Core Content Standard Metadata Application Profile (CORMAP)

Transcription

1 Core Content Standard Metadata Application Profile (CORMAP) Service Alberta Information Management Branch Developed: March 2016 Last Updated: Security Classification

2 Contents Terms and s... 2 Introduction... 3 What is Metadata?... 3 What is the GoA s Metadata Core Content Standard?... 4 What is a Metadata Application Profile (MAP)?... 4 The GoA Core Content Metadata Application Profile (CORMAP)... 5 How to use CORMAP... 5 Scenario 1 Direct Application... 5 Scenario 2 Creating a new MAP... 5 CORMAP Metadata Elements Summary... 6 CORMAP Metadata Elements Details... 7 Alternative Title... 7 Creator... 7 Date Created... 8 Date Modified...10 Description...11 Extent...12 Format...12 Identifier...13 Language...14 Medium...15 Security Classification...15 Subject...16 Title...17 Type...18 Usage Considerations...18 Appendix 1 Example Extensions to the Metadata Core Content Standard

3 Terms and s Application Profile Provides business rules and guidelines on the use of the elements. It identifies element obligations and constraints, and provides comments and examples to assist in the understanding of the elements. Application profiles may include elements integrated from one or more element sets, thus allowing a given application to meet its functional requirements. In Dublin Core Metadata Initiative (DCMI) usage, declaration of the metadata terms an organization, information resource, application, or user community uses in its metadata. In a broader sense, it includes the set of metadata elements, policies, and guidelines defined for a particular application or implementation. DC Qualifier Exemplary Dublin Core (DC) terms extending or refining the original 15 elements of the Dublin Core Metadata Element Set. For example, the core element Date can be qualified or refined by the qualifying terms Created (as in Date Created), Modified (as in Date Modified) etc. Descriptive Describes resources for the purposes of identification, discovery and Metadata Element Encoding Scheme Extensible Electronic Information Resource retrieval. A metadata element (or property) is a specific aspect, attribute, characteristic, or relation that describes a resource, for example, Title, Date Modified, Identifier, etc. Many metadata elements describe resources themselves, while others relate to resources within the business context and IT environment in which they were created, or allow for their active management and reliable maintenance. An captures information about the values that populate a metadata element, and/or the syntax of the information in an element: A "Vocabulary " documents the controlled set of terms that are authorized for use with an element, such as the Alberta Open Data Portal Subject. A "Syntax " documents rules for the notation of the data, such as "YYYY-MM-DD" as the standard expression of a date. Having the potential to be expanded in scope, area, or size. In the case of Dublin Core, the ability to extend a core set of metadata with additional elements 1. An information resource that is maintained in electronic, or computerized format, and may be accessed, searched and retrieved via electronic networks or other electronic data processing technologies. For the context of this document, the information resource is synonymous with information that must be managed as a strategic asset (See GoA Information Management Strategy)

4 Interoperability Metadata The ability of different types of computers, networks, operating systems, and applications to work together effectively, without prior communication, in order to exchange information in a useful and meaningful manner. Structured information about data. Metadata describes, defines, explains, locates, and otherwise makes it easier to retrieve and use an information resource or data asset. Essentially, metadata is anything that might influence the way in which the data or information is used. values refer to whether a metadata element (property) is deemed to be Mandatory, Mandatory if Applicable, Recommended, or Optional for best practice and compliance to the standard. Mandatory (M) the property must be provided Mandatory if applicable (MA) the property must be provided, if appropriate for the business context and/or the resources (business objects) Recommended (R) - the property should be provided, if appropriate for the business context and/or the resources (business objects) Optional (O) the property may be provided to add metadata of value based on business requirements Introduction What is Metadata? Metadata is structured information that describes various aspects of an electronic information resource. Metadata guides our interpretation and use of information; it defines the purpose, function, attributes, methodologies, quality, and format of that information. The term metadata is used differently by different communities but it connects users to relevant information consistently across these communities, which may be structured as a document, spreadsheet, dataset, etc. Good metadata supports and, in most cases, improve such processes as: Discovery and retrieval; Accessibility, context to facilitate use and reuse; Organization, storage, extensibility, integration, and interoperability; and Management throughout the entire life cycle of an electronic information resource- from creation, to dissemination and ultimately, to disposal or preservation. Metadata is intrinsically linked to the entire information life cycle, from the data gathering and collection phase through to the data quality and interpretation phase. High quality consistent and accurate metadata will eliminate or greatly reduce risks of confusion, misunderstanding or misinterpretation of data and/or information. 3 Recommended Reference: Understanding Metadata by National Information Standards Organization (NISO) 3 Establishing a metadata Management Framework Draft Approach- v0.1 March 31,

