Checking date: 12/04/2019


Course: 2019/2020

Document management systems. Technical standards
(17297)
Study: Master in Libraries, Archives and Digital Continuity (335)
EPH


Coordinating teacher: ROBLEDANO ARILLO, JESUS

Department assigned to the subject: Department of Library Science and Documentation

Type: Electives
ECTS Credits: 3.0 ECTS

Course:
Semester:




Students are expected to have completed
None
Competences and skills that will be acquired and learning results.
BASIC COMPETENCIES OF THE SUBJECT CB7 - Students should be able to apply the acquired knowledge and problem-solving skills in new or unfamiliar environments within broader (or multidisciplinary) contexts related to their area of ¿¿study CB8 - Students are able to integrate knowledge and face the complexity of making judgments based on information that, incomplete or limited, includes reflections on the social and ethical responsibilities related to the application of their knowledge and judgments CB10 - Students have the learning skills that allow them to continue studying in a way that will be largely self-directed or autonomous. GENERAL COMPETENCES OF THE SUBJECT CG1 - Understand the impact of new digital environments on libraries, archives and other documentation services, as well as the role that professionals and experts of information and documentation should play in this technological and social context. CG2 - Identify lines of technological innovation in libraries and archives and documentation centers, and undertake possible projects for their development. CG3 - Manage and manage files, libraries and digital information services in various fields of application, both public bodies and private companies. CG4 - To carry out advisory and technological consultancy tasks for the implementation of basic services for the creation, processing, storage, diffusion and conservation of information in digital format. CG6 - Accept the need for constant self-learning and continuous training as instruments that facilitate adaptation to technological and organizational innovations. CG7 - Acquire a global and coordinated vision of the processes and services that are given in libraries and archives and the incidence that has the control of the quality in them in the satisfaction of the users. CG11 - Ability to interpret, apply and innovate in context methodologies, technologies, policies and new methods of analysis, treatment and retrieval of information. SPECIFIC COMPETENCES CE1 - To know and analyze the current state and future perspectives of technological progress and its application in libraries and archives. CE3 - To use the essential techniques of digitalization of documents and production of digital collections, as well as the preservation of digital objects obtained CE6 Use metadata vocabularies and other models of semantic schemes for the treatment of digital documents CE8 - Apply methodologies and tools that allow an agile, effective, adapted and evaluable response to risks or alterations that jeopardize the digital continuity of the organization. RESULTS OF THE LEARNING OF THE SUBJECT The student will learn about: - The value of standards and their usefulness. - The principles governing the development of standards. - The regulatory framework and the role of entities such as ISO and AENOR in the definition of standards. - The main norms dedicated to the management of documents and archives, and their grouping and typology.    . The design, organization, management of document management systems, including the selection and deployment of technical solutions.    . The technical and functional characteristics that must be satisfied by computer systems for document management. - The rules that establish the characteristics that a document management system must fulfill in order to guarantee the preservation of the assets of the organization and the continuity of the business. - Best practices, methodologies and guides to evaluate the operation of document management systems and to anticipate risks that compromise their availability, continuity and efficiency. The student will be able to understand the value of international standards, and their application in the field of document management. RESULTS OF LEARNING OF THE SUBJECT The student, after passing the subject, must: - Select and evaluate the most appropriate standards for the implementation of electronic document management systems. - Apply the standards in the design, implementation and operation of a document management system. - Interpret the rules and apply them in the specific context of different organizations. - Be able to audit the implementation of standards in a document management system. This subject has a strong link with subjects that have addressed mainly the subjects: Archival; Technical management of archival documents and automated systems in information units.
