SIST ISO 23081-2:2021
(Main)Information and documentation - Metadata for managing records - Part 2: Conceptual and implementation issues
Information and documentation - Metadata for managing records - Part 2: Conceptual and implementation issues
This document establishes a framework for defining metadata elements consistent with the principles and implementation considerations outlined in ISO 23081-1. The purpose of this framework is to:
a) enable standardized description of records and critical contextual entities for records;
b) provide common understanding of fixed points of aggregation to enable interoperability of records and information relevant to records between organizational systems; and
c) enable reuse and standardization of metadata for managing records over time, space and across applications.
It further identifies some of the critical decision points that need to be addressed and documented to enable implementation of metadata for managing records. It aims to:
— identify the issues that need to be addressed in implementing metadata for managing records;
— identify and explain the various options for addressing the issues; and
— identify various paths for making decisions and choosing options in implementing metadata for managing records.
Information et documentation -- Métadonnées pour gestion des l'information et les documents
Informatika in dokumentacija - Upravljanje elementov in strukture metapodatkov o zapisih - 2. del: Koncept in izvedba
General Information
Relations
Standards Content (Sample)
SLOVENSKI STANDARD
01-november-2021
Nadomešča:
SIST ISO 23081-2:2010
Informatika in dokumentacija - Upravljanje elementov in strukture metapodatkov o
zapisih - 2. del: Koncept in izvedba
Information and documentation - Metadata for managing records - Part 2: Conceptual
and implementation issues
Information et documentation -- Métadonnées pour gestion des l'information et les
documents
Ta slovenski standard je istoveten z: ISO 23081-2:2021
ICS:
01.140.20 Informacijske vede Information sciences
2003-01.Slovenski inštitut za standardizacijo. Razmnoževanje celote ali delov tega standarda ni dovoljeno.
INTERNATIONAL ISO
STANDARD 23081-2
Second edition
2021-08
Information and documentation —
Metadata for managing records —
Part 2:
Conceptual and implementation
issues
Reference number
©
ISO 2021
© ISO 2021
All rights reserved. Unless otherwise specified, or required in the context of its implementation, no part of this publication may
be reproduced or utilized otherwise in any form or by any means, electronic or mechanical, including photocopying, or posting
on the internet or an intranet, without prior written permission. Permission can be requested from either ISO at the address
below or ISO’s member body in the country of the requester.
