1. Managing and Archiving Learning Management Systems Course Materials and Records Jeremy Rowe Director, Research, Strategic Planning and Policy Information Technology Arizona State University jeremy.rowe@asu.edu jeremy.rowe@asu.edu Robert Spindler Head, Archives and Manuscripts University Libraries Arizona State University robert.spindler@asu.edu robert.spindler@asu.edu ECURE 2004 March 2004

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 Reusable Course Content Migrate to new/current LMS software as needed to re-offer 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

14. Non-Archival Course Content Hold in temporary storage IT deletes per schedule (3 years from Fall Semester prior to last offering Reusable Course Content Migrate to new/current LMS software as needed to re-offer 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

15. Archival Course/Content Migrate to Archival Format Move to long term storage Update course record Maintenance, quality control Describe and integrate into permanent collection Migrate to new/current LMS software as needed to re-offer 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 Non-Archival Course Content Hold in temporary storage IT deletes per schedule (3 years from Fall Semester prior to last offering Reusable Course Content

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