Fri Sep 19 05:52:25 PDT 2014

TechArch: Metadata: What Metadata should be ingested, created, retained, and presented?


Options:

Fill out as many of these as may apply:

Upon [Creation / Management / Access / Disposition / Acquisition / Preservation / Output]
produce [D-date / P-persons / B-bond / T-technology / AT-attachments / F-form / S-subject (action or matter) / SS-seals & signs / AU-authentication (inc digital sig, attestation etc) / R-rights and access / H-handling (office) / DO-external documentation and system metadata (policy, context, appraisal, transfer, audits of system activity, requests on the records) / AN-annotation / L-location]
per [details]


Basis:

The template for understanding describes the different facets of chain of preservation in context:

Upon Per Standard ProducePer
Creation
Management
Access
Disposition
Acquisition
Preservation
Output
M [MoReq 2010]
D [Dublin core]
P [PREMIS]
D [date]
P [persons]
B [bond]
T [technology]
AT [attachments]
F [form]
S [subject (action or matter)]
SS [seals & signs]
AU [authentication (inc digital sig, attestation etc)]
R [rights and access]
H [handling (office)]
DO [external documentation and system metadata (policy, context, appraisal, transfer, audits of system activity, requests on the records)]
AN [annotation]
L [location]
Fill in details
Structure of metadata ingestion, creation, presentation, and retention

The following table codifies a roll-up of the standards in context of the COP framework.

