Lifecycle Metadata for Digital Objects

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Lifecycle Metadata for Digital Objects

• October 4, 2004
• Creation Metadata

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Review class metadata sets What categories do
they fill?

• Dublin Core
• EAD
• FRBR
• INDECS
• MARC/MODS
• METS
• MIX/NISO
• MPEG21

• NLM Journal
• OCLC/RLG
• ONIX
• PRISM
• RKMS
• TEI Lite
• VRA Core

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What happens at file creation?

• Consciously
• You place into the file everything you think it
  needs in order to be useful
• You save it with a file name that will help you
  find it again (you hope)
• Unconsciously
• Metadata is added using environmental information
• Metadata is added using information elicited from
  you

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Metadata from creating app (Word 2000 Statistics)
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Metadata from creating app (Word 2000 General)
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Metadata controlled by the user (Word 2000
Summary)
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Metadata controlled by the user (Word 2000 Custom)
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Viewing Word Metadata in XML

• Add relevant metadata to your Word document as
  outlined above
• If you have Word 2003, save the document as XML
• Open the document in an XML editor
• If not, save the document as HTML
• View the document in Notepad or another ASCII
  editor or view source from the HTML document
  displayed in a browser

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The future of XML in Word?

• Word already provided XML markup of its Document
  Properties and Custom Document Properties
  metadata in Word 2003 a native (and patented)
  XML schema is used.
• Several vendors made plugins for making older
  Word documents into XML documents
• eXportXML from Schultz a template installed into
  Word using a macro
• Xfinity Author Wx from B-Bop makes Word into an
  XML editor for ordinary documents
• WorX SE from Xyenterprise Word as XML editor or
  creator of XML objects

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Future of XML at Microsoft

• XML and the whole model of the way the web works
  are becoming part of the emerging Microsoft
  operating environment from servers to desktop
• Note already a move to a standard IE interface
  for system functions
• Presently provides tools to programmers under
  Information Bridge framework to allow
  connecting XML documents created by Microsoft
  programs via metadata elements to web services
• Creation metadata thus vital to this whole scheme

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non-Microsoft Uses of creation metadata

• Establishing prior art for an invention
• Identifying who knew what and when
• Showing how an object fits into the larger scheme
  of things (preserving the archival bond)
• Keeping track of versions of an object
• Providing assurance of reliability that the
  object is what it purports to be
• Anchoring the object in the place and time of its
  origin

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Placement of creation metadata

• Same options as for all metadata
• Embedded within the object (Word metadata)
• Wrapped around the object (object is embedded in
  metadata document Word document containing
  metadata embedded in XML document extracting
  reliability metadata)
• Captured, communicated, or kept separately from
  the object (non-text objects but not only them)

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UBC Creation Metadata I

• A word on diplomatics
• The notion of a complete record
• Medium
• Content
• Form
• Persons (author, writer, addressee, creator)
• Acts
• Archival bond
• Transmission (intent, capability, success)

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UBC Creation Metadata II

• Elements of intellectual form inside the
  record
• Date (time of transmission and receipt place of
  transmission)
• Superscription or attestation (author/originator)
• Inscription (all addressees and receivers)
• Title and/or subject
• Disposition/purpose (the intention of the record)

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UBC Creation Metadata III

• The notion of reliable record must in addition
  to completeness have
• Document profile as container for the object
• Date available (created or received)
• Time available (created or received)
• Date and time of further transmission
• Author
• Addressee
• Subject classification code, registry number

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DoD 5015.2 Recordkeeping Standard Assumptions

• Note that 5015.2 assumes an entire detailed
  recordkeeping system that fully accounts for all
  records at the series, folder, and individual
  level
• The file plan defines the recordkeeping system
  the schedule is applied to entities defined in
  the file plan

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DoD 5015.2 Recordkeeping Standard record
metadata (mandatory)

• Author/Originator
• Addressee
• Other addressees
• Originating organization
• Location
• Vital record indicator
• Vital record review/update cycle
• User-defined fields

• Unique identifier
• Supplemental marking list
• Subject/Title
• Media type
• Format
• Date filed
• Publication date
• Date received

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DoD 5015.2 email metadata mapping

• Sender (Author/Originator)
• Primary addressees (Addressee)
• Other addressees (Other addressee)
• Date/time sent (Publication date)
• Date/time received (Date received)
• Subject (Subject/Title)

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Date/time and persons vital to records
reliability

• Without date/time, not possible to manage records
  by date cutoffs, retention, destruction
• Without persons (author, recipient, creator),
  nobody would care
• Without hierarchical set of data categories, no
  structure
• Note dependence on systems in which records
  creation are embedded

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What about non-text objects?

• Creation metadata for non-text objects covers
  much the same ground
• Information about occasion of creation
• Information about creator, intention, receiver
• Information about the object itself
• Many kinds of non-text objects
• Images, still and moving
• Sound
• Multimedia

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Connecting metadata to a non-text object

• Object is kept in specifically-defined file
  structure
• File name/ID is crucial to the connection
• XLink is used to connect the two using a series
  of XML attributes
• ltgraphic
• xmlnsxlinkhttp//www.w3.org/1999/xlink
• xlinktypesimple
• xlinkhrefusr/local/coll1/object9.tif
• xlinkshownew
• xlinkactuateonRequest
• /gt