FACULTY OF INFORMATION MANAGEMENT UNIVERSITI TEKNOLOGI MARA Master of Science in Information Management (IS 770) Management of Electronic Records (SMM 750) INDIVIDUAL ASSIGNMENT: MOREQ AND RKMS AS A REPUTABLE STANDARD METADATA By: Mohamed Narazid Bin Mohd Dan (2006652633 - FLP) Prepared for: Dr. Rusnah Bt. Johare
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FACULTY OF INFORMATION MANAGEMENT
UNIVERSITI TEKNOLOGI MARA
Master of Science in Information Management
(IS 770)
Management of Electronic Records
(SMM 750)
INDIVIDUAL ASSIGNMENT:
MOREQ AND RKMS AS A REPUTABLE STANDARD METADATA
By:
Mohamed Narazid Bin Mohd Dan
(2006652633 - FLP)
Prepared for:
Dr. Rusnah Bt. Johare
MOREQ AND RKMS AS A REPUTABLE STANDARD METADATA
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Individual Assignment:
MOREQ AND RKMS AS A REPUTABLE STANDARD
METADATA
By:
Mohamed Narazid Bin Mohd Dan
(2006652633 – FLP)
Master of Science in Information Management
Faculty of Information Management
Universiti Teknologi MARA (UiTM)
Shah Alam, Selangor
17th October 2007
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Table of Contests
Abstract 3
1.0 Introduction 4
2.0 Metadata 6
2.1 Conceptual Definition 6 2.2 Types, Principal and Features 10
2.3 The Values, Uses and Functions 14
3.0 Records 20
3.1 Theoretical Definition 20 3.2 Electronic Record 21
4.0 Model Requirements of Electronic Record (MoReq) 23
4.1 Introduction 23 4.2 MoReq Specification 25 4.3 The Uses of MoReq 26 4.4 MoReq: The weaknesses 28 4.5 MoReq: The Strength 29
5.0 Australian Record Keeping Metadata Schema (RKMS) 31
5.1 Introduction 31 5.2 RKMS: A Record Keeping Metadata 32 5.3 RKMS: The Elements and Uses 33 5.4 RKMS: Summary of Elements and Qualifiers 38
6.0 MoReq and RKMS Towards Reputable Standard Metadata 42
6.1: MoReq 42 6.2 RKMS 43
7.0 Conclusion 47
8.0 Bibliographies 48
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Abstracts: The overall aim of this paper is to review and summarize two metadata standards in electronic records management. One of the intentions is to understand on MoReq (Model Requirements for the Management of Electronic Records) and RKMS (Australian Record Keeping Metadata Schema) able to perform as a reputable metadata standard in electronic record territory. This paper also examines the metadata elements including features and uses in their context. Finally, the paper concludes on the MoReq and RKMS as a reputable standard metadata in electronic record areas. Keywords: Metadata, Electronic Record.
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1.0 INTRODUCTION
The emergence of computer technologies few decades ago has drastically
changed the requirements of metadata and its capabilities for using, capturing,
storing and retrieving. The growth of the Internet nowadays, with its focus on
accessibility to digital material stored has added a new level of the essence and
significant of metadata as a descriptive tool that facilitates the discovery and
retrieval of digital resources.
Metadata is a key to ensuring that resources will survive and continue to be
accessible into the future (National Information Standard Organization: 2004).
Metadata can describe resources at any level of aggregation such as collection,
a single resource, or a component part of a larger resource. Traditionally,
metadata is the information that was captured on file covers and index cards, and
is now being captured in electronic recordkeeping systems (Australian Society of
Archivists: 2004). Meanwhile, Gill (1998) mentioned that metadata is also often
used in the management and administration of digital network resources. This is
carry the meaning that metadata itself now becomes the significant information
that allows user to identify, find and manage records over the time in any
discipline of record management.
In the other category, metadata also can be embedding in a digital object or it
can be stored separately such as in HTML documents and in the headers of
image files. Yu, Lu and Chen (2005) agreed that metadata which have a
fundamental role of digital content before has now become an important part of
the global information construction in planning, processing, restoring and
managing. Meanwhile, Heery, Powell and Day (1997) pointed metadata has
become a fashionable term, and is often overused. In term of improve resource
discovery, metadata are also being developed for other purpose including
administrative control, security, personal information, management information,
content rating, rights management and preservation (Taylor: 2003).