FunctionMDPTypeDecription
CreationDDthe date of document creation
CreationMDDchronological date (and possibly time) of compilation and capture;
CreationDF documentary form - that is: , whether the document is a report, a letter, a contract, etc.; and
CreationDT digital presentation - that is: , file format, wrapper, encoding, etc.
CreationMD chronological date (and possibly time) of transmission from the originator;
CreationMD chronological date (and possibly time) of receipt and capture;
CreationDF documentary form - that is: , whether the document is a report, a letter, a contract, etc.; and
CreationDT digital presentation - that is: , file format, wrapper, encoding, etc.
CreationDPauthor(s) - that is: , the physical or juridical person(s) responsible for issuing the document;
CreationDAUsubscription - that is: , the name of the author or writer appearing at the bottom of the document; and
CreationDAUqualification of signature - that is: , the mention of the title, capacity and /or address of the person or persons signing the document;
CreationDAT indication of any attachments - that is: , mention of autonomous digital objects linked inextricably to the document.
CreationDPwriter(s) - that is: , the physical person(s) or position(s) responsible for articulating the content of the document;
CreationDPaddressee(s) - that is: , the physical or juridical person(s) for whom the document is intended;
CreationDPoriginator(s) (if different from the author or writer) - that is: , the physical person(s), position(s) or office(s) responsible for the electronic account or technical environment where the document is generated and /or from which the document is transmitted; [1] and
CreationDPreceiver(s) or recipient(s) - that is: , the physical or juridical person(s) to whom the document may be copied or blind copied for information purposes;
CreationDS name of the action or matter - that is: , the subject line(s) and /or the title at the top of the document;
CreationDAU indication of the presence of a digital signature;
CreationDAUcorroboration - that is: , an explicit mention of the means used to validate the document;
CreationDAUattestation - that is: , the validation of the document by those who took part in the issuing of it, and by witnesses to the action or to the 'signing' of the document;
CreationDB classification code; and
CreationMDB planned disposition (if not evident in the classification code).
CreationDB registration number.
CreationDP name of creator;
CreationDR indication of copyright or other intellectual rights;
CreationDH name of handling office (if not evident in the classification code);
CreationDH name of office of primary responsibility (if not evident in the classification code and records retention schedule);
CreationDR access restriction code (if not evident in the classification code);
CreationDR access privileges code (if not evident in the classification code);
CreationDB vital record code (if not evident in the classification code); and
CreationDAN priority of transmission; (urgent, etc.)
CreationDD transmission date, time and /or place;
CreationDSS actions taken;
CreationDD dates and times of further action or transmission; and
CreationDAT information on any attachments - that is: , mention of autonomous items that were linked inextricably to the document prior to its transmission for the document to accomplish its purpose.
CreationDF draft or version number;
CreationMDD archival or filing date - that is: , the date on which a record is officially incorporated into the creator's records;
CreationDAT indication of any annotations[5] or new attachments (e.g., records profiles);
CreationDR access restriction code (if applicable and if not evident in the classification code) - that is: , indication of the person, position or office authorized to read the record;
CreationDR access privileges code (if applicable and if not evident in the classification code) - that is: , indication of the person, position or office authorized to annotate the record, delete it, or remove it from the system;
CreationDB vital record code (if applicable and if not evident in the classification code) - that is: , indication of the degree of importance of the record to continue the activity for which it was created or the business of the person /office that created it;[6] and
CreationMDB planned disposition (if not evident in the classification code)-for example, removal from the live system to storage outside the system, transfer to the care of a trusted custodian, or scheduled deletion.
CreationDB expression of archival bond (e.g., via classification code, file identifier, record item identifier, dossier identifier, etc.);
CreationDP name of the creator - that is: , the name of the physical or juridical person in whose archival fonds the record exists;
CreationDR indication of copyright or other intellectual rights (if applicable);[2]
CreationDB indication, as applicable, of the existence and location of duplicate records, whether inside or outside the record-making or recordkeeping systems and, in instances where duplicate records exist, which is the authoritative copy - that is: , the instantiation of a record that is considered by the creator to be its official record and is usually subject to procedural controls that are not required for other instantiations;[3]
CreationMDH name of the handling office (if not evident in the classification code) - that is: , the person or office using the record to carry out business;
CreationDH name of the office of primary responsibility (if not evident in the classification code or the records retention schedule) - that is: , the office given the formal competence for maintaining the authoritative version or copy of records belonging to a given class within a classification scheme;[4]
