A comparative case study on metadata schemes at Swedish governmental agencies
| Date | 23 March 2012 |
| Pages | 7-19 |
| Published date | 23 March 2012 |
| DOI | https://doi.org/10.1108/09565691211222063 |
| Author | Nils Troselius,Anneli Sundqvist |
| Subject Matter | Information & knowledge management |
A comparative case study on
metadata schemes at Swedish
governmental agencies
Nils Troselius and Anneli Sundqvist
Department of Information Technology and Media, Mid Sweden University,
Ha
¨rno
¨sand, Sweden
Abstract
Purpose – The purpose of the paper is to study the development and implementation of metadata
schemes in Swedish governmental agencies, in order to gain a better understanding of recordkeeping
practices in contemporary organisations and of the use of metadata and practical implementation of
metadata schemes.
Design/methodology/approach – The study is based on two case studies. The data have been
collected through qualitative interviews, e-mail correspondence and analysis of documentary sources,
and analysed with help of the records continuum model and the conceptual framework presented in
the international standard for metadata, ISO/TS 23081.
Findings – The results from this study show that the agencies had similar reasons to develop
metadata schemes, namely to established a unitary and consistent description of records, to enhance
retrieval and exchange of information, and to provide external users access to records in compliance
with the 24/7-agency vision. The agencies have, however, chosen different approaches to metadata and
based their schemes on different models. This has affected the possibility of capturing contextual
relations and transactionality, and thus of guaranteeing the evidential properties of records. The
agencies are to various extents covering the different aspects of recordkeeping. None of the agencies
are, however, acting in all dimensions of the records continuum model.
Originality/value – The paper shows how the records continuum model can be used as an
analytical tool in the study of recordkeeping practices. It further contributes with empirical findings to
a field where still little research is done. The paper can also be of value to practitioners seeking to
develop and implement metadata schemes for records.
Keywords Electronic recordsmanagement, Metadata, International standards,Record keeping,
Records management,Sweden
Paper type Case study
1. Introduction
1.1 Background
Contemporary recordkeeping is to a large extent achieved by the handling of metadata.
Metadata has always been an important component of recordkeeping, but has gained a
pivotal role in the digital environment. Digitization has necessitated a pro-active
intervention, which is why traditional post hoc descriptions and retrospective activities
are inadequate. A conscious strategy for the management of metadata are thus of vital
importance in the digital environment.
Despite the importance of and the increasing interest for metadata within the
archival community, there is however little known about metadata in practice.
Sundberg and Wallin (2007) made a study of digital recordkeeping within Swedish
financing companies based on the records continuum model (see further section 2.1).
The current issue and full text archive of this journal is available at
www.emeraldinsight.com/0956-5698.htm
Metadata
schemes
7
Received 9 January 2011
Revised 5 June 2011
Accepted 28 July 2011
Records Management Journal
Vol. 22 No. 1, 2012
pp. 7-19
qEmerald Group Publishing Limited
0956-5698
DOI 10.1108/09565691211222063
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