ISO copyright office
CP 401 • Ch. de Blandonnet 8
CH-1214 Vernier, Geneva
Phone: +41 22 749 01 11
Email: copyright@iso.org
Website: www.iso.org
Published in Switzerland
ii © ISO 2021 – All rights reserved
Contents Page
Foreword .v
Introduction .vi
1 Scope . 1
2 Normative references . 1
3 Terms and definitions . 1
4 Purpose and benefits of metadata . 2
4.1 Purposes of metadata for managing records . 2
4.1.1 General. 2
4.1.2 Amount of metadata . 2
4.2 Business benefits for metadata for managing records . 3
4.2.1 General. 3
4.2.2 Capturing and managing records in business systems . 3
4.2.3 Interoperability . 3
4.2.4 Risk management . 3
4.2.5 Metadata for records as an organizational information asset . 4
4.2.6 Preventing unauthorized access to records . 4
4.2.7 Sustainability of business systems through administrative change . 4
4.2.8 Long-term retention of digital records . 4
4.2.9 Incorporation of metadata into archival systems . 4
5 Policy and responsibilities . 4
5.1 Policy decisions . 4
5.2 Responsibilities for implementing metadata for managing records . 5
6 Metadata conceptual model . 6
6.1 Entities . 6
6.2 Relationships between entities . 6
6.3 Flattening the entity model . 8
7 Concepts relating to metadata implementation . 8
7.1 Aggregation . 8
7.1.1 General. 8
7.1.2 Entity class aggregation scheme . 9
7.2 Inheritance .12
7.3 Reuse of metadata values .13
7.4 Interdependence of metadata elements .14
7.5 Extensibility and modularity .14
8 Metadata model for managing records .14
8.1 Metadata model .14
8.2 Dynamic metadata model .15
8.3 Metadata as a record .16
9 Generic metadata elements .17
9.1 Identity metadata .17
9.2 Description metadata .17
9.3 Use metadata .18
9.4 Event plan metadata.20
9.5 Event history metadata .21
9.6 Relation metadata .22
10 Developing a metadata schema for managing records .23
10.1 Metadata schema .23
10.2 Metadata registries .23
10.3 Designing metadata schemas for managing records .24
10.3.1 Selecting elements to form a schema .24
10.3.2 Structuring elements and establishing relationships .24
10.3.3 Encoding schemes .25
10.3.4 Rules for syntax, obligation levels, default values and repeatability .25
10.3.5 Reusing existing metadata schemas for the purposes of managing records .25
10.4 Metadata schema presentation .26
10.4.1 Documenting a metadata schema for managing records .26
10.4.2 Machine readable presentations .26
11 Implementing metadata for managing records .27
11.1 General .27
11.2 Storage and management .27
11.2.1 Centralized versus decentralized storage and management .27
11.2.2 Metadata repository .28
11.3 Metadata capture .28
11.4 Creating a metadata record for managing records .28
11.5 Registration .29
11.6 Metadata as control tools for managing records .29
11.7 Linking metadata .30
11.8 Appraisal .30
11.9 Transferring records .31
11.10 Preservation and storage formats .31
11.10.1 General.31
11.10.2 Storage in specified formats.32
11.10.3 Encapsulating .
...
INTERNATIONAL ISO
STANDARD 23081-2
Second edition
2021-08
Information and documentation —
Metadata for managing records —
Part 2:
Conceptual and implementation
issues
Reference number
©
ISO 2021
© ISO 2021
All rights reserved. Unless otherwise specified, or required in the context of its implementation, no part of this publication may
be reproduced or utilized otherwise in any form or by any means, electronic or mechanical, including photocopying, or posting
on the internet or an intranet, without prior written permission. Permission can be requested from either ISO at the address
below or ISO’s member body in the country of the requester.
ISO copyright office
CP 401 • Ch. de Blandonnet 8
CH-1214 Vernier, Geneva
Phone: +41 22 749 01 11
Email: copyright@iso.org
Website: www.iso.org
Published in Switzerland
ii © ISO 2021 – All rights reserved
Contents Page
Foreword .v
Introduction .vi
1 Scope . 1
2 Normative references . 1
3 Terms and definitions . 1
4 Purpose and benefits of metadata . 2
4.1 Purposes of metadata for managing records . 2
4.1.1 General. 2
4.1.2 Amount of metadata . 2
4.2 Business benefits for metadata for managing records . 3
4.2.1 General. 3
4.2.2 Capturing and managing records in business systems . 3
4.2.3 Interoperability . 3
4.2.4 Risk management . 3
4.2.5 Metadata for records as an organizational information asset . 4
4.2.6 Preventing unauthorized access to records . 4
4.2.7 Sustainability of business systems through administrative change . 4
4.2.8 Long-term retention of digital records . 4
4.2.9 Incorporation of metadata into archival systems . 4
5 Policy and responsibilities . 4
5.1 Policy decisions . 4
5.2 Responsibilities for implementing metadata for managing records . 5
6 Metadata conceptual model . 6
6.1 Entities . 6
6.2 Relationships between entities . 6
6.3 Flattening the entity model . 8
7 Concepts relating to metadata implementation . 8
7.1 Aggregation . 8
7.1.1 General. 8
7.1.2 Entity class aggregation scheme . 9
7.2 Inheritance .12
7.3 Reuse of metadata values .13
7.4 Interdependence of metadata elements .14
7.5 Extensibility and modularity .14
8 Metadata model for managing records .14
8.1 Metadata model .14
8.2 Dynamic metadata model .15
8.3 Metadata as a record .16
9 Generic metadata elements .17
9.1 Identity metadata .17
9.2 Description metadata .17
9.3 Use metadata .18
9.4 Event plan metadata.20
9.5 Event history metadata .21
9.6 Relation metadata .22
10 Developing a metadata schema for managing records .23
10.1 Metadata schema .23
10.2 Metadata registries .23
10.3 Designing metadata schemas for managing records .24
10.3.1 Selecting elements to form a schema .24
10.3.2 Structuring elements and establishing relationships .24
10.3.3 Encoding schemes .25
10.3.4 Rules for syntax, obligation levels, default values and repeatability .25
10.3.5 Reusing existing metadata schemas for the purposes of managing records .25
10.4 Metadata schema presentation .26
10.4.1 Documenting a metadata schema for managing records .26
10.4.2 Machine readable presentations .26
11 Implementing metadata for managing records .27
11.1 General .27
11.2 Storage and management .27
11.2.1 Centralized versus decentralized storage and management .27
11.2.2 Metadata repository .28
11.3 Metadata capture .28
11.4 Creating a metadata record for managing records .28
11.5 Registration .29
11.6 Metadata as control tools for managing records .29
11.7 Linking metadata .30
11.8 Appraisal .30
11.9 Transferring records .31
11.10 Preservation and storage formats .31
11.10.1 General.31
11.10.2 Storage in specified formats.32
11.10.3 Encapsulating .32
11.11 Ensuring management of metadata over time .32
Bibliography .33
iv © ISO 2021 – All rights reserved
Foreword
ISO (the International Organization for Standardization) is a worldwide federation of national standards
bodies (ISO member bodies). The work of preparing International Standards is normally carried out
through ISO technical committees. Each member body intere
...