CreationDT indication of any technical changes to the records-for example, change of encoding, wrapper or format, upgrading from one version to another of an application, or conversion of several linked digital components to one component only-by embedding directly in the record digital components that were previously only linked to the record, such as audio, video, graphic or text elements like fonts;
CreationDDO indication of the record(s) transferred;
CreationDP name of the person effecting the transfer;
CreationDP name of the entity to whom the records are transferred (if different than the office of primary responsibility); and
CreationMDD date /time of the transfer.
ManagementDTindication of the original state (e.g., file format) of the record(s) prior to storage;
ManagementDTindication of any modification(s) made to the record(s) in preparation for storage;
ManagementDTindication of the state of the record(s) after the modification(s) (e.g., impact on form, format, authenticity, etc.);
ManagementDDOreason /authorization for the modification(s) (e.g., through reference to the relevant section of the recordkeeping storage system strategy);
ManagementDDdate /time of any modification(s);
ManagementDPname of the person responsible for the modification(s);
ManagementDPname of person responsible for placing the record(s) in storage;
ManagementMDDdate /time the record(s) was /were placed in storage; and
ManagementDLlocation of the record(s) in storage.
Management-DOindication of the reason /authorization for the backup (e.g., through reference to the relevant section of the recordkeeping storage system strategy);
Management-Tindication of the type of backup (e.g., incremental, differential, full) ;
Management-DOindication of the extent or content of the backup (e.g., full system, selected groups of records, etc.);
Management-Pname of the person creating the backup;
Management-Ddate /time of the backup;
Management-Tindication of the software application (including version number) used to create the backup;
Management-Llocation of the backup; and
ManagementDBbackup identification number.
ManagementDTindication of the original state (e.g., file format) of the record(s) prior to correction;
Management-Tindication of the correction process(es) used;
ManagementDTindication of the state of the record(s) after correction (e.g., impact on form, format, authenticity, etc.);
Management-DOindication of the reason /authorization for the correction(s) (e.g., through reference to the relevant section of the recordkeeping storage system strategy);
Management-Pname of the person responsible for the correction(s);
ManagementDDdate /time of the correction(s);
Management-Llocation of the corrected record(s); and
ManagementDBcorrection identification number.
ManagementDTindication of the original state (e.g., file format) of the record(s) prior to update;
Management-Tindication of the update process(es) used;
ManagementDTindication of the state of the record(s) after update (e.g., impact on form, format, authenticity, etc.);
Management-DOindication of the reason /authorization for the update(s) (e.g., through reference to the relevant section of the recordkeeping storage system strategy);
Management-Pname of the person responsible for the update(s);
ManagementDDdate /time of the update(s);
Management-Llocation of the updated record(s); and
ManagementDBupdate identification number.
ManagementDTindication of the original state (e.g., file format) of the record(s) prior to refreshing;
Management-Tindication of the refreshing process(es) used;
ManagementDTindication of the state of the record(s) after refreshing (e.g., impact on form, format, authenticity, etc.);
Management-DOindication of the reason /authorization for the refreshing(s) (e.g., through reference to the relevant section of the recordkeeping storage system strategy);
Management-Pname of the person responsible for the refreshing(s);
ManagementDDdate /time of the refreshing(s);
Management-Llocation of the refreshed record(s); and
ManagementDBrefreshing identification number.
Access-DO Manage Access to Kept Records
Access-DO Managing Requests for Kept Records and /or Information (A3.3.3)
Access-DO Processing Requests for Kept Records and /or Information (A3.3.3.1)
Access-DO Registering Recordkeeping Access Requests (A3.3.3.1.1) (Does this mean the requester is being given access to the RK system?)
Access-DO name of the person requesting the record(s) and /or information;
Access-DO name of the person issuing the notification of receipt; and
Access-DO date /time the notification of receipt was sent.
Access-DO name of the person for whom the request is being made (if different than the above);
Access-DO date /time of the request;
Access-DO indication of the records and /or information requested;
Access-DO access privileges of the requester;
Access-DO name of the person registering the request;
Access-DO request registration number;
Access-DO indication of notification of receipt sent (including indication of any additional information needed to register the request, if any);
Access-DO name of person to whom the notification of receipt was sent;
Access-DO Verifying Retrieved Kept Records and /or Information (A3.3.3.3)
Access-DO request registration number;
Access-DO indication of the measures used to verify the retrieved digital components and /or information;
Access-DO name of the person verifying the retrieved digital components and /or information;
Access-DO indication of the determination of verification (i.e., verified, rejected);
Access-DO reason(s) for rejection (as appropriate);
Access-DO indication of required maintenance action(s) (as appropriate); and
Access-DO date of verification /rejection.
Access-DO Providing Access to Retrieved Kept Records and /or Information (A3.3.3.4)
Access-DO Reconstituting Kept Records and /or Information (A3.3.3.4.1)
