Metadata
Contributor Metadata Working Group Creator Senior Policy Advisor, Interoperability and Metadata, eGovernment Unit, Cabinet Office, UK Date.issued
Description A cut-down version of the e-GMS developed to help those creating local metadata standards for websites. The e-GMS lists the elements and refinements that provide the structure for metadata used by the UK public sector, along with usage guidance and introductory text. Format Text Language Eng Publisher eGovernment Unit, Cabinet Office, UK. govtalk@cabinet-office.gsi.gov.uk Relation.isVersionOf http://purl.oclc.org/NET/e-GMS_3 Rights.copyright http://www.hmso.gov.uk/copyright/guidance/guidance.htm Crown Copyright Status Version 3 Subject Metadata, website Subject.category Information management Title e-GMS for websites Type Standard Contents
Introduction 4 Background: the e-GIF and e-GMS 4 What this generic local standard includes 4 What this local standard does not include 6 Lists of elements 6 Table 1 Complete list of elements with obligations 6 Table 2 Mandatory elements 7 Table 3 Recommended elements 7 What to do next: Creating a local metadata standard for your website 7 General principles for those adding metadata to resources 8 The Elements 10 Accessibility 10 Audience 12 Contributor 13 Coverage 14 Creator 17 Date 19 Description 22 Disposal 24 Format 25 Identifier 26 Language 27 Publisher 28 Relation 29 Rights 32 Source 33 Status 34 Subject 35 Title 38 Type 40 Appendix – Links and references 41 Related documents 41 Standards and other organisations 41
Introduction
This ‘local standard’ has been created to help those who intend to add metadata to the information resources on their website. It is a ‘sister’ document to the Electronic records management systems metadata standard created by National Archives. Both are subsets of the e-Government Metadata Standard (e-GMS). Background: the e-GIF and e-GMS
Joined-up government needs joined-up information systems. The e-GMS lays down the elements, refinements and encoding schemes to be used by government officers when creating metadata for their information resources or designing search interfaces for information systems. The e-GMS is needed to ensure maximum consistency of metadata across public sector organisations. The e-GMS forms part of the e-Government Interoperability Framework (e-GIF). Essential background and supporting documents can be found at http://www.govtalk.gov.uk/schemasstandards/metadata.asp and http://www.govtalk.gov.uk/interoperability/gcl.asp
The e-GMS is a superset of metadata terms (elements, refinements and encoding schemes) used by the UK public sector for a wide range of information systems, e.g. internets, intranets and document management systems. It is highly unlikely that one system will need all of the e-GMS terms, instead it is recommended that ‘local standards’ be created. These local standards will be cut-down and customised versions of the e-GMS, containing only the terms and supporting information considered useful for a given implementation. Some other examples of these local standards can be found on the GovTalk website.
This is one of two generic e-GMS local standards, each designed to make it easier to create local standards by presenting only those parts of the e-GMS likely to be of value. The other is the Electronic records management systems metadata standard created by National Archives and will be of value to all those considering metadata requirements for internal document or records management systems.
For more detailed information on the purpose and application of metadata, see the e-GMS http://purl.oclc.org/NET/e-GMS_3. What this generic local standard includes This standard differs from the e-GMS because:
From the e-GMS v3, we have removed all records management terms some of the text and examples, the mappings between e-GMS refinements and other metadata models.
Elements that are marked as ‘Mandatory when applicable’ in the e-GMS are strengthened to ‘Mandated’ if they are always applicable on websites (e.g. Publisher becomes mandated because everything on a website is published).
For ease of reference, the elements are listed in alphabetical order.
For each term you will find the following data:
Definition: The formal definition of the term, taken from Dublin Core (ISO 15836) wherever possible.
Obligation: Each term has a level of obligation, usually given at the element level. This will be one of the following:
Mandatory: this element must have a value
Recommended: this element should be given a value if the data is available and appropriate to the given resource
Optional: this element may be given a value if the data is available and appropriate to the given resource.
Note: The e-GMS v3 also has the obligation level ‘Mandatory if applicable’. This means that this element must be given a value if the information is applicable.
The obligation applies to the element as a whole. Values can be added to either the unqualified element or to one or more refinements, except in the case of the Subject element where the Category refinement is mandated.
Purpose: the purpose of the element.
Notes: additional information.
Not to be confused with: provides clarity over the appropriate use of the term, and helps decide where given values should be placed.
Refinements: the ‘sub-elements’ of the element. These allow more closely defined values to be added.
Examples: indicate how the term could be filled in for a variety of different types of resources. Examples are used in an informal way and are fictitious as they are intended to demonstrate the meaning of the element or refinement only. The exact notation that needs to be used will vary between applications.
HTML syntax: how the metadata should appear in the header of an HTML file. For more information on syntax including XML and RDF, see the usage guide on the Dublin Core website. Examples are provided relate to this document where relevant, and one or two fictitious documents.
Encoding schemes include: schemes used to regulate the value of a term. These include lists of controlled terms from which the values should be selected, or requirements that values be formatted according to a recognised standard.
What this local standard does not include This is a metadata standard only. It does not cover implementation or technical issues. The nature of the e-GMS means it needs to be supported by extensive information, guidance notes and toolkits. Many of these are under development, those that are completed can be found on GovTalk.
Compliance, management and consultation procedures can be found in the e-GIF. The latest version of this can be found at http://www.govtalk.gov.uk/schemasstandards/egif.asp. Lists of elements Table 1 Complete list of elements with obligations
Elements greyed out are e-GMS v3 elements that are not included in this version.
Element Obligation
e-GMS Website
1 Accessibility MA M 2 Addressee O N/A 3 Aggregation O N/A 4 Audience O O 5 Contributor O O 6 Coverage R R 7 Creator M M 8 Date M M 9 Description O O 10 Digital signature O N/A 11 Disposal O O 12 Format O O 13 Identifier MA M 14 Language R R 15 Location O N/A 16 Mandate O N/A 17 Preservation O N/A 18 Publisher MA M 19 Relation O O 20 Rights O O 21 Source O O 22 Status O O 23 Subject M* M* 24 Title M M 25 Type O O *The obligation of this element rests with the Category refinement. Table 2 Mandatory elements Creator Date Subject.Category Title Accessibility Identifier Publisher
Table 3 Recommended elements Coverage Language
What to do next: Creating a local metadata standard for your website
Managers should use this document to create their own local metadata standard. The procedure, variable depending on how your organisation works, is as follows.
