If you want your digital content to be stored, found, and used over time, it needs to have good file naming and associated metadata that describes what the content is, where it came from, and who can use it.
Make it Digital has one detailed Describing Digital Content guide:
Metadata is any information that describes digital content. It can describe the attributes and characteristics of digital content in standardised ways, or in less structured ways through the use of general descriptions and tagging. Labels, captions, and file names are all examples of metadata.
Metadata can usefully describe any kind of digital content, such as an image, video file, audio file, or text. It can also describe all sorts of things about the digital content, for instance the person or organisation that created the content, the date it was created, its length (e.g. “duration: 3:27 at 15 fps”), and technical details such as who entered the metadata and its processing history.
Metadata is not just applied to an individual digital 'object' (such as an image, video, or document). In most digital content management systems, metadata is also applied to groups of similar and related objects (e.g. a set of diaries and memorabilia of a person), and also at the level of a collection of items (e.g. the painting collection of a museum).
Almost all structured metadata used for digital content has been designed to follow particular standard formulas, or schemes.
Standards play a significant role in formulating and structuring the way that good metadata is documented. All commonly used metadata schemes follow open standards.
When metadata is added to digital content, groupings, and collections in a standardised and consistent way, it can be managed and organised so users are better able to discover, share, and use that content. Metadata:
To gain maximum benefit from metadata, it helps to consider the use and purpose for which it is intended and to plan for this accordingly. Choosing metadata standards that are fit for purpose and in common use will be economic, reduce risk, and will help protect the future value of your descriptions and content.
Planning for use of metadata is an important activity and there are many and varied aspects to consider in the planning process. If you are creating metadata for an individual, family, or community project, ask yourself:
If you are creating metadata for an organisation, in addition to the above, ask yourself:
Metadata is most often pre-packaged and ready to use by professional subject communities and sectors in what is known as a metadata scheme.
A metadata scheme provides a standard and consistent way to create, manage, and share metadata. A scheme is generally made up of:
Examples of metadata schemes
Metadata schemes can be created for an entire domain or subject community and a metadata profile can be created based on that scheme for a specific purpose within that community.
A metadata profile further refines and interprets a metadata scheme.
Example of a Metadata Profile
The United States Federal Geographic Data Committee (FGDC) has created a metadata standard for digital geospatial metadata. This metadata scheme has been developed for the entire geospatial sector. It is known as the Content Standard for Digital Geospatial Metadata.
Two metadata profiles have been developed for sectors within the geospatial domain :
Application profiles allow for the mixing and matching of metadata schemes. A particular metadata scheme may immediately suit a metadata implementer, but on occasion, elements, vocabularies, and terms from another metadata scheme may need to be used. By developing an application profile, a metadata implementer can create metadata for their unique purpose and use.
Example of an Application Profile
The Food and Agriculture Organisation has developed an application profile known as the AGRIS Application Profile for the International Information System on Agricultural Sciences and Technology.
It uses metadata terms from the following metadata scheme:
The AGRIS Application Profile is available at the Food and Agriculture Organisation
Most metadata schemes, while specifying metadata elements and their meaning, do not contain content standards.
Content standards provide instruction on how to populate metadata elements. They provide standard and consistent ways to transcribe and describe attributes of the digital content within the metadata scheme. For example, the content standard for libraries, Anglo American Cataloguing Rules (AACR), provides instruction on how to write the content when transcribing an author as <last name, first name>.
Content standards, like metadata schemes, may also make recommendations on values for the elements themselves, such as thesauri use and encoding schemes.
Content standards are most often stand-alone documents that are tied to a metadata scheme. This is because metadata schemes and content standards have been developed within subject communities and specialities. The museums, libraries, and education communities and many of the various science sectors have developed their own metadata schemes and companion content standards.
The content standard Cataloguing Cultural Objects (CCO): a guide to describing cultural works and their images is used with the VRA Core 4.0, published by the Visual Resources Association, and is used in the cultural heritage sector.
The content standard Anglo-American Cataloguing Rules, published by the American Library Association et. al., is used with MARC21 (MAchine-Readable Cataloguing Record) published by the Library of Congress and is used in the library sector.
The content standard Describing Archives (DACS), published by the Society of American Archivists, is used to describe archival materials. DACS can be used with the metadata schemes MARC21 and Encoded Archival Description (EAD). The Society of American Archivists and the Library of Congress publish EAD and it is a standard for encoding archival finding aids using eXtensible Markup Language (XML).
Metadata schemes are created for different purposes. A primary purpose maybe the discovery of digital content on the web; another, that digital content is managed for long-term preservation, and so on.
Descriptive and discovery metadata are created in order to:
Many of the metadata schemes and content standards that are available are used for discovery and description purposes. The Dublin Core Metadata Element Set is an example of a metadata scheme for discovery. It can be used by many sectors as a common layer to map their own schemes to when making digital content available on the web.
The following is an example of a metadata scheme for description:
“Categories for the Description of Works of Art” published by the J. Paul Getty Trust and College Art Association [add image]
This metadata scheme, like some others, allows for both the description of a single (or item) level description and multiple levels of description.
Administrative metadata is designed primarily to manage digital content. Those managing content over time need to be able to undertake activities such as:
A scheme known as Preservation Metadata: Implementation Strategies (PREMIS) is an example of a metadata scheme for administration. This scheme can be used for the long-term management of any type of digital content. Organisations managing digital repositories are its primary users.
Rights management information is also administrative metadata. Generally known as “rights languages”, they are used to express rights information over content.
An example of a language for digital rights management is the Open Digital Rights Language (ODRL), an international effort aimed at developing and promoting an open standard for rights expressions for digital content in publishing, distributing, and consuming of digital media across all sectors and communities.
A machine-readable language for expressing rights for digital content on the web has been developed by Creative Commons, an international non-profit organisation. Creative Commons provides free copyright licences that can be applied to in-copyright works by the copyright holder.
When digital content is created, whether an image, music, sound recording, or video, the file it creates contains some form of embedded technical metadata. This kind of metadata generally defines the technical characteristics or attributes of digital content. The technical metadata may contain information such as:
Examples of technical metadata formats include:
Technical metadata is found in a range of file (mime) types and their corresponding file formats. Three open standards containing some technical metadata include:
In 2006 the American National Information Standards Organisation (NISO) published “Technical Metadata for Digital Still Images” to define a set of non proprietary and open technical metadata elements for digital still images.
In the library sector, the Library of Congress has developed some technical file formats as XML schemes for audio, video, text, and images to ensure interoperability amongst libraries:
Another type of technical metadata is the kind that brings together separate component parts, e.g. scanned pages of digital files into one logical unit, e.g. a book. This kind of metadata is also known as structural metadata.
The various types of metadata – descriptive, administrative, and technical – as well as different metadata schemes can be combined and used together when encoded into mark-up languages.
Mark-up languages are used on the World Wide Web and structure the metadata in a consistent way, so that web technologies can use and reuse the metadata in different ways. Guidelines are available on encoding metadata schemes into mark-up languages. The Internet Engineering Task Force have developed RFC (Request for Comments) 2731 for Dublin Core Metadata using HTML4.0.
The Metadata Encoding & Transmission Standard (METS) can encode descriptive, administrative and technical metadata.
The Canadian Heritage Information Network (CHIN) has more on encoding and combining metadata – Metadata Standards for Museum Cataloguing.