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Metadata provides the essential link between the information creator and the
information user. According to Dempsey and Heery (1998), metadata known as a
knowledge, where allows human and automated users to behave intelligently.
This paper will further explore on the two existing metadata in the records
territory as a reputable standard of metadata in electronic record management
areas.
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2.0 METADATA
2.1 METADATA: CONCEPTUAL DEFINITION
Metadata is data about data. This statement are agreed by the several authors
such as Dempsey and Heery (1998), Bary (1996), Maxymuk (2005), Day (1998),
Yu, Lu and Chen (2005), Gilliland (1998), Gill (1998), McKemmish, Acland and
Reed (1999). In addition, Bary (1996) explained that metadata is an old
information management and engineering word that has been used for many
years in the design of information directories and systems.
In the other definition that has been highlighted by Taylor (2003), metadata is a
structured data that describes the characteristics of a resource. He explained
that each metadata schema usually have the characteristics such as limited
number of elements, the name of each element and the meaning of each
element. He added that metadata itself shares many similar characteristics to
the cataloguing that takes place in libraries, museums and archives. The
metadata record consists of a number of pre defined elements representing
specific attributes of a resource, and each element can have one or more
values. Figure 1 in the next page provides an example of a simple metadata
record that adapt from Taylor.
Meanwhile, Dempsey and Heery (1998) has given a preliminary definition of
metadata and declared that metadata is data associated with objects, which
relieves their potential user of having to have full advance knowledge of their
existence or characteristics. Bearman (1996), elucidate metadata as a
documentation which created by any computer system or digital application that
describes its design, functionality, performance and its use. Maxymux (2005) in
his further conclusion, clarify metadata as form of cataloging used to give
structure to unstructured digital information using standardized presentation and
content.
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In the other sources that taken from Hendley (2007), metadata is the term used
in the computer industry to describe data that is held and associated with files
and folders to uniquely identify each content object, document or record and to
provide information on its content, context, structure and use. The metadata is
what is used to identify and retrieve the content, to organize it, control access to
it and assure its integrity.
Figure 1: Basic Metadata Record
Adapted from Chris Taylor (2003). An Introduction to Metadata, From World Wide Web http://www.library.uq.edu.au/iad/ctmeta4.html
Other delineation that has been raise by Evans, McKemmish and Bhoday (2005)
describe metadata as key component in the creation, management and
preservation of electronic records, as well as their innovative use as archives,
memory and knowledge. Gilliland (1998) in her further explanation, elucidate
metadata as an additional internal and external documentation for the
performance, and use of data contained in an information system. In addition,
Berners-Lee (1997) elucidates metadata as machine understandable information
about web resources or other things.
Through the international information and record management guidelines, the
conceptual of defining the metadata is wider and distinctness. ISO15489-1
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Information and Documentation- Records Management (2001) and Territory
Record Office of Australian Capital Territory (2007) define metadata as “data
describing context, content, and structure of records and their management
through time.”
Meanwhile, Australian Society of Archivists (2004) defined the closer concept as
ISO15489-1 and Territory Record Office, where classify Metadata as the
information that allows user to identify, find, manage records over time and can
describe either paper or electronic records. It is information that captured on file
covers and index cards, and currently being capture in electronic recordkeeping
systems. The Minnesota Electronic Records Management Guidelines (2003)
provides one of the best descriptions and rationale for metadata where identify
metadata allows users to locate and evaluate data without each person having to
discover it further with every use. Its basic elements are a structured format and
a controlled vocabulary, which together allow for a precise and comprehensible
description of content, location, and value.
The definition of metadata also provided by the National Information Standards
Organization (2004). It states metadata is a structured information that describes,
explains, locates, or otherwise makes it easier to retrieve, use, or manage an
information resource. In addition, Model Requirement for the Management of
Electronic Records specification (2001) defined Metadata as structured or semi
structured information which enables the creation, management and use of
records through time and within and across domains in which they are created.
Table 1 in the next page is summarizing the definitions that given from several
sources in the different perspectives from the IT context, records management
context, archival context and information management context.