Access-DO indication of any problems encountered in reconstituting the records and /or information in authentic form;
Access-DO indication of required maintenance action(s);
Access-DO indication of any redaction for privacy or copyright reasons;
Access-DO indication of the reason /authorization for the redaction;
Access-DO date of the redaction;
Access-DO name of the person responsible for handling /executing the redaction; and
Access-DO registration number of the record copy of the redacted record issued to the user.
Access-DO This activity results in the production or compilation of two sets of metadata: one set of integrity metadata for the creator to document the activity and one set of identity and integrity metadata for the user. Metadata captured for this activity could include:
Access-DO Records Creator (integrity metadata)
Access-DO For requests that are fulfilled (in part or in whole)
Access-DO Identity metadata[3]
Access-DO Manifesting Kept Records and /or Information (A3.3.3.4.2)
Access-DO Integrity metadata (as necessary)
Access--- Identity elements exist and are brought forward - restating them does not affect the record - Records User
Access-DO indication of the record(s) and /or information presented;
Access-DO indication of why the request cannot be fulfilled;
Access-DO name of the person responsible for determining that the request cannot be fulfilled;
Access-DO indication that a notification of rejection was sent;
Access-DO name of the person to whom the rejection notification was sent;
Access-DO name of the person responsible for issuing the rejection notification; and
Access-DO date /time the rejection notification was sent.
Access-DO name(s) of the person(s) concurring in formation of the record(s);
Access-DO name(s) of action or matter;
Access-DO date(s) of creation and transmission of the record(s);
Access-DO expression of archival bond; and
Access-DO indication of any redaction for privacy or copyright reasons (as appropriate);
Access-DO indication of any attachments.
Access-DO indication of access privileges used to control creation and maintenance of the presented record(s);[4]
Access-DO indication of protective procedures used to prevent corruption of the presented record(s);[5]
Access-DO indication of protective procedures used to guarantee the continuing identity and integrity of the presented records against media deterioration and across technological change;[6]
Access-DO indication of the means by which the presented record(s) was /were authenticated;
Access-DO indication of instances where a copy of a presented record is known not to fully and faithfully reproduce the elements expressing its identity and integrity;
Access-DO indication of any redaction for privacy or copyright reasons;
Access-DO indication of the reason /authorization for the redaction;
Access-DO date of the redaction;
Access-DO name of the person responsible for handling /executing the redaction;
Access-DO indication of a Certificate of Authenticity, if issued;
Access-DO date when the requested record(s) and /or information were presented; and
Access-DO name of the person responsible for handling /executing the access request.
Access-DO indication of the means by which the records were authenticated [1]
Access-DO name of the person to whom the record(s) and /or information were presented;
Access-DO date when the record(s) and /or information were presented;
Access-DO name of the person responsible for handling /effecting the access request;
Access-DO indication of the state or condition of the record(s) and /or information at time the request was fulfilled (including, especially, an indication of instances where a copy of a presented record is known not to fully and faithfully reproduce the elements expressing its identity and integrity);[2] and
Access-DO indication of any problems encountered in manifesting the records and /or information in authentic form.
Access-DO Packaging Kept Records and /or Information for Output (A3.3.3.4.3)
Access-DODO09 + Cert of Auth) This activity results in the production of the same two sets of metadata outlined above, with the exception of the indication of a Certificate of Authenticity.
Disposition-Bindication of the records and related information (e.g., records profiles, index references, etc.) destroyed;
DispositionMDDOindication of the reason /authorization for the destruction (e.g., reference to the relevant retention schedule, including the version number of the retention schedule, as applicable);
Disposition-Pname of the person responsible for handling /executing the destruction; and
DispositionMDdate /time of the destruction.
Disposition-Tindication of any technical changes applied to the records in preparation for the transfer (e.g., conversion to a new format), including the results /consequences of the actions (especially with regard to authenticity);
Disposition-DOindication of the reason /authorization for the actions (e.g., reference to the relevant terms and conditions of transfer);
Disposition-Pname of the person responsible for handling /executing the transfer preparation actions; and
DispositionDDdate /time when the actions were carried out.
Disposition-DO indication of the records transferred; (note: need checksum)
Disposition-DOindication of the reason /authorization for the transfer (e.g., reference to the relevant terms and conditions of transfer);
DispositionMDBcreator's transfer registration number;
Disposition-Pname of the person responsible for handling /executing the transfer;
DispositionDPname of the entity to whom the records were transferred; and
DispositionMDdate /time of the transfer.
AcquisitionPPname of the person responsible for effecting the transfer;
AcquisitionPDdate and time the notification was sent.
AcquisitionMDPB transfer registration number assigned by the transferring agent;
