6. NZGLS Metadata Elements
6.1 Mandatory Obligation
Element Name: creator
Label: Creator
Definition: An entity primarily responsible for making the content of the resource.
Obligation: Mandatory
Source: DC
Comment: Examples of a Creator include a person, or an organisation. Typically, the name of a Creator should be used to indicate the entity. This element value contains the name of the agency responsible for creating the resource or providing the service.
If a structured value is to be given (including for example name and address information) it is recommended that the NZGLSAgent Encoding scheme be used. Alternatively, a link to a directory, authority file or similar set of identity information may be provided.
Element Name: function
Label: Function
Definition: The business function of the organisation to which the resource relates.
Obligation: Mandatory
Source: AGLS
Comment: Used to indicate the business role of the resource in terms of business functions and activities. Functions are the major units of activity which organisations pursue in order to meet the mission and goals of the organisation. They are defined in the Australian Records Management Standard [AS4390] as 'the largest unit of business activity in an organisation...'.
Recommended best practice is to select a value from a controlled vocabulary or formal classification scheme. Resources being described within the NZ Government should use the Functions of New Zealand (FONZ) thesaurus. Use of this encoding scheme is mandatory for metadata prepared for use by the NZ Government Portal.
Element Name: subject
Label: Subject and Keywords
Definition: The topic of the content of the resource.
Obligation: Mandatory
Source: DC
Comment: Typically, a Subject will be expressed as keywords, key phrases or classification codes that describe a topic of the resource.
Recommended best practice is to select a value from a controlled vocabulary or formal classification scheme. Resources being described within the NZ Government should use the Subjects of New Zealand (SONZ) thesaurus. Use of this encoding scheme is mandatory for metadata prepared for use by the NZ Government Portal.
Element Name: title
Label: Title
Definition: A name given to the resource.
Obligation: Mandatory
Source: DC
Comment: Typically, a Title will be the name by which the resource is formally known.
If the resource is a text document, use the full title as it appears on the title page. If the document has another common usage name, use the "alternative" refinement.
Qualifiers
Qualifier Name: alternative
Label: Alternative
Qualifier Type: element refinement
Definition: Any form of the title used as a substitute or alternative to the formal title of the resource.
Source: DC
Comment: This qualifier could include abbreviations, translations and acronyms by which a resource may be known.
Element Name: type
Label: Resource Type
Definition: The nature or genre of the content of the resource.
Obligation: Mandatory (with the refinement Category)
Source: DC
Comment:
Type includes terms describing general categories, genres, or aggregation levels for content. NZGLS metadata must include a value for the Category refinement of Type (i.e. either document, service or agency).
Recommended best practice is to select a value from a controlled vocabulary. To describe the physical or digital manifestation of the resource, use the Format element.
Qualifiers
Qualifier Name: category
Label: Category
Qualifier Type: element refinement
Definition: The generic type of the resource being described.
Source: AGLS
Comment: The value for this qualifier must be one of service, document, or agency.
Service: used when describing a service directly, not a document about a service;
Document: used for all resources which are not services or agencies, even if they are not traditional "documents" - for example, a sculpture;
Agency: used to describe an organisation.
Qualifier Name: aggregationLevel
Label: Aggregation Level
Qualifier Type: element refinement
Definition: The level of aggregation of the resource being described.
Source: AGLS
Comment: There are only two values possible for this qualifier, either item or collection.
6.2 Conditional Obligation
Element Name: availability
Label: Availability
Definition: How the resource can be obtained or contact information for obtaining the resource.
Obligation: Conditional - mandatory when adding an agency, service, or off-line document; optional when adding an on-line document.
Source: AGLS
Comment: The Availability element is primarily used for non-electronic resources to provide information on how to obtain physical access to the resource.
The Availability element should be repeated to show multiple access points - for example, a service where someone could pay a bill at two separate organisations.
Generally, full details of how any service can be obtained, or contact information, should be provided.
If a structured value is to be given (including for example name and address information) it is recommended that the NZGLSAgent Encoding scheme be used.
Alternatively, a link to a directory, authority file or similar set of identity information may be provided.
Element Name: identifier
Label: Resource Identifier
Definition: An unambiguous reference to the resource within a given context.
Obligation: Conditional - mandatory for online resources, otherwise recommended where available. Not used for services.