Description of contents: programme
Subjects common to the subjects: - Management of digital documents and data, its organization, preservation and social disclosure - Standardization of documentary and information services. Subjects specific to each subject: Subject 5: Document management systems. Technical standards.  Theory - The standardization process and standardization bodies in document management - Document management systems in the context of management systems: ISO 3030X standards. - Standards for the selection and deployment of IT solutions. - Standards for the integrity and preservation of documents. - Standards for digital continuity. - Risk management and document management.                         Practice: - Analysis and discussion on the text of the rules. Note: The title of the rules has been shortened in some cases. Teaching unit 1. Rules for document management. - UNE-ISO 15489-1: 2016. Document management. Information and documentation. Document management. Part 1: Concepts and principles. - UNE-ISO / TR 15489-2: 2006. Information and documentation. Document management. Part 2: Guidelines. (ISO / TR 15489-2: 2001) - UNE-ISO / TR 26122: 2008 IN. Analysis of work processes for document management. Teaching unit 2. Document management systems in the context of management systems: ISO 3030X. Part 1: - UNE-ISO 30300: 2011. Management systems for documents. Fundamentals and vocabulary. - UNE-ISO 30301: 2011. Management systems for documents. Requirements. And - UNE-ISO 30302: 2015. Information and documentation. Management systems for documents. Implementation guide. Part 2: - The audit of the standard. Case study of an audit. Teaching unit 3. Rules for the selection and deployment of computer solutions. - ISO / TR 22957: 2009. Analysis, selection and implementation of electronic document management systems (EDMS) - UNE-ISO 16175-1: 2012. Principles and functional requirements for documents in electronic office environments. Part 1: General and Statement of Principles. - UNE-ISO 16175-2: 2012. Principles and functional requirements for documents in electronic office environments. Part 2: Guidelines and functional requirements for systems handling electronic documents. Teaching unit 4. Standards for the integrity and preservation of documents. - Metadata: · UNE-ISO 23081-1: 2008. Metadata for document management. Part 1: Principles. · UNE-ISO 23081-2: 2011. Metadata for document management. Part 2: Implementation and Conceptual Elements. · UNE-ISO / TR 23081-3: 2012 IN. Metadata for document management. Part 3: Self-assessment method. - Digitization: · UNE-ISO / TR 13028: 2011 IN. Guidelines for the implementation of document digitization. · ISO 10196: 2003. Document imaging applications - Recommendations for the creation of original documents - Storage and Archiving · UNE-ISO 19005-1: 2008. Electronic document file format for long-term preservation. Part 1: Using PDF 1.4 (PDF / A-1). · UNE-ISO / TR 15801: 2008 IN. Electronic image. Information stored electronically. Recommendations on veracity and reliability. Unit of Instruction 5. Standards for digital continuity. - UNE-ISO / TR 17068: 2013. Repository of trusted third party for electronic documents. - UNE-ISO 13008: 2013. Process of migration and conversion of electronic documents. - UNE-ISO / TR 18492: 2008 IN. Long-term preservation of document-based information. - UNE-ISO 14641-1: 2015. Electronic file. Part 1: Specifications for the design and operation of an information system for the preservation of digital information. - ISO / TR 17797: 2014. Electronic archiving - Selection of digital storage media for long term preservation - Reliability (ISO / TR 15801). Standards for digital signatures, technical methods to ensure documents, essential characteristics. Didactic unit 6. Risk management and Document management. - UNE-EN ISO 22301: 2015. Protection and security of citizens. Business Continuity Management System. Specifications. (ISO 22301: 2012). - UNE-ISO 31000: 2010. Risk management. Principles and guidelines .. - UNE-ISO / TR 31004: 2015 IN. Risk management. Guidance for the implementation of ISO 31000. - UNE-ISO / TR 18128: 2014 IN. Risk assessment in processes and document management systems.
Learning activities and methodology