INTERNATIONAL ISO
STANDARD 23081-2
Second edition
2021-08
Information and documentation —
Metadata for managing records —
Part 2:
Conceptual and implementation
issues
Reference number
©
ISO 2021
© ISO 2021
All rights reserved. Unless otherwise specified, or required in the context of its implementation, no part of this publication may
be reproduced or utilized otherwise in any form or by any means, electronic or mechanical, including photocopying, or posting
on the internet or an intranet, without prior written permission. Permission can be requested from either ISO at the address
below or ISO’s member body in the country of the requester.
ISO copyright office
CP 401 • Ch. de Blandonnet 8
CH-1214 Vernier, Geneva
Phone: +41 22 749 01 11
Email: copyright@iso.org
Website: www.iso.org
Published in Switzerland
ii © ISO 2021 – All rights reserved
Contents Page
Foreword .v
Introduction .vi
1 Scope . 1
2 Normative references . 1
3 Terms and definitions . 1
4 Purpose and benefits of metadata . 2
4.1 Purposes of metadata for managing records . 2
4.1.1 General. 2
4.1.2 Amount of metadata . 2
4.2 Business benefits for metadata for managing records . 3
4.2.1 General. 3
4.2.2 Capturing and managing records in business systems . 3
4.2.3 Interoperability . 3
4.2.4 Risk management . 3
4.2.5 Metadata for records as an organizational information asset . 4
4.2.6 Preventing unauthorized access to records . 4
4.2.7 Sustainability of business systems through administrative change . 4
4.2.8 Long-term retention of digital records . 4
4.2.9 Incorporation of metadata into archival systems . 4
5 Policy and responsibilities . 4
5.1 Policy decisions . 4
5.2 Responsibilities for implementing metadata for managing records . 5
6 Metadata conceptual model . 6
6.1 Entities . 6
6.2 Relationships between entities . 6
6.3 Flattening the entity model . 8
7 Concepts relating to metadata implementation . 8
7.1 Aggregation . 8
7.1.1 General. 8
7.1.2 Entity class aggregation scheme . 9
7.2 Inheritance .12
7.3 Reuse of metadata values .13
7.4 Interdependence of metadata elements .14
7.5 Extensibility and modularity .14
8 Metadata model for managing records .14
8.1 Metadata model .14
8.2 Dynamic metadata model .15
8.3 Metadata as a record .16
9 Generic metadata elements .17
9.1 Identity metadata .17
9.2 Description metadata .17
9.3 Use metadata .18
9.4 Event plan metadata.20
9.5 Event history metadata .21
9.6 Relation metadata .22
10 Developing a metadata schema for managing records .23
10.1 Metadata schema .23
10.2 Metadata registries .23
10.3 Designing metadata schemas for managing records .24
10.3.1 Selecting elements to form a schema .24
10.3.2 Structuring elements and establishing relationships .24
10.3.3 Encoding schemes .25
10.3.4 Rules for syntax, obligation levels, default values and repeatability .25
10.3.5 Reusing existing metadata schemas for the purposes of managing records .25
10.4 Metadata schema presentation .26
10.4.1 Documenting a metadata schema for managing records .26
10.4.2 Machine readable presentations .26
11 Implementing metadata for managing records .27
11.1 General .27
11.2 Storage and management .27
11.2.1 Centralized versus decentralized storage and management .27
11.2.2 Metadata repository .28
11.3 Metadata capture .28
11.4 Creating a metadata record for managing records .28
11.5 Registration .29
11.6 Metadata as control tools for managing records .29
11.7 Linking metadata .30
11.8 Appraisal .30
11.9 Transferring records .31
11.10 Preservation and storage formats .31
11.10.1 General.31
11.10.2 Storage in specified formats.32
11.10.3 Encapsulating .32
11.11 Ensuring management of metadata over time .32
Bibliography .33
iv © ISO 2021 – All rights reserved
Foreword
ISO (the International Organization for Standardization) is a worldwide federation of national standards
bodies (ISO member bodies). The work of preparing International Standards is normally carried out
through ISO technical committees. Each member body intere
...
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