ISO/TR 23081-4
(Main)Information and documentation — Metadata for records — Part 4: Report on metadata element sets
Information et documentation — Métadonnées pour les documents d'activité — Partie 4: Rapport concernant les jeux d'éléments de métadonnées
General Information
- Status
- Not Published
- Technical Committee
- ISO/TC 46/SC 11 - Archives/records management
- Drafting Committee
- ISO/TC 46/SC 11/WG 1 - Metadata
- Current Stage
- 6000 - International Standard under publication
- Start Date
- 26-May-2026
- Completion Date
- 30-May-2026
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Overview
ISO/TR 23081-4: Information and documentation - Metadata for records - Part 4: Report on metadata element sets is a technical report developed by the International Organization for Standardization (ISO) under the ISO 23081 family. This report provides a comprehensive overview and comparative analysis of metadata element sets for records management, sourced from various national and organizational standards. Its primary purpose is to guide organizations and countries involved in designing, assessing, or updating metadata schemas for managing records in electronic records management systems (EDRMS) and business systems.
ISO/TR 23081-4 serves as a resource to inform the development and harmonization of metadata standards, ensuring better interoperability, improved records lifecycle management, and enhanced information governance.
Key Topics
Metadata Element Sets Survey
The report offers a global perspective by analyzing 25 metadata element sets collected from diverse organizations and environments since 2015. These include standards from UNESCO, Australia, the USA, the UK, Canada, Luxembourg, European Union bodies, and major business entities.Common Metadata Elements
Through systematic collection and analysis, the report highlights the most frequently used metadata elements across these sets, including:- Identifier
- Title
- Language
- Creator
- Description
- Date & time
- Format
- Security and access
- Subject
- Location
Records Management Context
ISO/TR 23081-4 aligns metadata requirements with ISO 23081 principles, emphasizing the unique needs of records management in both business and archival contexts.Methodology
The methodology includes mapping various metadata standards to ISO 23081 categories and extracting commonly recurring elements, providing actionable insights and a foundation for standardization.Practical Insights for Business Systems and EDRMS
The report specifically analyzes differences in metadata requirements between business systems and dedicated document/records management systems, outlining which elements are prioritized in each context.
Applications
ISO/TR 23081-4 is highly valuable for:
Records Managers and Archivists:
Facilitates the development or upgrade of metadata schemas by providing a reference to common and essential metadata elements, supporting robust records lifecycle management and regulatory compliance.System Designers and IT Professionals:
Informs the design and implementation of electronic records management systems (EDRMS) and other information systems handling records, ensuring correct metadata alignment for optimal system interoperability, search, and retrieval functionalities.Policy Makers and Standardization Bodies:
Offers an empirical basis for national and international standard development, aiding in harmonizing metadata practices across organizations and borders.Quality and Compliance Teams:
Assists in creating policies and procedures that meet international best practices for metadata in records management, thereby supporting auditability and accountability.
Related Standards
ISO/TR 23081-4 should be used in conjunction with the broader ISO 23081 series and related metadata standards, including:
- ISO 23081-1: Principles for metadata in records management
- ISO 23081-2: Conceptual and implementation issues for metadata for records
- ISO 15489-1: Records management - Concepts and principles
- ISO 30300: Records management - Core concepts and vocabulary
- ISO 15836-1: The Dublin Core metadata element set - Core elements
- AS/NZS 5478: Recordkeeping metadata property reference set
For those involved in information and documentation, adopting ISO/TR 23081-4 enhances metadata consistency, supports effective records governance, and promotes the interoperability of record-keeping systems on a global scale.
Keywords: ISO 23081, metadata for records, records management, metadata element sets, EDRMS, information governance, ISO standards, documentation, metadata standards, interoperability, archival metadata, records lifecycle, metadata schema.
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ISO/DTR 23081-4.2 - Information and documentation — Metadata for records — Part 4: Report on metadata element sets
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Frequently Asked Questions
ISO/TR 23081-4 is a draft published by the International Organization for Standardization (ISO). Its full title is "Information and documentation — Metadata for records — Part 4: Report on metadata element sets". This standard covers: Information and documentation — Metadata for records — Part 4: Report on metadata element sets
Information and documentation — Metadata for records — Part 4: Report on metadata element sets
ISO/TR 23081-4 is classified under the following ICS (International Classification for Standards) categories: 01.140.20 - Information sciences. The ICS classification helps identify the subject area and facilitates finding related standards.
