Records Management Metadata

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Questions and Answers

What is the primary purpose of metadata in records management?

To provide a summary of the record's content

To store the record in a specific format

To restrict access to the record

To establish management control and define the record's business context (correct)

What is the term for the origin, custody, and ownership of a record?

Metadata

Document management

Provenance (correct)

File system

What is the court's definition of metadata in the context of eDiscovery?

Data that is only used for backup purposes

Data that is only stored on local systems

Data that is only accessible to system administrators

Data that provides information about other data (correct)

What type of metadata is embedded within electronic word processing and other user-created files?

File metadata Signup and view all the answers

What is a potential use of file metadata in eDiscovery?

To determine if a document was backdated Signup and view all the answers

Where can metadata be stored?

Either within the local environment or with a third-party host Signup and view all the answers

What is the purpose of metadata in ensuring the reliability of a record?

To ensure the record's authenticity and integrity Signup and view all the answers

What can metadata be used as in a legal context?

Only as evidence of transactions and activities Signup and view all the answers

What type of metadata is used to determine jurisdictional issues and actions taken by individuals that relate to the matter?

System metadata Signup and view all the answers

What is the standard that provides generic guidance on managing metadata for records?

ISO 23081 Signup and view all the answers

What is the purpose of capturing and managing metadata at every stage of a record's lifecycle?

To support business, accountability, and societal requirements Signup and view all the answers

What is the term for the logical arrangement of information that can be represented as a taxonomy?

Classification Signup and view all the answers

What is an example of metadata generated every time a cell phone connects to the nearest antenna?

CSLI (cell site location information) Signup and view all the answers

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?

Relationships Signup and view all the answers

What is the purpose of creating a metadata schema?

To incorporate a set of rules to enable the management of metadata Signup and view all the answers

What is an example of system metadata?

Metadata contained outside of a document, such as in a database Signup and view all the answers

What is the term for the record of a time-stamped connection of a cell phone to the nearest antenna?

CSLI (cell site location information) Signup and view all the answers

What is the standard that provides a three-part series related to managing metadata for records?

ISO 23081 Signup and view all the answers

What is the primary purpose of metadata in records management?

To ensure records and information survive and continue to be accessible in the future Signup and view all the answers

What is the name of the classification system used by Vermont State?

Vermont Functional Classification System (VCLAS) Signup and view all the answers

What is the purpose of the NARA Metadata Guidance for the Transfer of Permanent Electronic Records?

To provide a minimum list of metadata terms necessary for describing permanent electronic records Signup and view all the answers

What is the main challenge in records and information management today?

Capturing and managing digital data Signup and view all the answers

What is the role of records professionals in metadata management?

To develop metadata policies and strategies with vendors and information management Signup and view all the answers

What is the purpose of auto-classification tools and artificial intelligence tools such as NLP?

To ease the burden of records management Signup and view all the answers

What is the benefit of the 'rights' metadata element in the NARA Metadata Guidance?

It can be used for security classification, access rights, usage rights, or to identify the rights holder Signup and view all the answers

What is the purpose of the ISO 23081 metadata standards?

To provide guidance on developing schema for organizations Signup and view all the answers

What is the role of domain metadata in the Vermont Functional Classification System (VCLAS)?

It assigns metadata when records are appraised by a VSARA RIM specialist Signup and view all the answers

What is the purpose of record capture in records management?

To fix the record as evidence of an activity or event Signup and view all the answers

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.