Managing and Archiving Learning Management Systems Course Materials and Records

1. ECURE 2004 March 2004 Managing and Archiving Learning Management Systems Course Materials and Records Robert SpindlerHead, Archives and ManuscriptsUniversity LibrariesArizona State Universityrobert.spindler@asu.edu Jeremy RoweDirector, Research, Strategic Planning and PolicyInformation TechnologyArizona State Universityjeremy.rowe@asu.edu

2. Arizona State University Background: • 57,000 plus students on four campuses • Tri University initiative – Arizona Regents University • Over 1300 courses currently being delivered via Blackboard • No one knows how many courses currently delivered via other products • 160,000 Blackboard student accounts, • 40,000 active accounts Fall 2003

3. • Initial development as stand alone courses (html, MacroMedia Director and others)• Blackboard implemented as “standard”1995 in version 3.0• BB upgrades through 3.0, 4.0, 5.0 and various versions• Though still used by some faculty, Version 4 no longer supported • Content migrated to new versions (or recreated)    Learning Management Systems Background: •

4. What are Course Materials? • Course administration-syllabus, calendar, grade books, exam records, etc. • Locally produced content • Instruction - notes/presentations, graphics, models/simulations, etc. • Student discussions, projects, exams, etc. • Imported/3rd party produced content - articles, research materials, etc. • Include a variety of potential resources • Courses and learning objects • Institutional records •

5. • Exponential increases in file volume• Faculty asking ownership questions – little policy clarification  • Institution requires documentation for grades, appeals etc. • Interest in learning object management • "Permanent" student portfolios marketed by two colleges• Archives interested in documenting this "revolution" in pedagogy Statement of the challenge:

6. • Unresolved authority issues for permission to edit, reuse, redistribute content• Faculty request retention for: • Reuse of all or portions of previous content (examples) • Support of grade appeals processes • Tenure/promotion portfolio's • Students work products portfolios Policy Questions: •

7. • Student/Faculty/University Embedded material IP    Public records• Content issues: Identification and extraction issues • Accessibility issues (obsolete software required to access some content, ADA, etc.) • Migration   • Scalability – storage, management, access Policy Issues (ctd.): •

8. • Representation: IT, Archives, Counsel, • Extended Education, two faculty• Identified scope and issues• Started by developing a matrix or taxonomy of content types • Attempted to establish criteria for retention goals for each content type• Developed a model for moving and retaining content• Developed a process map outlining process General Counsel Work Group November, 2002:

9. • Effectively manage active and inactive course content • Collaborative, distributed decision making• Support institutional uses (P&T, grades, appeals, portfolios, etc.)• Improve storage/back-up processes• Include metadata to automate management/decision making• Enable reuse of content• Support archival course content Model Development - Goals: •

10. • University ownership/license• Content “Owner” identified for each course• “Host” identified for each course• Retention for University and faculty use Permit student portfolio retention• Active, near term, and long term storage Assumptions:

11. Active Course • Determine responsibility for Content (faculty, department, etc. - identify “owner” • Determine responsibility for Hosting “bits” (college, IT, DLT, etc.) • Determine re-use schedule/determine reuse status (is the course to be re-offered? • Add metadata to course record and send to temporary storage facility (along with permissions documentation and collateral information) • Move to temporary storage •

12. Active Course • Determine responsibility for Content (faculty, department, etc. - identify “owner” • Determine responsibility for Hosting “bits” (college, IT, DLT, etc.) • Determine re-use schedule/determine reuse status (is the course to be re-offered? • Add metadata to course record and send to temporary storage facility (along with permissions documentation and collateral information) • Move to temporary storage Inactive Course Content • At temporary holding facility • Retained in LMS software • Content “Owner” selects reusable course/content • Archivist selects archival course/content • Course record updated

13. Active Course • Determine responsibility for Content (faculty, department, etc. - identify “owner” • Determine responsibility for Hosting “bits” (college, IT, DLT, etc.) • Determine re-use schedule/determine reuse status (is the course to be re-offered? • Add metadata to course record and send to temporary storage facility (along with permissions documentation and collateral information) • Move to temporary storage Inactive Course Content • At temporary holding facility • Retained in LMS software • Content “Owner” selects reusable course/content • Archivist selects archival course/content • Course record updated Reusable Course Content • Migrate to new/current LMS software as needed to re-offer •

14. Inactive Course Content Reusable Course Content • At temporary holding facility • Retained in LMS software • Content “Owner” selects reusable course/content • Archivist selects archival course/content • Course record updated • Migrate to new/current LMS software as needed to re-offer Non-Archival Course Content • Hold in temporary storage • IT deletes per schedule (3 years from Fall Semester prior to last offering •

15. Inactive Course Content Reusable Course Content • At temporary holding facility • Retained in LMS software • Content “Owner” selects reusable course/content • Archivist selects archival course/content • Course record updated • Migrate to new/current LMS software as needed to re-offer Archival Course/Content • Migrate to Archival Format • Move to long term storage • Update course record Non-Archival Course Content Maintenance, quality control • Hold in temporary storage • IT deletes per schedule (3 years from Fall Semester prior to last offering Describe and integrate into permanent collection

16. Learning Management System Record Taxonomy

17. Next Steps: • Advocate Vendors for non-proprietary formats, archiving and export capabilities • Establish work flows and storage facilities for different materials • Continue discussion about software issues • Explore potential standards to control retention costs • Train faculty and students in information policy issues • Resolve ownership and access issues through collaborative policy development •