GB/T 26163.2-2023 English PDF

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GB/T 26163.2-2023: Information and documentation - Metadata for managing records - Part 2: Conceptual and implementation issues
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Basic data

Standard ID: GB/T 26163.2-2023 (GB/T26163.2-2023)
Description (Translated English): Information and documentation - Metadata for managing records - Part 2: Conceptual and implementation issues
Sector / Industry: National Standard (Recommended)
Classification of Chinese Standard: L76
Classification of International Standard: 01.140.20
Word Count Estimation: 34,324
Date of Issue: 2023-08-06
Date of Implementation: 2024-03-01
Issuing agency(ies): State Administration for Market Regulation, China National Standardization Administration

GB/T 26163.2-2023: Information and documentation - Metadata for managing records - Part 2: Conceptual and implementation issues

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ICS 01.140.20 CCSL76 National Standards of People's Republic of China Information and document document (archives) management metadata Part 2.Conceptualization and Implementation (ISO 23081-2.2021,IDT) Published on 2023-08-06 2024-03-01 Implementation State Administration for Market Regulation Released by the National Standardization Administration Committee

Table of contents

Preface III Introduction IV 1 Scope 1 2 Normative reference documents 1 3 Terms and Definitions 1 4 Purpose and benefits of metadata1 4.1 Purpose of file management metadata1 4.2 Business benefits of file management metadata 2 5 Policies and Responsibilities 4 5.1 Policy determination 4 5.2 Document management metadata implementation responsibilities 4 6 Metadata Concept Model 5 6.1 Entity 5 6.2 Entity Relationship 5 6.3 Flat entity model implementation 6 7 Concepts related to metadata implementation 7 7.1 Aggregation 7 7.2 Inheritance relationship 10 7.3 Reuse of metadata values 11 7.4 Interdependencies between metadata elements 11 7.5 Scalability and modularity 11 8 File Management Metadata Model 12 8.1 Metadata Model 12 8.2 Dynamic metadata model 12 8.3 Metadata files13 9 Common metadata elements 14 9.1 Identity metadata 14 9.2 Description class metadata 14 9.3 Using class metadata 15 9.4 Expected event class metadata 16 9.5 Past event metadata 17 9.6 Relationship metadata 18 10 Developing a file management metadata plan 19 10.1 Metadata scheme 19 10.2 Metadata registration system 20 10.3 File management metadata solution design 20 10.4 Metadata scheme presentation 22 11 Document Management Metadata Implementation 22 11.1 Overview 22 11.2 Storage and Management 22 11.3 Metadata Capture 23 11.4 Creating file management metadata files 23 11.5 Registration 24 11.6 Metadata as a Document Management Control Tool 24 11.7 Link metadata 24 11.8 Identification 25 11.9 Document handover25 11.10 Long-term preservation and storage formats 26 11.11 Ensure long-term management of metadata26 Reference 27

Foreword

This document complies with the provisions of GB/T 1.1-2020 "Standardization Work Guidelines Part 1.Structure and Drafting Rules of Standardization Documents" Drafting. This document is Part 2 of GB/T 26163 "Information and Documentation Document Management Process Metadata". GB/T 26163 has been issued The following parts have been published. --- Information and documentation document management process document metadata Part 1.Principles. ---Information and Documentation Documents (Archives) Managing Metadata Part 2.Conceptualization and Implementation. This document is equivalent to ISO 23081-2.2021 "Information and documentation document (archives) management metadata Part 2.Conceptualization and implementation" "Shi". Please note that some content in this document may be subject to patents. The publisher of this document assumes no responsibility for identifying patents. This document is presented by the National Archives Administration. This document is under the jurisdiction of the National Information and Documentation Standardization Technical Committee (SAC/TC4). This document was drafted by. Renmin University of China, Tianjin Normal University, State Archives Administration, Information and Communications Branch of State Grid Zhejiang Electric Power Co., Ltd. Company, Shandong Provincial Computing Center (National Supercomputing Jinan Center), China Electronics Technology Standardization Institute, Highland Knowledge Base (Beijing) Information Consulting Consulting Co., Ltd., Suzhou Shitouji Intelligent Technology Co., Ltd., China Electronics Technology Big Data Research Institute Co., Ltd., Shenzhen Yongxingyuan Technology Co., Ltd. Co., Ltd., Guangzhou Yansheng Information Technology Co., Ltd. The main drafters of this document. An Xiaomi, Bai Wenlin, Hao Chenhui, He Rui, Yao Yiyang, Li Gang, Zhang Hongwei, Wang Jinxiang, Yang Anrong, Program, Lian Zhangwen, Yang Zhongqing, Shen Rong, Wang Lili, Huang Jie, Xu Jicang, Hu Jufang.