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Table 1: Metadata Definitions from Several Perspectives
Authors Metadata Definitions Perspective Overview
Dempsey and Heery (1998), Bary (1996), Maxymuk (2005), Day (1998), Yu, Lu and Chen (2005), Gilliland (1998), Gill (1998), McKemmish, Acland
and Reed (1999)
Data about Data General
Bary (1996) Old information management and engineering word
Information Management
Taylor (2003) Structured data that describes the characteristics of a resource
Record Management
Dempsey and Heery (1998) Data associated with objects Record Management
Bearman (1996), Documentation which created by any computer system or digital application that describes its
design, functionality, performance and its use
Information Technology
Maxymux (2005) Form of cataloging used to give structure to unstructured digital information using standardized
presentation and content
Record Management
Hendley (2007) Describe data that is held and associated with files and folders to uniquely identify each content object, document or record and to provide information on its content,
context, structure and use
Information Technology
Evans, McKemmish and Bhoday (2005)
Key component in the creation, management and preservation of electronic records, as well as their
innovative use as archives, memory and knowledge
Record Management
Gilliland (1998) Additional internal and external documentation for the
Distributed systems (new, including existing requirements drawn from base and other sections)
Offline and remote working (new)
Definition and description of record keeping processes (new)
Fax integration (new)
MoReq optional Modules
Security categories
Figure 2: MoReq2 optional modules
Adapted from Handley, T. (2007). Managing information and documents: The definitive guide. Infoconomy Ltd & Cimtech Ltd. UK.
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4.2 MOREQ SPECIFICATION
The MoReq specification is design to be pragmatic, easily used, and applicable
for all. According to Piers (2003), MoReq specification is clearly laid out and
structured and sometimes called a standard specification. There are separate
chapters covering classification schemes, controls and security, retention and
disposal, records capture, reference, search, retrieval, rendering, and
administrative functions. Other functions, such as managing non electronic
records, workflow, electronic signatures, encryption, electronic watermarks, and
workflow, are also touched upon. In addition, the specification covers
nonfunctional requirements such as ease of use, scalability, and technical
standards. In addition, there is an entire chapter on metadata requirements.
Macfarlane (2003), elucidated that MoReq specification was designed explicitly
with pragmatism and usability in mind. It was primarily intended to serve as a
practical tool in helping organizations meets their business needs for the
management of both computer-based and paper based records. Meanwhile,
Waldron (2002) in his literature, has pointed four main modules of MoReq where
includes core records management functions, other system functions that include
electronic signatures, document management and workflow, detailed metadata
elements and non functional aspects including operational needs and standards.
Figure 3 in the next page is explained the four main modules for MoReq as
described by Waldron.
Main Modules:
1. Metadata
2. Record management functions
3. Non functional Technical standard, Legal etc.
MoReq
4. Others function EDMS, Content, Workflow etc.
Figure 3: Main modules of MoReq
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Adapted from Martin Waldron (2002). European Strategic Initiatives: Adoption of Electronic Records Management. Retrieved 23 September 2007, From World Wide Web: http://www.eapc.es/documents/2004/15061_erm_en.doc
Meanwhile, the Managing Information and Documents Guide (2007) have
pointed the twelve’s MoReq best module that included a few items as per figure 4
below:
1. Introduction
2. Overview of ERMS requirements
3. Classification scheme
4. Controls and security
5. Retention and disposal
6. Capturing records
7. Referencing
8. Searching, retrieval and rendering
9. Administrative functions
10. Optional modules (see below)
11. Non functional requirements
MoReq best module
12. Metadata requirements
Figure 4: MoReq best modules
Adapted from ________ (2007). Managing information and documents: The definitive guide. Infoconomy Ltd & Cimtech Ltd. UK.
MoReq are designed to be entirely generic. It does not consider any platform-
specific or sector-specific issues. MoReq consist 100 pages and 390
requirements where it is distributed as a Microsoft word document with 127
elements of metadata model in MoReq. The contents of Moreq as elucidated by
Fresko (2005) is included a reference model, glossary, introductory text,
references and appendices.
4.3 THE USE OF MOREQ
The European Commission Archival Policy (2007) and the Model Requirements
for The Managements of Electronic Records Specification (2001) elucidate
MoReq is widely utilized across the European Union and has achieved its
present status and intended to be used by:
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User For
Potential ERMS users As a basis for preparing an invitation to tender
ERMS users As a basis for auditing or checking an existing ERMS
Training organizations As a reference document for preparing records management training, and as course material
Academic institutions As a teaching resource
ERMS suppliers and developers To guide product development by highlighting functionality required
Record management service
providers
To guide the nature of the services to be provided
Potential users of outsourced
record management services
As an aid in specifying the services to be procured
MoReq is useful on deciding between software applications that have been
certified as capable of managing electronic records, as its comprehensive list of
requirements could be used as prompt during this process.
