Metadata in the Government of Alberta. September 20, 2017

Transcription

1 Metadata in the Government of Alberta September 20,

2 What is Metadata? Definition: Structured data that provides information about other data. Creator: Oliver Widder 2

3 Where is Metadata? Barack Obama 3

4 Where is Metadata? 4

5 Benefits of Metadata Search and Retrieval Managing Users Resource Description Ownership and Rights Management Retention and Disposition 5

6 Core Content Elements Alternative title Creator Date Created Date Modified Description Extent Format Identifier Language Medium Security Classification Subject Title Type Usage Considerations 6

7 Mandatory Metadata Element Creator Date Created Date Modified Title Security Classification Definition The business entity responsible for creating or compiling the original content of an information resource. The date, or date and time, on which the content of an information resource is created or compiled. The date, or date and time, on which the content of an information resource is changed. The full and formal name given to an information resource. An information security designation that identifies the minimum level of protection assigned to an information resource. 7

8 Creation and Use of Metadata Core Content Metadata Application Profile (CORMAP) provides business rules and guidance on the use and application of the 15 metadata elements included in the GoA Metadata Core Content Standard. 8

9 Mapping Metadata Between Systems GoA Metadata Core Content Standard (Dublin Core) Date Created MAchine- Readable Cataloging (MARC) $c$g 533$d Date Modified 046$j Title 245, 246 9

10 Crosswalk Example 10

11 Resources Government of Alberta Information Management website Information Management and Technology standards (Secure site): Core Content Metadata Data and Information Security Classification Digitization Etc. National Information Standards Organization (NISO) Understanding Metadata Dublin Core Metadata Initiative 11

12 Metadata in the Digital Library North: Culturally Appropriate and Communityfocused Approaches Ali Shiri Professor School of Library and Information Studies University of Alberta Metadata: what it is and why it matters - IM Aware, Service Alberta, September 20, 2017

13 Trends in Publications on Metadata

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15 Google Books Ngram Viewer: Search for Metadata (Sep. 7, 2017) 4

16 Number of publications on metadata in Scopus: records (Sep. 7, 2017) 5

17 Metadata: A multidisciplinary phenomenon 6

18 What is being captured on your digital devices? A Guardian guide to your metadata 7

19 Metadata in Google Books 36% of sampled books in the digitization project contained metadata errors. Source: James, R., & Weiss, A. (2012). An assessment of Google Books' metadata. Journal of Library Metadata, 12 (1),

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21 Data or Metadata 10

22 Data Types 11

23 Facets of Big Data Shiri, A. (2014) Making Sense of Big Data: A Facet Analysis Approach. Knowledge Organization, 41(5), pp

24 Facet 6: Metadata 13

25 Metadata in the Digital Library North: A Case Study in the Inuvialuit Settlement Region 14 Ulukhaktok, Inuvialuit Settlement Region

26 Inuvialuit Settlement Region (ISR) 15

27 Inuvialuit Settlement Region (ISR) Project focal point 16

28 Objectives Identify the information needs and Information seeking behaviour of community members in the ISR Develop a digital library infrastructure Create a culturally appropriate metadata framework Develop requirements for Inuvialuktun multilingual user interfaces Devise a sustainability strategy to ensure long-term access to digital information 17

29 A Collaborative, community-driven project Inuvialuit Cultural Resource Centre, March DLN Project Team after the Open House, May 19,

30 Theoretical and Methodological Frameworks Business and management Organizational information systems Social sciences Cultural anthropology Community informatics 19

31 Resources at ICRC 20

32 Resources at ICRC 21

33 Digital Library Software Hydra/Fedora Omeka Dspace Eprint Drupal Islandora Greenstone ContentDM Mukurtu AtoM 22

34 Culturally appropriate metadata Language(s) and dialect(s) Names of people and places Traditional and westernized forms of names Include local subjects Include variant forms and spellings Note contributor roles (individuals and organizations) Enable community contributions (keywords, tags or stories)