5 What is the GoA s Metadata Core Content Standard? The Government of Alberta (GoA) Metadata Core Content Standard applies to all electronic information resources produced and maintained by GoA ministries, agencies, boards, and commissions. The standard describes the foundational set of metadata elements to be applied to the creation and maintenance of all electronic information resources within the GoA. These descriptive metadata elements provide context and meaning to assist with use and interpretation while supporting interoperability and extensibility across all business areas and disciplines. The standard was developed to meet government business needs and is based upon the Dublin Core Metadata Element Set. 4 The core metadata elements identified in the standard were found to be the most common in defining and describing a wide variety of electronic information resources across government. The standard enables a consistent and coherent foundational approach for the development of Metadata Application Profiles (MAPs) prior to their endorsement through the government s IMT ratification process. If additional metadata elements are required to meet specific business requirements, they will be included in their specific MAPs and considered extensions to the Core Content Standard. This standard was developed in accordance with the direction provided by the GoA s Information Management Strategy. For a visual representation of the relationship between Dublin Core, GoA Metadata Core Content Standard, and elements associated with other electronic information resource types, see Appendix 1. What is a Metadata Application Profile (MAP)? MAPs are developed to provide business rules, guidance, and best practices on the use of metadata elements to assist specialists and organizations who are involved in the creation and management of metadata, as well as users of the metadata. A comprehensive MAP should document element obligations, constraints, definitions, encoding schemes, vocabularies, data model and schemas, as well as provides examples to assist in the understanding of the elements. MAP s may include elements integrated from one or more element sets, thus allowing a given application to meet its functional requirements. Note: It is important to distinguish between the definitions of application used in the context of metadata profiles and used in the context of information technology. It is intended to define the utilization for describing electronic information resources, and not in the context of the system (computer program, portal, etc.) from where the electronic information resource is accessed. 4 The Dublin Core metadata element set (ANSI/NISO Z ) / National Information Standards Organization, ISSN: (Modified slightly and subsequently published as Information and documentation -- The Dublin Core metadata element set, Edition: 2, available / International Organization for Standardization.) 4

6 The GoA Core Content Metadata Application Profile (CORMAP) The purpose of the GoA Core Content Metadata Application Profile (CORMAP) is to provide business rules and guidance on the use and application of the 15 descriptive metadata elements included in the GoA Metadata Core Content Standard. How to use CORMAP Scenario 1 Direct Application In applying the standard as is, this application profile should be used in its entirety. The Direct Application scenario allows business areas to create additional learning/training documents for business specific guidance. The following rules apply: When using the Core Content Standard as a standalone MAP, each element must be evaluated for their application obligation. If an element is obligated as mandatory if applicable (MA), but is not applicable, it is no longer required to be used. Title, Creator, Date Created, Date Modified, and Security Classification are mandatory for all MAPs. Scenario 2 Creating a new MAP CORMAP may be used to guide the creation of a new MAP, or to revise an existing MAP to align with the standard (see Appendix 1 for a visual representation of extensions to the standard). The following rules apply: Mandatory core elements cannot be removed all five must be included. Evaluate which of the Mandatory if Applicable elements apply. If deemed applicable, these elements become Mandatory in the respective business area s new MAP. A business area may rename their element set but need to reference the source and that this is the implementation of CORMAP, for example: Open Government Metadata. Add Optional or Recommended elements. s may be retained or changed as required. For example, an Optional obligation may be deemed to be mandatory for the new MAP. For additions to the Core Elements: o Best practice is to review the Dublin Core qualifiers (DCMI Extensions) and add those that can be aligned. In this case, it is recommended that guidance be developed for the elements for clarification. o Use international or domain-specific best practices e.g. SDMX extensions. should be developed for the elements for clarification. Submit the new MAP for review (via IMT Standards process). 5