ISO/TR 23081-4 is available in PDF format for immediate download after purchase. The document can be added to your cart and obtained through the secure checkout process. Digital delivery ensures instant access to the complete standard document.
Standards Content (Sample)
FINAL DRAFT
Technical
Report
ISO/DTR 23081-4
ISO/TC 46/SC 11
Information and documentation —
Secretariat: SA
Metadata for records —
Voting begins on:
2025-10-30
Part 4:
Report on metadata element sets
Voting terminates on:
2025-12-25
RECIPIENTS OF THIS DRAFT ARE INVITED TO SUBMIT,
WITH THEIR COMMENTS, NOTIFICATION OF ANY
RELEVANT PATENT RIGHTS OF WHICH THEY ARE AWARE
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INTERNATIONAL STANDARDS MAY ON OCCASION HAVE
TO BE CONSIDERED IN THE LIGHT OF THEIR POTENTIAL
TO BECOME STAN DARDS TO WHICH REFERENCE MAY BE
MADE IN NATIONAL REGULATIONS.
Reference number
ISO/DTR 23081-4:2025(en) © ISO 2025
FINAL DRAFT
ISO/DTR 23081-4:2025(en)
Technical
Report
ISO/DTR 23081-4
ISO/TC 46/SC 11
Information and documentation —
Secretariat: SA
Metadata for records —
Voting begins on:
Part 4:
Report on metadata element sets
Voting terminates on:
RECIPIENTS OF THIS DRAFT ARE INVITED TO SUBMIT,
WITH THEIR COMMENTS, NOTIFICATION OF ANY
RELEVANT PATENT RIGHTS OF WHICH THEY ARE AWARE
AND TO PROVIDE SUPPOR TING DOCUMENTATION.
© ISO 2025
IN ADDITION TO THEIR EVALUATION AS
All rights reserved. Unless otherwise specified, or required in the context of its implementation, no part of this publication may
BEING ACCEPTABLE FOR INDUSTRIAL, TECHNO-
LOGICAL, COMMERCIAL AND USER PURPOSES, DRAFT
be reproduced or utilized otherwise in any form or by any means, electronic or mechanical, including photocopying, or posting on
INTERNATIONAL STANDARDS MAY ON OCCASION HAVE
the internet or an intranet, without prior written permission. Permission can be requested from either ISO at the address below
TO BE CONSIDERED IN THE LIGHT OF THEIR POTENTIAL
or ISO’s member body in the country of the requester.
TO BECOME STAN DARDS TO WHICH REFERENCE MAY BE
MADE IN NATIONAL REGULATIONS.
ISO copyright office
CP 401 • Ch. de Blandonnet 8
CH-1214 Vernier, Geneva
Phone: +41 22 749 01 11
Email: copyright@iso.org
Website: www.iso.org
Published in Switzerland Reference number
ISO/DTR 23081-4:2025(en) © ISO 2025
ii
ISO/DTR 23081-4:2025(en)
Contents Page
Foreword .iv
1 Scope . 1
2 Normative references . 1
3 Terms and definitions . 1
4 Context and requirement . . 3
5 Steps and methodology . 4
5.1 Collection of metadata element sets.4
5.2 Methodology .5
5.3 Conclusions .6
5.3.1 For all metadata elements sets (25 metadata sets: records in ERDMS and in
business systems, 2015-2022) .6
5.3.2 Focus on records in business systems (4 metadata elements sets, 2022) .8
5.3.3 Focus on records in EDRMS (electronic documents and records management
systems) and Records management standards (21 metadata elements sets,
2015-2022) .9
Bibliography .12
iii
ISO/DTR 23081-4:2025(en)
Foreword
ISO (the International Organization for Standardization) is a worldwide federation of national standards
bodies (ISO member bodies). The work of preparing International Standards is normally carried out through
ISO technical committees. Each member body interested in a subject for which a technical committee
has been established has the right to be represented on that committee. International organizations,
governmental and non-governmental, in liaison with ISO, also take part in the work. ISO collaborates closely
with the International Electrotechnical Commission (IEC) on all matters of electrotechnical standardization.