Source: DC
Comment: Recommended best practice is to identify the resource by means of a string or number conforming to a formal identification system. Examples of formal identification systems include the Uniform Resource Identifier (URI) (including the Uniform Resource Locator (URL)), the Digital Object Identifier (DOI) and the International Standard Book Number (ISBN).
The Identifier for most electronic resources will be a URI. It is important to note that the Identifier element will work only if the online resource being described has a stable or persistent URL/URI. Web systems that dynamically generate pages with a different URL/URI are not stable in terms of their metadata. In these cases, consider whether a higher level stable URI can be used for creating a metadata record.
Element Name: publisher
Label: Publisher
Definition: An entity responsible for making the resource available.
Obligation: Conditional - Mandatory for document resources.
Source: DC
Comment: This field is often the name of the organisation that owns or controls or publishes the resource. It is not recommended that this element be used for the name of the entity which merely acts as the host for a website.
The Publisher element is not generally used when describing services, since there is no concept of "publisher" for physical services as there is for information resources. The closest concept is the service provider, which fits better under the Availability element.
If a structured value is to be given (including for example name and address information) it is recommended that the NZGLSAgent Encoding Scheme be used. Alternatively, a link to a directory, authority file or similar set of identity information may be provided.
6.3 Recommended Obligation
Element Name: audience
Label: Audience
Definition: A class of entity for whom the resource is intended or useful.
Obligation: Recommended
Source: DC
Comment: A class of entity may be determined by the creator, the publisher, or a third party, and typically represents the target audience of the resource. Types of audiences commonly used in this element include particular industry sectors, education levels, skill levels, occupations, and EEO (Equal Employment Opportunities) categories.
Recommended best practice is to select a value from a controlled vocabulary or formal classification scheme. Where a target audience is described using a numbered index, it is recommended that a common use term also be used, so that a searcher can use either the code or the term.
A searcher could use this element to decide whether a resource was worth accessing or retrieving based on the audience the resource was designed for.
It can also be used by an agency to target a service or resource at a particular demographic or socio-economic group.
Element Name: date
Label: Date
Definition: A date associated with an event in the life cycle of the resource.
Obligation: Recommended
Source: DC
Comment: Typically, Date will be associated with the creation or availability of the resource. Recommended best practice for encoding the date value is defined in a W3C profile [W3CDTF] of ISO 8601 and follows the YYYY-MM-DD format. Where a date range with an unknown start or end date or a named period is being described, best practice is to use the DCMIPeriod encoding scheme.
Date created vs. date modified. It is up to individual agencies to decide when a change is a modification to a resource, and when changes to a resource are so significant that they actually create a new resource - which will require its own set of metadata.
Where the content of a resource refers to a period or time, this should be described using the Coverage element. The Date element only refers to the resource itself, not the intellectual content. The Coverage element refers to time periods covered or discussed in the content of the resource.
Qualifiers
Qualifier Name: created
Label: Created
Qualifier Type: element refinement
Definition: Date of creation of the resource.
Source: DC
Qualifier Name: modified
Label: Modified
Qualifier Type: element refinement
Definition: Date on which the resource was changed.
Source: DC
Qualifier Name: valid
Label: Valid
Qualifier Type: element refinement
Definition: Date (often a range) of validity of a resource.
Comment: Typically, a date the resource becomes valid or ceases to be valid, or the date range for which the resource is valid.
Source: DC
Qualifier Name: issued
Label: Issued
Qualifier Type: element refinement
Definition: Date of formal issuance (e.g. publication) of the resource.
Source: DC
Qualifier Name: available
Label: Available
Qualifier Type: element refinement
Definition: Date (often a range) that the resource will become or did become available.
Element Name: description
Label: Description
Definition: An account of the content of the resource.
Obligation: Recommended
Source: DC
Comment:
Description element contains text describing a resource. It can contain abstracts if these are available. It can also contain:
- a prose description of the content of the resource
- a description of the nature of the service or objects, or
- thumbnail images or other electronic samples of content.
When writing a description, make it concise and clear, and use non-technical language.
Element Name: language
Label: Language
Definition: A language of the intellectual content of the resource.
Obligation: Recommended
Source: DC
Comment: It is recommended that Language be used. When Language is used, it is strongly recommended (mandatory within the New Zealand government) that the values of the Language element be defined by RFC 3066 which includes a two (or three) letter language code (taken from the ISO 639 standard), followed when necessary, by a two-letter country code (taken from the ISO 3166 standard). For example, 'en' for English, 'mi' for Maori, or 'en-uk' for colloquial English used in the United Kingdom.
