Proposed list of metadata fields to drive the discovery and delivery of document level objects
MM Apr 5 2011: Needs more revision/refinement before end of April 21.
The following is a list of descriptive, technical and administrative metadata that may accompany a document in Hypatia. Documents can be either a single file or a grouping of files that are that exist together in either a folder, a zipped archive or a disk image. Not all documents will necessarily have metadata for all of these metadata fields.
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Field Name | ISAD(G) Element | Description | Searchable? | Facet? | Display? | Sortable? | Allow edit? | Metadata Source | |||||||||||||||||||||||||||||||||||||
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| Fields required for Standards-Compliant Archival Description |
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Repository | Name of archival unit responsible for the collection. | Yes | Yes | Yes | Yes |
| collection object | ||||||||||||||||||||||||||||||||||||||
collection call number |
| Maybe | Yes | Yes | Yes |
| collection object | ||||||||||||||||||||||||||||||||||||||
collection title |
| Yes | No | Yes | Yes |
| collection object | ||||||||||||||||||||||||||||||||||||||
accession number |
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| No | No | Maybe? | No |
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| Yes | ? | |||||||||||||||||||||||||||||||||||
Document identifier |
| Yes | No | Yes | Maybe | No | autogenerated | ||||||||||||||||||||||||||||||||||||||
archival context |
| Location of the document in an intellectual arrangement (series, subseries, etc.) | No | Yes (with collection title) | Yes | No | Yes (archivist) | FTK / | permissions / rights statement |
| Parent object(s) / EAD | ||||||||||||||||||||||||||||||||||
Level of description | Identifies the level of arrangement of the unit of description | No | Maybe | Yes | No | Yes (archivist) |
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Conditions governing access (facet) | To provide information on the legal status or other regulations that restrict or affect access to the unit of description. Peter: I used the following controlled vocabulary for AR - Access restrictions: AR:Owner; AR:Archivist; AR:Invited person; AR:Public; AR:Reading room No | Yes (need controlled vocabulary) | Yes | Yes | Maybe | Yes (archivist) | FTK? | ||||||||||||||||||||||||||||||||||||||
Conditions governing access (note) | To provide information on the legal status or other regulations that restrict or affect access to the unit of description. Peter: I used the following controlled vocabulary for AR - Access restrictions: AR:Owner; AR:Archivist; AR:Invited person; AR:Public; AR:Reading room | Maybe | No | Yes | No | Yes (archivist) | EAD? | ||||||||||||||||||||||||||||||||||||||
Conditions governing use/reproduction |
| Yes (need controlled vocabulary) | Yes | Yes | Maybe | Yes (archivist) | FTK / EAD | ||||||||||||||||||||||||||||||||||||||
Conditions governing use/ | |||||||||||||||||||||||||||||||||||||||||||||
source media | Description of the physical carrier for a record (floppy disk, hard disk, etc.) | No | Yes (need controlled vocabulary) | Yes | No |
| FTK / | ||||||||||||||||||||||||||||||||||||||
reproduction (note) |
| Maybe | No | Yes | No | Yes (archivist) | EAD | ||||||||||||||||||||||||||||||||||||||
Scope and contents |
| Yes | No | Yes | No | Yes |
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Creator |
| Yes | Yes | Yes | No | Yes (archivist) | FTK / parent object | ||||||||||||||||||||||||||||||||||||||
subject heading, name, etc. (manually assigned) |
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| Yes | Yes | Yes | No | Yes (archivist) | FTK / | |||||||||||||||||||||||||||||||||||||
subjects, name, place (software generated) |
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| Yes | Yes | Yes | No | Yes (archivist) | Entity extraction software/service (e.g. OpenCalais) | |||||||||||||||||||||||||||||||||||||
Citation |
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| No | No | Yes | No | Yes (archivist) |
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document title | document title | Title supplied by archivist describing the document | Yes | No | Yes | Yes | Yes (archivist) | EAD? | |||||||||||||||||||||||||||||||||||||
document date | Is this the creation date or last modified date. Do we need both? | Yes | Yes (need both) | Yes | Yes |
| FTK / Ingest | ||||||||||||||||||||||||||||||||||||||
document size | Indicates the file or document's size on a filesystem | No | No | Yes | No |
| FTK / Ingest | ||||||||||||||||||||||||||||||||||||||
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| Additional fields required for assets |
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source media | Description of the physical carrier for a record (floppy disk, hard disk, etc.) Peter: I used the following controlled vocabulary for CM - Computer media: CM:5.25 floppy; CM:3.5 floppy; CM:Punch card; CM: CD/DVD; CM: Hard Drive; CM: Zip Disk: CM:Tape; CM: Cloud Storage; | No | Yes (need controlled vocabulary) | Yes | No |
