Lifecycle Metadata for Digital Objects September 25, 2002 Creation Metadata

Metadata from creating app (Word 2000 Statistics)

Metadata from creating app (Word 2000 General)

Metadata controlled by the user (Word 2000 Summary)

Metadata controlled by the user (Word 2000 Custom)

Viewing Word Metadata in XML Add relevant metadata to your Word document as usual Save the document as HTML View the document in Notepad or another ASCII editor or view source from the HTML document displayed in a browser

The future of XML in Word? Word already provides XML markup of its Document Properties and Custom Document Properties metadata; allegedly will provide a native XML file format in the future Several vendors make plugins for making Word documents into XML documents now eXportXML from Schultz: a template installed into Word using a macro Xfinity Author Wx from B-Bop: makes Word into an XML editor for ordinary documents WorX SE from Xyenterprise: Word as XML editor or creator of XML objects

Uses of creation metadata Establishing prior art for an invention Identifying who knew what and when Showing how an object fits into the larger scheme of things (preserving the “archival bond”) Keeping track of versions of an object Providing assurance of reliability: that the object is what it purports to be Anchoring the object in the place and time of its origin (no “floating signifiers” here!)

Placement of creation metadata Same options as for all metadata Embedded within the object (Word metadata) Wrapped around the object (object is embedded in metadata document: Word document containing metadata embedded in XML document extracting reliability metadata) Captured, communicated, or kept separately from the object (non-text objects)

UBC Creation Metadata I A word on diplomatics The notion of a complete record “Elements of intellectual form” inside the record: Date (time of transmission and receipt, and place of transmission) Superscription or attestation (author/originator) Inscription (all addressees and receivers) [title and/or subject] Disposition/purpose (the intention of the record)

UBC Creation Metadata II The notion of reliable record “Document profile” as container for the object Date available (created or received) Time available (created or received) [Date and time of further transmission] Author Addressee Subject [classification code, registry number]

DoD 5015.2 Recordkeeping Standard: Assumptions Note that 5015.2 assumes an entire detailed recordkeeping system that fully accounts for all records at the series, folder, and individual level The “file plan” defines the recordkeeping system; the “schedule” is applied to entities defined in the file plan

DoD 5015.2 Recordkeeping Standard: record metadata Unique identifier* Supplemental marking list Subject/Title* Media type* Format* Date filed* Publication date* Date received Author/Originator* Addressee* Other addressees* Originating organization* Location Vital record indicator Vital record review/update cycle* User-defined fields

DoD 5015.2 email metadata mapping Sender (Author/Originator) Primary addressees (Addressee) Other addressees (Other addressee) Date/time sent (Publication date) Date/time received (Date received) Subject (Subject/Title)

What about non-text objects? Creation metadata for non-text objects covers much the same ground: Information about occasion of creation Information about creator, intention, receiver Information about the object itself Many kinds of non-text objects: Images, still and moving Sound Multimedia

Connecting metadata to a non-text object Object is kept in specifically-defined file structure File name/ID is crucial to the connection XLink is used to connect the two using a series of XML attributes: <graphic xmlns:xlink=“http://www.w3.org/1999/xlink” xlink:type=“simple” xlink:href=“usr/local/coll1/object9.tif” xlink:show=“new” xlink:actuate=“onRequest” />