How to use this Technical Guide

The Technical Guide contains a large amount of information including definitions and metadata concepts, practical implementation advice and metadata schemas. It is unlikely you will need to read all of it. Please select the relevant sections.

Introduction

Introduction, Purpose, Target audience, Scope, Period of currency

Acknowledgements

Metadata Concepts

Understanding Recordkeeping Metadata and its Language, What is metadata, Recordkeeping metadata, Notion of a record, Document or record?, Record object and metadata, Concepts of aggregation, Record as a conceptual entity, Entities, Why these entities?, Layers of aggregation, Inheritance, Extensibility

Glossary

Understanding Recordkeeping Relationships

Reality of relationship implementation, What are relationships? Provenance relationships, Recordkeeping event relationships

Flattening Recordkeeping Metadata

Introduction to flattening, Persistence of links, Flattening metadata entities

EDRMS Implementation

How to use the Technical Specifications for the Electronic Recordkeeping Metadata Standard in EDRMS

Assumptions, Background to EDRMS, End users and metadata

Using Recordkeeping Metadata Schema as a Checklist for Conformance

Metadata equivalence, User defined elements, Data elements combining recordkeeping metadata, Template for checking metadata

Customising or Configuring an EDRMS

Using aggregations in configuring EDRMS, Aggregations of records, Aggregations of agents, Configuring files/folders and items, Scenario 1:  Configuring metadata for files/folders, Scenario 2: Configuring metadata for items,
Scenario 3: Automatic population at item level, Inheriting metadata from higher aggregations, Assigning metadata and inheritance from other places: document form and classification schemes, Using encoding schemes 

Options for Simplifying Recordkeeping Metadata for Implementation in EDRMS

Implementing as a single entity – record, Advantages of a single entity implementation, Disadvantages of a single entity implementation

Appendix 1: Recordkeeping Metadata Elements Tailored for a Single Entity Implementation - Record

Implementing as two entities – record and agent, Advantages of a two entity implementation, Disadvantages of a two entity implementation

Appendix 2: Recordkeeping Metadata Elements Tailored for a Two Entity Implementation – Record and Agent

Implementing as three entities – record, agent and relationship, Advantages of a three entity implementation, Disadvantages of a three entity implementation

Appendix 3: Recordkeeping Metadata Elements Tailored for a Three Entity Implementation – Record, Agent and Relationship

General

Mapping Business Systems/Applications to EDRMS

Documenting Your Configuration

Transferring Records to Archives New Zealand