AcquisitionMPDdate and time the transfer was received;
AcquisitionPPname of the person registering the transfer;
AcquisitionDPBtransfer registration number assigned by the person registering the transfer;
AcquisitionPDOindication of the reason /authorization for the transfer (e.g., reference to the relevant terms and conditions of transfer);
AcquisitionPDOindication of records and other transfer documentation received;
AcquisitionPPname of person(s) to whom a notification of receipt of transfer was issued;
AcquisitionPPname of the person who issued the notification; and
AcquisitionPDdate /time the transfer was accepted as authorized;
AcquisitionPDOindication of the reason for the rejection;
AcquisitionDPBtransfer authorization rejection number (as assigned by the preserver); and
AcquisitionPDOterms and conditions of transfer number.
AcquisitionPPname of the person confirming the authorization of transfer;
AcquisitionDPBtransfer authorization number (as assigned by the preserver); and
AcquisitionPDOterms and conditions of transfer number.
AcquisitionPDdate /time the transfer was rejected as unauthorized;
AcquisitionPPname of the person rejecting the transfer;
AcquisitionPPname of person(s) to whom a notification of rejection of transfer was issued;
AcquisitionPPname of the person who issued the rejection notification;
AcquisitionPDdate and time the rejection notification was sent;
AcquisitionPDdate /time the transfer was accepted as verified;
AcquisitionPDdate and time the rejection notification was sent;
AcquisitionPDOindication of the measures used to assess the content of the transfer;
AcquisitionPDOindication of the reason(s) for the rejection;
AcquisitionDPBtransfer content rejection number (as assigned by the preserver); and
AcquisitionPDOterms and conditions of transfer number.
AcquisitionPDO(checksum) indication of the measures used to verify the transfer;
AcquisitionPPname of the person verifying the transfer;
AcquisitionDPBtransfer content verification number (assigned by the preserver); and
AcquisitionPDOterms and conditions of transfer number.
AcquisitionPDdate /time the transfer was rejected as containing incorrect or corrupted content;
AcquisitionPPname of the person rejecting the transfer;
AcquisitionPPname of the person(s) to whom a notification of rejection of transfer was issued;
AcquisitionPPname of the person who issued the rejection notification;
AcquisitionPDdate /time the transfer was accepted as containing authentic records;
AcquisitionPPname of the person who issued the rejection notification;
AcquisitionPDdate and time the rejection notification was sent;
AcquisitionPDOindication of the measures used to assess the authenticity of the records in the transfer;
AcquisitionPDOindication of the reason(s) for the rejection;
AcquisitionPBtransfer authenticity rejection number (as assigned by the preserver);
AcquisitionPBauthenticity assessment report number (assigned by the preserver); and
AcquisitionPDOterms and conditions of transfer number.
AcquisitionPDOindication of the measures used to confirm authenticity;
AcquisitionPPname of the person confirming the authenticity;
AcquisitionPBauthenticity assessment report number (assigned by the preserver);
AcquisitionPBtransfer authenticity verification number (assigned by the preserver); and
AcquisitionPDOterms and conditions of transfer number.
AcquisitionPDdate /time the transfer was rejected as containing records that could not be authenticated;
AcquisitionPPname of the person rejecting the transfer;
AcquisitionPPname of the person(s) to whom a notification of rejection of transfer was issued;
AcquisitionPDdate /time the feasibility of preservation was confirmed;
AcquisitionPDdate and time the rejection notification was sent;
AcquisitionPDOindication of the measures used to confirm the feasibility of preservation;
AcquisitionPDOindication of the reason(s) for the rejection;
AcquisitionPBfeasibility report number (assigned by the preserver);
AcquisitionPBfeasibility rejection number (assigned by the preserver); and
AcquisitionPDOterms and conditions of transfer number.
AcquisitionPPname of the person confirming the feasibility;
AcquisitionPBfeasibility report number (assigned by the preserver);
AcquisitionPBfeasibility verification number (assigned by the preserver); and
AcquisitionPDOterms and conditions of transfer number.
AcquisitionPDdate /time the transfer was rejected as containing records that cannot be preserved;
AcquisitionPPname of the person rejecting the transfer;
AcquisitionPPname of the person(s) to whom a notification of rejection of transfer was issued;
AcquisitionPPname of the person who issued the rejection notification;
AcquisitionDPP name of the juridical or physical person that created the records;
AcquisitionDPDO rights document number (e.g., deed of gift, contract, etc.);
AcquisitionPPname of the person responsible for effecting the accession; and
AcquisitionPLlocation of the accession.
AcquisitionDPToriginal state of the records in the transfer when received;
AcquisitionPDOindication of the security and control procedures used for the transfer;
AcquisitionPTindication of any modifications made to the records since their receipt
AcquisitionPTindication of the post-modification state of the records (especially in relation to the impact of the modifications on the records' form, format, authenticity, etc.) (as appropriate);
AcquisitionPDOreason /authorization for the modifications (as appropriate);
AcquisitionDPDdate of the modifications (as appropriate); and
AcquisitionPPname of the person responsible for the modifications (as appropriate).
AcquisitionDPP name of the juridical or physical person that transferred, donated or sold the records; and
AcquisitionPDO quantity and characteristics of the records;
AcquisitionDPBtransfer registration number;