7 CORMAP Metadata Elements Summary Element Alternative Title MA An alternative name used as a substitute or additional access point for an electronic information resource. Creator M The business entity responsible for creating or compiling the original content of an electronic information resource. Date Created M The date, or date and time, on which the content of an electronic information resource is created or compiled. Date Modified M The date, or date and time, on which the content of an electronic information resource is changed. Description MA A concise narrative of the content of an electronic information resource that includes its purpose and function. Extent O The size or duration of an electronic information resource. Format MA The particular file format or encoding method used in the archiving and/or distribution of an electronic information resource. Identifier MA A unique number, code, or reference value assigned to an electronic information resource within a given context. Language MA The specified language of an electronic information resource. Medium MA The physical material used to store and/or retrieve electronic information. Security Classification M An information security designation that identifies the minimum level of protection assigned to an electronic information resource. Subject R A controlled term that expresses the topical content of an electronic information resource. Title M The full and formal name given to an electronic information resource. Type R The business design or structure used in the presentation and publication of an electronic information resource. Usage Considerations MA Description of factors that support the effective interpretation and use of the electronic information resource. 6

8 CORMAP Metadata Elements Details Alternative Title Mandatory if Applicable Alternative (DC Qualifier) N/A An alternative name used as a substitute or additional access point for an electronic information resource. Assists search and retrieval. Helps to distinguish one information resource from another, as users can sometimes be more familiar with an informal version of a Title. Do Not Confuse With The file name that a user assigns to an electronic resource such as a web page or desktop document, e.g. " or specifications.doc". See also: Title Use Alternative Title for commonly-used titles of a resource other than the Title. Alternative Titles should reflect how users may typically search for a resource. Example 1: Official Title: Assured Income for the Severely Handicapped Program Alternative Title: AISH Program Example 2: Official Title (for a dataset): Family Size, Canada, Provinces and Territories, 2011 Alternative Title: Family Size Creator Mandatory Creator (DC Core Element) The business entity responsible for creating or compiling the original content of an electronic information resource. Provides context and identifies the defined authority responsible for the accuracy and timeliness of an electronic information resource and its metadata, thus supporting quality assurance of content and accountability for electronic information resources. Do not confuse with Contributor - makes a contribution to the content of a resource, but will not have primary responsibility. Publisher - makes the resource available, and in many business contexts is the same as Creator. 7

9 See also: Date Modified, Date Created Depending on the type of resource, such as a website, official record, data set, or a class in a business classification, Creator may be composed of names, position, role, organization, and/or system. Organizations should establish naming conventions for the consistent capture of Creator information. For example, an organization might require only the ministry or agency name; or business unit name and position title; or a position title and ministry. Values for Creators should be drawn from controlled vocabularies. Use full official names rather than acronyms or codes, unless these are linked to an authoritative, stable source such as a glossary or explanatory note. The value for Creator should reflect the organization or role or position responsible for the item at the time of its creation. Creator is repeatable only if there is more than one creator of a resource. Do not repeat Creator to add additional information; i.e. all information about a single Creator should be included in one occurrence, or recorded in other metadata properties. If a dataset or publication has more than one Creator, separate them using the syntax "Creator 1; Creator 2." For example: Alberta Children and Youth Services; Alberta Health and Wellness Alberta Education; Career Development Association of Alberta Example 1: A government body licenses a third-party resource for the Government of Alberta, e.g. from Statistics Canada or an independent research agency, and makes it available via the datalink portal: Creator: Third party Example 2: A ministry revises a third-party resource to develop a new resource for distribution: Creator: Statistics Canada Example 3: A ministry creates a new electronic information resource for distribution: Creator: Ministry Example 4: Several ministries jointly develop a new electronic information resource and make it available online, and a third party (public or private sector) has mandated responsibility for maintaining it: Creator: Ministry 1; Ministry 2; Ministry 3 Date Created Mandatory Created (DC Qualifier) No The date, or date and time, on which the content of an electronic information resource is created or compiled. 8

