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What are the most effective practices for creating descriptive metadata for archival materials?

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Descriptive metadata is the information that helps users identify, discover, and understand archival materials. It can include elements such as titles, dates, creators, subjects, formats, and scope. Creating descriptive metadata for archival materials is a complex and challenging task, as it requires balancing the needs of different users, the characteristics of different collections, and the standards and best practices of the profession. In this article, you will learn about some of the most effective practices for creating descriptive metadata for archival materials, such as:

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1 Choosing appropriate standards

There are many standards and guidelines for creating descriptive metadata for archival materials, such as Dublin Core, EAD, DACS, ISAD(G), and RDA. Each standard has its own purpose, scope, structure, and level of detail. Choosing an appropriate standard depends on factors such as the type and size of the collection, the intended audience, the available resources, and the interoperability with other systems. You should consult with your institution, your peers, and your users to determine which standard best suits your needs and goals.

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Martin Namacheka

Information Specialist | Young African Library Leaders Fellow | CILIP-recognized Digital Library Leader | Strategic Management Professional | Certified Virtual Assistant |
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Creating effective descriptive metadata for archival materials requires a systematic and thoughtful approach that is informed by a solid understanding of the materials, adherence to standards and best practices, utilization of descriptive elements, consideration of user needs, and ongoing maintenance and review. By following these best practices, archivists can enhance the discoverability, accessibility, and usability of archival collections, thereby ensuring their long-term preservation and value to society.

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2 Applying consistent rules

Consistency is key for creating descriptive metadata that is accurate, clear, and useful. You should apply consistent rules for formatting, spelling, punctuation, capitalization, and language. You should also follow the principles of respect des fonds and original order, which means respecting the provenance and arrangement of the archival materials as they were created and maintained by the creator. You should avoid imposing artificial or arbitrary changes to the metadata that would alter the meaning or context of the archival materials.

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Fahira Rasheed

Librarian at KSAU-HS College of Nursing
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When creating descriptions for old stuff, like letters or photos, it's important to keep things consistent. That means using the same style for things like how words are spelled, where punctuation goes, and how words are capitalized. Also, it's really important to respect how these things were organized originally and not change them just because. This helps keep everything true to how it was and makes it easier for people to understand and use.

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3 Providing sufficient detail

The level of detail that you provide in your descriptive metadata depends on the level of description that you are working on. There are four levels of description for archival materials: collection, series, file, and item. Each level has its own elements and requirements, and you should provide enough detail to describe the scope, content, and significance of each level. You should also consider the needs and expectations of your users, and provide enough detail to facilitate their access and understanding of the archival materials.

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4 Enhancing discoverability

One of the main goals of creating descriptive metadata is to make the archival materials more discoverable by users. You can enhance the discoverability of your metadata by using controlled vocabularies, authority files, and subject headings. These are standardized terms and names that help users find relevant materials across different collections and systems. You can also use cross-references, links, and notes to provide additional information and context that can guide users to other related materials.

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5 Evaluating and updating

Creating descriptive metadata is not a one-time process, but an ongoing one. You should evaluate and update your metadata regularly to ensure that it reflects the current state and condition of the archival materials, as well as the changing needs and preferences of your users. You should also monitor and adopt new standards and best practices that emerge in the field, and ensure that your metadata is compatible and compliant with them.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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What are the most effective practices for creating descriptive metadata for archival materials?

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1 Choosing appropriate standards

2 Applying consistent rules

3 Providing sufficient detail

4 Enhancing discoverability

5 Evaluating and updating

6 Here’s what else to consider

Library Services

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What are the most effective practices for creating descriptive metadata for archival materials?

1

2

3

4

5

6

1 Choosing appropriate standards

2 Applying consistent rules

3 Providing sufficient detail

4 Enhancing discoverability

5 Evaluating and updating

6 Here’s what else to consider

Library Services

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