Ensure you are familiar with your information system. This means the scope of the information contained within it, what is used for and by whom. Take account of the need to select particular items from the system and how these are to be found, remembering the needs of those managing the system as well as those looking for information, and that specific requirements will change over time. Examples of sets of items you may need to select:
all items created during a particular time period all web pages that may become out of date this week the very latest changes to particular procedures or regulations everything relating to a given geographic area.
Confirm that the search interface can be designed to ensure the metadata is fully exploited; there is little point in adding it if it cannot be used to refine a search in a user-friendly manner.
Look on GovTalk for examples of local standards being used in systems similar to your own. You may want to contact the owner of a standard in use.
In consultation with other users, decide which terms you need for your own purposes. Remember that the mandatory elements must always be included, though not all of their refinements need to be. Before removing an element or refinement, think about why it is there and what it used for, and see if this could be valuable to you.
If you think you need any terms that are not displayed in this document, try looking in the larger e-GMS. If it you still can’t find what you need, contact the team at govtalk@cabinet-office.gsi.gov.uk and we will do what we can to help.
The mandatory elements must remain mandatory. You may also strengthen the obligation of other elements or refinements, e.g. make other elements mandatory for your own local standard.
Delete unwanted elements and refinements until you have your own local metadata set.
Consider the encoding schemes, remove any that are not relevant at all, and specify any others that your organisation wants to use.
Edit the accompanying text to make it relevant to your own situation; you may want to create new notes and examples, and perhaps show where some of the metadata will be used by the search facility.
Send a copy to the eGovernment Unit (eGU), Cabinet Office. With your permission, this will be put on the GovTalk website for reference by others.
Distribute your local standard to those who need it. It helps to attach examples showing how it has been applied to various items.
You can contact the eGovernment Unit any time for assistance.
General principles for those adding metadata to resources
Applying metadata to any information resource or web page considerably improves the chances of someone finding it. The better the quality of metadata, the better the search results. A little effort now saves a lot of time later.
Remember that the purpose of applying metadata is to help users to find the information they want. Put on the user’s hat and think how the metadata can be used most effectively to accomplish this rather than just applying it in a mechanistic fashion.
Keep language as straightforward and clear as possible. While some users will appreciate the economy and accuracy of technical terms, others won’t be familiar with them so explanations in everyday language will be needed. Where acronyms are used, they should either be linked to a glossary or explanatory note, or be written out in full the first time they appear on the record.
Think global. Your website will be seen by people from all around the world, from all walks of life. They speak different languages, refer to dates in different ways, and probably have no idea how the British government works.
Think man on the Clapham omnibus. The information will be needed by those unfamiliar with the machinery of government. Remember they may well not know how government is structured, what your department does, or what you call things.
Think backwards. Try to look at the metadata from the point of view of someone looking for your web page. If they typed in that keyword, would they be pleased to find that resource?
Think objective. Why is this element here, what is the data for? It is not necessary to provide a value for each and every element. Apart from the mandatory elements, it is for you, following your guidelines, to decide which elements to use. For example, a DESCRIPTION may add nothing if the TITLE is sufficiently descriptive. Only use AUDIENCE if you really want to target a particular group. Consider whether COVERAGE adds real value. When selecting keywords for SUBJECT, consider whether there is enough information on that subject to warrant it being picked up in a search result list.
Think list. Each element, especially title and description, is likely to be separated by a search engine and put into a list with the content of the same element from different resources. How would that title look in a long list of other titles? Vague titles (e.g. ‘the Next Steps’) look especially unhelpful in these circumstances.
The Elements
Accessibility
Definition Indicates the resource’s availability and usability to specific groups. Obligation Mandatory. Purpose Enables those unable to use all information resources to limit the search to items meeting their requirements. Notes This element is mandatory for core pages of websites which must carry a W3C Platform for Internet Content Selection (PICS) standard label indicating the suitability of the material for children. In future, some applications designed to protect children will not allow access to any site that does not have, for example, a suitable label issued by the Internet Content Rating Association (ICRA). More information about W3C PICS labelling can be found in the Guidelines for UK Government Websites at http://e-government.cabinetoffice.gov.uk/Resources/WebGuidelines/fs/en and from the Internet Content Rating Association at http://www.icra.org
The way in which ICRA and other labels are added to the metadata may require different notation from the remaining elements, to ensure they are located and read by the relevant software filters.
This element will be developed further in line with recommendations by the DC Metadata Initiative, W3C and other international organisations working on this issue. Other accessibility information may also be given. See the Guidelines for UK Government Websites for further details. The checklist states:
web managers should register their website with at least the ICRA PICS service; meta tags covering your whole site should be placed in the head element of the default page, e.g. index.htm or default.htm; check that all web pages meet the defined rating. Additional meta tags can be placed in the home page of directories to rate pages within that directory, and where necessary can be applied to individual web pages and discussion groups.
Information and tools for implementing the W3C Web Accessibility Initiative (WAI) can be found on the W3C WAI site. See the Guidelines for UK Government Websites at http://e-government.cabinetoffice.gov.uk/Resources/WebGuidelines/fs/en and the W3C’s Web Content Accessibility Guidelines 1.0.
Information for implementing RNIB accessibility guidelines is available from http://www.rnib.org.uk/xpedio/groups/public/documents/publicwebsite /public_webaccessservices.hcsp Not to be confused with Audience – Accessibility indicates whether particular users will be able to physically access or use the resource; Audience indicates those users for whom the content is designed.
Rights – Rights indicates who is allowed to see the resource; Accessibility indicates who is actually able to see it. Refinements – Examples General accessibility: W3C WAI rating Level AA HTML syntax <meta name=“eGMS.accessibility” scheme=“WCAG” content=“Double-A”> <meta http-equiv=“pics-label” content=“(pics-1.1 “http://www.icra.org/ratingsv02.html” l gen true for “http://www.e-envoy.gov.uk/Home/Homepage/fs/en” r (nz 1 vz 1 lz 1 oz 1 cz 1) “http://www.rsac.org/ratingsv01.html” l gen true for “http://www.e-envoy.gov.uk/Home/Homepage/fs/en” r (s 0 n 0 v 0 l 0))”> Encoding schemes include ICRA – http://www.icra.org/
Audience
Definition A category of user for whom the resource is intended. Obligation Optional. Purpose Enables the user to indicate the level or focus of the resource, as well as enabling filtering of a search to items suited to the intended audience. Notes Do not use Audience unless the resource is prepared with a particular group in mind. If it is for general release, leave it blank. Not to be confused with Accessibility – Audience indicates which users the content is aimed at; Accessibility indicates whether particular users will be able to access or use the resource.
