Indexing Field Descriptions Recommended Practice

Transcription

1 Indexing Field Descriptions Recommended Practice Service Alberta Enterprise Information Management Developed: Last Updated:

2 Contents Indexing... 3 Terminology... 5 Bibliographical Indexing Fields... 6 Biographical Indexing fields... 6 Image Reference... 6 Digitization date and time... 6 Number of pages digitized... 7 Digitization equipment operator and device name... 7 Cross referencing information about the image resource... 7 Batch Reference... 8 Quality Assurance Operator... 8 Quality Assurance check approval date... 9 Transfer date... 9 Transfer title... 9 Transfer description...10 Transfer reason...10 Transfer receiving

3 Indexing One of the most important and often overlooked components of a digitization project is the attention paid to applying useful indexing or metadata to the image collection. If images are not tagged appropriately, then end users may not be able to find a specific document easily and managing the collection becomes infinitely more challenging over time. Proper indexing: assures future interpretation and trustworthiness of the electronic records, despite changes in technology over time; provides a complete history of the activities occurring and the parties involved at each event within the life cycle of records (and the data contained therein); ensures that records and information are appropriately stored and managed, allowing effective and efficient search and retrieval; and establishes an audit trail in the event of litigation. As noted in the Digitization Process Standard A000015, the digitization process includes four phases where indexing must be applied: Image capture (scanning), Image re-capture (rescanning), Quality Assurance, and Data Transfer. Metadata may be used as a means of indexing electronic records. Metadata has 4 main functions: 1. IDENTIFY content Provides unique characterization distinguishing content/images Descriptive metadata examples: Unique resource identifier (URI) Filename of File reference number Author Title 2. MANAGE content Allows systems to manage content/images Examples: Version date Archiving date Security and access permissions Rights management settings Retention schedule File format Linked resources 3. RETRIEVE content Help user to find and retrieve content/images Examples: Taxonomy topics (Classification) Subject keywords Document descriptions 4. TRACK usage of content: Provides metrics (example: usage statistics) 3

4 Examples: User ratings Downloads data Forwarding data Search terms Links data As noted in the Digitization Technical Requirements Standard A000013, there are two types of indexing information that are pertinent to these specifications: Biographical and Bibliographical. The Bibliographic indexing relates to the content of the record and its management. It encompasses identification, management, and retrieval metadata functions outlined above. The Bibliographical metadata elements presented in the Digitization Technical Requirements Standard have been superseded by the Metadata - Core Content Standard A000059, therefore, they have been removed from this document. The Biographic indexing relates to the digitization processes: when the image was captured (scanned), who did it, etc. It is used to show that the digitization process was performed appropriately and completely. Important notes All previous audits and metadata/indexing associated with the source system must be preserved so that the integrity of the data can always be established. Indexing must be retained for at least as long as the records to which they relate. Indexing must be kept in a secure environment for the life cycle of the electronic document. Automated generation of metadata is recommended when possible. If some metadata fields must be manually data-entered, then additional data-entry steps should be implemented. For example, Double Entry Verification may be used to ensure its accuracy and reliability. Date-keeping and time-keeping procedures should include the ability to detect and correct errors. An organization should specify which personnel are authorized to access and modify system clocks, and ensure that appropriate access control measures are established. Some electronic records may contain automatically executable codes, often referred to as macros, that can modify a file each time it is retrieved, viewed or printed (e.g., by inserting the current date and time). The existence of such codes within a file means that the file cannot be frozen. Each time the file is retrieved, it may appear to be different although the user has not changed the stored file. To prove evidentiary value, organizations should implement procedures to prevent any form of automatic modification. These procedures should ensure that authentic copies of the original information can be produced. Where an index entry references deleted information, the index must reflect the deleted status. References: Digitization Process Standard A Government of Alberta IMT Standards Digitization Technical Requirements Standard A Government of Alberta IMT Standards Metadata - Core Content Standard A Government of Alberta IMT Standards ANSI/NISO Z Guidelines for the Construction, Format, and Management of Monolingual Controlled Vocabularies 4

5 ISO : Information and documentation -- Thesauri and interoperability with other vocabularies -- Part 2: Interoperability with other vocabularies ISO 15836: Information and documentation -- The Dublin Core metadata element set ISO 2709: Information and documentation -- Format for information exchange Terminology A name for the indexing property. A short description of the indexing property. The reason for which something exists or is done. Which series, folder, folder part, or resource the property applies to. Whether value for property is mandatory, mandatory if applicable, recommended, or optional for compliance. Whether more than one value is allowed for the property. : Used in the context of record, meaning information created, received, and maintained as evidence and information by an organization or person, in pursuance of legal obligations or in the transaction of business. How the values for this property may be produced. Phase: Describes during which phase of the digitization the indexing is applied. Scheme(s): Identifies the sets of values or syntax rules that can be used to format the metadata term. Conditions and rules that govern the use and value(s) of the property may include the following: Do t Confuse With: a list of other similar terms that should not be used instead of the one listed. Guidance: examples of how to use this term. tes: additional applicable information. See also: See the related terms. 5

