Council on archives international records management trust
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- Systems-generated Metadata
- Forms-based Metadata Gathering
- Computer Application Templates and Style Sheets
- Utility Programs
Collecting MetadataThe first step in building up metadata is to inventory and evaluate the data and records that currently exist, along with any related metadata. If there is critical missing metadata, the process of collecting and building it up begin. It is also important to plan for the ongoing collection of metadata that documents any new data that is being considered. It is far easier to collect accurate and detailed metadata at the time the data is being input than afterward. A plan can also be made to maintain the metadata so that it reflects changes made to the data over time. Metadata can be collected automatically or gathered systematically. Metadata can be either captured by the system automatically or gathered systematically through the use of computer forms, templates and utility programs. Systems-generated MetadataArchives and records management programmes should be encouraged to use the self-documenting (or metadata generating) capabilities of electronic record-keeping systems both to reduce their manual description backlogs and to help guarantee the authenticity and integrity of electronic records over time. Computerised systems can be programmed automatically to extract some information and record it. For example, as explained above, a data dictionary is a file that defines the basic organisation of a database. Most systems keep the data dictionary hidden from users to prevent them from accidentally destroying its contents. Data dictionaries do not contain any actual data from the database, nor do they manage it. However, without a data dictionary a database management system cannot access data from the database. Structural and contextual metadata needed to identify data can be gathered automatically by the system from the data dictionary. Forms-based Metadata GatheringComputerised forms can help guide the user throughout the documentation process. They may consist of fill-in boxes or pick lists. Some forms may indicate what information is optional and what is mandatory. If the forms are built into the framework of the system, it may be easy to recycle portions of the metadata for different uses. Forms can be used to collect contextual and some structural metadata needed to describe the record. An example of a form is the ‘properties’ option in Microsoft Word which asks for information on the document such as: title, subject, author, manager, company, category and key words. This option can also provide statistics on when a document was created, modified, accessed and printed; how many words are contained in the document; and the file’s size, type and location. Computer Application Templates and Style SheetsA template defines the layout of a document. It can store boilerplate text, custom toolbars, macros and so on. Templates aid in structuring information in such a way that everyone in the organisation or unit creates documents according to a predetermined format. For example, templates are useful for creating commonly used document types such as faxes, memos and reports. See the example of a fax template created in Microsoft Word that follows. The template includes instructions for entering information. In spreadsheets and database applications a template is a blank form that show which data files exist, their locations and length. Styles define the appearance of various text elements of a document, such as headings, captions and body text. It specifies such parameters as font size, bold, italics, justification an so on. Templates and styles are not metadata capturing tools per se. However, where predetermined templates and styles are used, they can help the system to glean automatically structural and in some cases contextual metadata information.
Figure 3: Example of a Template Utility ProgramsA utility program is a computer program that performs a very specific task, usually related to managing system resources. For example, an operating system contains a number of utilities for managing disk drives, printers and other devices. Utilities differ from applications mostly in terms of size, complexity and function. For example, word processors, spreadsheets and database applications are considered applications because they are large programs that perform a variety of functions not directly related to managing computer resources. Utility programs may be of particular use in capturing structural and contextual metadata. As stated earlier, metadata is still being developed as a concept, and the records profession is in the process of working through its precise meaning. Records professionals should work with systems developers to examine a number of metadata models in order to determine what metadata is required to meet their organisation’s needs. Activity 9 In your own words, describe the different methods for capturing metadata. Does your organisation use templates or styles? If so, for what purpose do they use them? Directory: documents -> educ training -> public sector rec documents -> Concept stage documents -> The great global switch-off documents -> Nonprofit grant application documents -> The Truth about the Rwandan Genocide documents -> Annual InStructional unit plan documents -> Chaos equipment included public sector rec -> Council on archives international records management trust Download 0.83 Mb. Share with your friends:
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