AcquisitionPBaccession registration number;
AcquisitionPBaccrual registration number (as appropriate);
AcquisitionPDdate the records are accessioned;
AcquisitionPP name of the person(s) holding the rights;
AcquisitionDPDO terms and condition of the rights, including jurisdiction, duration, pertaining to which records, etc.; and
PreservationPBmaintenance activity identification number(s) (i.e., backup, correction, update or refreshment identification number(s), as a mechanism for location of the record(s) and for linking to the relevant maintenance activity report(s) /metadata); and
PreservationPBaccession number(s).
PreservationDPBtransfer registration number (Note that the record(s) being described inherit the identity /integrity metadata recorded in the transfer registration register.)
PreservationDPP name of the person(s) holding the rights; (indication of rights that apply to record(s) being descibed)
PreservationDPDO terms and condition of the rights, including jurisdiction, duration, pertaining to which records, etc.; (indication of rights that apply to record(s) being descibed)
PreservationDPDO rights document number (e.g., deed of gift, contract, etc.); (indication of rights that apply to record(s) being descibed)
PreservationPLlocation of the record(s) in storage;
PreservationPDdate of the description;
PreservationPPname of the person responsible for the description; and
PreservationPDOindication of the description rules used.
PreservationPBaccession number (Note that the record(s) being described inherit the identity /integrity metadata recorded in the accessions register.)
PreservationPBaccrual number (as appropriate) (Note that the record(s) being described inherit the identity /integrity metadata recorded in the accruals register.)
PreservationPBparent unit number (as appropriate) (Note that the record(s) being described inherit the identity /integrity metadata recorded for the parent unit.)
PreservationDPTindication of the original state of the record(s) when received (Note that state in this context is characterized in relation to the information for preservation carried forward from the appraisal process.);
PreservationPDOindication of the security and control procedures used for records transfer, maintenance and reproduction activities;
PreservationDPTindication of the current state of the records (Note that state in this context is characterized in relation to the updated information for preservation issuing from the processes of correcting, updating and /or refreshing digital components or storage.);
PreservationPBmaintenance activity identification number(s) (as appropriate)-provides a link to information about any maintenance actions applied to the record(s) (e.g., correcting, updating, refreshing), and the impact of these actions on the form, format, authenticity, etc., of the record(s);
PreservationDPRindication of any access restriction(s) related to copyright, privacy, etc.;
PreservationDTindication of the original state (e.g., file format) of the record(s) prior to storage;
Preservation-Tindication of any modification(s) made to the record(s) in preparation for storage;
PreservationDTindication of the state of the record(s) after the modification(s) (e.g., impact on form, format, authenticity, etc.);
Preservation-DOindication of the reason /authorization for the modification(s) (e.g., through reference to the relevant section of the preservation storage system strategy);
PreservationDDdate /time of any modification(s);
Preservation-Pname of the person responsible for the modification(s);
Preservation-Pname of person responsible for placing the record(s) in storage;
PreservationMDdate /time the record(s) was /were placed in storage; and
Preservation-Llocation of the record(s) in storage.
Preservation-DOindication of the reason /authorization for the backup (e.g., through reference to the relevant section of the preservation storage system strategy);
Preservation-Tindication of the type of backup indication of the type of backup (e.g., incremental, differential, full) ;
Preservation-DOindication of the extent or content of the backup (e.g., full system, selected groups of records, etc.);
Preservation-Pname of the person creating the backup;
Preservation-Ddate /time of the backup;
Preservation-Tindication of the software application (including version number) used to create the backup;
Preservation-Llocation of the backup; and
Preservation-Bbackup identification number.
PreservationDTindication of the original state (e.g., file format) of the record(s) prior to correction;
Preservation-Tindication of the correction process(es) used;
PreservationDTindication of the state of the record(s) after correction (e.g., impact on form, format, authenticity, etc.);
Preservation-DOindication of the reason /authorization for the correction (e.g., through reference to the relevant section of the preservation storage system strategy);
Preservation-Pname of the person responsible for the correction;
PreservationDDdate /time of the correction; and
Preservation-Bcorrection identification number, as a mechanism for location of the record(s) and linked to an accession number(s).
Output-DOProcessing Requests for Preserved Records and /or Information (A4.5.3.1)
Output-DORegistering Preservation Access Requests (A4.5.3.1.1)
Output-DOThis activity involves capturing some or all of the following metadata in an access register or similar instrument:
Output-DOname of the person requesting the records /information;
Output-DOname of the person who issued the receipt notification; and
Output-DOdate and time the receipt notification was sent.
Output-DOname of the person for whom the request is being made (if different than the requestor);
Output-DOaccess privileges of the requestor (as appropriate);
Output-DOindication of the records and /or information requested;
