Context

Standard: Core metadata

Core metadata about a data element and its context, document, or data/document store will be the minimum needed to identify and retrieve the content in a usable format.

Supports Policies: Context

Scope and Interpretation

Core metadata requirements must be based on the definitions and structures identified in the New Zealand Government metadata standard. The agency willrelate its data capture to that standard, and work towards conforming to it. (see also Standard: Data catalogue and function map) This will allow the agency to:

• Ensure data elements or documents can be retrieved by the right users in a timely fashion

• Comply with legislative requirements

• Establish relevant contextual information, including a unique agency identifier

Core metadata must be defined at three main levels of detail:

• The properties of a data or document store which could be a database, dataset, or paper document repository.

• The properties of a container which provides an immediate context for data elements. This could be a tightly organised structure such as database table or object class, or something more variable and familiar such as a document

• The properties of a base level data element

Core metadata capture will be kept to a minimum, with as much system-generated data as possible. However, systems should permit users to add extra information beyond mandatory data capture, in order to meet particular business needs. Where metadata values are user supplied, the creator of the data element or document will normally be responsible for their input and accuracy.

These provisions are equally applicable to electronic and paper based systems, (eg the metadata for a printed document in a physical file could identify the creating or custodial agency, the document store and the document itself).

Rationale

A consistent metadata framework is essential for the effective organisation and retrieval of stored data and documents both within and across government agencies.

E-Government initiatives to provide a single entry point for government services will fail without such a standard.

Standard: Media-independent classification of documents

If an agency has physical file systems and an electronic classification systems, those systems should use the same rules for describing and classifying documents.

Supports Policies: Context; Retention

Scope and Interpretation

The concept of the traditional "file" may become that of a container for readily grouping material of common functions. This standard does not compel an agency to classify its documents, but does require consistent use of classification across an agency.

The Business Custodian must ensure the design of any classification scheme is appropriate, is kept current, and is used accurately and consistently.

Any classification scheme should be coherent (e.g. by subject, client, function) regardless of media. Linking related physical & electronic files will assist agencies to:

• Identify the location of documents in electronic and paper media

• Identify duplication in the system where it occurs

• Greatly simplify the development of retention schedules

• Link individual documents to the contextual information and business rules attached to a classification or physical file ( e.g. security, retention, owner, keywords etc).

Many business rules can be linked to a classification scheme. Documents can inherit the rules from the parent class, and so minimise data entry and improve consistency and accuracy.

Rationale

Consistent classification greatly increases the chances of finding documents by grouping them in a consistent manner, independent of storage medium. Linking documents to a classification scheme increases the probability of retention of documents for correct periods.