We are requesting comments on our draft Standard Data Elements as part of our Federal Electronic Records Modernization Initiative (FERMI). Through FERMI, we have been working to improve the way agencies acquire ERM services and solutions. The use cases are a part of the Electronic Records Management Federal Integrated Business Framework (ERM-FIBF) and can serve … Continue reading Opportunity to Comment: Draft Standard Data Elements for Electronic Records Management
To follow our last post on Metadata Requirements for Permanent Records on Shared Drives, today we are discussing how to manage metadata for permanent records stored separately from the records. Required metadata, as specified in NARA Bulletin 2015-04, must have the same retention and disposition as the records they describe whether maintained in a separate … Continue reading Managing Metadata for Permanent Records: What if the metadata required for transferring permanent records are stored separately from the records themselves?
When you use a shared drive to manage and store permanent records, you should consider what documentation, including finding aids or indexes that may be required at the time of transfer. Measures must be put in place to ensure the records have the minimum metadata required in NARA Bulletin 2015-04: Metadata Guidance for the Transfer of … Continue reading Metadata Requirements for Permanent Records on Shared Drives
If you have Federal records in the cloud, additional metadata might need to be applied to maintain relational links between records stored in the cloud and in local storage. You should assess metadata requirements before records are transferred to or created in the cloud. Also, the contract between the agency and the cloud service provider … Continue reading Metadata Requirements for Permanent Electronic Records in the Cloud
Advances in computing have made moving files between different platforms much easier than just a few years ago. The adoption of the UNICODE standard for character encoding and cross compatibility between operating systems has made problems opening a file received as an attachment to an email, downloaded from a web site, or accessed on a … Continue reading Best Practices for File Naming
Email records include fields of information such as the sender, recipient, date, and subject that may be considered to be a form of metadata. However, since these fields can be populated in multiple ways, they may not provide sufficient information to make email records retrievable and useable for as long as they are needed. Agencies … Continue reading Why does NARA ask for additional metadata for email records?
Have you ever wondered about the relationship between NARA’s metadata guidance, open data, and the Project Open Data Metadata Schema for data.gov? In this post, we provide an overview of these three pieces of guidance and how they work together. NARA Bulletin 2015-04: Metadata Guidance for the Transfer of Permanent Electronic Records NARA Bulletin 2015-04 specifies … Continue reading Metadata and Open Data
Metadata is loosely defined as “data about data”. In electronic records management its definition can be refined to mean the factual information related to records such as who took a photograph, what the title of a publication is, where a video was shot, when a speech was recorded, and why a report is security classified. … Continue reading Metadata in Electronic Records Management
During the last two years, we published both NARA Bulletin 2015-04: Metadata Guidance for the Transfer of Permanent Electronic Records and NARA Bulletin 2014-04: Revised Format Guidance for the Transfer of Permanent Electronic Records. These Bulletins are related and complement each other. Following this guidance ensures permanent electronic records transferred to NARA will remain sustainable for as … Continue reading What is the relationship between NARA’s Metadata and Format Guidance?
…There’s No Singular Way to Write About It...or should it be They?.. Look up the term metadata in a dictionary and you are likely to find it defined as “data that provides information about data.” While technically accurate, this definition does little to help those who are unfamiliar with the term to understand how important … Continue reading What is Metadata…