1. Lifecycle Metadata for Digital Objects
September 25, 2002
Creation Metadata

2. Metadata from creating app (Word 2000 Statistics)

3. Metadata from creating app (Word 2000 General)

4. Metadata controlled by the user (Word 2000 Summary)

5. Metadata controlled by the user (Word 2000 Custom)

6. 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

7. 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

8. 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!)

9. 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)

10. 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)

11. 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]

12. DoD 5015.2 Recordkeeping Standard: Assumptions
Note that 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

13. 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

14. 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)

15. 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

16. 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=“
xlink:type=“simple”
xlink:href=“usr/local/coll1/object9.tif”
xlink:show=“new”
xlink:actuate=“onRequest”
/>