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One for Many. A Metadata Concept for Mixed Digital Content at a State Archive

This paper discusses a metadata concept for managing mixed digital content at a state archive. It addresses challenges in cataloguing diverse archival records and aims to reduce costs and improve integrity and authenticity. The concept includes principles for simplicity and adaptability to future schemas, as well as workflows for metadata placement and exchange.

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One for Many. A Metadata Concept for Mixed Digital Content at a State Archive

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  1. One for Many. A Metadata Concept for Mixed Digital Content at a State Archive Kai Naumann, Christian Keitel, Rolf Lang One For Many. A Metadata Concept for Mixed Digital Content at a State Archive Kai Naumann, Christian Keitel, Rolf Lang

  2. 1. Stating requirements • Challenge N° 1: Variety One For Many. A Metadata Concept for Mixed Digital Content at a State Archive Kai Naumann, Christian Keitel, Rolf Lang

  3. 1. Stating requirements • Challenge N° 2: Archival records Archival unit: 1961 Census Data Sub-series: Censuses Series: Statistical Office One For Many. A Metadata Concept for Mixed Digital Content at a State Archive Kai Naumann, Christian Keitel, Rolf Lang

  4. 1. Stating requirements • Secondary aims • Fostering our reputation as trustworthy custodian by securing integrity and authenticity of digital records. • Reducing cataloguing cost by • using a simple encoding scheme and • ingesting metadata from public sector institutions on transfer. • Exchanging finding aid metadata with all kinds of communities. One For Many. A Metadata Concept for Mixed Digital Content at a State Archive Kai Naumann, Christian Keitel, Rolf Lang

  5. 2. Setting up principles • Why no established XML schema? • Simplicity! • Legal restrictions on sharing of archival content. • In the future, standard-compliant AIP design will have to adapt to future schemas, not to the current ones. • Finding aid metadata: no standard schema for archival finding aid metadata. But: EAD export interface installed and working. One For Many. A Metadata Concept for Mixed Digital Content at a State Archive Kai Naumann, Christian Keitel, Rolf Lang

  6. 2. Setting up principles • Representation as a folder Census of Baden-Württemberg 1970 (Ref. code StAL EL 413/4) Digital Object 1: Microdata Representation 2 Representation 1 Notes on ingest and format migration (plain text) tabledescription (XML) tabledescription (XML) four plain text files of census districts four CSV files of census districts One For Many. A Metadata Concept for Mixed Digital Content at a State Archive Kai Naumann, Christian Keitel, Rolf Lang

  7. 2. Setting up principles • OAIS data flow diagram (2002, p. 4-17) ?? One For Many. A Metadata Concept for Mixed Digital Content at a State Archive Kai Naumann, Christian Keitel, Rolf Lang

  8. 2. Setting up principles EL_413_4.xml EL_413_4.xml.md5 This level’s core structured metadata Checksum for metadata Structure (Cataloguing Data) Digital Object (Intellectual Entity) … File DO_1.xml DO_1.xml.md5 DO_1.prot.xml DO_1.prot.xml.md5 This level’s core structured metadata Checksum for metadata Process recording Checksum for process recording VZ70_1.csv VZ70_1.csv.md5 VZ70_1.csv.xml VZ70_1.csv.xml.md5 The content file Checksum for content This level’s core structured metadata Checksum for metadata • Redundant metadata storage: storing metadata on media One For Many. A Metadata Concept for Mixed Digital Content at a State Archive Kai Naumann, Christian Keitel, Rolf Lang

  9. 2. Setting up principles Database Metadata Open Storage (Random access media) Locked Storage (WORM media) Representation 1 metadata and content Digital Object metadata Structure metadata Representation 2 metadata and content Documentation file • Redundant metadata storage:using hierarchical systems One For Many. A Metadata Concept for Mixed Digital Content at a State Archive Kai Naumann, Christian Keitel, Rolf Lang

  10. 2. Setting up principles • Content is sacred, metadata are free. Content (data table) Sum error will be recorded in metadata, no correction. CityCode Population Male Female 10 1234 600 630 11 3456 1756 1700 … … … … Documentation (code list) CityCode CityName Wrong CityName value “Achern“ replaced by “Aalen“. Correction recorded in metadata. 10 Aalen 11 Bottwar … … One For Many. A Metadata Concept for Mixed Digital Content at a State Archive Kai Naumann, Christian Keitel, Rolf Lang

  11. 2. Setting up principles • Preserving structure authentically One For Many. A Metadata Concept for Mixed Digital Content at a State Archive Kai Naumann, Christian Keitel, Rolf Lang

  12. 3. Constructing viable workflows DO_1.xml DO_1.xml.md5 DO_1.prot.xml DO_1.prot.xml.md5 This level’s core structured metadata Checksum for metadata Process recording Checksum for process recording Digital Object (Intellectual Entity) • Vital process recording • Process metadata One For Many. A Metadata Concept for Mixed Digital Content at a State Archive Kai Naumann, Christian Keitel, Rolf Lang

  13. 3. Constructing viable workflows • Adapted metadata placement • Core Structured Metadata • Special Structured Metadata • Integrated Metadata • Documentation DO_1.xml DO_1.prot.xml(process recording) DO_1.R_1.schema.xml (field description) DO_1.R_1.cont.pdf (file header) DO_1.R_1.docu.tiff One For Many. A Metadata Concept for Mixed Digital Content at a State Archive Kai Naumann, Christian Keitel, Rolf Lang

  14. 4. Enabling exchange • Coming soon: • DIMAG integration with archival catalogue • persistent identifiers for all descriptive elements (metadata or content) inside the State Archive • Dissemination Information Package (DIP) pilot study    One For Many. A Metadata Concept for Mixed Digital Content at a State Archive Kai Naumann, Christian Keitel, Rolf Lang

  15. Concluding theses • When designing preservation metadata models, balance three general aims: • 1. instant availability • 2. easy ingest • 3. long-term understandability • For heterogenous objects, and low frequency of use, design relatively simple metadata sets. • Leave additional information on a non-standardised, less available, but fully understandable level. One For Many. A Metadata Concept for Mixed Digital Content at a State Archive Kai Naumann, Christian Keitel, Rolf Lang

  16. Concluding theses • Dealing with heterogenous content, enforcing standards in metadata storagemight waste resources. • But: Standards will bring benefits in defined metadata or content exchangeprojects. One For Many. A Metadata Concept for Mixed Digital Content at a State Archive Kai Naumann, Christian Keitel, Rolf Lang

  17. Concluding theses • Maintenance of relational integrity between content and metadata is crucial. • Mirroring of database metadata to metadata files on storage media can attenuate this problem. One For Many. A Metadata Concept for Mixed Digital Content at a State Archive Kai Naumann, Christian Keitel, Rolf Lang

  18. Concluding theses • Structural relations between content units can, in some cases, be a matter of authenticity. • Under these circumstances, a repository architecture needs to warrant a trustworthy recording of these relations. One For Many. A Metadata Concept for Mixed Digital Content at a State Archive Kai Naumann, Christian Keitel, Rolf Lang

  19. Thank you. Comments or questions? kai.naumann@la-bw.de One For Many. A Metadata Concept for Mixed Digital Content at a State Archive Kai Naumann, Christian Keitel, Rolf Lang

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