6 Bibliographical Indexing Fields The Bibliographic indexing relates to the content of the record and its management. It encompasses identification, management, and retrieval metadata functions outlined above. The Bibliographical metadata elements presented in the Digitization Technical Requirements Standard have been superseded by the Metadata - Core Content Standard A000059, therefore, they have been removed from this document. Please refer to the Metadata Core Content Standard to determine which metadata elements must/should be applied to the files associated with your project. Biographical Indexing fields Image Reference Number of pages in the source resource. To reconcile the physical page count of the source resource to the number of pages digitized in the electronic version. N/A ne Digitization date and time The day, month, and year the digital image was created. To identify when the digital image was created. Date and time should be recorded in the format of ISO 8601:2004, Data elements and interchange formats Information interchange - Representation of dates and times as the following: Date: YYYY-MM-DD Time: HH:MM:SS (Using the 24 hour clock system) In the case of physical files it is possible for the date of last use to be earlier than the digitization date stored in the trusted digital repository. This can also arise when an electronic file is imported into the trusted digital repository from another system. 6

7 Number of pages digitized Number of pages in the finalized digital resource. To reconcile the physical page count of the source resource to the number of pages digitized in the electronic version. Mandatory The property must be provided. N/A During the digitization process blank page detection may result in the digitized resource having a different page count than the paper resource. Digitization equipment operator and device name Uniquely identifies the resource and equipment which performed the scan phase of the digitization imaging process. Uniquely identifies the person and equipment that scanned the image during digitization imaging process. Mandatory The property must be provided. N/A ne Cross referencing information about the image resource A cross-reference in the index to the image file. Links the indexing resource to the image or series of images that represents the original document. Could be a hyperlink, the image name, or a unique reference number. 7

8 N/A/ Example of Cross Referencing: A TIFF file is a one page called tiff. This filename must then also appear in the biographic record; otherwise the image will not be connected to the index. The cross-referencing biographic information should also include the full path name of the image file (or some other tracking information). It could be a hypertext link to the image, but it can also be a simple file name or reference number that uniquely refers to the image or series of images representing the document indexed. te: The cross referencing field is a system field that links the images or files to the indexing databases. It is repeated in both the biographical and bibliographical indexing groups because these two indexing groups may be generated separately, depending on the project and the images must be linked to any and all indexing field files. Batch Reference Unique identification for a group of documents that have similar digitization requirements and were imaged in the same process. To uniquely identify a group of documents to aid in document identification during the quality assurance stage. Quality Assurance phase N/A ne Quality Assurance Operator Uniquely identifies the resource that performed the checks established within the quality assurance stage. Capturing the quality assurance operator aides in demonstration that the digital image is authentic, reliable, and trustworthy. or manual entry Phase: Quality Assurance phase 8

9 N/A ne Quality Assurance check approval date The date the digital image and associated metadata passed the checks established in the quality assurance stage. Capturing the quality assurance approval date aides in demonstrating that the digital image is authentic, reliable, and trustworthy. Phase: Quality Assurance phase Date and time should be recorded in the format of ISO 8601:2004, Data elements and interchange formats Information interchange - Representation of dates and times as the following: Date: YYYY-MM-DD Time: HH:MM:SS (Using the 24 hour clock system) ne Transfer date The date the digital image is imported from the host repository to the digital repository (secure storage). To capture the date of when the image and associated metadata is imported into the digital repository aides in demonstrating that the digital image is authentic, reliable, and trustworthy. or manual entry. Phase: Data Transfer phase Date and time should be recorded in the format of ISO 8601:2004, Data elements and interchange formats Information interchange - Representation of dates and times as the following: Date: YYYY-MM-DD Time: HH:MM:SS (Using the 24 hour clock system) The architectural design of digitization solutions may import directly into the repository, with appropriate quality control and quality assurance checks, and may not incorporate a data transfer stage. Transfer title The unique name assigned to the import of images and associated metadata. 9

10 Identifying a unique process identifier when importing the image and associated metadata into the digital repository aides in demonstration that the digital image is authentic, reliable, and trustworthy. Mandatory if applicable or manual entry Phase: Data Transfer phase N/A The architectural design of digitization solutions may import directly into the production trusted repository, with appropriate quality control and quality assurance checks, and may not incorporate a data transfer stage. Transfer description Explanation of imported method from the host repository to the production trusted digital repository. To provide clarification for method of import into the digital repository. Mandatory if applicable or manual entry Phase: Data Transfer phase N/A The architectural design of digitization solutions may import directly into the production trusted repository, with appropriate quality control and quality assurance checks, and may not incorporate a data transfer stage. Transfer reason To provide an explanation for the import of images and associated metadata into the production trusted digital repository. To identify and capture the reason to import data into the production trusted digital repository. Mandatory if applicable or manual entry Phase: Data Transfer phase N/A 10

11 The architectural design of digitization solutions may import directly into the production trusted repository, with appropriate quality control and quality assurance checks, and may not incorporate a data transfer stage. Transfer receiving The government entity or digital repository receiving the images and associated metadata. To aid in ensuring the correct government entity or digital repository receive the images and associated metadata. Mandatory if applicable or manual entry Phase: Data Transfer phase N/A The architectural design of digitization solutions may import directly into the production trusted repository, with appropriate quality control and quality assurance checks, and may not incorporate a data transfer stage. 11