10 Enables users to find electronic information resources by limiting retrieval according to specific dates or date ranges. Helps users assess the relevance of the content to their information needs. Enables producers to set the date of creation using a controlled format. Do not confuse with Temporal Coverage - refers to the time period spanned by the information held in the resource. The date generated by a system upon capture of a resource into a repository may be identified by the system as the "Date Created". See Also: Date Modified s Date Exchange Standard Date, Time, and Date and Time Standard ISO 8601:2004, Data elements and interchange formats Information interchange - Representation of dates and times. Systems generally record the dates and times of actions automatically, but some circumstances could require manual entry. Also, systems tend to identify the Date Created of a resource as the date on which it is captured into a repository. The actual creation of a resource and its capture frequently do take place on the same date, but this is not always the case, for example: Disseminating a resource sometime after its "Date Created"; Moving content and metadata from one repository to another; Migrating resources to a different hardware and/or software environment; Converting resources into different encoding formats; and Capturing metadata about resources into a repository that does not contain the resources themselves, such as "inventory", "reference" or "catalogue" repositories. Some scenarios might be: A dataset compiled in April 2015 published on July 2015; A report completed in September 2015 posted on a web site in January 2016; An sent and retained in 2015 captured to a new Electronic Resource Management System (ERMS) in 2016; A group of program records created from , and transferred with the program to another ministry and repository in 2016; or A set of paper-based plans imaged into a collaboration space as background for a project. Organizations should make provision to capture an accurate Date Created, or a proxy of that date, when bringing existing resources, and/or their metadata into a repository, according to the level of risk and the value associated with those resources. This date could be systemgenerated or entered manually, depending on the volume and type of resources, the business requirements, and the capabilities of the destination repository. Whenever possible use the GoA Data Exchange Standard syntax both for recording and displaying dates and times, from the largest unit to the smallest unit such as YYYY-MM-DD; however, display forms must first of all support business needs. For example, a specific context might require that a date stored as be displayed as May 3,

11 Date Modified Mandatory Modified (DC Qualifier) The date, or date and time, on which the content of an electronic information resource is changed. Enables users to find electronic information resources by limiting retrieval according to specific dates or date ranges. Helps users assess the relevance of the content to their information needs. Enables producers to set the date modified using a controlled format. Do not confuse with Date Created refers to the date, or date and time, on which the content of an electronic information resource is created. See also: Date Created s Date Exchange Standard Date, Time, and Date and Time Standard ISO 8601:2004, Data elements and interchange formats Information interchange - Representation of dates and times. Systems generally record the dates and times of actions automatically, but some circumstances could require manual entry. Whenever possible use the GoA Data Exchange Standard syntax both for recording and displaying dates and times, from the largest unit to the smallest unit such as YYYY-MM-DD; however, display forms must first of all support business needs. For example, a specific context might require that a date stored as be displayed as May 3, Date Modified is closely related to the business practices for version control. Organizations should determine which kinds of changes they need to track, and which ones they consider to be Minor and Major revisions. Minor Revision The revision could include correcting spelling, grammar, or other insignificant errors, a change to the order, phrasing or presentation of content minor data update, or any changes that don't significantly alter the content or that an organization does not need to track. The revision usually leads to a Date Modified, i.e., the revised item completely replaces the previous item, and has both the original Date Created and a Date Modified. Major Revision The revision could include a substantial change to the presentation, structure, or content of an item, or any change that an organization needs to track for a period of time. The revision usually results in a new version of an item, with its own set of metadata including a new Date Created. Examples of Date Created vs. Date Modified and item versions 10