Rights – Audience tells the user who the content is designed for, whereas Rights informs the user of a list of individuals or groups who are allowed to see the resource.
Addressee – The addressee is the person(s) to whom the resource was actually sent; the audience is the group for whom the creator prepared the content. Refinements Education level A general statement describing the education or training context. Alternatively, a more specific statement of the location of the audience in terms of its progression through an education or training context. Mediator A class of entity that mediates access to the resource and for whom the resource is intended or useful. Comment: The audience for a resource is of two basic classes: (1) an ultimate beneficiary of the resource; and (2) an entity that mediates access to the resource. The mediator element refinement represents the second of these two classes. Examples For a website designed to put businesses in touch with each other audience: Businesses
For a resource which will be sought by parents to read to their children audience.mediator: Parents audience.educationLevel: Pre-school HTML syntax <meta name=“DCTERMS.audience” scheme=“eGMSAES” content=“Businesses”> <meta name=“DCTERMS.audience” scheme=“eGMSAES” content=“Voluntary Sector”> Encoding schemes include e-GMS Audience Encoding Scheme (e-GMSAES) – http://www.govtalk.gov.uk/schemasstandards/metadata_document.asp?docnum=680 IEEE LOM Audience Encoding Scheme – http://ltsc.ieee.org/wg12/
Contributor
Definition An entity responsible for making contributions to the content of the resource. Obligation Optional. Purpose Enables users to retrieve a resource which has been contributed to by a particular person or organisation. Notes Examples of a Contributor include a person or organisation. Typically, the job title of a Contributor should be used to indicate the entity.
Include all individuals or organisations that played an important or significant role in creating the content of the resource but do not qualify as Creators.
For this data to be meaningful when the division making the contribution has been disbanded or the contributor has moved on, include the full hierarchy, e.g. department, division, section, team. It may be best to ‘depersonalise’ the Contributor, and give the job title rather than the name.
Give full contact details if possible, especially when they are not to be given elsewhere. If possible, use generic e-mail addresses rather than personal ones, as these are less likely to change, e.g. aviation.stats@dtlr.gov.uk
Acronyms may be meaningless to users. Use the full official title of the organisation, or link to a glossary or explanatory note. Not to be confused with Creator – Creator is the person or group responsible for the intellectual or creative content of the resource; Contributor played an important role but did not have primary or overall responsibility for the content. Refinements – Examples For a resource edited by a member of staff in a particular department contributor: Edited by National Assembly for Wales, Finance Group, Resources Manager, fgcabinet@wales.gsi.gov.uk
For minutes drafted by a minutes secretary but for which responsibility for content belongs with the chair of the meeting (the chair will be entered in the Creator field) contributor: Drafted by Manchester City Council, Community Regeneration Team, Secretary, crt@manchester.gov.uk HTML syntax <meta name=“DC.contributor” content=“edited by National Assembly for Wales, Finance Group, Resources Manager, fgcabinet@wales.gsi.gov.uk”>
<meta name=“DC.contributor” content=“drafted by Manchester City Council, Community Regeneration Team, Secretary, crt@manchester.gov.uk”> Encoding schemes include Government Data Standards Catalogue – http://www.govtalk.gov.uk/gdsc/html/default.htm
Coverage
Definition The extent or scope of the content of the resource. Obligation Recommended. Purpose Enables the user to limit the search to items about a particular place or time. Can be thought of as a sub-section of the Subject element. Notes Data will usually be put under Spatial or Temporal rather than the unrefined Coverage.
‘Spatial’ includes jurisdiction, town, county, borough, constituency, region, etc. Give enough detail to ensure that places sharing names can be accurately identified, e.g. ‘Newcastle, New South Wales, Australia’.
The eGU is considering further refinements for Coverage.spatial to enable better retrieval of information with a significant geospatial element. This is likely to be part of a larger project that will include toolkits and encoding schemes. The eGU is awaiting the outcome of work being undertaken by DC into the mapping of ISO 19115 into the DC Element Set.
Dates should be in standard W3C format, e.g. ccyy-mm-dd. A more controlled structure for this value may be required in situations where greater detail about the time covered is needed, e.g. statistics or geographic information (see Examples). Not to be confused with Date – Coverage.temporal refers to the time period covered by the content of the resource, not its creation or publication date.
Subject – Coverage contains information about the geographical and time aspects of the content of the resource. It can be thought of as a sub-section of the Subject element. There may be times when it is appropriate to enter the same data in both elements.