TRAINING ACTIVITIES OF THE STUDY PLAN RELATED TO SUBJECTS: AF1 Individual work for the study of theoretical and practical materials developed and contributed by the teacher AF2 Individual work for problem solving and case studies AF3 Theoretical-practical classes AF4 Tutorials AF5 Group work AF6 Active participation in forums enabled by the teacher in the virtual educational platform AF7 Perform self-assessment test for content review Code Activity Nº Total hours Nº Hours Presencial% Presencialidad Student AF1 240 0 0 AF2 180 0 0 AF3 24 24 100% AF4 20 0 0 AF5 240 0 0 AF6 8 0 0 AF7 8 0 0 TOTAL MATERIAL 720 24 3.3 TOTAL SUBJECT 90 3 3.3% TRAINING ACTIVITIES IN THE SUBJECT The following training activities will be developed, which will be the basis of the evaluation: - AF1 - Individual work for the study of theoretical and practical materials provided by the teacher - AF2 Individual work for problem solving and case studies - AF6 Active participation in forums enabled by the teacher in the virtual educational platform - AF4 Tutorials - AF7 Perform self-assessment test to review contents. It is highlighted that: - The contents that will be published in Aula Global for each didactic unit. - Attendance or viewing of the sessions established for the subject. Three face-to-face sessions are established. - Mandatory readings proposed for each didactic unit. - Recommended bibliography. TEACHING METHODOLOGIES MD1 Presentations in the teacher's class with support of computer and audiovisual media, in which the main concepts of the subject are developed and the bibliography is provided to complement the students' learning. MD2 Critical reading of texts recommended by the teacher of the subject: Press articles, reports, manuals and / or academic articles, either for later discussion in class, or to expand and consolidate the knowledge of the subject. MD3 Resolution of practical cases, problems, etc., raised by the teacher individually or in a group MD4 Exposition and discussion in class, under the moderation of the professor of subjects related to the content of the subject, as well as of practical cases MD5 Preparation of individual and group work and reports MD6 Reading of theoretical and practical teaching materials The methodology in the subject is based on these actions: - MD1 - Presentations of the teacher with support of computer and audiovisual media, in which the main concepts of the subject are developed and the bibliography is provided to complement the learning of the students. - MD2 - Critical reading of texts recommended by the teacher of the subject. - MD3 - Resolution of practical cases, problems, etc., raised by the teacher in an individual way. - MD5 - Elaboration of works and reports individually or in group. - MD6 - Reading of theoretical and practical teaching materials. It is highlighted that: - The communication will be managed through Global Classroom. - Students can attend the face-to-face sessions. - In the forum of notices or the forum of the subject of Classroom Global, will be communicated to the students those questions that affect to all enrolled in the subject. The students can make the general contributions in the forum of the subject or for questions that affect to some didactic unit, in the forums enabled for this purpose. - Aula Global will be used exclusively to publish the materials and activities that the students must develop in the terms that are established. TUTORIAL SCHEME. - All questions that the students send by e-mail or through the forums (when the answer is of interest to the rest of the students) will be answered. It will try to respond in the shortest possible time, never later than 48 hours on school days. The response time may be higher when the questions are addressed during non-school days: weekends, public holidays or holidays. - Physical tutorials can be organized, by appointment, on the days of the classroom sessions on the campus that the session is held (students
Assessment System
  • % end-of-term-examination 20
  • % of continuous assessment (assigments, laboratory, practicals...) 80
Basic Bibliography
  • AENOR. Gestión de documentos en un entorno digital. Madrid: AENOR. CD-ROM. ISBN: 978-84-8143-789-8. 2012
  • Cruz Mundet, J.R.. La gestión de documentos en las organizaciones. Madrid: Pirámide. 2006
  • Franks, Patricia C.. Records and Information Management. ALA Neal-Schuman. 2013
  • Gatell Sánchez, C., Pardo Álvarez, J.M.. Auditoría de un sistema integrado de gestión. Madrid: AENOR. 2014
  • Jones, V.; Barber, D.. Emergency Management for Records and Information Programs (2nd ed.). ARMA International. 2006

The course syllabus and the academic weekly planning may change due academic events or other reasons.