Electronic Document and Records Management (EDRM)
Metadata Models
Metadata is often relegated to an almost invisible status when an EDRM system is implemented, with development of the underlying metadata model frequently assumed to be part of the integrator’s job. However, the metadata model is the foundation of an EDRM implementation and an important area for an organisation to optimise.
The metadata model adopted at the initiation of an EDRM system will determine its long- term usability. Other attributes of the design such as the user interface can be changed, but once many records are stored in the system, their metadata cannot easily be altered.
Decisions taken on metadata early in the design will affect the way in which records are retrieved from the system for many years. The correctness of the metadata may also determine whether archives can successfully record the addition of records. In the shorter term it could impact the ability of an organisation to change, for example during a merger or re-organisation.
Assuming therefore that a systems integrator will make the correct decisions on metadata is a high risk to take. Cornwell consultants have developed a simple but comprehensive approach to developing a metadata model. We produce a normalised model – technically, an application profile – immediately assessable to the systems integrator to configure the EDRMS, or produce a set of usable electronic folders. Where necessary, the application profile is fully compliant with the e-Government Unit’s e-Government Metadata Standard (e-GMS). Our consultants take into account the need to:
- Incorporate metadata unique to the organisation
- Specify the encoding schemes to be used
- Complete details missing from e-GMS such as “tacitness” and default values
- Remove metadata not required for an EDRM
- Specify the elements and refinements to be used for each object type
- Identify management responsibility for each part of the model
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