Location – Location describes the physical whereabouts of the resource; it has nothing to do with what the resource is about. Refinements Spatial Structured values for Coverage.spatial: Postcode Location Temporal Structured values for Coverage.temporal: Beginning date End date Data capture period Status of start date of capture Start date of capture End date of capture Examples For a list of chemists within a particular postcode area coverage.spatial: SW12
Using the semi-colon separator for multiple values For a list of chemists within a number of postcode areas coverage.spatial: SW12 1LQ; SW12 2LQ; SW12 3LQ
Repeating element refinement for multiple values For a list of chemists within a number of postcode areas coverage.spatial: SW12 1LQ coverage.spatial: SW12 2LQ coverage.spatial: SW12 3LQ
For a resource about events that occurred between 13 March 2000 and 13 March 2001 coverage.temporal: 2000-03-13/2001-03-13
For a document looking at events in Lewisham during the 1950s coverage.temporal: 1951/1960 coverage.spatial: London Borough of Lewisham, London, UK
For 2002/03 tax statistics collected by the Inland Revenue between July and August 2003 coverage.temporal.beginning date: 2002-04-01 end date: 2003-03-31 start data of capture: 2003-07-01 end data of capture: 2003-08-31 HTML syntax <meta name=“DC.coverage” content=“UK”> <meta name=“DC.coverage.temporal” content=“1951/1960”> <meta name=“DC.coverage.spatial” scheme=“ONS SNAC” content=“00BK”> Encoding schemes include Spatial: Government Data Standards Catalogue – (address, date and time types) http://www.govtalk.gov.uk/gdsc/html/default.htm DCMI Point – Identifies a point in space using its geographic coordinates http://dublincore.org/documents/dcmi-point/ DCMI Box – Identifies a region of space using its geographic limits http://dublincore.org/documents/dcmi-box ISO 3166 – Codes for the representation of names of countries http://www.iso.ch/iso/en/prods-services/iso3166ma/ 02iso-3166-code-lists/index.html TGN – The Getty Thesaurus of Geographic Names http://www.getty.edu/research/tools/vocabulary/tgn/index.html ISO 19115 – http://www.anzlic.org.au/infrastructure_standards.html ONS ‘SNAC’ – Database (Standard Names and Codes) http://www.statistics.gov.uk/geography/snac.asp FCO – (Geographical names and information) list of country names. To be made available on www.fco.gov.uk and www.govtalk.gov.uk shortly. Postcode Address Finder – https://www.royalmail.com/portal/rm/postcodefinder?pageld=pol_login&; catld=400145&_requestid=182413&cs=1
Temporal: W3CDTF – http://www.w3.org/TR/NOTE-datetime (schema at http://dublincore.org/2003/03/24/dcq#W3CDTF) DCMI Period – A specification of the limits of a time interval http://dublincore.org/documents/dcmi-period
Creator
Definition An entity primarily responsible for making the content of the resource. Obligation Mandatory. Purpose Enables the user to find resources that were written or otherwise prepared by a particular individual or organisation. Notes To enable a resource to be tracked when the division creating it has been disbanded or the Creator has moved on, include the full hierarchy, e.g. department, division, section, team. It is often best to ‘depersonalise’ the Creator and give the job title rather than the person’s name.
Give full contact details if possible, especially when they are not to be given elsewhere, i.e. where the Creator is different from the publisher/distributor. If possible, use generic e-mails rather than personal ones, as these are less likely to change, e.g. aviationstats@dtlr.gov.uk. There are, however, situations where the Creator has legal responsibilities and obligations, and personal names may be needed for audit trails.
Acronyms may be meaningless to users. Use the full official title of the organisation, or link to a glossary or explanatory note. Not to be confused with Publisher – Creator is responsible for the intellectual or creative content of the resource; Publisher is the person or organisation that makes the resource available. You would contact the Creator to find out, for example, why this policy was made or how it will be implemented, whereas you would contact the Publisher to find out about getting more copies or matters of copyright. In many cases, the Publisher and Creator will be the same.
Contributor – Creator is the person or group responsible for the intellectual or creative content of the resource; Contributor played an important role but did not have primary or overall responsibility for the content. Refinements – Examples For a resource for which chief responsibility for content rests with the Assistant Director creator: The Cabinet Office, eGovernment Unit, Technology Policy, Assistant Director, govtalk@cabinet-office.gsi.gov.uk
For the minutes of a meeting which were drafted by the minutes secretary but for which responsibility for content rests with the chair of the meeting (the minutes secretary appears in the Contributor element) creator: Manchester City Council, Community Regeneration Team, Community Regeneration Committee, Committee Chair, crt@manchester.gov.uk
For a resource prepared by an external consultant creator: ConsultGov Ltd, Consultant, info@consultgov.co.uk HTML syntax <meta name=“DC.creator” content=“The Cabinet Office eGovernment Unit, Technology Policy, Assistant Director, govtalk@cabinet-office.gsi.gov.uk”> <meta name= “DC.creator” content=“Manchester City Council, Community Regeneration Team, Community Regeneration Committee, Committee Chair, crt@manchester.gov.uk”> Encoding schemes include Government Data Standards Catalogue – http://www.govtalk.gov.uk/gdsc/html/default.htm
Date
Definition A date associated with an event in the life cycle of the resource. Obligation Mandatory. Purpose Enables the user to find the resource by limiting the number of search hits according to a date, e.g. the date the resource was made available. Notes Dates need to appear in a format that is recognisable to people all over the world and that can be interpreted by computer software. The W3C format allows accurate searching and makes it clear which is the year, month or day. The format is ‘ccyy-mm-dd’, where ‘ccyy’ is the year, ‘mm’ is the month and ‘dd’ the day.
When the time is also needed, add ‘hh:mm’, where ‘hh’ is the hour (using the 24 hour clock) and ‘mm’ is minutes. More about this notation can be found at http://www.w3.org/TR/NOTE-datetime Not to be confused with Coverage – Date refers to dates relevant to the information resource itself, not the information held within the resource. For example, for a document about the Civil Service in the 18th century, put ‘18th century’ in Coverage and put the date published in Date.
Disposal – Use disposal.date reviewed to indicate when the decision to keep a resource needs to be made. Refinements Acquired The date on which the resource was received into the organisation. Available Date (often a range) that the resource will become or did become available. Created Date of creation of the resource. Cut-off date Date from which the resource should no longer be added to or modified. Closed Date on which the capacity to store the resource as part of a collection was revoked. Date accepted Date of acceptance of the resource (e.g. of thesis by university department, of article by journal, etc.). Date copyrighted Date of a statement of copyright. Use if date is different from date.created or if date.created is not given. Date submitted Date of submission of the resource (e.g. thesis, article, etc.). Declared Date on which the resource was declared, filed or stored. Issued Date of formal issuance (e.g. publication) of the resource. Modified Date on which the resource was changed. Next version due Date on which the resource is due to be superseded. Updating frequency How often the resource is updated. Valid The date (often a range) of validity of a resource. Examples For a press release approved and sent to editors on 2 December 2002 but not available for public viewing until 11:00 a.m. the following day date.created: 2002-12-02 date.issued: 2002-12-03T11:00
For a consultation document completed on 20 March 2003, released only to the department for comment on 30 March, and put on the website for open consultation on 10 April with a closing date of 30 May date.created: 2003-03-20 date.available: 2003-03-30 date.issued: 2003-04-10 date.valid: 2003-04-10/2003-05-30
For a home page that went live on 6 January 2000 date.issued: 2000-01-06
The same home page the following May, after it has been edited date.issued: 2000-01-06 date.modified: 2000-05-01
HTML syntax <meta name=“DC.date.issued” scheme=“W3CDTF” content=“2003-04-30”> <meta name=“DC.date” scheme=“W3CDTF” content=“2002-11-25”> Encoding schemes include Government Data Standards Catalogue – http://www.govtalk.gov.uk/gdsc/html/default.htm W3C – http://www.w3.org/TR/NOTE-datetime (schema at http://dublincore.org/2003/03/24/dcq#W3CDTF) ISO 19115 – http://www.anzlic.org.au/infrastructure_standards.html (frequency of update) Description
Definition An account of the content of the resource. Obligation Optional. Purpose Helps the user decide if the resource fits their needs. Notes The description could cover:
Approach to subject (e.g. critique, explanation, beginners guide) Reason for production of resource (e.g. to inform, invite comments) Groups and organisations referred to Events covered List of key fields (database) or chapters Key outcomes Broad policy area Level (e.g. academic, basic) Any other useful information.