The procedures used to develop this document and those intended for its further maintenance are described
in the ISO/IEC Directives, Part 1. In particular, the different approval criteria needed for the different types
of ISO documents should be noted. This document was drafted in accordance with the editorial rules of the
ISO/IEC Directives, Part 2 (see www.iso.org/directives).
ISO draws attention to the possibility that the implementation of this document may involve the use of (a)
patent(s). ISO takes no position concerning the evidence, validity or applicability of any claimed patent
rights in respect thereof. As of the date of publication of this document, ISO had not received notice of (a)
patent(s) which may be required to implement this document. However, implementers are cautioned that
this may not represent the latest information, which may be obtained from the patent database available at
www.iso.org/patents. ISO shall not be held responsible for identifying any or all such patent rights.
Any trade name used in this document is information given for the convenience of users and does not
constitute an endorsement.
For an explanation of the voluntary nature of standards, the meaning of ISO specific terms and expressions
related to conformity assessment, as well as information about ISO's adherence to the World Trade
Organization (WTO) principles in the Technical Barriers to Trade (TBT), see www.iso.org/iso/foreword.html.
This document was prepared by Technical Committee ISO/TC 46, Information and documentation,
Subcommittee SC 11, Records management and archives.
A list of all parts in the ISO 23081 series can be found on the ISO website.
Any feedback or questions on this document should be directed to the user’s national standards body. A
complete listing of these bodies can be found at www.iso.org/members.html.
iv
FINAL DRAFT Technical Report ISO/DTR 23081-4:2025(en)
Information and documentation — Metadata for records —
Part 4:
Report on metadata element sets
1 Scope
This document gives a report on a study into metadata element sets, developed in different countries and
organizations according to the guidance provided by the ISO 23081 series.
2 Normative references
The following documents are referred to in the text in such a way that some or all of their content constitutes
requirements of this document. For dated references, only the edition cited applies. For undated references,
the latest edition of the referenced document (including any amendments) applies.
1)
United Nations public metadata set
3 Terms and definitions
For the purposes of this document, the terms and definitions given in UN ARMS standard on record keeping
metadata and the following apply.
ISO and IEC maintain terminology databases for use in standardization at the following addresses:
— ISO Online browsing platform: available at https:// www .iso .org/ obp
— IEC Electropedia: available at https:// www .electropedia .org/
3.1
identifier
unique identifier for an object, either on the file plan or within the system, be it an individual record (declared
document) or an aggregation of records
3.2
title
name given to the record, folder or class
3.3
subject
keywords or phrases describing the subject content of the resource
3.4
description
free text description of the resource
3.5
creator
person responsible for the content of the resource up to the point of declaration as a record
1) Available from: https:// www .archives .go .kr/ next/ common/ downloadBoardFile .do ?board _seq = 21 & board _file _seq =
21 & board _type = aboard
ISO/DTR 23081-4:2025(en)
3.6
date and time
date and time an important lifecycle event occurred to a resource excluding disposal events which are sub-
elements
3.7
addressee
person(s) to whom the record was addressed
3.8
type
type de document, typologie
recognized form a record takes, which governs its internal structure and relates to its transactional purpose
or to the action or activity it documents
3.9
relation
identifies instances where a record has a direct relationship with that of another (content or a direct business
process relationship) or clarifies how a record at one level of aggregation relates to other levels
3.10
function
business function(s) which are documented by the record
3.11
aggregation
unit of measurement used to define where in the information hierarchy any records management action is
carried out, for example, single document, folder, etc.
Note 1 to entry: Agrégation level: file, document, etc.
3.12
language
language of the intellectual content of the record or resource
3.13
location
Physical location
3.14
security and access
security classification restrictions and permissions placed on access to UN records held in ERK systems
3.15
disposal
What happens to the records at the end of their lifecycle
Note 1 to entry: Can also be referred to as a record’s sentence or retention.
3.16
format
media
form of the record or what media the information is contained in
3.17
preservation
information on the object description, migration, sustainability and preservation
...
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ISO /DTR 23081-4:####(X)
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ISO/TC 46/SC 11/WG 1
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Secretariat: SA
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Date: 2025-0110-16
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Information and documentation – — Metadata for records – —
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Part 4: Style Definition
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Report on metadata element sets Style Definition
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“most used metadata elements for records management”
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This document is not an ISO International Standard. It is distributed for review and comment. It is
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subject to change without notice and may not be referred to as an International Standard.