12 1a) Date Created: a resource description is created in a content management system which automatically captures the date and time created. 1b) Date Modified: the same resource description is changed the next day and is saved as the same version, i.e. replacing the previous version. 2a) Date Created: A resource created in 2011 is imported into a content management system in The system automatically generates the Date Created for the resource as T 10:27:33. Another field captures the actual Date Created in b) Date Modified: The resource is updated with a minor revision after import, and the revised version replaces the previous resource. Description Mandatory if Applicable Description (DC Core Element) No N/A A concise narrative of the content of an electronic information resource that includes its purpose and function. Provides an in-depth explanation of the contents so that users can determine whether a resource is useful for their information requirements. Can describe the purpose of an electronic information resource (what it was intended to accomplish), what the resource is or what it measures, and potential uses. Do not confuse with Descriptive metadata expressed by other specific elements, including: Abstract, Risk Considerations, or Usage Considerations. Abstract - although not a GoA Core content element, is a brief statement about the content of an electronic information resource typically displayed with the Title to support search results for example. Risk Considerations - although not a GoA Core content element, describe factors limiting the distribution of an electronic information resource. Usage Considerations - refer to conditions affecting the interpretation and use of an electronic information resource. Description provides a detailed synopsis. Do not simply repeat the Title in the Description field. A Description should consist of complete sentences, written in an easily understandable manner. It could cover aspects such as: The purpose and function of an electronic information resource; what it was intended to accomplish; What the electronic information resource is or what it measures, such as the results of a comprehensive survey about persons who "; an electronic information resource s place in a continuum; Potential uses for the data, e.g. "To plan programs and services for ; As a base for analyzing ; To forecast volumes of ; To determine requirements for.". Policy areas or services described by the resource; Audience, e.g. entry level, experienced user; and 11

13 Other useful information not already captured in more specific metadata elements. Extent Optional Extent (DC Qualifier) N/A The size or duration of an electronic information resource. Extent can provide information to determine the size of a publication or dataset, the amount of digital storage it requires, and the time required to download it. Do not confuse with: N/A See also: Format, Medium Systems that manage electronic information products can generally calculate their size or duration automatically; however, in some circumstances, Extent must also be captured manually. In some cases, more than one aspect of Extent needs to be recorded for a dataset or publication, e.g. duration, size and/or number of units. Examples Digital: 420KB; or 5.24MB; or 1.3GB; Download time: 1.5 minutes. Audio: 5 minutes; or 1.5 hours; Video: 9 minutes; or 17 images. Format Mandatory if Applicable Application Datasets Publications Format (DC Core Element) No The particular file format or encoding method used in the archiving and/or distribution of an electronic information resource. Supports retrieval and display, as well as control, storage, preservation, and access management of electronic information resources through time. Can alert users to the existence of requirements for software, hardware, or equipment other than a web browser to display, use, or manage a resource. Do not confuse with Medium - refers to the physical material on which information is recorded. Type - describes the business structure of the content of a resource. 12

14 See also: Extent, Medium, Type s Related potential encoding schemes: MIME Media Types (Internet Assigned Number Authority (IANA)). Program, organization, or application-specific schemes based on MIME Media Types (IANA). PRONOM, the technical registry (U.K. National Archives). Format refers to the encoding method used to store an electronic information resource and convert it into human-accessible form. Content management systems generally embed values for Format based on the IANA MIME Media Types and recognize the format of electronic information resources automatically upon capture, so that they can be correctly displayed. However, in some circumstances, Format must also be captured manually. In some contexts, Format is entered manually and displayed to users as an icon. It also forms part of the metadata synopsis when a user requests further information about an information product. Examples Ivt, doc, pdf, xls, txt, rtf, html, xml Identifier Mandatory if Applicable Identifier (DC Core Element) A unique number, code, or reference value assigned to an electronic information resource within a given context. Supports unambiguous identification of resources, helps to prevent duplication, and facilitates retrieval, as users may retrieve resources by specific identifiers. Do not confuse with Title - the official name by which a dataset or publication is known. s Related potential encoding schemes: Statistics Canada numbering schemes for series, datasets and publications. International Standard Book Number (ISBN). o Note: Apply to the Queen's printer for Alberta to assign ISBNs for Alberta government publications. International Standard Serial Number (ISSN). Uniform Resource Identifier (URI). Digital Object Identifier (DOI). Enterprise-, organization-, organization unit-, or program-specific numbering or coding schemes for electronic information resources. 13

