Records Management Systems
Code: 44753 ECTS Credits: 6| Degree | Type | Year |
|---|---|---|
| 4318290 Archival Studies and Information Governance | OB | 2 |
Contact
- Name:
- Anahi Cristina Casadesus De Mingo
- Email:
- anahi.casadesus@uab.cat
Teachers
- Carla Meinhardt Llopis
Teaching groups languages
You can view this information at the end of this document.
Prerequisites
No prerequisits.
Objectives and Contextualisation
Student will be able to:
- Understand components, tools and instruments integral to RMS and their relations and interdependencies.
- Design a Records Management System (RMS) adequate for the necessities and resources of an Organization.
- Plan the implementation of RMS.
- Set up RMS.
- Evaluate and improve the RMS.
Learning Outcomes
- CA29 (Competence) Evaluate the documentary structure, functions, needs and requirements of public and private organisations.
- CA30 (Competence) Assess the status of the implementation of a DMS.
- CA31 (Competence) Create an organisation's DMS.
- KA42 (Knowledge) Identify the components, tools and instruments that make up a document management system (DMS) and their relationships and interdependencies.
- KA43 (Knowledge) Identify methodologies for the design and implementation of a DMS.
- SA35 (Skill) Analyse the documentary requirements and needs of organisations.
- SA36 (Skill) Apply document management standards to the design and improvement of a DMS.
- SA37 (Skill) Detect the specific needs and documentary requirements of an organisation.
Content
- Introduction to general theory of Systems
- Main principles of record management
- Processes of RM
- Tools to implement RM processes
- Design and implementation of RMS
- International standards for RM
- Continuous improvement and monitoring of the System. Indicators for its evaluation
- Digitalisation of companies and RM
Activities and Methodology
| Title | Hours | ECTS | Learning Outcomes |
|---|---|---|---|
| Type: Directed | |||
| Class | 37 | 1.48 | CA29, CA30, CA31, KA42, KA43, SA35, SA36, SA37 |
| Practical exercises | 40 | 1.6 | CA29, CA30, CA31, KA42, KA43, SA35, SA36, SA37 |
| Type: Supervised | |||
| Case studies | 25 | 1 | CA29, CA30, CA31, KA42, KA43, SA35, SA36, SA37 |
| Type: Autonomous | |||
| Readings | 20 | 0.8 | CA29, CA30, CA31, KA42, KA43, SA35, SA36, SA37 |
The teaching methodology combines virtual classes and face-to-face classes with a theoretical part and the work and resolution of practical cases in the classroom and autonomously by the student.
Annotation: Within the schedule set by the centre or degree programme, 15 minutes of one class will be reserved for students to evaluate their lecturers and their courses or modules through questionnaires.
Assessment
Continous Assessment Activities
| Title | Weighting | Hours | ECTS | Learning Outcomes |
|---|---|---|---|---|
| Exam | 40% | 2 | 0.08 | CA29, CA30, CA31, KA42, KA43, SA35, SA36, SA37 |
| Practical exercises | 60% | 26 | 1.04 | CA29, CA30, CA31, KA42, KA43, SA35, SA36, SA37 |
Assessment is continuous. Single assessment is not considered.
Students must provide evidence of their progress by completing various tasks. It is necessary to obtain a minimum grade of 5 in the global evaluation and obtaining a minimum of 5 in the exam.
The calendar will be available on the first day of class. Students will find all information on the Virtual Campus: the description of the activities, teaching materials, and any necessary information for the proper follow-up of the subject.
Review
When publishing final marks prior to recording them on students' transcripts, the lecturer will provide written notification of a date and time for reviewing assessment activities. Students must arrange reviews in agreement with the lecturer.
Missed/failed assessment activities
Students may retake assessment activities they have failed or compensate for any they have missed, provided that those they have actually performed account for a minimum of 66.6% (two thirds) of the subject's final mark and that they have a weighted average mark of at least 3.5.
The lecturer will inform students of the procedure involved, in writing, when publishing final marks prior to recording them on transcripts. The lecturer may set one assignment per failed or missed assessment activity or a single assignment to cover a number of such activities.
Classification as "not assessable"
In the event of the assessment activitiesa student has performed accounting for just 25% or less of the subject's final mark, their work will be classified as "not assessable" on their transcript.
Misconduct in assessment activities
Students who engage in misconduct (plagiarism, copying, personation, etc.) in an assessment activity will receive a mark of “0” for the activity in question. In the case of misconduct in more than one assessment activity, the students involved will be given a final mark of “0” for the subject.
Students may not retake assessment activities in which they are found to have engaged in misconduct. Plagiarism is considered to mean presenting all or part of an author's work, whether published in print or in digital format, as one's own, i.e. without citing it. Copying is considered to mean reproducing all or a substantial part of another student's work. In cases of copying in which it is impossible to determine which of two students has copied the work of the other, both will be penalised.
