2 thoughts on “Metadata Requirements for Permanent Records on Shared Drives

  1. I was hoping to see more guidance on which fields to identify from Share Drives as metatags for transfer of Permanent Electronic Records, not creating finding guides or planning a project. Please, which fields, intrinsic to the Windows Explorer file structure should be mapped to metatags (and to which Dublin Core field) for purposes of transferring permanent electronic records.

    1. Dear Mr. Simmons,
      Thank you for your comment. You asked which specific fields in Microsoft shared drive file structure should be mapped to Dublin Core metatags. Each agency and records transfer will have different needs depending on the records schedule so it is difficult to address individual records transfer requirements.

      In general, the metadata requirements are found in NARA Bulletin 2015-04 Metadata Guidance for the Transfer of Permanent Electronic Records at https://www.archives.gov/records-mgmt/bulletins/2015/2015-04.html. The Bulletin describes minimum metadata requirements for Transfer-Level and File/Item level metadata. The Bulletin also contains Appendix A, Metadata Element Definitions, and Appendix B, Recommended File and Folder Naming Conventions. As the guidance is intended to describe best practices, it does not define the unique characteristics of specific transfers of electronic records.

      For questions related to the transfer of electronic records and their accompanying metadata, the agency should consult with the National Archives and Records Administration, Electronic Records Division, Processing Branch (RDEP), 8601 Adelphi Road, College Park, MD 20740, telephone number (301) 837-3420, or by email to: Etransfers@nara.gov.

      If additional information is needed, or if you have questions about any part of this Bulletin, please contact your agency’s Records Officer, NARA Appraisal Archivist, or records management contact. Please refer to the List of NARA Contacts for Your Agency at http://www.archives.gov/records-mgmt/appraisal/.

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