35 Metadata considerations Guiding principles collaborative and participatory and driven by the needs of the community(ies) iterative and based on real user stories look toward sustainability and interoperability High-level categories type/format/genre topic/keyword language audience collection season names (people, families, organizations) 24

36 Subject metadata For images: CSH (Canadian Subject Headings) TGM (LC Thesaurus for Graphic Materials) Audio/Video/Text: CSH (Canadian Subject Headings) AANDC (Aboriginal Affairs and Northern Development Subject Thesaurus) FAST (Faceted Application of Subject Terminology) Canadiana Authorities 25

37 Local vs. English name 26

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46 Key conclusions Metadata is the cornerstone of the organization of and access to digital records, information and objects Community engagement and input is key Diversity of metadata creation approaches and methods is not just a necessity; it is a social and professional responsibility Metadata practices should reflect the communities they serve by including diverse worldviews, perspectives and populations. The DLN metadata approach provides a framework for developing holistic and community-driven digital libraries, records management and repositories systems. 35

47 Thank you!

48 Service Alberta Enterprise IM Update Standards Update September 2017 Every year, the IM Branch reviews enterprise IMT standards. Currently the Metadata Core Content Standard is undergoing its annual review. The Data and Information Security Classification standard, which describes the four levels used to classify all Government of Alberta data and information assets (Public, Protected A, Protected B, and Protected C), was ratified this past May. One recommendation from the review of the Metadata Core Content Standards is to make information security classification a mandatory element. Policy Instruments for the Management of Information Project The Policy Instruments for the Management of Information project is underway. One important component of this project is to develop recommendations for amendments to the Records Management Regulation, which is set to expire in March Proposed amendments to the regulation are intended to help minimize duplication, improve the ability to find information for FOIP requests, and help manage the increasing volume of digital information. Thank you to everyone who has contributed to this project, the proposed amendments are being presented to the Minister of Service Alberta in late September. Schedule Reengineering Work continues on building out the centralized approach to the records retention and disposition schedule development process. The final stages of the project include stakeholder review and approval of process maps; an appraisal report a dynamic form which will collect the necessary data required to generate a retention schedule and populate an information registry; a pilot plan outlining transition, short term and long term implementation activities; and business requirements for a new supporting enterprise application are being developed. Page 1 of 2 September 2017

49 Enterprise Resource Planning The Government of Alberta has recently launched a set of cross-department corporate services transformation initiatives. The foundation of these initiatives is the implementation of a modernized Enterprise Resource Planning (ERP) toolset, which will replace IMAGIS and other existing legacy systems. The information management branch has been supporting the development of the project to ensure that good information management practices are established. This work will ensure the integrity, authenticity, and reliability of records in the ERP. Alberta Records Centre The Alberta Records Centre is currently seeking information (RFI) on commercial software which will enhance or replace the current inventory and tracking programs. The aim is to procure software that will provide the following: o Efficient and effective management of the inventories of the ARC; o Validation of inventory holdings; o Chain of custody tracking of all items sent out and returned to the ARC with the most current and intuitive tools available; and o Trend analysis and statistical reporting. These benefits will provide all clients of the Alberta Records Centre a more streamlined ordering and tracking program for box/file retrieval as well as a more comprehensive inventory of all ARC holdings, which can then be validated against IRIS. ECM Solution Planning Project The ECM Solution Planning Project has the following objectives: o Describe the current state of ECM implementation in the Government of Alberta, which will require the gathering of information on current ECM implementation and use from all Government of Alberta departments, as well as initiatives that have been undertaken in the past, are currently underway, or are planned for the future. This objective will require significant stakeholder involvement beginning late September into October o Identify current ECM trends and best practices. o Develop a comprehensive business case for acquisition and implementation of a government-wide ECM solution. A government-wide ECM solution may take one or a combination of several forms: A single tool to be used government-wide or; A combination of tools that are connected to a central tool through interoperability. An RFP to select a vendor to assist Service Alberta in meeting the above objectives was recently awarded (to KPMG). Page 2 of 2 September 2017