15 At a minimum every electronic resource has a system-generated number or code that identifies it from the point of creation or capture, and is fixed throughout the life of that resource. Various systems use different terms for Identifiers, both system-generated and other identifiers, and different methods to generate them. Identifiers might not be unique across multiple applications, e.g. "AB-100" could identify a map, a report, and a dataset; however, each one is unambiguous within its own context. Identifiers for electronic information resources could be assigned sequentially, without inherent meaning. Alternatively, they could be constructed to support specific processes or to identify business objects about which electronic information resources are created; e.g. population subsets, geographic, or geo-administrative locations. A Title should not be used as an Identifier for an electronic information resource because it is not necessarily unique or linguistically neutral. Examples Case IDs that identify unique instances in case-handling environments, e.g. managing the content related to multiple occurrences of the same form of transaction, such as applications for government benefits; Bibliographic call numbers and other shelf locator codes; Numbers or other codes for maps, plans, forms, and brochures; Class, folder, and records schedule numbers in a records management system; Geographic locations; Ministry identification codes; and Bar coding or other item tagging schemes. Language Mandatory if Applicable Language (DC Core Element) The specified language of an electronic information resource. Provides additional contextual information and enables users to limit search results to publications or datasets in a particular language. s Use the GoA language vocabulary where applicable and the following: Internet Engineering Task Force (IETF) language tags as defined in RFC 5646 and RFC 4647; and The Internet Assigned Numbers Authority (IANA) Language Subtag Registry. Components of language tags are drawn from ISO 639, ISO 15924, ISO , and UN M

16 Language applies mainly to publications; however, some datasets could also be provided with metadata in more than one language, or in a language other than English. The Language property defines not only the primary language of the intended audience but may also list other language forms that the information is written for. If an electronic information resource is titled both in English and in another language, refer to Title for dealing with names (titles) in more than one language. In some contexts, the default value may be "en-ca" for English (Canadian). Medium Mandatory if Applicable Medium (DC Qualifier) No The physical material used to store and/or retrieve information. Supports the effective planning for and selection of storage, backup, and maintenance technology, as well as development of migration strategies for continued access and viability of content as a source of evidence. Medium is often used to describe physical resources, but can also be used to describe digital resources, especially those stored on portable electronic media. Organizations or applications might already use a controlled vocabulary for Medium, related to business requirements. Examples CD, DVD, Blu-Ray Disc, or Optical disc; Removable drive, or Hard disk drive, or External Drive; Paper, or Mylar, or Photographic print; Photographic negative, or X-ray, or Film; and Microfilm or Microfiche. Security Classification Mandatory N/A No An information security designation that identifies the minimum level of protection assigned to an electronic information resource. Enables resources to be appropriately identified, managed, and disclosed as per the GoA Data and Information Security Classification Standard. Supports privacy protection, as well as the broad distribution of non-sensitive resources. Helps to prevent unauthorized access and disclosure. 15