Keep the description as brief as possible and try not to repeat information that could be held in another tag (e.g. Title, Coverage or Subject). Not to be confused with – Refinements Abstract A summary of the content of the resource. Table of contents A list of sub-units of the content of the resource. Examples General description: Leaflet for parents explaining the purpose of the introduction of Home-School agreements, which are compulsory for all maintained schools
description: A brief history of Blackheath. Covers physical aspects, notable events and people connected with the area
description.tableOfContents: Document history/Introduction/Preparation/Lists of elements/General principles/Elements HTML syntax <meta name=“DC.description” content=“The elements and refinements that provide the structure for metadata used by the UK public sector, along with introductory text”> <meta name=“DC.description” content=“Leaflet for parents explaining the purpose of the introduction of Home-School agreements, which are compulsory for all maintained schools”> <meta name=“DC.description.tableOfContents” content=“Policy and scope/ Implementation support/Management processes/Change management/Complying with the e-GIF”> Encoding schemes include –
Disposal
Definition The retention and disposal instructions for the resource. Obligation Optional. Purpose Helps the user manage resources and ensure that they are not kept after they are needed or disposed of before their time. Notes It is recommended that all web pages have a review date, so webmasters can easily locate pages before they become out of date and take necessary action, e.g. modify them and send the original to their organisation’s records office.
Guidelines for UK Government websites has further information on archiving websites. Not to be confused with – Refinements Auto remove date The date on which the resource will automatically be removed from the system. AutoRemoveDate is used for machine-generated removals where there is no need for human intervention and review. Disposal authorised by The identity of the role, the person or the policy authorising by the disposal. Disposal review The date on which the resource should be reviewed to determine the need to retain it. Examples For a resource that will automatically be removed on 3 September 2003, without any review taking place disposal.autoRemoveDate: 2003-09-03
For a web page which states that ‘The final report will be published in August 2003’ disposal.review: 2003-08-01
HTML syntax <meta name=“eGMS.disposal.autoRemoveDate” scheme=“W3CDTF” content=“2003-08-20”> <meta name=“eGMS.disposal.review” scheme=“W3CDTF” content=“2003-10-20”> Encoding schemes include W3C – Date formats (Disposal date, Review date, Date of last review) http://www.w3.org/TR/NOTE-datetime (schema at http://dublincore.org/2003/03/24/dcq#W3CDTF) Format
Definition The physical or digital manifestation of the resource. Obligation Optional. Purpose Allows the user to search for items of a particular format. Notes Have separate metadata for each format of the resource, rather than one entry with several formats listed. Use the Relation element to indicate when the resource is available in other formats. Format may include the media type or dimensions of the resource. It may also be used to determine the software, hardware or other equipment needed to display or operate the resource. Examples of dimensions include size and duration. Recommended best practice is to select a value from a controlled vocabulary (e.g. the list of Internet Media Types (MIME) defining computer media formats). Not to be confused with Type – Format looks at the physical format of the resource; Type considers the content. Format includes hard or electronic copy, and the software needed to access the resource; Type describes the category of the information in the resource, e.g. minutes, annual report, job advertisement. Refinements Extent The size or duration of the resource. Medium The material or physical carrier of the resource. Examples
For a web page in HTML format: Text/html
HTML syntax <meta name=“DC.format” content=“Microsoft Word”> <meta name=“DC.format.medium” scheme=“IMT” content=“image/gif”> <meta name=“DC.format.extent” content=“27 KB”> Encoding schemes include Internet Media Type (IMT) Scheme – http://www.iana.org/assignments/media-types/index.html PRONOM – http://www.records.pro.gov.uk/pronom Identifier
Definition An unambiguous reference to the resource within a given context. Obligation Mandatory if applicable. Purpose Allows a user to search for a specific resource or version. Notes Recommended best practice is to identify the resource by means of a string or number conforming to a formal identification system. Be cautious about using the URL as it can change, although it will often be the best identifier available. Identification codes automatically allocated by records and content management systems can be used.
It is not always possible to find a unique identifier for a resource, especially if it is not practical to use the URL. Examples include forms or leaflets that are produced by the organisation and need to be easily identified. While these usually have a code allocated (e.g. SA100 for a tax return form) this code is rarely universally unique (‘SA100’ is also a biplane, an amplifier, a set of kitchen scales, a marine antenna, a broadband service unit, a caller ID unit for telephones, a smoke alarm, a bus stop in Ottawa and an MP3 player).
Identifiers can be made ‘more unique’ by prefixing them with the IARN (Information Asset Register Number departmental code), which is allocated to each government department and agency by HMSO.
The eGUis investigating the use of Digital Object Identifiers (DOIs) and other persistent unique identifiers. The eGU has set up a proof of concept with TSO. Not to be confused with Location – Location indicates the physical location of the resource, not its electronic file-path or URL. Refinements – Examples identifier: [URI] http://www.govtalk.gov.uk/contactus/contact.asp
HTML syntax <meta name=“DC.identifier” content=“http://purl.oclc.org/NET/e-GMS_v1”> Encoding schemes include URI – http://www.ietf.org/rfc/rfc2396.txt or http://purl.org/dc/terms/URI ISBN – http://www.isbn.org/standards/home/index.asp ISSN – http://www.issn.org:8080/English/pub IARN – http://www.inforoute.hmso.gov.uk/ Language
Definition A language of the intellectual content of the resource. Obligation Recommended. Purpose Enables users to limit their searches to resources in a particular language. Notes The use of language codes simplifies the inputting of the Language element. Most users will learn the relevant codes quickly. Most systems can be set so that the name of the language is displayed in full, which is more user-friendly.