Introduction

File metadata comprehensively describes the content, business background, structural information, etc. of electronic files, and is an important tool for maintaining the authenticity and completeness of files. It guarantees the accuracy, reliability and usefulness of electronic documents and promotes the circulation, sharing, retrieval and utilization of electronic documents. The formulation and application of metadata have important meaning. Our country has strengthened the formulation of standards related to file metadata. GB/T 26163 is a description of file metadata. It is planned to be developed by two ministries. Composed into parts. --- Information and documentation document management process document metadata Part 1.Principles. The purpose is to establish file metadata management basic principles. ---Information and documentation document (archives) management metadata Part 2.Conceptualization and implementation. The purpose is to specify document management elements A definitional framework for data elements and provides a universal representation of metadata elements regardless of file format (physical, analog, digital How about words). The term "documents" in this document 1) is equivalent to the documents and archives of government agencies, units or organizations in the Chinese context. 1) According to the actual archival work in my country, “records” is translated into “documents”, which is equivalent to the documents and archives of government agencies, units or organizations in the Chinese context (excluding Archives collection), the title uses "documents (archives)" to facilitate retrieval and maintenance of "records" in the international standard series of document (archives) management The original intention is to facilitate the maintenance of the consistency of the use of national standards that have been adopted and their wider promotion and application. This document provides an extension mechanism for organizations to apply file management metadata, a conceptual model of metadata, and and high-level elements of a common set of metadata categories, including, for example, the current document or records management implementation or archiving implementation. This document not only regulates It stipulates the general metadata types of file entities and also specifies the general metadata types of other entities that need to be managed to facilitate recording and Understand the background information of the document. This document also clarifies the minimum fixed number of aggregation levels for key entities in document management to facilitate interoperability. The metadata model and generic metadata categories defined in this document focus primarily on file entities, but are also relevant to other entities. This document does not specify a specific set of metadata elements, but rather clarifies the general metadata types that need to meet file management requirements. Should This method allows organizations to flexibly select specific metadata elements based on their business needs for file management within the storage period of their own files. This document begins with The form of a diagram specifies the metadata elements used in a particular implementation and the metadata used at different aggregation levels of entities. This document defines the Common metadata categories used at all aggregation levels, implementers are reminded that some specialized metadata elements may only apply to specific aggregations combined level. Implementing records management metadata in an organizational and systems environment involves a variety of choices that are determined by the organizational environment, existing systems, and records management Determined by reasonable requirements. This document further explains the core concepts of the file management metadata scheme based on the basic principles of ISO 23081-1.2017. explanation, and provides practical guidance for developing and building a file management metadata solution from an organizational perspective. Finally, this document also discusses long-term implementation and Issues related to managing metadata. Information and document document (archives) management metadata Part 2.Conceptualization and Implementation

1 Scope

This document establishes a framework for defining metadata elements while following the principles and implementation points stated in ISO 23081-1.2017. s frame. The purpose of this framework is to. a) Contribute to the standardized description of documents and their associated key contextual entities; b) Establish a common understanding of fixed-level information in files to promote interoperability of files and file-related information between organizational systems; c) Contribute to the reuse and standardization of document management metadata across time, space and application domains. To facilitate the implementation of records management metadata, this document further clarifies key decision points that need to be addressed and recorded. The purpose is to. ---Clear the problems that need to be solved in the implementation of file management metadata; ---Clear and clarify multiple options for solving the problem; ---Clear the various paths for decision-making and selection during the document management metadata implementation process.

2 Normative reference documents

The contents of the following documents constitute essential provisions of this document through normative references in the text. Among them, the dated quotations For undated referenced documents, only the latest version (including all amendments) applies to this document. document. GB/T 26162-2021 Information and documentation (archives) management concepts and principles (ISO 15489-1.2016, IDT) ISO /IEC 11179-1 Information technology metadata registration system (MDR) Part 1.Framework (Information Note. GB/T 18391.1-2009 Information technology metadata registration system (MDR) Part 1.Framework (ISO /IEC 11179-1.2004, IDT) ISO 23081-1.2017 Information and documentation document management process document metadata Part 1.Principles (Information and Note. GB/T 26163.1-2010 Information and documentation document management process document metadata Part 1.Principles (ISO 23081-1.2006, IDT) Note. GB/T 34110-2017 Information and documentation management system foundation and terminology (ISO 30300.2011, IDT)

3 Terms and definitions

The terms and definitions defined in ISO 23081-1.2017, ISO /IEC 11179-1 and ISO 30300 apply to this document. The terminology databases of ISO and IEC can be accessed at.

4 Purpose and benefits of metadata

4.1 Purpose of file management metadata 4.1.1 Overview To ensure that documents can be used, understood, managed, and accessed over the long term, the organization's information systems need to capture and manage the necessary background information. This type ......

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