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5.2 File Metadata
The contents of the File Metadata (M143) element describe the folder, its history, and its relationship with other folders.
The information in a File Metadata (M143) element is almost identical to the contents of a Record Metadata (M11) element. The only additional element is Date/Time Closed (M144), an additional optional element within Date (M54). The only element that can be present in a Record Metadata (M11) element and not in a File Metadata (M143) element is Transaction (M104).
The information held in the file metadata elements describes the folder as a whole. Figure 24 shows the 22 top-level record metadata elements (most of these elements are subdivided). The top-level elements can be divided into the following concepts:
- Descriptive Metadata. The information in these elements describes the folder and its relation with other folders. The descriptive metadata includes:
- Agent (M12)
- Rights Management (M24)
- Title (M32)
- Subject (M37)
- Description (M40)
- Auxiliary Description (M153)
- Language (M41)
- Relation (M42)
- VEO Identifier (M99)
- Coverage (M46)
- Function (M50)
- Date (M54)
- Type (M58)
- Administrative History. The information in these elements documents the history of this folder since it was first registered into a recordkeeping system. They include:
- Management History (M66)
- Use History (M71)
- Preservation History (M76).
- Recordkeeping Metadata. These elements contain information used to manage the folder in a recordkeeping system. They include:
- Aggregation Level (M59)
- Disposal (M88)
- Mandate (M93)
- Format (M60)
- Location (M83)
- Record Identifier (M65).
Except for Auxiliary Description (M153), VEO Identifier (M99), and Transaction (M104), all of the top-level file metadata elements have been taken from the NAA Recordkeeping Metadata Standard. Further, most of the elements can be directly related to AGLS [AGLS] metadata elements.
These elements are described in section 3, but when applying them to folders, the following specific descriptions apply:
- Agent Type (M13). It is recommended that only 'Registrar' (the person that created the folder), 'Publisher', 'Authority' and 'Records Manager' be used as types of agents that perform actions on folders.
- Date (M54). This has an optional Date/Time Closed (M144) subelement. This subelement will be described in the following section.
- Date/Time Transacted (M56). The value of this subelement should be the same as the value used for Date/Time Created (M55).
- Aggregation Level (M59). This subelement must be set to 'File'.
- VEO Identifier (M99). Only one File Identifier (M102) subelement can be present, and no VERS Record Identifier (M103) subelement can be present
Figure 24. Main groups of metadata in a VERS File Metadata element.
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