Use of the Language element is especially important for resources that will be loaded onto the internet. It is an invaluable means for people to limit their searches to items that are relevant to their own needs.
For existing systems using other codes from ISO 639, it should be possible to continue with these and map to 639-2/T. Not to be confused with – Refinements – Examples For a resource written in English language: eng
For a resource written in Welsh and English language: [ISO 639-2/T] cym language: [ISO 639-2/T] eng
For a Polish translation of a resource originally written in English. (Use Relation to link to the original English version language: [ISO 639-2/T] pol HTML syntax <meta name=“DC.language” scheme=“ISO 639-2/T” content=“eng”> <meta name=“DC.language” scheme=“ISO 639-2/T” content=“cym”> Encoding schemes include ISO 639-2 – http://www.loc.gov/standards/iso639-2 Publisher
Definition An entity responsible for making the resource available. Obligation Mandatory. Purpose Enables users to find a resource published by a particular organisation or individual. It can also be referred to by those wanting to re-use or republish the resource elsewhere, or to purchase a copy of the resource. Notes Publisher is used here in its widest sense, so an organisation that places an information resource on a website is the publisher, even if no hard-copy version is made available. The publisher is the person or organisation a user needs to contact in order to obtain permission to republish the information contained in the resource or to obtain copies in a different format.
A publisher has certain legal rights and responsibilities regarding the resource, so should always be named. Not to be confused with Creator/Contributor – The publisher is the organisation or person who makes the resource available to the public (in the traditional sense of publishing a book or in the latest sense of releasing the resource on a website). The publisher is the entity that the user would contact to obtain new copies or discuss copyright issues. The Creator, and to some extent the Contributor, are responsible for the content of the resource. The user would therefore contact the Creator to find out, for example, why the particular policy described in the resource was made or what the process was to contribute to the discussion. In many cases, the Publisher and Creator will be the same. Refinements – Examples General publisher: London Borough of Lewisham, Town Hall, Catford, London SE6 4RU, 020 8314 6000, enquiries@lewisham.gov.uk
publisher: The Stationery Office, St Crispins, Duke Street, Norwich NR3 1PD, 0870 610 5522, esupport@theso.co.uk
HTML syntax <meta name=“DC.publisher” content=“The Stationery Office, St Crispins, Duke Street, Norwich NR3 1PD, 0870 610 5522, esupport@theso.co.uk”> Encoding schemes include Government Data Standards Catalogue – http://www.govtalk.gov.uk/gdsc/html/default.htm
Relation
Definition A reference to a related resource. Obligation Optional. Purpose Enables the user to find other resources that are related to a resource, or to group together individual resources which then form a collection. Notes Recommended best practice is to reference the resource by means of a string or number conforming to a formal identification system, i.e. the referenced resource’s Identifier.
When using refinements, use the most specific one applicable. Relation can be used to allow cascading retrieval of interrelated objects, especially if used in conjunction with the Aggregation element. (More information can be found in The National Archives’ Metadata Standard). It is also invaluable for linking items in multiple parts, different versions of the same resource and items available in multiple formats. Not to be confused with Source – Do not use Source if it is more appropriate to put this data in the Relation element, i.e. it may be more accurate to use the refinement Relation.isVersionOf.
Preservation.originalFormat – Refers to the format in which the resource was first made; Relation.hasFormat refers to another resource which is essentially the same intellectual content presented in another format. Refinements Examples Conforms to A reference to an established standard to which the resource conforms. Has format The described resource pre-existed the referenced resource, which is essentially the same intellectual content presented in another format. Has version The described resource has a version edition or adaptation, namely the referenced resource. Has part The described resource includes the referenced resource either physically or logically. Is defined by The described resource is given an effective working definition by the referenced resource. Is format of The described resource is the same intellectual content of the referenced resource, but presented in another format. Is part of The described resource is a physical or logical part of the referenced resource. Comment: When the described resource is part of another, it may be possible for it to inherit metadata elements from the parent resource. For example, the subject metadata of a folder may be inherited by all of the files within that folder. Is referenced by The described resource is referenced, cited or otherwise pointed to by the referenced resource. Is replaced by The described resource is supplanted, displaced or superseded by the referenced resource. Is required by The described resource is required by the referenced resource to support its function, delivery or coherence of content. Is version of The described resource is a version edition or adaptation of the referenced resource. A change in version implies substantive changes in content rather than differences in format. Comment: Includes translations of resources. Provides definition of The described resource provides an effective working definition of an item whose usual name is given in the value. References The described resource references, cites or otherwise points to the referenced resource. Requires The described resource requires the referenced resource to support its function, delivery or coherence of content. Replaces The described resource supplants, displaces or supersedes the referenced resource. General For a publication with an associated press release relation: Press release 2002-01-03, http://www.idea.gov.uk/news/press/030102.htm
For a website which replaces an earlier website with similar content relation.replaces: www.ukonline.gov.uk
For version 3 of the e-GMS, showing its link to version 2 relation.isVersionOf: http://purl.oclc.org/NET/e-GMS_v2
For a document that is No. 7 in the ‘Information Management’ series relation.isPartOf: Information management series sequenceno: 7
For a resource interpreting a set of statistics, but not listing those statistics relation.requires: 398762342X
For an HTML document that was originally made available in hard copy relation.isFormatOf: [ISBN] 0711504237
For an XML schema document which requires another XML schema document to be available to the schema processor relation.requires: IR/SAelements-2002-v1.0
For an XML schema providing a definition of the XML data type NationalInsuranceNumberType relation.providesDefinitionOf: NationalInsuranceNumberType HTML syntax <meta name=“DC.relation” content=“Press release 2002-01-03, http://www.idea.gov.uk/news/press/030102.htm”> <meta name=“DC.relation.requires” scheme=“ISBN” content=“398762342X”> <meta name=“DC.relation.isFormatOf” scheme=“ISBN” content=“0711504083”> <meta name=“DC.relation.hasFormat” scheme=“URI” content=“http://www.foo.bar/explanation.pdf”> Encoding schemes include URI – http://purl.org/dc/terms/URI ISBN – http://www.isbn.org/standards/home/index.asp ISSN – http://www.issn.org:8080/English/pub
Rights
Definition Information about rights held in and over the resource. Obligation Optional. Purpose Indicates who has the right to see, copy, redistribute, republish or otherwise make use of all or part of the resource. Notes If possible, provide a link to a resource giving more details about the Rights marking, e.g. the Crown copyright statement at http://www.hmso.gov.uk/copyright/guidance/guidance.htm
Typically, the rights will be defined by the owner or custodian of the resource.
