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Cornell s Electronic Student Records Systems ESRS Project

ESRS Project Background. 1998, NHPRC 18-month grant to CornellPlanned university-wide systems integration/ implementation project stalled Cornell restructured the project to focus on archival requirements for electronic student records systems (ESRS)ESRS report resulted from restructured project

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Cornell s Electronic Student Records Systems ESRS Project

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    1. Cornells Electronic Student Records Systems (ESRS) Project By Nancy Y. McGovern Coordinator, Digital Imaging and Preservation Research Cornell University Library nm84@cornell.edu

    2. ESRS Project Background 1998, NHPRC 18-month grant to Cornell Planned university-wide systems integration/ implementation project stalled Cornell restructured the project to focus on archival requirements for electronic student records systems (ESRS) ESRS report resulted from restructured project grant: to identify the policies needed in an academic setting to preserve and provide access to electronic records. grant: to identify the policies needed in an academic setting to preserve and provide access to electronic records.

    3. ESRS Project Objectives Provide starting point to consider ESRS Propose approaches and considerations for preserving electronic student records Present technical/organizational ESRS context Provide relevant sources/research citations for further research and applied projects

    4. Chapter 1, Introduction 1.1 Scope 1.2 Background 1.3 Report framework

    5. ESRS Project Scope

    7. Ch. 2, Universal Systems Issues R.1: Define context of ESRS 2.1 Recordkeeping Requirements R.2: Select recordkeeping approach for setting 2.2 Long-term Access Issues R.3: Establish needed preservation infrastructure

    8. Technology-Driven Shifts

    9. Ch. 3, Conceptual Issues for ESRS (Generic Concerns) R.4: Monitor developments that affect ESRS 3.1 Retention Guidelines and RM Concerns R.5: Standardize common schedule items using AACRAO as a base R.6: Review retention for course descriptions and syllabi

    10. Ch. 3 (cont.) 3.2 AACRAO Transcript/Database Metadata R.7: Establish cooperative project to analyze student records metadata 3.3 Archival Concerns R.8: Define/develop relationship between Registrar and Archives R.9: Include policy records in student records documentation

    11. Ch. 4, Implementation Issues for ESRS (System-Specific Concerns) R.10: Study university's ESRS implementation 4.1 Options R.11: Identify degree audit procedure/documentation R.12: Participate in ESRS projects R.13: Monitor AACRAO's SPEEDE/ExPRESS developments

    12. Ch. 4 (cont.) R.14: Evaluate/audit datawarehouse implementations R.15: Participate in system security 4.2 Cornell Example R.16: Develop more case studies/share experiences

    13. Ch. 5, Preservation Approaches and Strategies 5.1 Transcript Options 5.2 Database Options 5.3 Integrated Option R.17: ID preservation approach for setting 5.4 Course Documentation Considerations R.18: Establish course documentation policy

    14. Ch. 6, Conclusion Collaborate with AACRAO Exploit ESRS vital records status International exploration & cooperation Prepare representative case studies Develop preservation evaluation checklist Define course documentation research Consider an ESRS preservation cooperative

    15. ESRS Report Appendices A. Student Records Terminology B. Preservation Storage/Processing Considerations C. Electronic Preservation Program Guidelines D. Relevant Sources E. Meetings at Cornell F. Relevant Research Projects

    16. ESRS Report Appendices G. Student Records Self-Assessment H. Student Records/Relevant C&U Chronology I. AACRAO Transcript/Database Metadata J. Comparison of AACRAOs/Cornell's Retention K. Degree Audit: Arts and Sciences Example L. SPEEDE/ExPRESS Process

    17. Activities: Archives Select recordkeeping approach for setting (R.2) Establish needed preservation infrastructure (R.3) Include policy records in student records documentation (R.9) ID preservation approach for setting (R.17) Establish course documentation policy (R.18)

    18. Activities: Organizational Define context of ESRS (R.1) Develop Registrar/Archives relationship (R.8) Study university's ESRS implementation (R.10) ID degree audit procedure/documentation (R.11) Participate in ESRS projects (R.12) Evaluate datawarehouse implementations (R.14) Participate in system security (R.15)

    19. Activities: Collaborative Monitor developments that affect ESRS (R.4) Standardize common schedule items using AACRAO as a base (R.5) Review course descriptions/syllabi retention (R.6) Establish student records metadata project (R.7) Monitor SPEEDE/ExPRESS developments (R.13) Develop case studies/share experiences (R.16)

    20. URL for ESRS Report http://rmc.library.cornell.edu/online/studentRecords/ You can request a hard copy from RMC.

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