MoReq's target audience is very broad, covering every economic sector,
business and public organizations. It also can be used as a basis for invitations
to tender for ERMS, evaluating software products, preparing records
management training and course material as a resource for training and
education in Electronic Record Management (ERM), teaching resource for
academic institutions, product development guide that highlights required
functionality for ERMS suppliers and developers and as a guide for records
management service providers as a basis for the development of products by
software suppliers (Waldron: 2002) and (Piers: 2003).
According to Waldron (2002), MoReq perform to setting out the system
requirements to support the e-business and e-government strategy. He added
that there are various activities in implementing the corporate e-business and e-
government program adoption by organizations that has move to an e-business
world that is influencing the way organizations do their business, the business
methods of meeting governments' statutory or regulatory requirements and the
way services are received from local and central government.
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In the other sources, Crumpton (2003) pointed that Moreq is use to assist in
introduction of ERMS or assess an ERMS, addresses the formal records
management techniques such as retention and disposition and adopt the needs
of users who are office workers in using ERMS as part of their routine such as
Records Managers or Archivists.
MoReq also defines and develops other terms implied in the management of
documents, such as electronic files and volumes, classification schemes,
classes, management systems, user roles, access, movements, safety copies
and entity-relationship models. The creation of this standard will consent the
implementation and extension of record management automation, with the
ambition on the part of the European Commission to fulfill its objectives while
simultaneously facilitating the search and the access of information by citizens
for their own interest, thereby increasing transparency to a maximum (IBM
Corporation Newsletter:2007)
4.4 MOREQ: THE WEAKNESSES
MoReq cannot provide answers to such basic performance requirements as
acceptable retrieval times which, in fact, are likely to be critical in deciding among
otherwise suitable software applications.
In some situations, such as integrated financial management systems in the
public sector, a bespoke solution may be necessary or preferable because of a
sector's special requirements. For bespoke systems, however, MoReq's length is
a key issue. It is difficult to imagine many IT directors showing much enthusiasm
for adding another 128 pages of electronic records management specifications to
a new system's already substantial mainstream requirements. The cost would be
significant, and unfortunately, most organizations regard records management as
an occasionally useful, but not particularly valuable, service.
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In the Information Age online magazine (2005), MoReq is identified are having
lacks of feature. In addition, MoReq also require to an update due to it is now
more than three years old and the records management software industry has
been developing fast.
4.5 MOREQ: THE STRENGTH
The use of metadata to enable the creation, management and use of electronic
records is essential to any ERMS, and MoReq mention that the metadata should
be extracted automatically. According to Chalder (2007), MoReq is as a
communications tool for achieving corporate buy in and explains concepts well,
with a minimum of technical jargon, and provides reasons for each group of
requirements. In this context, the comprehensive scope of the requirements turns
into a benefit. The document may have a useful career either in its original format
in explaining electronic records management issues to IT directors, senior
management, and other stakeholders who need to know more about the subject
than just the high level issues. Events may show that MoReq has the greatest
potential and benefit for a wider audience in this area
MoReq recognizes that documents made or received in the course of business
become records when they are captured by the organization’s information
systems. MoReq provides detailed guidance around security controls (such as
access control, backup and recovery from backup, controls over information
transfer, authenticity and confidentiality, and audit), as well as detailed coverage
of retention schedules, identifying the need for a review process prior to record
destruction that allows for an individual record’s retention date to be changed
Crumpton (2003) clarify that MoReq have the own essence where included
generic, rigorous, detailed treatment of hybrid files, detailed metadata model and
designed for all situations. In addition, Clemens (2003) pointed that MoReq
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supplies a very detailed requirement for functional requirements of an electronic,
paper based records system management, relevant electronic transaction
processing and document management systems. MoReq includes guidelines for
the consideration from operational systems and management systems and does
not establish only requirements for custody of electronic recordings, but also for
the requirements of other electronic document gotten functions as workflow, E-
Mail and Electronic Signatures. The requirement check lists of MoReq represent
a kind of stencil for every field of application. In these requirement lists, all
requirements are described and every individual function specifies defines
Through the evidences given, via unique features and specific functionality of
MoReq, it was indirectly perform the extraordinary strength and intensity to be a
reputable metadata in electronic records territory. The widest of concept with
several values are bringing MoReq to be more effectiveness and convenience
metadata standard where can be utilize by the users as a symbol of references in
the electronic record areas.
