Preservation Metadata

DEFINITION

A digital repository collects and maintains metadata that describes actions associated with custody of permanent records including an audit trail that documents preservation actions carried out, why and why they were performed, how they were carried out and with what results. A current best practice is the use of a PREMIS-based Data Dictionary to support an electronic chain of custody that documents authenticity over time as preservation actions are executed. Capture of all related metadata, transfer of the metadata to any new formats/systems, and secure storage of metadata are critical. All metadata is stored in the Preservation Description Information (PDI) component of conforming AIPs.

Little of no preservation metadata is created, captured, or maintained for permanent electronic records.

Move Up to Level 1:

Establish a minimum mandatory set of metadata elements to capture for existing and/or newly accessioned permanent electronic government records. Elements might include reference and context information, provenance, fixity values and access rights.

Minimal preservation metadata is available to support permanent electronic records in the digital repository.

Move Up to Level 2:

Capture a standard set of metadata using a metadata schema such as Dublin Core. Use this element set to document file format integrity and provenance and store in the PDI of AIPs.

A partially conforming preservation metadata scheme (like Dublin Core) is in place for permanent electronic records in the digital repository.

Move Up to Level 3:

Expand or enhance a standard set of metadata (such as with METS) that includes descriptive, administrative, structural, and preservation elements.

A preservation metadata scheme is in place that includes a data dictionary that identifies ISO 14721 conforming comprehensive preservation metadata specifications.

Move Up to Level 4:

Adopt a PREMIS based metadata schema and review it regularly. Update the schema as necessary to support the needs of your designated community of records producers and consumers.

A PREMIS-based preservation metadata schema is in place that is continuously review and updated to take into account new and different types of electronic records that are transferred to the digital repository.

Sustain Level 4:

The metadata schema used in the digital repository includes a data dictionary that identifies ISO 14721 conforming comprehensive preservation metadata specifications. Periodically reviewing and updating the schema is part of the digital repository’s routine operations.


HELPFUL HINTS

Processing government records, creating finding aids, and managing rights and permissions associated with acquisitions and donations are core functions of the archival practice. Professional, ethical, and legal considerations relating to privacy, confidentiality, copyright, freedom of information, equality of access, and security are routinely documented and factored into preservation actions and access limits. Applying intelligence to and control over permanent electronic government records is facilitated through use of standardized metadata elements which are enhanced over time as preservation actions are taken and consumers access digital collections.

REMINDER

The CoSA Digital Preservation Capability self-assessment and Level Up Roadmap are based on the DPCMM so there is an assumption that archival institutions seeking to establish trusted digital repositories for permanent electronic government records will conform their operations to the specifications of ISO 14721 and ISO 16363, the de facto standards for the global digital preservation community.