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 |
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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 |
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collection object |
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collection call number |
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Maybe |
Yes |
Yes |
Yes |
|
collection object |
|
collection title |
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Yes |
No |
Yes |
Yes |
|
collection object |
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accession number |
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No |
No |
Maybe? |
No |
Yes |
? |
Document identifier |
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Yes |
No |
Yes |
Maybe |
No |
autogenerated |
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archival context |
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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) |
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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 |
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 |
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Conditions governing use/reproduction (note) |
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Maybe |
No |
Yes |
No |
Yes (archivist) |
EAD |
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Scope and contents |
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Yes |
No |
Yes |
No |
Yes |
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Creator |
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Yes |
Yes |
Yes |
No |
Yes (archivist) |
FTK / parent object |
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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) |
|
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 |
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document size |
Indicates the file or document's size on a filesystem |
No |
No |
Yes |
No |
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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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FTK / |
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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 |
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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 |
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Document or file name assigned to an object by an operating system |
Yes |
No |
Yes |
No |
Maybe |
FTK / Ingest |
document location |
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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 |
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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 |
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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 |
|
|
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 |
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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 |
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tags that archivists/curators add - become facets (How are these different from access points) |
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yes |
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Web UI |
creator tag |
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tags by creator - become facets by creator (How are these different from access points) |
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yes |
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Web UI |
(pre-)approved user tag |
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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 (?) |
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yes |
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Web UI |
user created tag |
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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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? |
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Web UI |
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