17 Security classification establishes sensitivity categories for resources based on the value of the information they contain and the potential adverse consequences from loss of information confidentiality, integrity or availability. Note: Information Security Classification (ISC) for the Government of Alberta currently comprises the following values and definitions: Public - Applies to information assets that will not result in injury to individuals, governments or to private sector institutions; and financial loss will be insignificant. Protected A - Applies to information assets that, if compromised, could cause injury to an individual, organization or government. Protected B - Applies to information assets that, if compromised, could cause serious injury to an individual, organization or government. Protected C - Applies to information assets that, if compromised, could cause extremely grave injury to an individual, organization or government. Subject Recommended Subject (DC Core Element) A controlled term that expresses the topical content of an electronic information resource. Describes what an electronic information resource is about. Enables users to find electronic information resources on the same topic consistently and efficiently. Provides access to related resources produced or collected by different Creators. Do not confuse with Type which describes what a resource is, that is, its business design, e.g. Agenda, Contract, News release, Spreadsheet, Home page, Service description. If ministry or program has a controlled vocabulary, apply for Subject. Subject terms assigned to a resource should reflect its most important topics, and must be chosen from approved controlled vocabularies. Subject vocabularies could be governmentwide or only to specific programs, such as agriculture, health, online service delivery, etc. Subjects generally take the form of words, phrases, or codes and capture what resources are about. For example: "Maps" is a subject value if a resource is about map-making or cartography, but not if it is a map; and "Claims" is a subject value if a resource is about making or handling claims, but not if it is a claim. Notes: Assign as many Subjects as required to categorize a resource accurately within a given 16

18 context, unless other restrictions apply. Uncontrolled terms assigned at the discretion of individual creators or users are considered "keywords", not Subjects, and should be recorded in a separate metadata element. Specific business contexts might need to use both Subject and Keyword approaches. Title Mandatory Title (DC Core Element) No N/A The full and formal name given to an electronic information resource. A meaningful title describes the content of a resource concisely, and supports access, speed of identification, and control of content. Do not confuse with Identifier - this refers to a unique number or code for a dataset or publication. A Digital file name - what a user assigns to an electronic resource such as a web page or desktop document, for example, " or "specifications.xls" or "metadatmap 2008.doc". Useful titles help to distinguish one resource from another. A title should be the starting point for metadata creation, and be derived from the content of the resource. Use the full and complete name of the resource. A title should not: Consist of the product's digital file name; Be altered except to add terms for clarity; or Be constructed by combining the content of other metadata properties. As appropriate for the intended audience of a dataset, include variables in the Title, such as geography, population subset, and/or reference period: If a dataset is issued periodically, include a version indicator such a release, update or issue number, code or phrase; or In the title of a dataset, do not use abbreviations or acronyms, the name of the person who generated it, or the date the product was created. Examples Metadata Core Content Standard; Information Management Strategy; and Results-Based Budgeting Report: Information Management Governance. 17

19 Type Recommended Type (DC Core Element) No The business design or structure used in the presentation and publication of an electronic information resource. Type expresses what a resource is, not what it is about. Supports consistent metadata for similar resources, and helps users to retrieve resources and understand their purpose and function. Do not confuse with: Format - which refers to only to the encoding method for an electronic resource. Medium - which describes the material on which information is recorded. Recommended best practice is to select a value from an approved controlled vocabulary list. Use a current and approved GoA Type Vocabulary if available and applicable to the business context. Type expresses what a resource is, not what it is about. Assigning Type establishes groupings of resources that support the same business use and have a consistent structure. Systems that manage content may use the concept of Type as a basic method to manage workflows and/or templates to capture uniform metadata. Use of Type must be adapted for the business context of the content. For example, a geospatial context might use Type to describe data layers such as hydrographic, geological, meteorological, while a services environment might use Type to define services and documents provided. Examples Annual Report, Form, Minutes, Policy, Questionnaire, Specification. Usage Considerations Mandatory, if applicable SDMX recommendeduseofdata No N/A Description of factors that support the effective interpretation and use of the electronic information resource. Provides users with explicit information on the appropriate use and limitations of the resource. It can originate from a variety of sources, including policy direction, applied methodologies, quality guidelines, standards compliance, system capabilities, and risk considerations. It should provide details to specialists to determine whether the data (raw/open data, analytical data (derived data or information products) fits their proposed use 18