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5.0 AUSTRALIAN RECORD KEEPING METADATA SCHEMA
(RKMS)
5.1 INTRODUCTION
Australian Record Keeping Metadata Schema (RKMS) had developed in for the
understanding of metadata and it designed to reliably assist archival processes
(Day: 1998). Therefore, its objectives range from ensuring the appropriate
creation and disposal of record entities, to identification and authentication of
collection items, rights management, and documenting the history of a record.
RKMS is an extensible scheme that makes explicit connections between
business such as social and organizational activity, the people of agents who do
business and the records which are the by-products of that business. It is also
links the dynamic world of business and social activity to the passive world of
information resource management in cyberspace. Based on the data model used
by the Resource Description Framework (RDF) the schema elements have been
mapped against several major metadata schemas, including Dublin Core and
EAD.
As pointed by Minnesota Recordkeeping Metadata Development Committee
(2001), the goal of the RKMS is to help agencies to identify, authenticate,
describe, and manage their electronic records in a systematic and consistent way
to meet business, accountability, and archival requirements. RKMS developed by
the Records Continuum Research Group lead by Monash University. The project,
amongst other things, attempted to specify and standardize the whole range of
recordkeeping metadata that would be required to manage records in digital
environments (McKemmish, et al., 1999). RKMS is also known as the ‘mother’ of
all entity model recordkeeping metadata as clarify by Australian Society of
Archivists (2004). It is quite a complex scheme but covers all the sorts of things
about records and the associated functions and entities.
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5.2 RKMS: A RECORDKEEPING METADATA
What is record keeping? Record keeping performs a making and maintaining
complete, accurate and reliable evidence of business transactions in the form of
recorded in information that includes a creation of records, design, establishment
and operation of recordkeeping systems, management of records currently used
in business and as archives (McKemmish et. al: 1999).
Recordkeeping metadata is structured or semi structured information that
enables the creation, registration, classification, access, preservation and
disposal of records through time and across domains. Recordkeeping metadata
can identify, authenticate, and contextualize records and the people, processes
and systems that create, manage, maintain and use them (State Records Office
of Western Australia: 2004). Meanwhile, record keeping metadata as pointed by
McKemmish and Ward (1999) is a standardized information that identifies,
authenticates, describes, manages, makes accessible through time and space
and captured in recordkeeping, archival, workflow knowledge and document
management.
Record keeping metadata has supports the electronic business and contributes
to the reliability and responsibility of business transactions. According to
McKemmish and Acland (1999), record keeping metadata enables access to
essential evidence of business activity in networked environments by promoting
the visibility of records, facilitating searches for records through common user
interfaces, enabling records to be located and accessed by authorized users over
time, ensuring that records are always complete, accurate, reliable and authentic,
representing the records identically to any authorized user at any time, making
the meaning of the records clear over time by linking them to their business
contexts and the people who created and use them, enabling delivery of records
to authorized users in accordance with access policies and user permissions,
restricting unauthorized access and use and supporting interoperability.
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Recordkeeping metadata includes descriptive metadata about records and
context encompassing people, organizational structures, functions and activities,
systems and processes. The RKMS uses recordkeeping understandings to make
explicit connections between business, defined broadly to encompass all social
and organizational activity, the people or agents who do business, and the
records which are by products of that business.
In addition, McKemmish and Ward (1999) has stressed the point that RKMS is
possible to identify, categories, label and present in formal, standardized way the
metadata that supports recordkeeping through time and space regardless of
where, when or how that metadata is captured. According to them,
recordkeeping metadata needs to be specified using protocols and conventions
of wider metadata community.
5.3 RKMS: THE ELEMENTS AND USES
According to Kilkki (2001), RKMS allows for documentation of all and any records
management actions such as audit, custody transfer, declassification and
publishing. He added that the design of RKMS based on a consistent theoretical
analysis of a recordkeeping environment to identify all possible metadata
elements required to support a recordkeeping system maintaining complete,
reliable and authentic records.
Meanwhile, Day (2003) pointed that RKMS also concerned with supporting
interoperability with more generic metadata standards like the Dublin Core and
relevant resource discovery schemas like the AGLS Metadata Standard. The
schema defined a highly structured set of metadata elements was designed to be
extensible and to be able to inherit metadata elements from other schemas. In
addition, RKMS proposes a conceptual model composed of business, agents,
records, business record keeping, relationships, and mandates entities after
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analyzing record management business environment (Han, Lee and Jeong:
2006).
