IT-021 Seminar - Presentation 4 - Anne Picot

AS/NZS ISO 23081 series, Information

and documentation Records

management processes Metadata
for records
Presented by Anne Picot

METADATA STANDARDS
Agenda
1. Why metadata and how does it fit in recordkeeping?
2. The family of ISO 23081 Metadata for Records
3. AS 5478, Recordkeeping Metadata Element
Reference Set
4. Adoption/implementation
WHERE DID THE STANDARDS COME FROM?
Originated with research project at Monash
Then individual jurisdictions started to issue their own standards

The standardisation work we were doing was picked up
internationally and developed there
ISO 23081-1, Metadata for Records Principles,
ISO 23081-2, Metadata for Records Conceptual and

Implementation Issues
ISO 23081-3, Metadata for Records Self Assessment Checklist
Reproduced with permission from SAI Global Ltd under Licence 1407-c120
METADATA QUANTITIES PROLIFERATING

The statistics surrounding Big Data are enormous and range from fun
facts like every 2 days we create as much information as we did from
the dawn of civilization up until 2003,* to critical information to get your
business ready. For instance, Gartner reports that Big Data will drive
$232 billion in spending through to 2016, creating 4.4 million IT jobs
globally.
* See http://www.bigdatafs.com/
WHAT DO WE NEED
There are no information

systems, computer systems,
communication systems in a
digital world that are not reliant
upon metadata
Records and information
management needs to be
redesigned to be done
automatically
Records need to be captured

once, and be inherited, reused,
mined as information sources,
and last as long as required
Industrial strength processes are

needed
ISO 23081-1, METADATA FOR RECORDS PRINCIPLES

Core ideas:
Recordkeeping metadata, data which describes the context,
content and structure of records and their management through
time.
Two classes of metadata
1) Point of capture metadata
2) Process metadata which keeps accumulating for the
lifespan of the record
Levels of aggregation
Policies required and roles & responsibilities
Links to the processes of records management in ISO 15489-1
RECORDKEEPING METADATA MODEL ENTITY: BUSINESS
RELATIONSHIPS BETWEEN METADATA ENTITIES
Figure 4: Coverage of Recordkeeping Metadata

MANDATES
Govern
n
io
at
l
e
R
Business Transaction
Business Activity
Business Function
Govern
Ambient Function
BUSINESS
Recordkeeping Business Transaction

Recordkeeping Business Activity
Recordkeeping Business Function
tion
Rela
Relat
ion
n
io
at
el
R
Account For
ion
lat
Re
Establish
Competencies
Recordkeeping Ambient Function
n
io
at
el
R
n
io
at
l
e
R
Re
lat
ion
BUSINESS
RECORDKEEPING
Person/Actor
Record Object
Organisational Unit/Work Group
Record Aggregation
Organisation/Corporate Body
Corporate Archive/ RK System
Social Institution
AGENTS/PEOPLE
R
el
at
io
n
Collective Archives
Relation
RECORDS
AND THIS IS WHAT WE DO
PART 2: CONCEPTUAL AND

IMPLEMENTATION ISSUES, 2008
Asks practical questions like:
How much metadata
When should it be captured
Where should/could it be stored
How should it be structured
What principles should guide the choice of specific
elements
Addresses issues such as:
Sustainability
Interoperability
Building requirements into business systems
PART 3: SELF ASSESSMENT CHECKLIST

This is an Excel spreadsheet
Uses requirements from Parts 1 & 2
Constructed as a set of questions, allowing responses to
be graded
Analysis provides an assessment of what areas you may
need further work in, what areas are good to go
Kind of a maturity assessment tool
AS 5478, RECORDKEEPING METADATA

ELEMENT REFERENCE SET
This about to be published standard provides a list of
elements (properties) and some standard encoding
schemes (lists of values)
Developed reluctantly in response to demand
But also in response to the fact that many jurisdictions
were doing their own thing
It will be used as a mapping tool, as a way of
structuring data
HAVE THESE STANDARDS BEEN USED

AS WE HOPED?
Reluctant adoption - too complex, foreign terms, academic,
worst, vendors are dismissive
Too much metadata we need to
Filter the plethora of metadata that exists now
Find and standardise that metadata & its label
Undertake appraisal on metadata
how long do we keep metadata?
MEETING THE CHALLENGE

Recordkeeping metadata extraordinarily powerful tool.
We need to regain the confidence the Australian
industry had in its mission and capabilities a decade
ago.
Our standards are a foundation for meeting the
challenges of information governance and (whisper)
recordkeeping in the contemporary organisation.
ACKNOWLEDGEMENT
ISO material quoted in these presentations are extracts from the
relevant cited standard, or based on it, and is reproduced with
permission from SAI Global Ltd under Licence 1403-c009 and
1407-c120.
The Standards can be purchased online at: http://www.saiglobal.com
THANK YOU

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AS/NZS ISO 23081 series, Information

and documentation Records

Presented by Anne Picot

WHERE DID THE STANDARDS COME FROM?

Originated with research project at Monash

Then individual jurisdictions started to issue their own standards

ISO 23081-1, Metadata for Records Principles,

ISO 23081-2, Metadata for Records Conceptual and

ISO 23081-3, Metadata for Records Self Assessment Checklist

METADATA QUANTITIES PROLIFERATING

There are no information

Records need to be captured

Industrial strength processes are

ISO 23081-1, METADATA FOR RECORDS PRINCIPLES

RECORDKEEPING METADATA MODEL ENTITY: BUSINESS

RELATIONSHIPS BETWEEN METADATA ENTITIES

Figure 4: Coverage of Recordkeeping Metadata

Recordkeeping Business Transaction

Recordkeeping Business Function

Recordkeeping Ambient Function

Organisational Unit/Work Group

Corporate Archive/ RK System

AND THIS IS WHAT WE DO

PART 2: CONCEPTUAL AND

PART 3: SELF ASSESSMENT CHECKLIST

AS 5478, RECORDKEEPING METADATA

HAVE THESE STANDARDS BEEN USED

MEETING THE CHALLENGE

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