A full list of language codes is available at:
http://lcweb.loc.gov/standards/iso639-2/englangn.html
Where a single resource contains more than one language repeat the Language element to cover each language.
Element Name: mandate
Label: Mandate
Definition: A specific warrant which requires the resource to be created or provided.
Obligation: Recommended
Source: AGLS
Comment: The element is useful to indicate the specific legal mandate that requires the resource being described to be created or provided to the public. The content of this element will usually be a reference to a specific Act, Regulation or Case, but may be a URI pointing to the legal instrument in question.
Qualifiers
Qualifier Name: act
Label: Act
Qualifier Type: element refinement
Definition: A reference to a specific Act of Parliament which requires the creation or provision of the resource.
Source: NZGLS
Qualifier Name: regulation
Label: Regulation
Qualifier Type: element refinement
Definition: A reference to a specific regulation which requires the creation or provision of the resource.
Source: AGLS
Qualifier Name: rules
Label: Rules
Qualifier Type: element refinement
Definition: The specific rule or bylaw which requires the creation or provision of the resource.
Source: NZGLS
Qualifier Name: case
Label: Case Law
Qualifier Type: element refinement
Definition: A reference to a specific case which requires the creation or provision of the resource.
Source: AGLS
6.4 Optional Obligation
Element Name: contributor
Label: Contributor
Definition: An entity responsible for making contributions to the content of the resource.
Obligation: Optional
Source: DC
Comment: Typically, a contributor will be an entity that has played an important but secondary role in creating the content of the resource and is not specified in the creator element.
If a structured value is to be given (including for example name and address information) it is recommended that the NZGLSAgent Encoding Scheme be used. Alternatively, a link to a directory, authority file or similar set of identity information may be provided.
Element Name: coverage
Label: Coverage
Definition: The extent or scope of the content of the resource.
Obligation: Optional
Source: DC
Comment: Coverage will typically include spatial location (a place name or geographic coordinates), temporal period (date, or date range, or a period label) or jurisdiction (such as a named administrative entity). Recommended best practice is to select names from a controlled vocabulary (for example, the New Zealand Geographic Place Names Database maintained by LINZ).
Qualifiers
Label: Jurisdiction
Qualifier Type: element refinement
Definition: The name of the political/administrative entity covered by the content of the resource.
Source: AGLS
Comment: Jurisdiction is a description of the territory over which a particular government exercises its authority or a particular business transacts its operations, to which the resource content is applicable.
Qualifier Name: spatial
Label: Spatial
Qualifier Type: element refinement
Definition: Spatial characteristics of the intellectual content of the resource.
Source: DC
Comment: Spatial (geographic) coverage or locations or areas covered in the content of a resource. Use of the New Zealand Geographic Place Names Database (LINZ) may be appropriate. In some cases the DCMI Box Encoding Scheme may be suitable. Refer: http://dublincore.org/documents/dcmi-box/index.shtml
Qualifier Name: temporal
Label: Temporal
Qualifier Type: element refinement
Definition: Temporal characteristics of the intellectual content of the resource.
Source: DC
Comment: The refinement "temporal" refers to time periods that are covered by or discussed in the content of resource. Time periods will generally be best expressed as date ranges, although named periods may be appropriate. The recommended encoding schemes for dates and date ranges are noted in the section on Date.
Element Name: format
Label: Format
Definition: The physical or digital manifestation of the resource.
Obligation: Optional
Source: DC
Comment: Typically, Format may include the media-type or dimensions of the resource. Format may be used to determine the software, hardware or other equipment needed to display or operate the resource. Examples of dimensions include size and duration. Recommended best practice is to select a value from a controlled vocabulary (for example, the list of Internet Media Types (IMT) defining computer media formats). This element can also be used to describe the size of electronic resources in bytes by using the "extent" refinement.
The encoding scheme [ISO] can also be used to indicate that the format of the resource is defined by an ISO standard. The element value is the ISO standard's number, e.g. the specification for 120mm CD-ROM discs: [ISO] 10149:1995.
Qualifiers
Qualifier Name: extent
Label: Extent
Qualifier Type: element refinement
Definition: The size or duration of the resource.
Source: DC
Comment: The extent qualifier allows the description of the physical dimensions, file size or duration of the resource.
Qualifier Name: medium
Label: Medium
Qualifier Type: element refinement
Definition: The material or physical carrier of the resource.
Source: DC
Element Name: relation
Label: Relation
Definition: A reference to a related resource.