The RKMS itself has been designed as a framework standard with the capacity
to encompass all recordkeeping activity (NSW Recordkeeping Metadata
Standard: 2004). This standard captures and maintains information about
records, the people and agencies that create and manage the standard, the
functions and processes that generate the standard and the recordkeeping
business activities that affect and regulate the standard. Because of its wide
scope, the RKMS is able to document records at the document, file, record
series, recordkeeping system or collective archive level and its capacity to
document people, functions or recordkeeping business activities is similarly
extensive.
RKMS provided 6 categorizes as elucidated by McKemmish et al. (1999). Its
react as a standardized set of structured recordkeeping metadata elements,
including as a framework for developing and specifying recordkeeping metadata
standards, framework for reading or mapping metadata sets, a classification of
recordkeeping metadata according to functionality or purpose, input to an
Australian National Standard for Recordkeeping Metadata and input to research
and development in the broader metadata community either in national stage and
international stage.
RKMS metadata elements is viewed as an activity common to many records
management actions and consequently it is embedded into terms and conditions,
structural, contextual and history of use layers. The design of RKMS is based on
a consistent theoretical analysis of a recordkeeping environment. As a theoretical
construct, the model is designed to identify all possible metadata elements
required to support a recordkeeping system maintaining complete, reliable and
authentic records.
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The Recordkeeping Metadata Scheme elements included generic elements
which identify and describe features of the business contexts in which records
are created, the people or agents involved the records, and the relationships
amongst and between these entities and elements that relate specifically to
recordkeeping processes. The Recordkeeping Metadata Scheme elements are
presented three subsets which included Business Metadata, Agent Metadata and
Record Metadata (McKemmish and Acland: 1999).
The Business Metadata are identifies and describes business dealings and
sometime defined as social and organizational activity of all kinds and
establishes relationships between the business being done, the people or agents
involved and the records created and used. Business metadata can be used to
identify and describe business transactions and activities as well as the business
functions and broader societal purposes that they serve.
Meanwhile, the Agent Metadata identifies and describes people or agents that
create, control, manage and use records and establishes relationships between
an agent and other agents, the business being done and the records that
document it.
The last elements is Record Metadata where identifies and describes records,
establishes relationships between a record and other records, agents and the
business context; and describes and manages recordkeeping processes.
Records may be at any level of desegregation or aggregation such as
component of a record, a file, a records system, a corporate archive and
collective archives.
The elements and qualifiers defined in the Recordkeeping Metadata Schema
identify and describe significant features of the business contexts in which
records are created, managed and used (Mc Kemmish et al.: 1999). The links of
the elements are described as per figure 5 in the next page. It identify, name,
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date and place the Business, Business Recordkeeping, Agents and Records
entities (Identifier, Title, Date, Place). The schema also specified Record to
Record, Agent to Agent, Business to Business, Business Recordkeeping to
Business Recordkeeping relationships, and link Business and Business
Recordkeeping entities to the Agents involved and the Records themselves.
In addition, the schema describe relevant mandates (Mandate), provide for the
functional classification of the entity (Functional Classification), state the
language or script in which the Business is conducted, the Agent does business
or the Record is captured, stored or rendered (Language), and provide for a brief
descriptive note (Abstract). In relation to the Business class and Business
Recordkeeping sub-class, the Business Rules element provides for description of
business rules, work processes, procedures and system specifications.
The RKMS indirectly enables management of recordkeeping functions, activities
and transactions that are concerned with creating, capturing, and managing
records, and enabling their use in transactions and activities relating to the
recordkeeping functions of appraisal, control, preservation, retrieval, access and
use of records. This is achieved through the unique Records metadata elements
of Appraisal, Control, Preservation, Retrieval, Access, and Use. There is also
provision for the tracking and documenting of recordkeeping processes (through
the Event History element).
RKMS provides for the importation of a full range of metadata elements, element
qualifiers, value components, and value qualifiers from another metadata
schema for any of its entities (Mc Kemmish et al.: 1999). RKMS also visualize
legacy of data values from another schema. Particularly when specifying
metadata associated with agents and business, it does not seek to create
separate recordkeeping views of these entities. Rather it enables reference to
metadata schemas that have been defined in other circumstances.
