Rescinded [2024-01-24] - Standard on Metadata

The definitions in this appendix pertain to terms used in the standard and to other terms that, though not in the standard, facilitate understanding of its requirements.

application profile (profil d'application)

The set of metadata properties, policies, and guidelines defined for a particular metadata application or implementation. The properties may be from one or more metadata elements sets, thus allowing a given application to meet its functional requirements by using metadata properties from several element sets including locally defined sets. An application profile is not considered complete without documentation that defines the policies and best practices appropriate to the application. (Source: Dublin Core Metadata Initiative Glossary)

controlled vocabulary (vocabularie contrôlé)

A list of standardized terminology, words, or phrases, used for indexing or content analysis and information retrieval, usually in a defined information domain.

encoding schema (schéma d'encodage)

Machine-processable specifications which define the structure and syntax of metadata specifications in a formal schema language. (Based on Dublin Core Metadata Initiative Glossary)

functional specialist (spécialiste fonctionnel)

An employee who carries out roles and responsibilities that require function-specific knowledge, skills and attributes in the following priority areas: finances, human resources, internal audit, procurement, materiel management, real property, and information management. (Source: Policy on Information Management)

information architecture (architecture d'information)

The structure of the information components of an enterprise, their interrelationships, and principles and guidelines governing their design and evolution over time. Information architecture enables the sharing, reuse, horizontal aggregation, and analysis of information. (Source: Policy on Information Management)

Information Management Functional Specialist (Spécialiste fonctionnel en Gestion de l'information)

is an employee who carries out roles and responsibilities that require function-specific knowledge, skills and attributes related to managing information such as those found in records and document management, library services, archiving, data management, content management, business intelligence and decision support, information access, information protection and information privacy. The roles and responsibilities of information management functional specialists support departmental objectives and programs with planning, tools or services which provide accurate, reliable, current, and complete information to the appropriate people, in the appropriate format, at the appropriate time. (Source: Directive on Information Management Roles and Responsibilities)

information resources (ressources documentaires)

Any documentary material produced in published and unpublished form regardless of communications source, information format, production mode or recording medium. Information resources include textual records (memos, reports, invoices, contracts, etc.), electronic records (e-mails, databases, internet, intranet, data etc.), new communication media (instant messages, wikis, blogs, podcasts, etc.), publications (reports, books, magazines), films, sound recordings, photographs, documentary art, graphics, maps, and artefacts. (Source: Directive on Recordkeeping)

information resources of business value (ressources documentaires à valeur opérationnelle)

Are published and unpublished materials, regardless of medium or form, that are created or acquired because they enable and document decision-making in support of programs, services and ongoing operations, and support departmental reporting, performance and accountability requirements. (Source: Directive on Recordkeeping)

interoperability (interoperabilité)

The ability of different types of computers, networks, operating systems, and applications to work together effectively, without prior communication, in order to exchange information in a useful and meaningful manner. There are three aspects of interoperability: semantic, structural and syntactical. (Source: Dublin Core Metadata Initiative Glossary)

metadata (métadonnées)

The definition and description of the structure and meaning of information resources, and the context and systems in which they exist.

property (propriété)

A specific aspect, characteristic, attribute, or relation used to describe a resource. Dublin Core metadata elements are properties. (Source: Dublin Core Metadata Initiative Glossary)

recordkeeping (tenue de documents)

A framework of accountability and stewardship in which information resources are created or acquired, captured, and managed as a vital business asset and knowledge resource to support effective decision-making and achieve results for Canadians. (Source: Directive on Recordkeeping)

registry (registre)

A system to provide management of metadata elements. (Source: Dublin Core Metadata Initiative Glossary)

system (système)

Organised collections of hardware, software, supplies, policies, procedures and people, to capture, transmit, store, retrieve, manipulate, or display information resources in support of an organisation's day to day operations.

value domains (domaines de valeurs)

A set of permissible values for metadata elements. Value domains include, but are not limited to, controlled vocabularies, taxonomies, ontologies, thesauri, reference data, authority lists, naming conventions, and value string instructions.

Web content management system (système de gestion du contenu Web)

A suite of software tools for managing and publishing Web content.

Web resource discovery (découverte des resources Web)

The process of finding Web content through appropriate indexing practices and the use of search tools.

Employees and information management functional specialists are responsible for:

