Metadata can be used to identify, authenticate and contextualise information and the people, processes and systems that create, maintain and use it.

It allows users to control, manage, find, understand and preserve information over time.

Some examples of metadata are:

• title
• author
• any registration number or other unique identifiers
• date created or received
• subject matter
• format
• history of use

Metadata capture and maintenance should be part of normal business, and information, data and records management processes.

Where possible, metadata creation and capture should be automated.

Metadata ensures that important details about your agency's information are recorded in a structured way, and provides valuable context to that information.

It also enables you to:

• control and manage records and other information resources
• verify the authenticity and integrity of records and information 
• discover and retrieve information
• capture technical details about information resources, so they can be rendered and read

Without metadata, information, data and records have no context, making them difficult to find, retrieve and use.

You attach metadata such as 'Title' manually when you create and save information. You may attach other elements such as 'Author' and 'Record Number' automatically. Metadata is embedded in all digital information.

Configuring systems to automatically create and capture metadata ensures information and records can be created, captured and managed.

Metadata standards are essential if metadata is to be useful and understood over time. Standards mean that uniform terms are used within and between environments and communities. This supports interoperability, the ability to share information between agencies and underpins Machinery of Government.

The National Archives of Australia endorses one metadata standard for information and records management in the Australian Government. This is called the Australian Government Recordkeeping Metadata Standard (AGRkMS). 

To support the implementation of AGRkMS, the National Archives created the minimum metadata set.

The minimum metadata set:

• identifies essential metadata properties so agencies can manage business information or transfer data to the National Archives and other agencies
• supports the Digital Continuity 2020 principles of interoperable systems and processes
• facilitates metadata implementation and information use in agencies

The minimum metadata set identifies 9 properties needed for efficient and effective business information management.

These fall under 3 categories: 

• Core - includes creator names, creation dates and identifiers and applies to all business information in systems.
• Additional - provides context for business information's long term use and management such as format, title, protective marking and disposal class.
• Transfer - supports the long-term management of, and access to, business information that may be valuable to the National Archives.

There are several benefits to adopting the minimum metadata set. It:

• reduces the number of metadata fields required to ensure agencies meet metadata standards
• is easier for agencies to implement and obtain
• provides a standard for the minimum information needed
• supports information sharing across government
• integrates with the National Archives information management systems
• enables agencies to use additional metadata to suit their business needs

Learn more about the minimum metadata set.

Cross-mapping 

The process of mapping relationships between different metadata schemas. Also known as cross-walking.

Cross-mapping can help identify equivalences and differences between schemas. 

Instances in which cross-mapping can be helpful include:  

• when properties in different schemas are used to describe the same thing. For example, one schema may use ‘dogs' and another ‘canines’. 
• when further description is available in a different schema. For example, one schema may only have ‘first name’ as a property while another has ‘first name’ and ‘preferred name’. 
• when formatting rules are different across schemas. For example, one schema may use ‘first name, last name’ and another ‘last name, first name’. 

Encoding scheme

A source to guide the structure of metadata properties and the types of data values which can be associated with them. 

For example, the Australian Government Recordkeeping Metadata Standard uses security classifications defined in the Protective Security Policy Framework as the encoding scheme for its Security Classification property. 

Another example is using an international standard for the syntax to represent dates and times. 

Entities  

Real life objects or concepts which can be described by metadata. 

Examples:  

• person 
• event 
• thing 
• relationships between other entities.

Properties (elements)

Particular features and characteristics of an entity. Also known as elements. 

Examples:  

• name 
• date of birth 
• place of birth.

Schema

A conceptual model that:

• structures the description of information assets
• sets rules for applying metadata description.

A schema facilitates standardised, complete and accurate descriptions about an information asset and its context.

A metadata schema will typically consist of:

• entities
• properties
• values
• encoding schemes. 

A schema which goes through a formal validation process can become a standard.

Values 

Content associated with properties to describe them.

For example, if the property is ‘place of birth’, the value might be ‘Melbourne’. The value may change for each individual person described.