Why describe information
The more consistent and accurate the description, the more likely the right information can be found quickly, reused, shared and managed.
Describing information enables users to:
- identify individual information objects
- differentiate one information object from another
- search for information they have created and saved
- create topical lists of records or data sets
Describing information makes it possible for future users to:
- find the information when they need it
- understand why it was created, by whom and when
- determine the controls under which it can be used
We can describe individual items and objects like a single document, a photograph, a film or an audio recording.
We can also describe aggregations of information like data sets, records files, collections of pictures, or even a crate full of soil samples.
This descriptive information is captured as metadata.
Useful and relevant descriptive metadata for information and records management uses:
Metadata standards
The National Archives endorses 2 metadata standards for information and records management in the Australian Government.
These are:
To support the implementation of AGRkMS, the National Archives created the minimum metadata set.
Functions Thesaurus
When describing information, you need to define the relevant terms and classifications. A tool we use for this is the functions thesaurus.
A functions thesaurus is a controlled alphabetic list of function terms presented as a hierarchy.
A functions thesaurus:
- covers terminology relating to agencies’ unique or core business functions and activities
- can provide classification to 3 or 4 levels, allowing for comprehensive business information classification
In the Australian Government, we use the Australian Governments' Interactive Functions Thesaurus (AGIFT) as a classification tool so that resources are easier to discover.
AGIFT describes the high-level business functions carried out across federal, state and local governments in Australia.
AGIFT contributes to the discovery of online government information and services by:
- providing standard terms for government agencies to use in the 'Function' element of the AGLS metadata element set
- helping users search government entry points when they are not sure about which terms to use or which level of government is responsible for the information or service they require
- providing a framework for government agencies to develop a more detailed agency-based functional thesaurus for their own classification needs
AGIFT is also provided as a linked data platform that can be used to aid interoperability by linking Government datasets from different sources.