Not to be confused with Accessibility – Accessibility indicates whether particular users will be able to access or use the resource; Rights indicates if they are allowed to.
Audience – Audience tells you who the content is designed for; Rights is the place to list the individuals or groups who are allowed to see the resource. Refinements Copyright Statement and identifier indicating the legal ownership and rights regarding use and re-use of all or part of the resource. Examples rights.copyright: Crown copyright http://www.hmso.gov.uk/docs/copynote.htm HTML syntax <meta name=“DC.rights.copyright” content=“Crown copyright http://www.hmso.gov.uk/docs/copynote.htm”> <meta name=“DC.rights” content=“Classified”> Encoding schemes include Legislation – Legislation covering rights of access to official information often has its own encoding scheme W3C – http://www.w3.org/TR/NOTE-datetime (schema at http://dublincore.org/2003/03/24/dcq#W3CDTF) Manual of Protective Security Rights
Source
Definition A reference to a resource from which the present resource is derived. Obligation Optional. Purpose Enables the user to find resources that have been developed using the content of a particular resource (e.g. all items based on a named set of statistics). Notes The described resource may be derived from the Source resource in whole or in part. Recommended best practice is to reference the Source by means of a string or number conforming to a formal identification system, i.e. the referenced resource’s Identifier. Not to be confused with Relation – Do not use Source if it is more appropriate to put this data in the Relation element, i.e. it may be more accurate to use the refinement Relation.isVersionOf. Refinements – Examples For a report based on figures gathered during a survey source: Figures derived from Wired in Whitehall survey by the Committee of Departmental Librarians 1998 http://www.aslib.co.uk/proceedings/2001/jan/03.html HTML syntax <meta name=“DC.source” content=“Figures derived from Wired in Whitehall survey by the Committee of Departmental Librarians 1998 http://www.aslib.co.uk/proceedings/2001/jan/03.html”> <meta name=“DC.source” content=“Standard is derived from the Dublin Core Metadata Initiative”> Encoding schemes include URI – http://purl.org/dc/terms/URI ISBN – http://www.isbn.org/standards/home/index.asp ISSN – http://www.issn.org:8080/English/pub
Status
Definition The position or state of the resource. Obligation Optional. Purpose Enables the user to search for a resource according to its status. It may also be used as a reference by a user who wants to know the resource’s status. Notes The status of a resource includes:
The extent to which it has been developed or completed, i.e. is it a first draft, final draft or completed draft? Is it awaiting approval? If it has been approved, then by whom? The version number The purpose of the resource. This is not the purpose of the content (see Description) but the purpose in relation to the status of the resource.
This data should apply to the described resource only, not to earlier versions. Not to be confused with – Refinements – Examples For a series of documents created in the development of a policy statement status: Draft v0.4 For open consultation status: Version 1.0 For publication HTML syntax <meta name=“eGMS.status” content=“Draft v0.2 For open consultation”> <meta name=“eGMS.status” content=“Version 1.0 For publication”> Encoding schemes include IEEE LOM Status Encoding Scheme – http://ltsc.ieee.org/wg12/
Subject
Definition A topic of the content of the resource. Obligation Mandatory (Category refinement). Purpose Enables the user to search by the topic of the resource. Notes Two different approaches to information seeking are commonly used: browsing through a directory (also known as drill-down or navigation) and searching by direct entry of keywords. The Category refinement is intended to support the first of these, browsing through a directory of broad classes, while the Keyword refinement supports direct search.
The values for all Subject refinements should be drawn from encoding schemes, also known as controlled vocabularies, thesauri or authority lists. There are different encoding schemes for each refinement. It is important to tag each value entered to indicate the source scheme.
For guidance on choosing Subject.category values see Guide to Meta-tagging with the GCL. For guidance on using an encoding scheme for keywords, see Specialised vocabularies and the GCL.
Use the unrefined Subject element for additional uncontrolled terms if they will make it easier for people to find the resource.
The obligation of this element rests with the Subject.category refinement.
When records management software is used to manage the resources, it may be possible to omit certain metadata elements that are inherited from a parent resource. For example, the Subject metadata of a folder may be inherited by all of the files within that folder. If the files are exported for use in another system, a mechanism is needed to associate the inherited metadata with the files. Not to be confused with Type – Subject terms indicate the subject matter of the resource, i.e. what the resource is about, rather than what it is. For example, do not use ‘Maps’ as a subject term if the resource is a map; in this instance, put ‘map’ in the Type element. Use ‘maps’ as a subject term if the resource is about maps, map-making, cartography, etc.
