Proposed list of metadata fields to drive the discovery and delivery of document level objects
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 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.
Field Name | ISAD(G) Element | Description | Searchable? | Facet? | Display? | Sortable? | Allow edit? | Metadata Source |
|---|---|---|---|---|---|---|---|---|
|
| Fields required for Standards-Compliant Archival Description |
|
|
|
|
|
|
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 |
|
| No | No | Maybe? | No | 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 / Parent object(s) / EAD |
Level of description | Identifies the level of arrangement of the unit of description | No | Maybe | Yes | No | Yes (archivist) |
| |
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 | 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/reproduction (note) |
| Maybe | No | Yes | No | Yes (archivist) | EAD | |
Scope and contents |
| Yes | No | Yes | No | Yes |
| |
Creator |
| Yes | Yes | Yes | No | Yes (archivist) | FTK / parent object | |
subject heading, name, etc. (manually assigned) |
|
| Yes | Yes | Yes | No | Yes (archivist) | FTK / |
subjects, name, place (software generated) |
|
| Yes | Yes | Yes | No | Yes (archivist) | Entity extraction software/service (e.g. OpenCalais) |
Citation |
|
| No | No | Yes | No | Yes (archivist) |
|
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 | |
|
| Additional fields required for assets |
|
|
|
|
|
|
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 |
| FTK / | |
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. |
|
|
|
|
|
| |
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 |
| FTK / |
mime type (original) | The mime type indicates the type of document and may indicate the application that was used to create the document | Maybe | No | Maybe | No |
| Ingest | |
mime type (presentation version) |
|
| No | Maybe | Maybe | No |
| Ingest |
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 |
|
checksum |
|
| No | No | Yes | No | No | FTK / Ingest |
Take-down request / policy |
|
| No | No | Yes | No | Yes (public for request) | Web UI |
Original file |
|
| No | No | Yes | No | No |
|
Display version of the original file |
|
| No | No | Yes | No | No |
|
Presentation format history |
| Automated? piece to say that original file X was converted by Person Y using software Z on this date |
|
|
|
|
|
|
|
| User-generated content |
|
|
|
|
|
|
annotations ("stories") |
|
| 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 |
|
|
| Web UI |
creator tag |
| tags by creator - become facets by creator (How are these different from access points) |
| yes |
|
|
| Web UI |
(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 |
|
|
| Web UI |
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?) |
| ? |
|
|
| Web UI |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
