifecycle Management
• EDMS Components and Architecture
• Document Capture and Digitization
• Indexing and Retrieval

Practical Activities

• Demonstration of EDMS software
• Document digitization exercise

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Electronic Records Management (ERM)

Topics

• Records Management Principles
• Records Lifecycle
• Records Continuum Model
• Types of Electronic Records
• Recordkeeping Systems
• Classification and Filing Systems
• Records Retention and Disposition

Practical Activities

• Designing classification schemes
• Records retention schedule development

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Metadata and Information Organization

Topics

• Metadata Concepts
• Types of Metadata
  • Descriptive
  • Structural
  • Administrative
  • Preservation Metadata
• Metadata Standards
  • Dublin Core
  • MARC
  • PREMIS
  • EAD
• Taxonomies and Controlled Vocabularies

Practical Activities

• Metadata creation exercises
• Information organization workshop

Assessment

• Metadata Assignment

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Digital Archives Management

Topics

• Principles of Archival Science
• Acquisition and Appraisal
• Arrangement and Description
• Digital Archives
• Archival Standards
• Preservation Planning
• Access and Use Policies

Practical Activities

• Archival appraisal exercise
• Digital archive case studies

Assessment

• Midterm Examination

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Digital Preservation Strategies

Topics

• Preservation Challenges
• Digital Obsolescence
• Preservation Methods
  • Migration
  • Emulation
  • Refreshing
  • Replication
• Trusted Digital Repositories
• OAIS Reference Model

Practical Activities

• Preservation strategy design
• Repository evaluation exercise

Assessment

• Preservation Project Proposal

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Information Governance and Compliance

Topics

• Information Governance Frameworks
• Policies and Standards
• Regulatory Requirements
• Data Protection and Privacy
• Compliance Auditing
• Risk Management

Case Studies

• GDPR
• HIPAA
• ISO 15489
• ISO 27001

Assessment

• Governance Case Study Report

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Security and Risk Management for Electronic Records

Topics

• Information Security Fundamentals
• Access Control and Authentication
• Cybersecurity Threats
• Backup and Disaster Recovery
• Business Continuity Planning
• Risk Assessment

Practical Activities

• Security audit exercise
• Risk analysis workshop

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Emerging Technologies in Information Management

Topics

• Artificial Intelligence in Records Management
• Machine Learning Applications
• Blockchain and Record Authenticity
• Cloud-Based Information Systems
• Big Data Analytics
• Internet of Things (IoT)

Activities

• Technology review presentations
• Group discussions

Assessment

• Technology Analysis Report

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Information Management Project

Topics

• Designing an Electronic Records Management Solution
• Information Governance Strategy Development
• Digital Preservation Planning
• Project Documentation

Project Requirements

Learners will:

• Conduct organizational information needs assessment
• Develop classification schemes
• Design retention schedules
• Create metadata frameworks
• Recommend preservation strategies
• Develop governance policies

Assessment

• Final Project Presentation
• Project Report