Obligation: Optional
Source: DC
Comment: Recommended best practice is to reference the related resource by means of a string or number conforming to a formal identification system.
Qualifiers
Qualifier Name: isVersionOf
Label: Is Version Of
Qualifier Type: element refinement
Definition: The described resource is a version, edition, or adaptation of the referenced resource. Changes in version imply substantive changes in content rather than differences in format.
Source: DC
Qualifier Name: hasVersion
Label: Has Version
Qualifier Type: element refinement
Definition: The described resource has a version, edition, or adaptation, namely, the referenced resource.
Source: DC
Qualifier Name: isReplacedBy
Label: Is Replaced By
Qualifier Type: element refinement
Definition: The described resource is supplanted, displaced, or superseded by the referenced resource.
Source: DC
Qualifier Name: replaces
Label: Replaces
Qualifier Type: element refinement
Definition: The described resource supplants, displaces, or supersedes the referenced resource.
Source: DC
Qualifier Name: isRequiredBy
Label: Is Required By
Qualifier Type: element refinement
Definition: The described resource is required by the referenced resource, either physically or logically.
Source: DC
Qualifier Name: requires
Label: Requires
Qualifier Type: element refinement
Definition: The described resource requires the referenced resource to support its function, delivery, or coherence of content.
Source: DC
Qualifier Name: isPartOf
Label: Is Part Of
Qualifier Type: element refinement
Definition: The described resource is a physical or logical part of the referenced resource.
Comment: Used to describe the relationship between a service and relevant documents (e.g. web pages and forms)
Source: DC
Qualifier Name: hasPart
Label: HasPart
Qualifier Type: element refinement
Definition: The described resource includes the referenced resource either physically or logically.
Source: DC
Qualifier Name: isReferencedBy
Label: Is Referenced By
Qualifier Type: element refinement
Definition: The described resource is referenced, cited, or otherwise pointed to by the referenced resource.
Source: DC
Qualifier Name: references
Label: References
Qualifier Type: element refinement
Definition: The described resource references, cites, or otherwise points to the referenced resource.
Source: DC
Qualifier Name: isFormatOf
Label: Is Format Of
Qualifier Type: element refinement
Definition: The described resource is the same intellectual content of the referenced resource, but presented in another format.
Source: DC
Qualifier Name: hasFormat
Label: Has Format
Qualifier Type: element refinement
Definition: The described resource pre-existed the referenced resource, which is essentially the same intellectual content presented in another format.
Source: DC
Qualifier Name: isBasisFor
Label: Is Basis For
Qualifier Type: element refinement
Definition: The described resource pre-existed the referenced resource, which is a performance, production, derivation, translation, or interpretation of the described resource.
Source: AGLS
Qualifier Name: isBasedOn
Label: Is Based On
Qualifier Type: element refinement
Definition: The described resource is a performance, production, derivation, translation, or interpretation of the referenced resource.
Source: AGLS
Element Name: rights
Label: Rights Management
Definition: Information about rights held in and over the resource.
Obligation: Optional, not used for Agency.
Source: DC
Comment: Typically, the Rights element will contain a rights management statement for the resource, or refer to a service providing such information. Rights information often encompasses Intellectual Property Rights (IPR), Copyright, and various Property Rights. For documents, the typical value within the NZ Government would be 'Crown Copyright New Zealand, yyyy'. If the Rights element is absent, no assumptions can be made about the status of these and other rights with respect to the resource.
Although the NZGLS metadata describing the resource might be freely available, the actual resource or service may have some restrictions on it regarding access. If this is the case, then the Rights element should be used to describe access terms and conditions. Note that there is no way of enforcing the access policy through the metadata, and agencies will need some kind of external mechanism to do this.
If a resource or service is freely available without any restrictions or conditions on usage, then this element should be left blank.
This element should only be used for intellectual property rights or restrictions on access to a resource or service. Details on where and how to get at the resource or service should be recorded in the Availability element, not here. The Rights element deals with who can legitimately have access to a resource or service. Availability deals with how to obtain access.
Element Name: source
Label: Source
Definition: A reference to a resource from which the present resource is derived.
Obligation: Optional
Source: DC
Comment: It is recommended that Source should not be used. The element is included in the NZGLS standard to support interoperability with the DCMES. The present resource may be derived from the Source resource in whole or in part.
Consider whether creation of metadata for the source record, or the description of a relationship (such as isBasedOn) may be better than using Source.
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