recordkeeping metadata standards: the international context barbara reed, director, recordkeeping...
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RECORDKEEPING METADATA STANDARDS: THE INTERNATIONAL CONTEXT
RECORDKEEPING METADATA STANDARDS: THE INTERNATIONAL CONTEXT
Barbara Reed, Director, Recordkeeping InnovationBarbara Reed, Director, Recordkeeping Innovation
Recordkeeping Innovation – Delivering Lasting Results
Recordkeeping metadata – a quick overview (1)
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
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
Recordkeeping metadata – a quick overview (2)
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!
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
ISO 23081 - familyISO 23081 - family
Multiple part standard intended:Principles Implementation issuesCompliancechecklists
Multiple part standard intended:Principles Implementation issuesCompliancechecklists
Recordkeeping Innovation – Delivering Lasting Results
ISO 23081-1 PrinciplesISO 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
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
ISO 23081-2ISO 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!
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
Implementation issuesImplementation 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
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
Dynamic modelDynamic model
EventHistory
Event Plan
PAST FUTURE
CurrentState
IdentityDescriptionUseRelation
Recordkeeping Innovation – Delivering Lasting Results
Metadata ModelMetadata Model
Event History
Event Plan
Description
Use
Identity
Relation
Recordkeeping Innovation – Delivering Lasting Results
Metadata areasMetadata areas
IdentityDescriptionUseEvent HistoryEvent PlanRelation
IdentityDescriptionUseEvent HistoryEvent PlanRelation
Recordkeeping Innovation – Delivering Lasting Results
Identity metadataIdentity metadata
Entity typeAggregation Registration identifier
Entity typeAggregation Registration identifier
Recordkeeping Innovation – Delivering Lasting Results
Description metadataDescription metadata
TitleClassificationAbstractPlace jurisdiction
TitleClassificationAbstractPlace jurisdiction
Recordkeeping Innovation – Delivering Lasting Results
EntitiesEntities
RecordsAgentsBusinessRelationshipsMandate
RecordsAgentsBusinessRelationshipsMandate
Recordkeeping Innovation – Delivering Lasting Results
How to develop local variations
How to develop local variations
What does writing and documenting a local scheme involve
Metadata registriesEncoding schemesDefining rules
What does writing and documenting a local scheme involve
Metadata registriesEncoding schemesDefining rules
Recordkeeping Innovation – Delivering Lasting Results
Implementing issuesImplementing issues
Storage and management: Centralised/decentralised Metadata repositories
Capture - strategies Registration Metadata as control tools Linking metadata Appraisal Transferring records Preservation and storage formats
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
Part 3: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
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
Part 3 progressPart 3 progress
Currently paused, Defining intellectual property,
ownership and maintenance issues with ISO, Interpares
Currently paused, Defining intellectual property,
ownership and maintenance issues with ISO, Interpares
Recordkeeping Innovation – Delivering Lasting Results
Part 4 ?Part 4 ?
Checklist coming out of Part 2First draft 64 pages!!Now smaller pieces of work being
doneBig picture mapping of different
types of metadata across communities
High level implementation steps (led by NZ)
Checklist coming out of Part 2First draft 64 pages!!Now smaller pieces of work being
doneBig picture mapping of different
types of metadata across communities
High level implementation steps (led by NZ)
Recordkeeping Innovation – Delivering Lasting Results
Other stuffOther stuff
National Archives of Australia work in progress
Archives New Zealand metadata standard
….world of web 2.0……
National Archives of Australia work in progress
Archives New Zealand metadata standard
….world of web 2.0……