Questions and Answers
What is the primary purpose of metadata in records management?
What is the term for the origin, custody, and ownership of a record?
What is the court's definition of metadata in the context of eDiscovery?
What type of metadata is embedded within electronic word processing and other user-created files?
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What is a potential use of file metadata in eDiscovery?
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Where can metadata be stored?
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What is the purpose of metadata in ensuring the reliability of a record?
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What can metadata be used as in a legal context?
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What type of metadata is used to determine jurisdictional issues and actions taken by individuals that relate to the matter?
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What is the standard that provides generic guidance on managing metadata for records?
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What is the purpose of capturing and managing metadata at every stage of a record's lifecycle?
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What is the term for the logical arrangement of information that can be represented as a taxonomy?
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What is an example of metadata generated every time a cell phone connects to the nearest antenna?
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What is the term for the relationships between records and the agents that make and use them, and the events or circumstances in which the records are made and used?
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What is the purpose of creating a metadata schema?
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What is an example of system metadata?
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What is the term for the record of a time-stamped connection of a cell phone to the nearest antenna?
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What is the standard that provides a three-part series related to managing metadata for records?
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What is the primary purpose of metadata in records management?
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What is the name of the classification system used by Vermont State?
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What is the purpose of the NARA Metadata Guidance for the Transfer of Permanent Electronic Records?
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What is the main challenge in records and information management today?
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What is the role of records professionals in metadata management?
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What is the purpose of auto-classification tools and artificial intelligence tools such as NLP?
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What is the benefit of the 'rights' metadata element in the NARA Metadata Guidance?
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What is the purpose of the ISO 23081 metadata standards?
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What is the role of domain metadata in the Vermont Functional Classification System (VCLAS)?
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What is the purpose of record capture in records management?
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Study Notes
Metadata for Records Management
- Metadata is structured or semi-structured information that enables the creation, management, and use of records through time and within and across domains.
- In the digital world, metadata needs to be explicitly documented to describe the content, business context, structure, relationships with other records, and other metadata.
Types of Metadata
- File metadata: embedded within electronic files and contains information about the file, such as author, subject, and title.
- System metadata: contained outside of the document, such as in a database that describes the document, or in unallocated space on a hard drive after deletion.
Metadata in eDiscovery
- Requests to produce metadata for eDiscovery are common, and broadly defined by the courts as "data which gives information about other data".
- Metadata can be used to determine if a document was backdated or to confirm that recordings had not been changed.
- System metadata can be used to determine jurisdictional issues and actions taken by individuals.
Records Management Metadata Standards
- ISO 23081 is a three-part series related to managing metadata for records, providing generic guidance that will apply in any implementation environment.
- The metadata model for managing records groups elements into six categories, including description, which includes elements such as title, place, classification, jurisdiction, abstract, and external identifiers.
Developing a Metadata Schema
- A logical plan showing the relationships between all metadata elements identified, called a metadata schema, must be created.
- The metadata schema incorporates a set of rules to enable the management of metadata, including rules related to semantics and syntax.
Examples of Metadata Schemas
- Vermont Functional Classification System (VCLAS) is a faceted classification system that conforms to ISO 23081, breaking down business functions and their supporting documentation into three core facets: domains, activities, and record types.
- NARA's Metadata Guidance for the Transfer of Permanent Electronic Records provides a minimum list of metadata terms necessary for describing permanent electronic records, adopted from the Dublin Core Metadata Initiative.
Importance of Metadata
- Metadata is essential to ensure records and information survive and continue to be accessible in the future.
- Records professionals should be prepared to work with information management and vendors to define metadata requirements, develop metadata policies and strategies, and monitor metadata creation.
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Description
Learn about metadata's role in records management, including its function in digital and paper records. Understand how metadata enables the creation, management, and use of records across domains.