Formatted: Font: 11 pt
Recipients of this draft are invited to submit, with their comments, notification of any relevant patent rights of
which they are aware and to provide supporting documentation.
A model document of an International Standard (the Model International Standard) is available at:
https://www.iso.org/drafting-standards.html
Formatted: Font: Bold
© ISO #### – All rights reserved
ISO/DTR 23081-4:(en)
All rights reserved. Unless otherwise specified, or required in the context of its implementation, no part of this publication
Formatted: Indent: Left: 0 cm, Right: 0 cm, Adjust
may be reproduced or utilized otherwise in any form or by any means, electronic or mechanical, including photocopying,
space between Latin and Asian text, Adjust space
or posting on the internet or an intranet, without prior written permission. Permission can be requested from either ISO
between Asian text and numbers, Border: Left: (No
at the address below or ISO’s member body in the country of the requester.
border), Right: (No border)
ISO copyright office
CP 401 • Ch. de Blandonnet 8
CH-1214 Vernier, Geneva
Phone: + 41 22 749 01 11
Formatted: French (Switzerland)
EmailE-mail: copyright@iso.org
Formatted: French (Switzerland)
Website: www.iso.orgwww.iso.org
Formatted: French (Switzerland)
Published in Switzerland
Formatted: English (United Kingdom)
Formatted: English (United Kingdom)
iv
ISO/DTR 23081-4:(en)
Contents Formatted: Space Before: 48 pt
Foreword . vii
1 Scope . ix
2 Normative references . 1
3 Terms and definitions . 1
4 Context and requirement . 5
5 Steps and methodology. 5
Bibliography . 16
This template allows you to work with default MS Word functions and styles. You can use these if you want to
maintain the Table of Contents automatically and apply auto-numbering.
To update the Table of Contents please select it and press "F9".
Foreword . v
Introduction . vi
1 Scope . 1
2 Normative references . 1
3 Terms and definitions . 1
3.1 1
3.2 Title . 1
3.3 Subject (content) . 1
3.4 Description . 1
3.5 1
3.6 1
3.7 1
3.8 1
3.9 1
3.10 2
3.11 2
3.12 2
3.13 2
3.14 2
3.15 2
3.16 2
3.17 2
3.18 2
3.19 2
3.20 3
3.21 3
3.22 3
3.23 3
3.24 3
3.25 3
3.26 3
3.27 3
3.28 3
v
ISO/DTR 23081-4:(en)
3.29 3
4 Context and requirement . 4
5 Steps and methodology. 4
5.1 Collection of metadata element sets. 4
5.2 Methodology . 6
5.3 Conclusions. 6
5.3.1 For all metadata elements sets (25 metadata sets : records in ERDMS and in business
systems, 2015-2022) . 6
5.3.2 Focus on records in business systems (4 metadata elements sets, 2022) . 8
5.3.3 Focus on records in EDRMS (electronic documents and records management systems)
and Records management standards (21 metadata elements sets, 2015-2022) . 10
Bibliography . 13
vi
ISO/DTR 23081-4:(en)
Foreword
ISO (the International Organization for Standardization) is a worldwide federation of national standards
bodies (ISO member bodies). The work of preparing International Standards is normally carried out through
ISO technical committees. Each member body interested in a subject for which a technical committee has been
established has the right to be represented on that committee. International organizations, governmental and
non-governmental, in liaison with ISO, also take part in the work. ISO collaborates closely with the
International Electrotechnical Commission (IEC) on all matters of electrotechnical standardization.
The procedures used to develop this document and those intended for its further maintenance are described
in the ISO/IEC Directives, Part 1. In particular, the different approval criteria needed for the different types of
ISO documents should be noted. This document was drafted in accordance with the editorial rules of the
ISO/IEC Directives, Part 2 (see www.iso.org/directives).
