Appendix 5: Metadata elements relevant for retention and disposition of websites
Schenkolewski-Kroll and Tractinsky (2017, pp. 13-17) developed the following table showing metadata elements relevant for retention and disposition of websites. The table has four content columns: the name of the metadata element, description of the element, source showing the originating standard, and similar or identical metadata fields already existing on the Israeli government’s Ministry of Foreign Affairs website, which was used as the example in the research (see Chapter 18).
|
No. |
Metadata element |
Description |
Source |
Original metadata of Ministry of Foreign Affairs website |
|
1 |
Web platform |
Include specific software applications and where available intended browser applications and versions. Every time the platform is changed, it must be noted. |
DoD (C2.T5.8.), AUS (Format 19,19.3. Creating Application Name, 19.4. Creating Application Version), COP (A2.3.2) |
|
|
2 |
Web platform date |
Date of web platform installation. When a new web platform is installed, it is necessary to document the date of the new installation. |
New |
|
|
3 |
Website name |
Title of the website from the main entry page. |
DoD (C2.T5.9.) |
|
|
4 |
Website uniform resource locator |
Include the filename of the starting page of the transferred content, i.e. the address of the section. |
DoD (C2.T5.10.) |
|
|
5 |
Content management system |
Application used to manage files on the web. |
DoD (C2.T5.25.) |
|
|
6 |
Web content structure change |
Change in the web content structure. The change may include change in contents between the sections, closing a section, and transferring the section from place to place on the file tree. |
New |
|
|
7 |
Modified |
Date on which the section was changed - changes in the section, such as addition or deletion of records. Date on which the resource was changed. |
Canada (WCMS) |
Scheduling end date |
|
No. |
Metadata element |
Description |
Source |
Original metadata of Ministry of Foreign Affairs website |
|
8 |
Creator |
Creator of section. |
Canada (RMR [Agent], DCM), UK (2.7), COP (A2.2.4), AUS (Agent) |
|
|
9 |
Covering dates |
The dates of the oldest and most recent items in a collection, series, or folder. |
ICA MAT (125) |
GovXEventDate |
|
10 |
Chronological date |
Date of creation of the file in a digital system Chronological date (and possibly time) of compilation and capture (ICA MAT). |
COP (A2.2.2), ICA MAT (96) |
|
|
11 |
Title |
Title of the section. Name of the section. |
Canada (WMCS),UK (2.24), AUS (3 NAME) |
Name of folder |
|
12 |
Issued |
Date of formal issuance of the section. |
Canada (WMCS), UK (2.8) |
Scheduling start date |
|
13 |
Description |
A free-text description of the section. |
UK (2.9), AUS (5) |
Go vXConten tSecti on |
|
14 |
Registration identifier |
A unique identifier for the section. |
Canada (RMR), UK (2.13), COP (A2.2.2), AUS (2) |
|
|
15 |
Aggregation |
The section’s level or position in a hierarchy. Each of the entity’s classes identified in ISO 23081-1:2006 (i.e. record, agent, mandate, business, records management business) exist at different layers of aggregation. For example, within the entity “agent,” an |
Canada (RMR), COP (A2.2.3), UK (2.3) |
|
No. |
Metadata element |
Description |
Source |
Original metadata of Ministry of Foreign Affairs website |
|
individual, a work unit, a department, division, branch, or the organization as a whole, can be described. Within the entity class “record,” an item, a folder, a file, a series, etc., can be described. Each of these layers is referred to as an aggregation. |
||||
|
16 |
Classification system |
Information on classification of the entity according to a business or functional classification plan. |
Canada (RMR), COP (A2.2.4) |
|
|
17 |
Integrity |
Information that indicates that the entity and its metadata remained in their entirety from the moment of their creation. |
Canada (RMR), AUS (22) |
|
|
18 |
Link to file outside the system |
Information on links to files outside the system. |
New |
