B5 Information management (RD)

B5.1 Repository specifies minimum Descriptive Information requirements to enable the designated community(ies) to discover and identify material of interest.


Supporting Text
The repository must be able to deal with the types of requests that will come from a typical user from the designated community(ies). This is necessary in order to enable discovery of the repository's holdings.

Examples of Ways the Repository can Demonstrate it is Meeting this Requirement
Retrieval and Descriptive Information, discovery metadata, such as Dublin Core, and other documentation describing the object.

Discussion
A repository does not necessarily have to satisfy every possible request. Retrieval metadata is distinct from Descriptive Information that describes what has been found. For example, in a library we might say that a book's title is mandatory, but the name of the publisher is not mandatory, because people generally search on the title.

B5.2 Repository captures or creates minimum Descriptive Information and ensures that it is associated with the AIP.


Supporting Text
The repository must show that it associates with each AIP, minimum Descriptive Information that was either received from the producer or created by the repository. This is required in order to make it clear to producers and users that Descriptive Information is associated with the AIP.

Examples of Ways the Repository can Demonstrate it is Meeting this Requirement
Descriptive metadata; internal or external persistent, unique identifier or locator that is associated with the AIP (see also B2.4 about persistent, unique identifier); system documentation and technical architecture; depositor agreements; metadata policy documentation, incorporating details of metadata requirements and a statement describing where responsibility for its procurement falls; process workflow documentation.

Discussion
Associating the metadata with the object is important, although it does not require one to one correspondence, and metadata may not necessarily be stored with the AIP. Hierarchical schemes of description can allow some descriptive elements to be associated with many items. The association should be unbreakable - it must not be lost even if other associations are created.

B5.3 Repository can demonstrate that all AIPs are associated with their descriptive information and there is descriptive information for each AIP.


Supporting Text
The repository must ensure that every AIP has some descriptive information and that all descriptive information must point to at least one AIP. This is necessary to validate the integrity of an AIP and to ensure that all AIPs can be located and retrieved.

Examples of Ways the Repository can Demonstrate it is Meeting this Requirement
Descriptive metadata; unique, persistent identifier or locator associated with the AIP; documented relationship between the AIP and its metadata; system documentation and technical architecture; process workflow documentation.

Discussion
Repositories must implement procedures to capture or create descriptive information for each AIP.

B5.3.1 Repository can demonstrate that it maintains the associations between its AIPs and their descriptive information.


Supporting Text
The repository must ensure that the linkages between AIPs and their descriptive information are maintained over time. This is necessary to ensure that all AIPs can continue to be located and retrieved.

Examples of Ways the Repository can Demonstrate it is Meeting this Requirement
Log detailing ongoing maintenance or checking of the integrity of the data and its relationships to the associated descriptive information, especially following repair or modification of the AIP; legacy descriptive information; persistence of identifier or locator; documented relationship between AIP and its descriptive information; system documentation and technical architecture; process workflow documentation.

Discussion
Repositories must implement procedures that let them know when the relationship between the data and the associated descriptive information is temporarily broken to ensure that it can be restored.

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Topic revision: r3 - 2009-03-16 - RobertDowns
 
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