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Metadata Concerns in Document & Records Management Dennis E. Hamilton AIIMAIIM DMware Technical CoordinatorDMwareTechnical Coordinator NuovoDoc System.

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Presentation on theme: "Metadata Concerns in Document & Records Management Dennis E. Hamilton AIIMAIIM DMware Technical CoordinatorDMwareTechnical Coordinator NuovoDoc System."— Presentation transcript:

1 Metadata Concerns in Document & Records Management Dennis E. Hamilton AIIMAIIM DMware Technical CoordinatorDMwareTechnical Coordinator NuovoDoc System Architect Dennis.Hamilton@acm.org http://Dmware.info/activities/A030101.htm

2 2 The Bottom Line All aspects of Metadata matter in Document and Records Management. That importance will increase. It is not a keen issue in current DM standards activity. Thesis: Interoperability and coherent integration are not (yet) mantras of the DM and RM world.

3 3 If WebDAV is the Answer, What is the Question? What open, public and heterogeneously- implemented specification provides a foundation for standards-based custody of managed materials? Caveat 1: The WebDAV Working Group does not have managed materials on their radar and probably wont. Caveat 2: The IETF is not going to do it. It is seen as out-of-scope. W3C? OASIS?

4 4 Metadata Concerns in DM & RM The Bottom Line If WebDAV is the Answer, What is the Question? Whats Important About Metadata in DM Expansion of Interoperability and Interchange Current DM Standards Initiatives Anti-patterns: Wheres the Bandwagon? WebDAV Opportunities

5 5 Whats Important About Metadata in EDM and ERM Documents are situated in the world. All systems are embedded systems. It matters to establish and relate the context. The content material is insufficient. There is context and there is context history. Maintaining perspectives and relationships in terms of collection membership, situation, and history. Even for detached documents. Provenance, authenticity, authority and chain of custody all matter. Question of degree.

6 6 Expansion of Interoperability and Interchange Government and civil authorities migrating to Web and XML as part of eGovernment initiatives for coordination of all agencies Financial institutions and commercial firms using XML for eBusiness and Business-to- Business transactions (replacing EDI) Healthcare services and insurers adopting XML profiles for interchange and preservation of digital medical records Increasing interchange between different application domains served by XML

7 7 Expansion of Interoperability and Interchange - II Accountability for electronic records expanding in civil, public, and commercial systems Electronic-document preservation expands with adoption of ISO 9000, CMM, and other quality processes. Document Management and Records Management each require archiving and preservation. Common solution desired. Commodity products are everywhere being used in mission-critical applications. Documents become managed at any time, requiring interoperability into the future Must assume that managed-document may be accessed by others in the future – cannot employ isolated technology

8 8 Awareness of Metadata Concerns for DM (?) AIIM Standards Efforts http://standards.aiim.org/ Digital imaging standards activities putting some attention to metadata concerns ARMA Standards Efforts http://www.arma.org/standards/ Looking at software and migration issues NARA http://www.nara.gov/records/ Source of DoD 5015.2 and related US information Addressing Electronic Records Archiving OASIS: http://www.oasis-open.org/http://www.oasis-open.org/ Digital Preservation: http://digitalpreservation.org/http://digitalpreservation.org/ Metadata Registration Repositories: ISO/IEC JTC1 SC32 efforts

9 9 AIIM Functional Requirements for Electronic DM/RM: Level of Metadata Consideration Metadata Usage Considering Requirements for ERMS Metadata (UK Public Records Office) Appeal to ISO 15489 Is functional and structural, not format or protocol Have surveyed different schemes (DoD 5015.2, etc.) for metadata elements Attention is on metadata of the management regime Metadata Description Textual, functional Model Descriptions and Resource Schemata Not identified Registry and Repository Consideration Not identified

10 10 AIIM Evidentiary Support: Level of Metadata Consideration Metadata Usage Defining Specific Metadata to be affixed to or embedded in content Similar to CENSA/GESA Interest Metadata Description Presumably fixed Model Descriptions and Resource Schemata Not needed Registry and Repository Consideration Not addressed

11 11 AIIM Metadata Committee: Level of Metadata Consideration Metadata Usage Concerned with Metadata in Image Management Reinventing metadata taxonomy (inspired by Getty Museum work) Functional – not addressing interchange formats Metadata Description Text descriptions provided recommended elements Model Descriptions and Resource Schemata Not addressed Registry and Repository Consideration Not addressed

12 12 AIIM Image Metadata Committee: Level of Metadata Consideration Metadata Usage Defining XML Schema for Metadata of Image Content Essentially Technical Metadata about Image Representation Federation of other Metadata not addressed Metadata Description Text descriptions on the nature of the elements Model Descriptions and Resource Schemata Essentially fixed model Registry and Repository Consideration Not addressed

13 13 Digital Preservation Consortium: Level of Metadata Consideration Metadata Usage Not addressed in current materials Attention is on preservation of raw digital content over time, and different technological approaches (migration, emulation, translation) Metadata Description Not identified – perhaps thought of as more content Model Descriptions and Resource Schemata Not identified Registry and Repository Consideration Not identified

14 14 WebDAVWebDAV: Level of Metadata Consideration Metadata Usage Arbitrary attributes for filed objects (HTTP resources) XML elements for properties and expression of values Standard properties – support the protocol and WebDAV model Metadata Description Fledgling effort based on XML schema datatype model Model Descriptions and Resource Schemata Not on WebDAV agenda Registry and Repository Consideration Minimal registry using text records about identified properties Working group unaware of metadata registry work

15 15 ODMAODMA: Level of Metadata Consideration Metadata Usage Small fixed set of specifically-named attributes identified Tunneling possible for using attributes of specific service Metadata Description None: tag and some character string value Model Descriptions and Resource Schemata None but what shows through from document manager disguised in one-file = one-document model Registry and Repository Activity Irrelevant in this model Adoption Marginal and diminishing: being retired

16 16 DMADMA: Level of Metadata Consideration Metadata Usage Extensive open-ended metadata system Metadata Description Full support for unstructured properties of fixed data-types, including lists and arbitrary objects of constrained type Model Descriptions and Resource Schemata Configurable and extensible object model for documents and collections; model is discoverable as a property on every object Registry and Repository Activity Enabled by use of globally-unique naming system and never taken up Adoption Never achieved demonstrable interoperability - abandoned

17 17 Anti-Patterns: Wheres the bandwagon? Disciplined following of document-management requirements intrudes on people with jobs to do. Ease of use is paramount and difficult. The business case for using interoperable, standards-based approaches is not that clearly established. True for customers & vendors. Interoperability and substitution of components exposes vendors to commoditization and price competition.

18 18 WebDAV Opportunities: Metadata Opportunities GAP WebDAV allows arbitrary metadata – is basic carrier of properties. No agreed mechanism for knowing what metadata is required and rules to follow to satisfy management requirements on different objects. OPPORTUNITY Supplement WebDAV with Standard Practice for discovery of metadata requirements and rules Provide means for inter-working with other metadata schemes using registry standards Deal with every DMS being its own registry


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