1. Applying recordkeeping metadata to information resources of business value using the ISO 23081 generic set of metadata elements and the elements specifically defined for use in GC recordkeeping repositories. Note: Additional domain-specific mandatory elements can also be used, where applicable.
2. Applying recordkeeping metadata elements in conformance to the metadata model outlined in:
   • ISO 23081 – Information and documentation – Records management processes – Metadata for records – Part 1: Principles; and
   • ISO 23081 – Information and documentation – Records management processes – Metadata for records – Part 2: Conceptual and implementation issues.
3. Using the following minimum set of metadata elements to describe an information resource of business value:
   • Registration Identifier;
   • Aggregation;
   • Title;
   • Classification;
   • Technical Environment;
   • Access;
   • Language; and
   • Integrity.
4. Using the following minimum set of metadata elements to describe an agent; at a minimum, these elements are to identify the author and the trustee of an information resource of business value:
   • Agent Identifier;
   • Agent Name;
   • Agent Role;
   • Agent Corporate Name; and
   • Agent Section Name.
5. Using the following minimum set of metadata elements to describe an event history; at a minimum, these elements are to identify the creation of an information resource of business value, its declaration as a final document, and the agents responsible for these events:
   • Event Type;
   • Event Date / Time;
   • Agent Name;
   • Agent Role;
   • Agent Corporate Name; and
   • Agent Section Name.
6. Using the ISO 639-2/T Codes for the Representation of Names of Languages (ISO639-2/T) vocabulary encoding schema to populate the Language element as described in point 3 of this Appendix.
7. Using the World Wide Web Consortium Date and Time Formats (W3CDTF) syntax encoding schema to populate all Event related dates as described in point 5 of this Appendix.

Employees and information management functional specialists are responsible for applying Web resource discovery metadata to Web resources that are available to the public on the World Wide Web by:

1. Applying Web resource discovery metadata to the following types of Web resources:
   • Welcome pages and Home pages (defined as the major entry point to an institution or those distinct organizational units where there is likely to be a public perception that they stand alone);
   • Topics or services in high demand by the community that the institution serves (this can be based on usage statistics but may also include topical or publicized resources with potential public interest);
   • Information required by the public to understand their entitlements to government assistance or obligations;
   • Pages that provide an actual on-line service to the public (such as payment forms or application forms);
   • Pages required to meet a prescribed legal or service obligation of the institution;
   • Entry points to specific on-line services and indexes (e.g. an entry point to a legal database);
   • Major formal publications (e.g. annual reports, corporate strategic plans, or public policy and accountability documents);
   • Media releases;
   • Major entry points or indexes and menus to a range of closely related topics, programs or policies;
   • Information about agency powers affecting the public, and manuals and other documents used in decision making affecting the public; and
   • Substantial descriptive or marketing information about institutions, their services, activities and collections.

   Note: Metadata can also be applied to other types of Web resources.

2. Using properties from the Dublin Core Metadata Initiative (DCMI) Metadata Terms, as specified in the Dublin Core Abstract Model, and also adopting the DCMI namespace declaration. The properties Title, Creator, Language, Issued, Modified and Subject are mandatory. Additional properties are optional.
3. Using the ISO 639-2/T Codes for the Representation of Names of Languages (ISO639-2/T) vocabulary encoding schema to populate the Language property, and specifying the schema name.
4. Using the World Wide Web Consortium Date and Time Formats (W3CDTF) syntax encoding schema to populate all Date properties, including Issued and Modified, and specifying the schema name.
5. Populating the Subject property with terms from a value domain using:
   • The Government of Canada Core Subject Thesaurus, as the preferred source; or
   • A bilingual and publically available thesaurus that complies with the ISO standards 2788, Guidelines for the establishment and development of monolingual thesauri, and 5964, Guidelines for the establishment and development of multilingual thesauri, and that is registered with Library and Archives Canada or the Dublin Core Metadata Initiative; or
   • Another type of bilingual and publically available controlled vocabulary registered with Library and Archives Canada or Dublin Core Metadata Initiative.
6. In accordance with the Directive on the Use of Official Languages on Web Sites, expressing the values for the metadata properties in the official language(s) of the Web resource.
7. Applying recordkeeping metadata as outlined in Appendix B to Web resources that are determined to be information resources of business value.

Employees and information management functional specialists are responsible for applying Web content management systems metadata to information resources within Web content management systems by:

1. Using properties from the Dublin Core Metadata Initiative (DCMI) Metadata Terms, as specified in the Dublin Core Abstract Model, adopting the DCMI namespace declaration, and using properties specifically defined for use in GC in the Web Content Management Systems Metadata Element Set. The Dublin Core properties Title, Creator, Language, Issued, Modified and Subject are mandatory. Additional terms are optional.
2. Using the ISO 639-2/T Codes for the Representation of Names of Languages (ISO639-2/T) vocabulary encoding schema to populate the Language property, and specifying the schema name.
3. Using the World Wide Web Consortium Date and Time Formats (W3CDTF) syntax encoding schema to populate all Date properties, including Issued and Modified, and specifying the schema name.
4. Populating the Subject property with terms from a value domain using:
   • The Government of Canada Core Subject Thesaurus, as the preferred source; or
   • A bilingual and publically available thesaurus that complies with the ISO standards 2788 "Guidelines for the establishment and development of monolingual thesauri" and 5964 "Guidelines for the establishment and development of multilingual thesauri" and that is registered with Library and Archives Canada or the Dublin Core Metadata Initiative; or
   • Another type of bilingual and publically available controlled vocabulary registered with Library and Archives Canada or Dublin Core Metadata Initiative
5. In accordance with the Directive on the Use of Official Languages on Web Sites, expressing the values for the mandatory properties in the official language(s) of the information resource.
6. Applying recordkeeping metadata as outlined in Appendix B to information resources within Web content management systemsthat are determined to be information resources of business value.