Output-DOdate and time the request was received /registered;
Output-DOname of the person registering the request;
Output-DOaccess request registration number (as assigned by the preserver);
Output-DOname of the person to whom a notification of receipt of request was issued;
Output-DOindication of additional information required to register request (if necessary)
Output-DOVerifying Retrieved Records and /or Information (A4.5.3.3)
Output-DOIf the completeness, accuracy and ability to process the retrieved components and information is verified, the following information is recorded as metadata in a retrieval register or similar instrument:
Output-DOIf the retrieval cannot be verified, the following information is recorded as metadata in the retrieval register:
Output-DOdate /time the retrieval was accepted as verified;
Output-DOdate and time the order was sent;
Output-DOindication of the measures used to assess the retrieval;
Output-DOindication of the reason(s) for the rejection;
Output-DOretrieval rejection registration number; and
Output-DOretrieval request registration number.
Output-DOindication of the measures used to verify the retrieval;
Output-DOname of the person verifying the retrieval;
Output-DOretrieval verification registration number; and
Output-DOretrieval request registration number.
Output-DOdate /time the retrieval was rejected;
Output-DOname of the person rejecting the retrieval;
Output-DOname of the person to whom an order to rectify the retrieval was issued;
Output-DOname of the person who issued the order;
Output-DOReconstituting Preserved Records and /or Information (A4.5.3.4.1)
Output-DOIntegrity metadata captured for this activity could include:
Output-DOindication of any problems encountered in reconstituting the records and /or information in authentic form;
Output-DOindication of required maintenance action(s);
Output-DOindication of any redaction for privacy or copyright reasons;
Output-DOindication of the reason /authorization for the redaction;
Output-DOdate of the redaction;
Output-DOname of the person responsible for handling /executing the redaction; and
Output-DOregistration number of the record copy of the redacted record issued to the user.
Output-DOManifesting Preserved Records and /or Information (A4.5.3.4.2)
Output-DOThis activity results in the production of two sets: one set of integrity metadata for the preserver to document the activity and one set of identity and integrity metadata for the user. Metadata captured for this activity could include:
Output-DODesignated Preserver (integrity metadata)
Output-DOFor requests that are fulfilled (in part or in whole)
Output-DOFor requests that cannot be fulfilled (in part or in whole)
Output-DORecords User
Output-DOIdentity metadata
Output-DOIntegrity metadata (as necessary)
Output-DOindication of the record(s) and /or information presented;
Output-DOindication of why the request cannot be fulfilled;
Output-DOname of the person responsible for determining that the request cannot be fulfilled;
Output-DOindication that a notification of rejection was sent;
Output-DOname of the person to whom the rejection notification was sent;
Output-DOname of the person responsible for issuing the rejection notification; and
Output-DOdate /time the rejection notification was sent.
Output-DOname(s) of the person(s) concurring in formation of the record(s);
Output-DOname(s) of action or matter;
Output-DOdate(s) of creation and transmission of the record(s);
Output-DOexpression of archival bond; and
Output-DOindication of any redaction for privacy or copyright reasons (as appropriate);
Output-DOindication of any attachments.
Output-DOindication of access privileges used to control preservation of the presented record(s);[21]
Output-DOindication of protective procedures used to prevent corruption of the presented record(s);[22]
Output-DOindication of protective procedures used to guarantee the continuing identity and integrity of the presented records against media deterioration and across technological change;[23]
Output-DOindication of the means by which the presented record(s) was /were authenticated;
Output-DOindication of instances where a copy of a presented record is known not to fully and faithfully reproduce the elements expressing its identity and integrity;
Output-DOindication of any redaction for privacy or copyright reasons;
Output-DOindication of the reason /authorization for the redaction;
Output-DOdate of the redaction;
Output-DOname of the person responsible for handling /executing the redaction;
Output-DOindication of a Certificate of Authenticity, if issued;
Output-DOdate when the requested record(s) and /or information were presented; and
Output-DOname of the person responsible for handling /executing the access request.
Output-DOindication of the means by which the records were authenticated
Output-DOname of the person to whom the record(s) and /or information were presented;
Output-DOdate when the record(s) and /or information were presented;
Output-DOname of the person responsible for handling /effecting the access request;
Output-DOindication of the state or condition of the record(s) and /or information at time the request was fulfilled (including, especially, an indication of instances where a copy of a presented record is known not to fully and faithfully reproduce the elements expressing its identity and integrity);[20] and
Output-DOindication of any problems encountered in manifesting the records and /or information in authentic form.
Output-DOPackaging Preserved Records and /or Information for Output (A4.5.3.4.3)
Output-DOThis activity results in the production of the same two sets of metadata outlined above, with the exception of the indication of a Certificate of Authenticity.
Metadata ingestion, creation, presentation, and retention per COP