RKMS uses the convention of specifying the "names" of other metadata schemas
in RDF diagrams to indicate inheritance of sets and subsets of metadata
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elements, qualifiers, and values, and to identify the authority by which they were
created. However, the metadata community as a whole is only beginning to
explore the complexity of and relationships between, the schemas that govern
and control metadata elements, qualifiers, and values.
Figure 5: Record Keeping Metadata Elements
As conclusion, RKMS has embraces traditional expression of the vision and view
records as potential self managing information objects, intelligent agents that
transact business in complex way and dynamic organizational and social
environments. This is the rich metadata provided through the RKMS where
supporting the necessary functionalities. This vision links the dynamic world of
business and social activity in information resource management.
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5.4 RKMS: SUMMARY OF ELEMENTS AND QUALIFIERS
The below figures is a summarize of RKMS elements and qualifiers from
business elements, business record keeping elements, agents elements and
records elements as pointed by Acland (1999).
Figure 6: Business Elements
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Figure 7: Business Record Keeping Elements
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Figure 8: Agents Elements
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Figure 9: Records Elements
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6.0 MoReq AND RKMS TOWARDS REPUTABLE STANDARD
METADATA
6.1 MoReq
A true standard must be accepted by a practitioner community, either because it
is required by law or because everyone agrees to use it. Good standards provide
useful solutions in fields where common conventions are important and make
sense. A standard is successful if it solves technical problems, formalizes
solutions, and the market accepts it.
MoReq does successfully solve a technical problem and formalize a solution, but
the problem is not vital to the conduct of business (Piers: 2003). For an example,
businesses exchange e-mails or documents using ICT standards every day,
without needing to use a common electronic records management specification
standard. Piers added that each business or organization can effectively act as
an island with regard to specifying its ERMS without penalty.
A standardized electronic records management specification's main benefit is to
lower procurement costs by minimizing the work needed to produce technical
specifications. In the European Community's public sector, the area where
MoReq which could have had the greatest impact where the European
governments have not made compliance with MoReq as a requirement for
procurement decisions, but have chosen to develop their own specifications
Kilkki: 2001). But at the outside Europe countries, MoReq is still relatively
unknown.
The main beneficiary of an international specification would be the ICT industry,
especially those suppliers wishing to develop ERMS or electronic document
management solutions that will be marketable in different national contexts. Such
a specification would relieve suppliers of the cost burden associated with product
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certification by individual national archives. In addition, an internationally
accepted specification would facilitate a global market for ERMS.
MoReq's developers should be clear if they want the initiative to form the basis of
an international standard: Develop the business case for an international ERM
specification and sell the concept to the ICT industry either make the bound to an
international standard or allow MoReq to go down.
Macfarlane (2006) indicate that model requirements are intended to be flexible
and can be tailored to different environments. MoReq2 will be building on the fact
of wide agreement and adoption of the original MoReq. In scope, it is to be an
evolutionary update to the original MoReq, not a radically different product.
MoReq 2 is not intended to shift its focus from mainstream management of
electronic records to a new area, such as specialist management of archives. In
extending the scope to compliance testing, it is known that the concept has been
proved already in several countries.
As a reputable standard metadata, MoReq are formally supported in the
European Commission’s Report on archives in the enlarged European Union,
also by the Council of the European Union who accepted the report and
recommended that reinforcement of European interdisciplinary cooperation on
electronic documents and archives should be taken further. The recommendation
also specifies that updating and extending MoReq.
6.2 RKMS
Mc Kemmish and Ward (1999), mention that RKMS require on the further
modeling of RKMS set and ensuring the sufficient in the Business, Business
Recordkeeping, Agents, and Records entities. The current RKMS conceptual
framework in terms of metadata element sets is compulsory to re examined.
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Possible new models of the set include treating “relation”, “mandates” and
“business rules” as entities rather than elements, and possibly modeling entities
in terms of “events”
To become a reputable standard metadata, RKMS need to perform in describing
and modeling the relationships. The relationship is related to type such as
business activity, definition, date, mandate and business rules. The RKMS has
also pushed the description of relationships beyond the requirements of other
information resource metadata sets such as Dublin Core. While the conceptual
understandings of relationships is well developed in the RKMS, issues to do with
the taxonomy of relationships, the precision of the depiction of relationships and
the metadata expression of such relationships is a fruitful area for future research
in both the recordkeeping and wider metadata communities.
