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8. Details of Individual Metadata Elements
8.18 Description
Attributes
Attribute
Value
Identifying Attributes
Name
description
Label
Description
Defined by
Dublin Core Metadata Element Set, v1.1
http://purl.org/dc/elements/1.1/
Element URI
http://purl.org/dc/elements/1.1/description
Definitional Attributes
DC Definition
An account of the content of the resource.
DC Comment
Description may include but is not limited to: an abstract, table of contents, reference to a graphical representation of content or a free-text account of the content.
Purpose
To enable searching based on words or phrases.
To provide a summary for display in search result sets.
Allows for more detail than that provided by the use of a Title or File Name alone.
Rationale
"Registration specifies the following metadata as a minimum: … c) a title or abbreviated description..." ISO Technical Report 15489-2, s. 4.3.3
"A useable record is one that can be located, retrieved, presented and interpreted." ISO International Standard 15489-1, 7.2.5
"The primary purpose of registration is to provide evidence that a record has been created or captured in a records system, and an additional benefit is that it facilitates retrieval. It involves recording brief descriptive information or metadata about the record and assigning the record an identifier, unique within the system." ISO International Standard 15489-1, s. 9.4
"Metadata should be used to identify records and facilitate their retrievability and usability in records systems. A records system should provide ready access to all relevant records and their related metadata." ISO Technical Specification 23081-1, s. 9.2.3
"Metadata for accessibility should do the following …e) document descriptive information that facilitates record use and understanding, such as … descriptive keywords, abstract or précis." ISO Technical Specification 23081-1, s. 9.2.3.1
"Ongoing description is necessary to keep the records meaningful for use." ISO Technical Specification 23081-1, s. 9.2.3.2
Value Domain
Non-enumerated strings of text describing records or files.
Datatype Name
String
Constraint
Applicable at record level and file level.
Obligation
Optional at record level; optional at file level.
Relational Attributes
References
-
Encoding Scheme(s)
-
Linkages
-
Conditions of Application - Record
Format
Free text
Modifiable
Pre Record Declared Locked
Post Record Declared Locked
Yes
Yes, by authorized official only.
Occurrence
Not repeatable
Conditions of Application - File
Format
Free text
Modifiable
Yes, by authorized official only.
Occurrence
Not repeatable
Comments and Guidance
a) Explanation of Definition/Usage
This element is intended to be a concise abstract or textual description that provides a narrative account of the scope, content, context and/or purpose of the record or file and is used to assist in the discovery of information. It is especially useful for non-textual items such as images, recordings or films. It is also useful in distinguishing records of similar titles.
This element should not be confused with the element Subject, which is derived from an enumerated list of available GC subjects.
b) Best Practices
The Government of Canada Metadata Implementation Guide for Web Resources may be used as a guideline for constructing a description.
While this element is generally applied to the record, within an EDRMS, there may be descriptions at the file level.
In the case of records, once the record is locked, there should not be any change to the value of description supplied by the user except to add to it. For this reason only, the element is modifiable.
c) Obligation
This element is deemed optional because it is not required to perform core records management procedures.
d) Default Values/Auto-populate
If feasible, the element may be auto-populated with the first 200 characters or so of the record. Or it may be auto-populated with the record's table of contents.
e) Linkages
None.
f) Examples
en direct sur les- "This record contains information that pertains to Contract #12345 and includes all supporting documentation."