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operating system and version (if known) | Peter: I think this field is not necessary. Also, I don't know any tools I can get this info. Files can be created by different os and stored in 1 computer. |
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document type |
| Controlled value list. Is this a text document, image, audio, video, forensic image etc. Where is this list coming from? Peter: I used the following controlled vocabulary for FT - Format Type: FT:Document; FT:Spreadsheet; FT:Computer Program; FT:Image; FT: Video; FT: Audio; FT: Email | No | Yes (need controlled vocabulary) | Yes | No | Yes (archivist) | FTK / | |||||||||||||||||||||||||||||||||||||
file or document name |
| Document or file name assigned to an object by an operating system | Yes | No | Yes | No | Maybe | FTK / Ingest | |||||||||||||||||||||||||||||||||||||
document location |
| Location of the document on a filesystem. This is different from the archival location of a document in a series / subseries. | No | No | Yes | No |
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mime type (original) | The mime type indicates the type of document and may indicate the application that was used to create the document |
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| document size | Indicates the file or document's size on a filesystem | No | No | Yes | Maybe | No | Maybe | No |
| FTK / | Ingest | ||||||||||||||||||||||||||
mime type (presentation version operating system and version (if known) |
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| No | Maybe | Maybe | No |
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application software and version (if known) |
| No | No | Yes | No | Yes (archivist) | FTK / | ||||||||||||||||||||||||||||||||||||||
thumbnail image |
| image that represents the document type (eg. PDF, text, image etc.) Peter: If the file is an image, it should be the relative thumbnail. | No | No | Yes | No |
| FTK for image thumbnail / | |||||||||||||||||||||||||||||||||||||
"Download" this |
| button that allows the archivist or end user to download the document (if permitted)Peter: We may also consider adding digital signature of the institution to the files. | No | No | Yes | No | No |
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checksum |
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| No | No | Yes | No | No | FTK / Ingest | |||||||||||||||||||||||||||||||||||||
Take-down request / policy |
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| No | No | Yes | No | Yes (public for request) | Web UI | |||||||||||||||||||||||||||||||||||||
Original file |
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| No | No | Yes | No | No |
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Display version of the original file |
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| No | No | Yes | No | No |
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Presentation format history |
| Automated? piece to say that original file X was converted by Person Y using software Z on this date |
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| User-generated content |
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annotations ("stories") |
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| No | No | Yes | No | Yes (creator / invited public / public) | Web UI | |||||||||||||||||||||||||||||||||||||
archivist created tag |
| tags that archivists/curators add - become facets (How are these different from access points) |
| yes |
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creator tag |
| tags by creator - become facets by creator (How are these different from access points) |
| yes |
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(pre-)approved user tag |
| tags that are added by approved users outside of the repository/library - should show up in facet as similar to an approved editor in Wikipedia (?) |
| yes |
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user created tag |
| tags created by non-approved users; might go through vetting process by repository/library or be listed as unverfied/unvetted editor (like Wikipedia?) |
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| Web UI | "Download" this | button that allows the archivist or end user to download the document (if permitted) | No | No | Yes | No | No | ||||||||||||||||||||||||||||||
| checksum |
| No | No | Yes | No | No | FTK / | subject headings |
| Yes | Yes | Yes | No | Yes (archivist) | FTK / | Citation | No | No | Yes | No | Yes (archivist) |
| Description |
| Yes | No | Yes | No | Yes (archivist) | Use restriction |
| No | Yes (need controlled vocabulary) | Yes | No | Yes (archivist) | Access restriction |
| No | Yes (need controlled vocabulary) | Yes | No | Yes (archivist) | FTK / |
Take-down request / policy |
| No | No | Yes | No | Yes (public for request) | Web UI | Creator |
| Yes | Yes | Yes | No | Yes (archivist) | FTK / | ||||||||||||||||||||||||||||||
Original file |
| No | No | Yes | No | No |
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Display version of the original file | No | No | Yes | No | No |
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