Describing records means recording information about their content, context and the processes that manage and maintain them. This descriptive information is called metadata (or structured data about other data). Metadata ensures that records can be found, read and understood both in the immediate and long term. Examples of records management metadata include:
Traditional metadata existed in the form of file and document registers, indexes, file movement cards and on the file cover. Nowadays, information systems need to be designed to administer metadata creation, capture and management.
Metadata such as when the record was made, and who made it should be applied when the record is created. Other metadata such as who has seen the record will be applied throughout the record's use. Metadata can be collected manually, such as an officer naming the document or file, or it can be collected automatically, such as when a information system time-stamps a document that has been captured.
The National Archives has defined what records management metadata is needed for the Australian Government. See:
For email, see:
Schemes for classifying records provide metatdata that links the record to the business it is documenting, see:
A record title is metadata about the content of the record. For some practical guidence on titling, see:
The National Archives has also released the AGLS Metadata Standard which describes government resources and services that are available online.