ISO 23081-2:2021
Information and documentation — Metadata for managing records — Part 2: Conceptual and implementation issues
This document establishes a framework for defining metadata elements consistent with the principles and implementation considerations outlined in ISO 23081-1. The purpose of this framework is to:
a) enable standardized description of records and critical contextual entities for records;
b) provide common understanding of fixed points of aggregation to enable interoperability of records and information relevant to records between organizational systems; and
c) enable reuse and standardization of metadata for managing records over time, space and across applications.
It further identifies some of the critical decision points that need to be addressed and documented to enable implementation of metadata for managing records. It aims to:
— identify the issues that need to be addressed in implementing metadata for managing records;
— identify and explain the various options for addressing the issues; and
— identify various paths for making decisions and choosing options in implementing metadata for managing records.
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Foreword
Introduction
1 Scope
2 Normative references
3 Terms and definitions
4 Purpose and benefits of metadata
4.1 Purposes of metadata for managing records
4.1.1 General
4.1.2 Amount of metadata
4.2 Business benefits for metadata for managing records
4.2.1 General
4.2.2 Capturing and managing records in business systems
4.2.3 Interoperability
4.2.4 Risk management
4.2.5 Metadata for records as an organizational information asset
4.2.6 Preventing unauthorized access to records
4.2.7 Sustainability of business systems through administrative change
4.2.8 Long-term retention of digital records
4.2.9 Incorporation of metadata into archival systems
5 Policy and responsibilities
5.1 Policy decisions
5.2 Responsibilities for implementing metadata for managing records
6 Metadata conceptual model
6.1 Entities
6.2 Relationships between entities
6.3 Flattening the entity model
7 Concepts relating to metadata implementation
7.1 Aggregation
7.1.1 General
7.1.2 Entity class aggregation scheme
7.2 Inheritance
7.3 Reuse of metadata values
7.4 Interdependence of metadata elements
7.5 Extensibility and modularity
8 Metadata model for managing records
8.1 Metadata model
8.2 Dynamic metadata model
8.3 Metadata as a record
9 Generic metadata elements
9.1 Identity metadata
9.2 Description metadata
9.3 Use metadata
9.4 Event plan metadata
9.5 Event history metadata
9.6 Relation metadata
10 Developing a metadata schema for managing records
10.1 Metadata schema
10.2 Metadata registries
10.3 Designing metadata schemas for managing records
10.3.1 Selecting elements to form a schema
10.3.2 Structuring elements and establishing relationships
10.3.3 Encoding schemes
10.3.4 Rules for syntax, obligation levels, default values and repeatability
10.3.5 Reusing existing metadata schemas for the purposes of managing records
10.4 Metadata schema presentation
10.4.1 Documenting a metadata schema for managing records
10.4.2 Machine readable presentations
11 Implementing metadata for managing records
11.1 General
11.2 Storage and management
11.2.1 Centralized versus decentralized storage and management
11.2.2 Metadata repository
11.3 Metadata capture
11.4 Creating a metadata record for managing records
11.5 Registration
11.6 Metadata as control tools for managing records
11.7 Linking metadata
11.8 Appraisal
11.9 Transferring records
11.10 Preservation and storage formats
11.10.1 General
11.10.2 Storage in specified formats
11.10.3 Encapsulating
11.11 Ensuring management of metadata over time
Bibliography
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Information and documentation – Holdings statements – Summary level
Foreword
Introduction
1 Scope
2 Normative references
3 Terms and definitions
4 Purpose and benefits of metadata
4.1 Purposes of metadata for managing records
4.1.1 General
4.1.2 Amount of metadata
4.2 Business benefits for metadata for managing records
4.2.1 General
4.2.2 Capturing and managing records in business systems
4.2.3 Interoperability
4.2.4 Risk management
4.2.5 Metadata for records as an organizational information asset
4.2.6 Preventing unauthorized access to records
4.2.7 Sustainability of business systems through administrative change
4.2.8 Long-term retention of digital records
4.2.9 Incorporation of metadata into archival systems
5 Policy and responsibilities
5.1 Policy decisions
5.2 Responsibilities for implementing metadata for managing records
6 Metadata conceptual model
6.1 Entities
6.2 Relationships between entities
6.3 Flattening the entity model
7 Concepts relating to metadata implementation
7.1 Aggregation
7.1.1 General
7.1.2 Entity class aggregation scheme
7.2 Inheritance
7.3 Reuse of metadata values
7.4 Interdependence of metadata elements
7.5 Extensibility and modularity
8 Metadata model for managing records
8.1 Metadata model
8.2 Dynamic metadata model
8.3 Metadata as a record
9 Generic metadata elements
9.1 Identity metadata
9.2 Description metadata
9.3 Use metadata
9.4 Event plan metadata
9.5 Event history metadata
9.6 Relation metadata
10 Developing a metadata schema for managing records
10.1 Metadata schema
10.2 Metadata registries
10.3 Designing metadata schemas for managing records
10.3.1 Selecting elements to form a schema
10.3.2 Structuring elements and establishing relationships
10.3.3 Encoding schemes
10.3.4 Rules for syntax, obligation levels, default values and repeatability
10.3.5 Reusing existing metadata schemas for the purposes of managing records
10.4 Metadata schema presentation
10.4.1 Documenting a metadata schema for managing records
10.4.2 Machine readable presentations
11 Implementing metadata for managing records
11.1 General
11.2 Storage and management
11.2.1 Centralized versus decentralized storage and management
11.2.2 Metadata repository
11.3 Metadata capture
11.4 Creating a metadata record for managing records
11.5 Registration
11.6 Metadata as control tools for managing records
11.7 Linking metadata
11.8 Appraisal
11.9 Transferring records
11.10 Preservation and storage formats
11.10.1 General
11.10.2 Storage in specified formats
11.10.3 Encapsulating
11.11 Ensuring management of metadata over time
Bibliography