Notes:

This summary reflects the results of InterPARES 1, 2, 3, and Trust efforts at the University of Brittish Columbia.

[1] Identification of the originator is only important in cases where the person, position or office responsible for physically creating and/or transmitting the document is neither the author nor the writer, and when the presence of the originator's name appearing on, or in association with, the document calls into question the actual author and/or writer of the document. This is most commonly associated with e-mails in instances where the name of the originator appears in the header of an e-mail and/or its attachments that were in fact authored and/or written by another person, but physically manifested and/or transmitted on behalf of that person by the originator.

[2] If a record comprises material copyrighted by different authors, indication of copyright clearance (or lack thereof) with related dates is necessary.

[3] InterPARES 2 Terminology Database, available at http://www.interpares.org/ip2/ip2_terminology_db.cfm. In cases where a record is certified by the author or creator as an "approved reproduction" of a work (for example, a digital work of art), indication of the existence of such certification is required.

[4] This may be the same as the handling person/office.

[5] Annotations are additions made to a record after it has been completed or executed. Therefore, annotations are not considered elements of the record's documentary form.

[6] The vital record code only pertains to specific communities of practices, such as legal and medical offices, who must identify the records that are vital to the continuance of their business in case of disaster and who would therefore exercise special protection measures on those records.

Copyright(c) Fred Cohen, 1988-2012 - All Rights Reserved