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Making metadata stick: implementing the theory

Making metadata stick: implementing the theory. Helen Challinor Department for Children, Schools and Families. Introduction to EDRMS. Definitions Electronic Documents and Records Management System Documents and Records Corporate File Plan with 3 levels (FAT) IMs and SIMs Cultural change.

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Making metadata stick: implementing the theory

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  1. Making metadata stick: implementing the theory Helen Challinor Department for Children, Schools and Families

  2. Introduction to EDRMS • Definitions • Electronic Documents and Records Management System • Documents and Records • Corporate File Plan with 3 levels (FAT) • IMs and SIMs • Cultural change

  3. Metadata in this context • Metadata • managing the document (date to be reviewed) • retrieving the document (author, title, subject) • Subject metadata • terms from a controlled vocabulary: the Education and Skills Thesaurus

  4. Why add Keywords? • improving consistent retrieval in EDRMS • across time • across space (Department and education sector) • context of the terms • links with other repositories • Intranet (now) • Internet (planned) • cross sector (possible)

  5. Education and Skills Thesaurus

  6. Resource issues • Who should select and add keywords? • keywords added to all levels? • roll out and future; • IMs and SIMs with varied skills and experience; • time pressures of roll out (virtual CFPs?); • people found it difficult to see outside their own context; and • continuity in role

  7. Technical Issues • lack of integration between EDRM software and the Thesaurus; • adding preferred terms list to the EDRMS; and • accessing the Thesaurus easily from the desktop

  8. How we implemented the use of subject metadata • Presentations, training sessions and documentation; • Selected keywords for teams to top 2 levels, subject to discussion and agreement; • Expanded and developed the Education and Skills Thesaurus; • EDRMS Community; • Directorates helping each other; and • IS Helpdesk and Records Education and Management Unit

  9. Where are we now? • Mixed interest levels; • Ongoing training (including on search); • Still resolving some technical issues (including discussion of upgrade); • Community: keeping it going; and • Machinery of Government changes

  10. Lessons learned so far • Need to ensure: • Senior management buy-in across Directorates; • commitment to solving the remaining issues; • training resources are adequate (colleagues don’t know the full potential of the system); • better management information: e.g. we don’t know how many people are searching on keywords; and • status, skills and support for IMs

  11. Any questions? • Julia Reed • julia.reed@dcsf.gsi.gov.uk • 0114 259 3339 • Helen Challinor • helen.challinor@dcsf.gsi.gov.uk • 0114 259 4450

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