Bibliography
AENOR. UNE-ISO 15489-1. Información y documentación. Gestión de documentos. Parte 1: Conceptos y principios. AENOR.
AENOR. UNE-ISO/TR 26122 IN. Información y documentación. Análisis de los procesos de trabajo para la gestión de documentos.
AENOR. UNE-ISO 30300. Información y documentación. Sistemas de gestión para los documentos. Fundamentos y vocabulario. AENOR.
AENOR. UNE-ISO 30301. Información y documentación. Sistemas de gestión para los documentos. Requisitos. AENOR.
AENOR. UNE-ISO 30302. Información y documentación. Sistemas de gestión para los documentos. Guía de implantación. AENOR.
Archives and Records Management Section of the United Nations. (2006). Manual for the Design and Implementation of Recordkeeping Systems (DIRKS ). Archives, (June), 1–230.
ARMA International. (n.d.). Evaluating and Mitigating Records and Information Risks.
ARMA International. (2014). Generally Accepted Recordkeeping Principles, 1–10. Retrieved from http://www.arma.org/r2/generally-accepted-br-recordkeeping-principles
Bedford, D., & Morelli, J. (2006). Introducing information management into the workplace: A case study in the implementation of business classification file plans from the Sector Skills Development Agency. Records Management Journal, 16(3), 169–175. https://doi.org/10.1108/09565690610713228
Bell, H. (2005). A Review of EDRMS Resources in the UK and Europe. Records Management Journal, 15(3), 168. https://doi.org/10.1108/rmj.2005.28115cae.002
Brito Marquina, A. (2015). La normalización como elemento de competitividad y de potencial exportador. Economía Industrial (EI), 396, 33–42.
Bustelo Ruesta, C. (2009). La Gestión de documentos y las evidencias en las organizaciones. Del plano operativo alplano estratégico: una propuesta desde la normalización. Revista Española de Documentación Científica, 32(4), 157–161.
Bustelo Ruesta, C. (2011). Serie ISO 30300: Sistema de gestión para los documentos, (2). Retrieved from www.sedic.es/DT-n2-SEDIC-ISO30300.pdf
Bustelo Ruesta, C. (2012). La normalización internacional en información y documentación: ¿una historia de éxitos? El caso de la normalización ISO en gestión de documentos. Métodos de Informacion, 3(4), 039–046. https://doi.org/10.5557/IIMEI2-N2-039046
Casadesús de Mingo, A. (2015). Gestión de riesgos aplicada a la gestión de documentos: una metodología para garantizar una rendición de cuentas confiable. I Xornadas Fundación Olga Gallego, 1(1), 119–135.
Casadesús de Mingo, A. (2017). La normalización en gestión documental más allá de los clásicos, 1–13.
Dikopoulou, A., & Mihiotis, A. (2012). The contribution of records management to good governance. The TQM Journal, 24(2), 123–141. https://doi.org/10.1108/17542731211215071
Grupo de Difusión del CTN 50-SC1. (2012). Normalización en el sector documental. Revista Española de Documentación Científica, 35(1), 175–178.
Hofman, H. (2006). Standards: Not “One Size Fits All”. The Information Management Journal, 40.3(June). https://doi.org/10.1080/19496591.2015.1067224
Koga, T., & Ogawa, C. (2007). Implementation of the DIRKS Methodology by International Organizations: The Case of the United Nations. Archives and Records Association of New Zealand (ARANZ) 2007 Conference in Auckland.
Lemieux, V. (2004). Managing Risks for Records and Information. Lenexa, Kansas: ARMA International.
Llansó Sanjuan, J. (2009). El proceso de normalización en el AENOR/CTN50/SC1: Gestión de documentos y aplicaciones. Arch-E. Revista Andaluza de Archivos, (1).
Macintosh, S., & Real, L. (2007). DIRKS: Putting ISO 15489 to Work. The Information Management Journal, 50–56.
Moro Cabero, M. (2011). Certificación de calidad en los archivos. Análisis y prospectiva. Revista Española de Documentación Científica, 34(3), 447–460. https://doi.org/10.3989/redc.2011.3.815
National Archives of Australia. (2001). Dirks Step a – Preliminary, (September).
Núñez Fernández, E. (2007). Archivos y normas ISO. Gijón: Ediciones Trea.
Oliver, G. (2007). Implementing international standards: first, know your organisation. Records Management Journal, 17(2), 82–93. https://doi.org/10.1108/09565690710757887
Swan, K., Adrian Cunningham, Robertson, A., & Cunningham, A. (2002). Establishing a high standard for electronic records management within the Australian public sector. Records Management Journal, 12(3), 79–86. https://doi.org/10.1108/09565690210454761
Software
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Language list
| Name | Group | Language | Semester | Turn |
|---|---|---|---|---|
| (TE) Theory | 1 | Catalan | second semester | afternoon |