GovX Description Img (link to a picture document) GovX Main Title (link to a film file) |
|
19 |
Disposition authority (also disposal authority) |
A formal instrument that defines the retention periods and consequent disposition actions authorized for classes of records described in the authority. |
ICA М2 (148,154), MoReq 2010 (Mandate, M 14.4.51), DoD (C2. T1.5.) |
|
|
20 |
Disposition action |
The action to be taken when a disposition date occurs (e.g. interim transfer, accession, or destroy) (DoD). |
ICA М2 (152), DoD (C2.T1.4.), MoReq 2010 (M14.4.18) |
|
No. |
Metadata element |
Description |
Source |
Original metadata of Ministry of Foreign Affairs website |
|
21 |
Disposition trigger |
The point from which the disposition action is calculated. This can be a date on which action is completed or a date on which an event occurs (ICA). |
MoReq 2010 (M14.4.94), ICA RKR (85) |
|
|
22 |
Retention period |
The length of time after the disposition trigger that a record must be maintained and accessible. At the expiration of the retention period, a record may be subject to a disposition action (ICA). |
ICA М2 (153), DoD (C2.2.2.7.), MoReq 2010 (M14.4.90) |
|
|
23 |
Disposition action date |
The fixed date on which the records in a file become due for final disposition (DoD). |
MoReq 2010, DoD |
|
|
24 |
Review |
A process in which the retention schedule is changed. In Israel, the retention process is changed when the new retention schedules are entered into the Archives Law. |
ICA М2 (165) |
Referenced standards (sources)
AUS. (2015). Australian Government recordkeeping metadata standard (AGRkMS). National Archives of Australia. Retrieved from www.naa.gov.au/sites/default/ files/2019-09/AGRkMS-Version-2.2-June-2015_tcml6-93990_l.pdf
Canada (RMR). (2010). Standard on metadata. Appendix B: Recordkeeping metadata requirements. Retrieved from www.tbs-sct.gc.ca/pol/doc-eng.aspx?id= 18909
Canada (WCMS). (2010). Standard on metadata. Appendix D: Web content management system (WCMS) metadata requirements. Retrieved from www.tbs-sct. gc.ca/pol/doc-eng.aspx?id=18909
COR (2009). InterPARES 2 project chain of preservation (COP) model metadata. The InterPARES 3 Project. Retrieved from www.interpares.org/ip2/display_file. cfm ?doc=ip2_cop-model_metadata_v 1.0.pdf
DoD. (2007). Electronic records management software applications design criteria standard (DoD 5015.02-STD). Retrieved from www.esd.whs.mil/Portals/54/Documents/ DD/issuances/dodm/501502std.pdf
ICA М2. (2008). Principles and functional requirements for records in electronic office environments - Module 2: Guidelines and functional requirements for electronic records management systems. Retrieved from www.naa.gov.au/sites/default/ files/2019-09/Module%202%20-%20%20ICA-Guidelines-principles%20 and%20Functional%20Requirements_tcml 6-95419.pdf
ICA MAT. (2013). Multilingual archival terminology. Retrieved from www.ciscra. org/mat/
ICA RKR. (2013). Principles and functional requirements for records in electronic oOffice environments - Recordkeeping requirements for multiple functions supported by one business system. Retrieved from www.ica.org/sites/default/files/1 l.%20Record keeping%20Requirements%20for%20Multiple%20Functions%20supported%20 by%20one%20Business%20System.pdf
ISO 23081-1:2006. (2006). Information and documentation - Records management processes - Metadata for records - Part 1: Principles. Retrieved from www.iso.org/ standard/40832.html
MoReq (2010). Model requirements for records systems (MoReq). Core services and plug-in modules. Volume 1. DEM Forum. Retrieved from www.moreq.info/
UK. (2006,29 August). e-Government metadata standard. Cabinet Office, e-Government Unit. Version 3.1. Retrieved from www.nationalarchives.gov.uk/documents/info rmation-management/egms-metadata-standard.pdf
Reference
Schenkolewski-Kroll, S., &: Tractinsky, A. (2017). Archival appraisal, retention schedules and metadata in Web sites - The case study of the Ministry of Foreign Affairs, Israel (EU36 Final report). InterPARES Trust. Retrieved from https://interparestrust. org/assets/public/dissemination/EU036_20171120_AppraisalWebsites_Final Report.pdf
