Describing records

Records need to be described so that people know what they are about, understand their context and purpose and can find them easily when they need to.

Descriptive information about records is called metadata.

The basic metadata that needs to be captured for records is:

• the title
• who created, sent or received the record
• the date it was created or received
• the security classification
• the registration number or other unique identifier.

Other metadata may include:

• who has access to the record
• who has seen the record
• the date of any changes
• who made those changes.

Metadata can be captured manually, such as a person naming the document or file, or it can be collected automatically, such as when an information system automatically time-stamps a document that has been captured.

Digital information systems need to be designed to allow for creating, capturing and managing metadata.

Systems may capture some metadata but rely on users to enter other metadata. It is important to have business rules in place so staff know the information they need to enter and how to enter it.

Additional metadata is required when records are stored, accessed, amended, destroyed or transferred.

What metadata should be captured?

The Australian Government Recordkeeping Metadata Standard (pdf, 519kb) defines what records management metadata is needed for the Australian Government. The Australian Government Recordkeeping Metadata Standard Implementation Guidelines are provided for this standard.

Managing metadata

Metadata provides valuable contextual information about records and should be managed appropriately.

Remember that metadata:

• needs to be transferred with the records it describes
• needs to be kept after the record it describes has been destroyed to show evidence of its existence and destruction
• assists accountability.

Other sources of information on metadata

• Classification – this explains schemes for classifying records that provide metadata linking the record to the business it is documenting
• Titling records – provides practical guidance on titling records to reflect the content of the record.
• AGLS Metadata Standard – this is released by the National Archives and describes government resources and services that are available online.