Field Code Changed
ISO draws attention to the possibility that the implementation of this document may involve the use of (a)
Formatted: English (United Kingdom)
patent(s). ISO takes no position concerning the evidence, validity or applicability of any claimed patent rights
in respect thereof. As of the date of publication of this document, ISO [had/had not] received notice of (a)
Formatted: Font: Not Italic, Font color: Auto, English
patent(s) which may be required to implement this document. However, implementers are cautioned that this (United Kingdom)
may not represent the latest information, which may be obtained from the patent database available at
Formatted: English (United Kingdom)
www.iso.org/patents.www.iso.org/patents. ISO shall not be held responsible for identifying any or all such
Formatted: English (United Kingdom)
patent rights.
Any trade name used in this document is information given for the convenience of users and does not
constitute an endorsement.
For an explanation of the voluntary nature of standards, the meaning of ISO specific terms and expressions
related to conformity assessment, as well as information about ISO's adherence to the World Trade
Organization (WTO) principles in the Technical Barriers to Trade (TBT), see www.iso.org/iso/foreword.html.
Formatted: Font color: Auto
Field Code Changed
This document was prepared by Technical Committee ISO/TC 46, informationInformation and
Formatted: Font: Not Italic
documentation],, Subcommittee SC 11 records, Records management and archives.
Formatted: Font color: Auto
This second/third/… edition cancels and replaces the first/second/… edition (ISO #####:####), which has
Formatted: Font color: Auto
been technically revised.
Formatted: Font color: Auto
The main changes are as follows:
— xxx xxxxxxx xxx xxxx
A list of all parts in the ISO #####23081 series can be found on the ISO website.
Formatted: Font: Cambria
Any feedback or questions on this document should be directed to the user’s national standards body. A
complete listing of these bodies can be found at www.iso.org/members.html.
Field Code Changed
Formatted: English (United Kingdom)
vii
ISO #####-#:####(X)
Information and documentation — Metadata for records —
Part 4:
Report on metadata element sets
viii © ISO #### – All rights reserved
ISO 23081-4:####(X)
ScopeIntroduction
© ISO #### – All rights reserved
ix
ISO/DTR 23081-4:(en)
Formatted: Font: Bold
Formatted: HeaderCentered
Formatted: Top: 1.4 cm, Bottom: 1 cm, Section start:
1 Scope
New page, Header distance from edge: 1.27 cm, Footer
distance from edge: 0.5 cm
1 The purpose of this
This document is togives a report on a study into metadata element sets, developed in different countries and
Formatted: English (United Kingdom)
organizations in accordance with according to the guidance provided by the ISO 23081, Metadata for records
Formatted: English (United Kingdom)
series.
Formatted: Body Text
2 Normative references
Formatted: English (United Kingdom)
Formatted: English (United Kingdom)
There are no normative references in this document.
Formatted: English (United Kingdom)
The following documents are referred to in the text in such a way that some or all of their content constitutes
Formatted: English (United Kingdom)
requirements of this document. For dated references, only the edition cited applies. For undated references,
the latest edition of the referenced document (including any amendments) applies.
1)
United Nations public metadata set
3 Terms and definitions
For the purposes of this document, the terms and definitions given in UN ARMS Standard
recordkeepingstandard on record keeping metadata and the following apply.
