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RECORDKEEPING METADATA STANDARDS: THE INTERNATIONAL CONTEXT

RECORDKEEPING METADATA STANDARDS: THE INTERNATIONAL CONTEXT. Barbara Reed, Director, Recordkeeping Innovation. Recordkeeping metadata – a quick overview (1). Began with Dublin Core and information resource discovery ‘rediscovery’ of metadata in the e-transaction, internet space

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RECORDKEEPING METADATA STANDARDS: THE INTERNATIONAL CONTEXT

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  1. RECORDKEEPING METADATA STANDARDS: THE INTERNATIONAL CONTEXT Barbara Reed, Director, Recordkeeping Innovation

  2. Recordkeeping metadata – a quick overview (1) • Began with Dublin Core and information resource discovery • ‘rediscovery’ of metadata in the e-transaction, internet space • Understanding that the recordkeeping requirements are different • SPIRT research project (influential, but research/academic – not implementation) • Jurisdictional sets in Australia: • NAA (flattened, single entity) • NSW (complex, 3 entity) for EDRMS • SA (complex, 3 entity) for EDRMS and extended slightly to archival transfer Recordkeeping Innovation – Delivering Lasting Results

  3. Recordkeeping metadata – a quick overview (2) • Not implemented! • Was it in advance of what was being asked for? • What use is it? • EDRMS configuration • Compliance with specifications • Transfer of records across system boundaries • Constructing records in business systems • Vendors alleged confusion • Claims of compliance via ‘user definable fields’ • Lack of xml schemas • People’s eyes glaze over! Recordkeeping Innovation – Delivering Lasting Results

  4. ISO 23081 - family • Multiple part standard intended: • Principles • Implementation issues • Compliance • checklists Recordkeeping Innovation – Delivering Lasting Results

  5. ISO 23081-1 Principles • Adopts the SPIRT models of multiple entities • Based on requirements from ISO 15489 (Records Mgt) • Introduce the notion of ‘point of capture’ and ‘process’ metadata • Expressed as records management metadata, but actually wider • High level statements about the type of metadata required to support recordkeeping characteristics/functions – eg accessibility, security, and entities – eg agents, business, records • Published 2006 Recordkeeping Innovation – Delivering Lasting Results

  6. ISO 23081-2 • Conceptual and implementation issues • Hard work! • Long time to develop • People involved: • Hans Hofman, Netherlands • Lew Bellardo, NARA • Malcolm Todd, UK TNA • Adrian Cunningham, NAA • Me • Incorporated Australian work happening contemporaneously – model and high level elements • To Geneva for publishing December, still not available! Recordkeeping Innovation – Delivering Lasting Results

  7. Implementation issues • Business benefits (eg risk management, business systems, interoperability, long term retention) • How much metadata • Introduces critical concepts: • Aggregation (including a ‘fixed’ layer schema) • Inheritance • Re-use of metadata values • Interdependence of metadata elements • Extensibility and modularity • Metadata as a record/relationship to record • Recordkeeping metadata as dynamic not static Recordkeeping Innovation – Delivering Lasting Results

  8. Identity Description Use Relation Event History Event Plan CurrentState PAST FUTURE Dynamic model Recordkeeping Innovation – Delivering Lasting Results

  9. Description Relation Event History Event Plan Identity Use Metadata Model Recordkeeping Innovation – Delivering Lasting Results

  10. Metadata areas • Identity • Description • Use • Event History • Event Plan • Relation Recordkeeping Innovation – Delivering Lasting Results

  11. Identity metadata • Entity type • Aggregation • Registration identifier Recordkeeping Innovation – Delivering Lasting Results

  12. Description metadata • Title • Classification • Abstract • Place • jurisdiction Recordkeeping Innovation – Delivering Lasting Results

  13. Entities • Records • Agents • Business • Relationships • Mandate Recordkeeping Innovation – Delivering Lasting Results

  14. How to develop local variations • What does writing and documenting a local scheme involve • Metadata registries • Encoding schemes • Defining rules Recordkeeping Innovation – Delivering Lasting Results

  15. Implementing issues • Storage and management: • Centralised/decentralised • Metadata repositories • Capture - strategies • Registration • Metadata as control tools • Linking metadata • Appraisal • Transferring records • Preservation and storage formats Recordkeeping Innovation – Delivering Lasting Results

  16. Part 3: • a more timebound document which maps recordkeeping metadata requirements to existing metadata standards • Collaborative work with Description domain working group of Interpares • Devised a MADRAS registry of metadata schemes • Analysis worksheets to assess individual sets against requirements of 23081-1 Recordkeeping Innovation – Delivering Lasting Results

  17. Part 3 progress • Currently paused, • Defining intellectual property, ownership and maintenance issues with ISO, Interpares Recordkeeping Innovation – Delivering Lasting Results

  18. Part 4 ? • Checklist coming out of Part 2 • First draft 64 pages!! • Now smaller pieces of work being done • Big picture mapping of different types of metadata across communities • High level implementation steps (led by NZ) Recordkeeping Innovation – Delivering Lasting Results

  19. Other stuff • National Archives of Australia work in progress • Archives New Zealand metadata standard • ….world of web 2.0…… Recordkeeping Innovation – Delivering Lasting Results

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