Coverage – Coverage contains information about the resource content’s relation to place and time. This can be thought of as a sub-section of Subject. Refinements Category At least one term from the Government Category List (GCL) must be added to this refinement and this should reflect the main subject of the resource. Other terms may be added where other similar types of encoding schemes are needed for browsing. Comment: This is to allow users to drill down through the directories of portals such as DirectGov, from very broad categories (e.g. Business and industry) to narrower categories (e.g. Advertising, Imports). Keyword The words or terms used to describe, as specifically as possible, the subject matter of the resource. These should be taken from a controlled vocabulary or list. Person Subject.person should be used when a resource is about a person. Note: Do not confuse with Addressee or Creator. Process identifier Indicates a specific service or transaction, using an identifier taken from a recognised list. Examples For a policy document on heart disease subject: NHSP CHD subject.category: Heart disease and stroke subject.keyword: Heart attacks; Coronary heart disease; Treatment; Prevention
For one of a series of documents looking at take-up of private healthcare by various societal groups (using the semi-colon as separator for multiple values) subject.category: Private health care; Minority groups subject.keyword: Private health care; Greek Cypriots; Croats
For a website giving advice to citizens travelling abroad (repeating element for multiple values) subject.category: Tourism subject.keyword: Foreign travel; Travel advice; British embassies; Consulates
For a website giving biographical information about a minister subject.category: ministers subject.person: Douglas Alexander HTML syntax <meta name=“eGMS.subject.category” scheme=“GCL” content=“Information management”> <meta name=“eGMS.subject.keyword” scheme=“CurriculumOnline” content=“En-0383 Joined-up writing”> Encoding schemes include Category: Government Category List – http://www.govtalk.gov.uk/schemasstandards/gcl.asp SIC – UK Standard Industrial Classification http://www.nationalstatistics.gov.uk/methods_quality/sic/downloads/UK_SIC_Vol2(2003).pdf
Keyword: Seamlessuk subject taxonomy – http://www.seamlessuk.info/supportsub_tax.asp National Curriculum metadata standard – http://www.nc.uk.net/metadata/index.html ERIC – Educational Resources Information Centre thesaurus http://searcheric.org MeSH – Medical Subject Headings http://www.nlm.nih.gov/mesh LCSH – Library of Congress Subject Headings http://www.loc.gov/catdir/cpso
Person: Government Data Standards Catalogue – http://www.govtalk.gov.uk/gdsc/html/default.htm
Title
Definition A name given to the resource. Obligation Mandatory. Purpose Enables the user to find a resource with a particular title or carry out more accurate searches. The title is commonly used as the key point of reference in the list of search results. Notes The title should be the formal title. If the resource does not have a formal title, then it is recommended to create a meaningful title. The meta tag should be customer focused: make it brief and meaningful rather than clever and catchy.
For an alternative title, add any form of the title used as a substitute or alternative to the formal title of the resource, including a name by which the resource is normally known, abbreviations and translations. If a resource’s official or formal title is one which members of the public would find incomprehensible, it is recommended that an additional, meaningful name be given to it.
If the resource is an e-mail and the subject line is unclear, give a meaningful title as the main title, and use the original subject line as the alternative title.
The title should be in the same language as the resource. If the resource is in more than one language, the title should be in the main language(s) of the resource, with alternative titles in other languages.
Think list. It may be useful to add values such as version number, status (e.g. draft, draft for consultation) or date if the item is one of many with the same title, so that when they all appear in a list it is easy to find the right one (see example). The title should be written in sentence case. This is much easier on the eye.
If the resource is an electronic folder containing electronic documents, use the usual folder name as the title. Not to be confused with – Refinements Alternative title Any form of the title used as a substitute or alternative to the formal title of the resource. Examples For a document commonly known by an informal title title: The Stephen Lawrence inquiry: report of an inquiry by Sir William Macpherson of Cluny title.alternative: The Macpherson report
For a series of items with the same title but with different versions. (This is much more helpful than a long list of items all called ‘Tax return guidance’) title: Tax return guidance 2002 title: Tax return guidance 2003 title: Tax return guidance 2004 title: Tax return guidance 2005 HTML syntax <meta name=“DC.title” content=“e-Government Metadata Standard version 3”> <meta name=“DC.title.alternative” content=“eGMS 3”> Encoding schemes include –
Type
Definition The nature or genre of the content of the resource. Obligation Optional. Purpose Enables the user to find a particular type of resource. Notes Best practice is to include relevant terms from DCMI Type (where there is an appropriate type listed), as well as a more specific term. Specific terms may be taken from the e-GMS Type Encoding Scheme (e-GMSTES), which also serves to provide examples making it clearer what is meant by Type. The e-GMSTES is granular but its use is flexible; users may wish to add on their own Types and/or remove those that are not applicable.
Not to be confused with Format – Format refers to the physical format of the resource, including the software application used to create, read and edit it; Type refers to the content of the resource.
Subject – Type describes what the resource is instead of what it is about. Refinements See ‘Encoding schemes include’ below. Examples For a record of a meeting type: text/minutes
For a visual map type: image/map HTML syntax <meta name=“DC.type” scheme=“e-GMSTES” content=“minutes”> <meta name=“DC.type” scheme=“e-GMSTES” content=“maps”> Encoding schemes include DCMI Type – http://dublincore.org/documents/dcmi-type-vocabulary e-GMS Type Encoding Scheme (e-GMSTES) – http://www.govtalk.gov.uk/schemasstandards/ metadata_document.asp?docnum=679
Appendix – Links and references Related documents e-Government Metadata Standard v3 http://purl.oclc.org/NET/e-GMS_3
e-Government Interoperability Framework (e-GIF) and Technical Standards Catalogue (TSC) http://www.govtalk.gov.uk/schemasstandards/egif.asp
Government Data Standards Catalogue http://www.govtalk.gov.uk/gdsc/html/default.htm
UK GovTalk Schema Guidelines http://www.govtalk.gov.uk/schemasstandards/eservices.asp
IEEE/LOM mapping to e-GMS http://www.govtalk.gov.uk/schemasstandards/metadata_document.asp?docnum=704
e-GMS Audience Encoding Scheme (e-GMSAES) http://www.govtalk.gov.uk/schemasstandards/metadata_document.asp?docnum=680
e-GMS Type Encoding Scheme (e-GMSTES) http://www.govtalk.gov.uk/schemasstandards/metadata_document.asp?docnum=679
e-GMS v2.0 Application Profile http://www.govtalk.gov.uk/schemasstandards/metadata_document.asp?docnum=805 Standards and other organisations AGLS – Australian Government Locator Service http://www.naa.gov.au/recordkeeping/gov_online/agls/summary.html
DCMI – Dublin Core Metadata Initiative http://www.dublincore.org
GI Gateway – Geographical Information Gateway http://www.gigateway.org.uk/default.asp
GILS – Government Information Locator Service http://www.access.gpo.gov/su_docs/gils/
IEEE – Institute of Electrical and Electronics Engineers, Inc. http://www.ieee.org/portal/index.jsp
ISO – International Organization for Standardization http://www.iso.ch
TNA – The National Archives http://www.nationalarchives.gov.uk/
W3C – Worldwide Web Consortium http://www.w3.org © Crown Copyright 2004
eGovernment Unit Cabinet Office Stockley House 130 Wilton Road London SW1V 1LQ Telephone: 020 7276 3000 Fax: 020 7276 3293 E-mail: govtalk@cabinet-office.gsi.gov.uk Web address: www.govtalk.gov.uk Publication date: August 2004
© Crown copyright 2004
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