ISO and IEC maintain terminology databases for use in standardization at the following addresses:
3.1 ISO Online browsing platform: available at
Identifier
— Uniquehttps://www.iso.org/obp
— IEC Electropedia: available at https://www.electropedia.org/
3.1
identifier
unique identifier for an object, either on the file plan or within the system, be it an individual record (declared
Formatted: Font color: Auto, English (United Kingdom)
document) or an aggregation of records
Formatted: Definition
3.2 Title
Formatted: Font color: Auto, English (United Kingdom)
3.2 The
Formatted: Definition
title
Formatted: Font color: Auto, English (United Kingdom)
name given to the record, folder or class
Formatted: Font: 11 pt
3.3
Formatted: Dutch (Netherlands)
subjectSubject (
Formatted: Definition
3.3
Formatted: Font color: Auto, English (United Kingdom)
Keywords>keywords or phrases describing the subject content of the resource
Formatted: Font: 10 pt
Formatted: FooterCentered, Left, Line spacing: single
Formatted: Font: 10 pt
Formatted: Font: 11 pt
1)
Available from:
https://www.archives.go.kr/next/common/downloadBoardFile.do?board_seq=21&board_file_seq=21&board_type=ab Formatted: FooterPageNumber, Left, Space After: 0 pt,
oard Line spacing: single
© ISO #### 2025 – All rights reserved
ISO/DTR 23081-4:(en)
Formatted: HeaderCentered
Formatted: Font: Bold
3.4 Description
3.4 Free
description
free text description of the resource
Formatted: English (United Kingdom)
Formatted: Definition
3.5
Formatted: Dutch (Netherlands)
Creator
The creator
person responsible for the content of the resource up to the point of declaration as a record
Formatted: English (United Kingdom)
Formatted: Definition
3.6
Date (date and time) Formatted: Dutch (Netherlands)
Date (date and time) an important lifecycle event occurred to a resource excluding disposal events which are
Formatted: English (United Kingdom)
sub-elements
Formatted: English (United Kingdom)
3.7
Formatted: English (United Kingdom)
Adressee
Formatted: Dutch (Netherlands)
The addressee
person(s) to whom the record was addressed
Formatted: English (United Kingdom)
Formatted: Definition
3.8
Formatted: Dutch (Netherlands)
Type (type
type de document, typologie)
Formatted: French (Switzerland)
The recognized form a record takes, which governs its internal structure and relates to its transactional
Formatted: Term(s)
purpose or to the action or activity it documents
Formatted: French (Switzerland)
3.9
Formatted: English (United Kingdom)
Relation
Formatted: Dutch (Netherlands)
Identifiesrelation
identifies instances where a record has a direct relationship with that of another (content or a direct business
Formatted: Definition
process relationship) or clarifies how a record at one level of aggregation relates to other levels
Formatted: English (United Kingdom)
3.10
Formatted: Dutch (Netherlands)
Function
function
business function(s) which are documented by the record
Formatted: English (United Kingdom)
Formatted: Definition
3.11
Formatted: Dutch (Netherlands)
Aggregation (agrégation level : file, document…)
The aggregation Formatted: English (United Kingdom)
unit of measurement used to define where in the information hierarchy any records management action is
Formatted: Definition
carried out:, for example, single document, folder…, etc.
Formatted: English (United Kingdom)
3.12 Formatted: English (United Kingdom)
Formatted: Font: 10 pt
Language
Formatted: Font: 10 pt
The Note 1 to entry: Agrégation level: file, document, etc.
Formatted: FooterPageNumber, Space After: 0 pt, Line
spacing: single
Formatted: Font: 11 pt
2 © ISO #### 2025 – All rights reserved
ISO/DTR 23081-4:(en)
Formatted: HeaderCentered
Formatted: Font: Bold
3.12
language
language of the intellectual content of the record or resource
Formatted: English (United Kingdom)
Formatted: Definition
3.13
Formatted: Dutch (Netherlands)
Location
location
Physical location
Formatted: Definition
3.14
Securitysecurity and access
Formatted: English (United Kingdom)
Securitysecurity classification restrictions and permissions placed on access to UN records held in ERK
Formatted: English (United Kingdom)
systems
3.15
Formatted: Dutch (Netherlands)
Disposal
Formatted: English (United Kingdom)
disposal
Formatted: Note
What happens to the records at the end of their lifecycle (can
Formatted: English (United Kingdom)
Note 1 to entry: Can also be referred to as a record’s sentence or retention).
Formatted: English (United Kingdom)
Formatted: Dutch (Netherlands)
3.16
Formatted: English (United Kingdom)
Format/Media
Formatted: Definition
The format
Formatted: English (United Kingdom)
media
form of the record or what media the information is contained in
Formatted: Dutch (Netherlands)
Formatted: Definition
3.17
Formatted: English (United Kingdom)
Preservation
Formatted: Dutch (Netherlands)
Informationpreservation
Formatted: English (United Kingdom)
information on the object description, migration, sustainability and preservation management processes that
have been employed during the life of the record and its component(s), to facilitate its survival across technical Formatted: Definition
platforms
Formatted: English (United Kingdom)
Formatted: Dutch (Netherlands)
3.18
Accessibility
Formatted: Font color: Auto, English (United Kingdom)
Formatted: Definition
Indicatesaccessibility
Formatted: Font color: Auto, English (United Kingdom)
indicates the resource’s availability and usability to specific groups.