20 and whether it can be related appropriately to other data. It should broadly and concisely cover methodologies used to acquire and disseminate data along with known limitations. Do Not Confuse With Description - describes the content of an electronic information resource rather than the details of its effective use. Risk Considerations - describe the factors limiting the distribution of an electronic information resource. Sensitivity - refers to the information security classification applied to an electronic information resource. Usage Considerations should broadly cover methodologies used and quality of electronic information resources, but should NOT include: Time period covered by the data > use Time Coverage. Geographic extent > use Spatial Coverage. Topics covered > assign at least one Category. Examples of Usage Considerations related to methodologies and techniques: Data collection methods e.g. sample survey, postal survey, online survey, in-person interviews. Characteristics of data collection such as total sample size, or frequency of observation and/or data collection. Methods of instrument design. Forms of data e.g. raw figures, annual growth rates, index data, etc. Procedures used for compiling and editing data. Processes for data validation, i.e. for assessing and reducing errors in source data; validation against other information; assessing, investigating and resolving discrepancies. Target population(s) and breakdowns used. Economic or other sectors covered and their size. Other dimensions not already expressed by the Title, or Description. Examples of Usage Considerations related to quality dimensions: Overall assessment of data quality (based on standards) with main strengths and deficiencies. Trade-offs between quality aspects and planned quality improvements. Inconsistencies in dimensions, gaps or anomalies in the data. Completeness of the data, e.g. (number of values provided in a dataset) / (total number of fields for which data has to be provided). Coherence of the data, i.e. the extent to which data are consistent within a given dataset in terms of scope, definitions, and units of measure. Comparability of the data, that is, the extent to which they are comparable between geographic areas or reconcilable over time and any comparability problems. Basic Example An average monthly caseload is the average number of children and youth served by a worksite, region or agency in a month. This is calculated by taking the caseload for each day of the month, adding them all together and dividing by the number of days in that month. Yearly average caseload numbers are used much in the same way. The monthly average 19

21 number of children and youth served by a worksite, region or agency for each month in the year are added together and then divided by twelve. This provides an average caseload number for the year. In this way, the caseload can be compared year over year. 20

22 Appendix 1 Example Extensions to the Metadata Core Content Standard In the example below, metadata elements included in the GoA Metadata Core Content Standard are aligned in principle with the Dublin Core Metadata element set and apply to all electronic information resources produced and maintained by the GoA. Metadata elements specific to various business needs and electronic information resource types within the GoA are applied as extensions to the core standard. Data and Statistics GoA Core plus; Programs and Services (online services) GoA Core plus; and Records and Information Management - GoA Core plus, are given as examples of elements included in their respective MAPs. The metadata elements included in each are presented in addition to the GoA core elements. The combination of GoA core metadata elements used to support the discovery, retrieval, usage, interpretation, extensibility, and interoperability of electronic information resource types form a complete metadata element set or application profile. In this way, the GoA Metadata Core Content Standard acts as a foundation to the creation and management of all other MAPs as extensions to the standard. Example Extensions to GoA Metadata Core Content Standard by Resource Type Dublin Core elements Contributor Creator Coverage Date Description Identifier Format Language Publisher Relation Rights Source Subject Title Type Recommended s Mandatory GoA Core Content Standard Alternative Title Creator Date Created Date Modified Description Extent Format Identifier Mandatory if Applicable Recommended Optional Language Medium Sensitivity Subject Title Type Usage Considerations Security Classification Extensions to the Standard Data and Statistics GoA Core plus: Audience Frequency Contact Keywords Dataset Distribution Related Documents Data Source Related Products Programs and Services (online services) GoA Core plus: Date Added to Catalogue Risk Considerations Date Metadata Updated Contact Access Rights Audience Date Released Jurisdiction Keywords Owner Information Records and Information Management - GoA Core plus: Activity Disposition Action Aggregation Home Location Ambient Function Retention period Closure Criterion Schedule/Item Number Date of Closure Spatial Coverage Date Created Sub-Function Size Date Eligible for Disposition Transaction Note: does not include: Medium. Date Published Spatial Coverage Date of Final Disposition Time Coverage Note: does not include Creator. Supplemental Use Temporal Coverage Other GoA Metadata Applications GoA Core plus metadata by resource type V0.5 Last Update: February