Purpose

The purpose of the group projects is to apply the analytical tools and possible solutions we have discussed/are discussing in the course to address a real life problem with electronic recordkeeping and preservation. Specific guidelines for carrying out the projects are provided below. I am willing to meet with groups to provide guidance at any point in the process.

Due Dates

· Interim progress report - Week 10 (March 29)
Each group should prepare and hand in a brief (2 - 3 page) interim progress report in class on March 29 describing what has been accomplished, plans for completing the project, and any problems encountered.

· Final Report - Week 14 (April 26)
See below for specific details on the format of the final report.

Each project will involve a similar process of:

1. Information Gathering

 a. evaluating the environment
 b. background research

a. organizational structure
b. business sector
c. organizational culture
d. business processes
e. roles and responsibilities
f. workflow

a. recordkeeping requirements
b. types of records being produced
c. uses made of records / records role in work
d. technologies employed
e. long term considerations (selection, preservation)

a. policy
b. system design
c. standards
d. best practices
e. implementation

6. Presentation of Findings and Recommendations

You may divide up the work as you see fit. For example, you might want to assign someone to serve as the overall project manager; divide responsibility for information gathering and background research; divide responsibility for proposing solutions; work together to develop a comprehensive set of recommendations, etc. This is just one example of how you might organize yourselves.

Background research will entail gathering information from individuals involved in creating electronic records; gathering information about existing policies and requirements; gathering information about the records themselves; gathering information about the existing technology infrastructure; and identifying policies and practices from other organizations that might serve as models. There are many examples in the assigned readings, in works that they cite, and in related Internet sites that provide a basis to work from, such as. <www-personal.si.umich.edu/~calz/ermlinks/>

Final Written Report Format (Maximum length: 35 pages with attachments)

1. Description of the electronic recordkeeping problem

2. Goals and objectives of your plan

3. Strategies for addressing identified problems, such as

a. proposed policies (new or changes to existing policies)
b. new information systems or changes to existing systems
c. management of the recordkeeping function
d. procedures and practices
e. education and training needs
f. other considerations

a. time frames
b. potential obstacles
c. opportunities

a. roles and responsibilities of each group member
b. where did you gather information
c. where did you look for ideas
d. which strategies did you consider

7. Attachments

a. sample policies
b. draft procedures
c. diagrams and tables