In identifying and describing Metadata Schemas, RKMS can be extended by
other metadata schemas and need to understand those schemas due to
schemas change over time (Mc Kemmish, Acland and Reed: 1999). Most
metadata communities visualize to use of metadata elements, qualifiers and
schemes from external metadata schemas. Use of external metadata requires
mechanisms for including and defining external metadata schemas. An exciting
area for further research that is closely related to the establishment of metadata
registries is the development of metadata sets to better define and describe
schemas. Recordkeeping description metadata has unique needs in this regard.
For recordkeeping purposes, the external schemas may need to be described in
terms of their period of validity, authority and so on.
Future work includes the development of a RDF schema for RKMS. RDF has
mechanisms for defining metadata schemas, for including external metadata
schemas, and for capturing the complex metadata structure that found in RKMS.
RDF also has the feature of having XML syntax (Extensible Markup Language,
http://www.w3.org/TR/REC-xml). XML has a number of features useful for
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archival descriptions where it is definite, easy to generate and read by a
computer, extensible, supports internationalization, and independent. RDF/XML
can also be self describing where it can contain a pointer to a definition of own
structure.
Towards metadata standard, RKMS in formal mapping of metadata schemas has
done many maps such as EAD and CRS (Hofman: 2004). Mapping techniques
that can more rigorously depict and map the interrelationships between them are
needed. The RKMS has been designed as a framework in which other sets can
be mapped against each other. This facilitates the discovery of equivalences and
correspondences between them. The capacity for achieving semantic
interoperability between specific implementations of metadata when mapped
against a standardized set is one of the resulting benefits for the recordkeeping
community, nationally and internationally. However, currently, these mappings
are presented in comparative tables of elements and qualifiers, or as text. There
is a further research need to formalize these mappings in terms of the metadata
data model. This formalization would make the mappings amenable to machine
processing, allowing semi automated translation between metadata schemas.
This could also enable metadata, implemented in legacy systems, to be
translated by current metadata schema, thus making the metadata interoperable
in current system environments.
RKMS require to persistence new recordkeeping paradigms (Hofman: 2004).
Much recordkeeping context is expressed in the RKMS as references between
entities descriptions manifested in the relation element. For example, a Record
entity may reference the Agent entity which created it. The Agent entity may in
turn reference the Business Function which the Agent is implementing. A
problem with this method of recording context is that if a link cannot be “de-
referenced” then the context is lost. In the short term, uncertainties about
persistence of links may lead to implementation of recordkeeping metadata in
records centric ways if other systems cannot be trusted to sustain the links over
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time, then metadata must be brought explicitly within the boundaries of the
records system itself. This involves capturing metadata directly into the records
system or importing it from the other enterprise systems in which it was originally
created.
For conclusion, RKMS and MoReq have presented their own credibility, integrity
and veracity on the few aspects in term of strongest conceptual and
trustworthiness in certain areas especially in record management territory. Table
4 below pointed the main key elements of MoReq and RKMS towards reputable
metadata standard.
Table 4: Key Elements towards Reputable Standard Metadata
Towards Reputable Standard Metadata
MoReq RKMS
Technical Successfully solve a technical problem and formalize a
solution
Mapping of metadata schemas- has done many maps such as EAD and CRS
Specifications Develop own specifications - ICT industry
perform in describing and modeling the relationships
Flexibility Flexible and can be tailored to different environments
require to persistence new recordkeeping paradigms
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7.0 CONCLUSION
In reality, metadata is a useful and popular for managing and storing knowledge
in heterogonous format. Metadata is now seen as an essential part of the digital
world. In the other words, it performs the management and reuse of all kinds of
digital and non digital object. Metadata is recognized as an important point in
electronic record and metadata itself have move through time and space.
The Metadata standards had developed to support an extremely wide range of
activities. These include facilitating the discovery of objects, the management of
access and integration, documentation of object origins, life cycles and contexts
at all multiple levels of aggregation, focused on particular subject domains and
preservation of electronic records over the time
As a reputable standard metadata in electronic record territory, Moreq and RKMS
via its elements and specific features have gone through the tough challenge to
become an importance metadata which directly related to the roles they play in
supporting the discovery, management and preservation of digital resources.
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BIBLIOGRAPHIES
Australian Society of Archivists (2004). Electronic Records Special Interest
Group Newsletter. Retrieved 24 August 2007, From World Wide Web