Formatted: Font: Bold, Dutch (Netherlands)
3.19
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Publisher
Formatted: Definition
An publisher
Formatted: Font color: Auto, English (United Kingdom)
entity responsible for making the resource available.
Formatted: Font: 10 pt
3.20
Formatted: FooterCentered, Left, Line spacing: single
Source
Formatted: Font: 10 pt
A source Formatted: Font: 11 pt
reference to a resource from which the present resource is derived.
Formatted: FooterPageNumber, Left, Space After: 0 pt,
Line spacing: single
© ISO #### 2025 – All rights reserved
ISO/DTR 23081-4:(en)
Formatted: HeaderCentered
Formatted: Font: Bold
3.21
Digitaldigital signature
Authenticationauthentication information used for the verification of resources in transactions.
Formatted: English (United Kingdom)
Formatted: English (United Kingdom)
3.22
Formatted: Dutch (Netherlands)
Coverage
The coverage
extent or scope of the content of the resource.
Formatted: English (United Kingdom)
Formatted: Definition
3.23
Formatted: English (United Kingdom)
mandateMandate
Formatted: Dutch (Netherlands)
Legislative
Formatted: English (United Kingdom)
legislative or other ordermandate under which the resource was produced.
Formatted: English (United Kingdom)
3.24
Formatted: English (United Kingdom)
Medium
Formatted: English (United Kingdom)
The medium
Formatted: Definition
physical ‘carrier’ on which a digital record is stored.
Formatted: Dutch (Netherlands)
Note 1 to entry: For physical records, the material of the record.
Formatted: English (United Kingdom)
Formatted: Note
3.25
Formatted: English (United Kingdom)
Integrityintegrity check
A method for determining whether the bits that make up a digital record have been changed in the course of
Formatted: Dutch (Netherlands)
transmission or storage. Sometimes referred to as ‘fixity’.
Formatted: English (United Kingdom)
Formatted: English (United Kingdom)
3.26
Formatted: English (United Kingdom)
DocumentNote 1 to entry: Sometimes referred to as ‘fixity’.
3.26
document form
Formatted: Term(s)
Informationinformation about the recognised form the record takes, which governs its internal structure and
Formatted: English (United Kingdom)
relates to its transactional purpose. Document form can relate to the activity that a record documents.
Formatted: Font: Not Bold, English (United Kingdom)
3.27
Formatted: English (United Kingdom)
Precedence Formatted: English (United Kingdom)
Formatted: Definition
A Note 1 to entry: Document form can relate to the activity that a record documents
Formatted: Dutch (Netherlands)
3.27
Formatted: English (United Kingdom)
precedence
Formatted: Definition
mechanism by which the current time sensitiveness of a record can be flagged.
Formatted: English (United Kingdom)
3.28
Formatted: Dutch (Netherlands)
Dissemination Limiting Markers (DLMs)
Formatted: English (United Kingdom)
A dissemination limiting markers
Formatted: Font: 10 pt
DLMs
Formatted: Font: 10 pt
label that denotes the sensitivity of a record, mandate or business.
Formatted: FooterPageNumber, Space After: 0 pt, Line
3.29 spacing: single
contactContact
Formatted: Font: 11 pt
4 © ISO #### 2025 – All rights reserved
ISO/DTR 23081-4:(en)
Formatted: HeaderCentered
Formatted: Font: Bold
Information
information about how to reachcontact an agent.
Formatted: English (United Kingdom)
Formatted: Definition
Formatted: English (United Kingdom)
ISO and IEC maintain terminology databases for use in standardization at the following addresses:
Formatted: English (United Kingdom)
— ISO Online browsing platform: available at https://www.iso.org/obp
— IEC Electropedia: available at https://www.electropedia.org/
4 Context and requirement
This document was initiated with the aim of adding to the ISO 23081 series, a report on metadata elements
Formatted: English (United Kingdom)
widely used in records management systems to the ISO 23081 series. The aim is to inform countries and
Formatted: English (United Kingdom)
organizations that wish to develop metadata schemas for records management systems about similar
Formatted: Body Text
metadata element sets that have been promulgated around the world.
Formatted: English (United Kingdom)
On the basis of several metadata sets provided to expert members by different organizations, expert members
conducted an analysis of commonly used metadata elements for records. The results of the analysis are
described in this document.
Formatted: Dutch (Netherlands)
Formatted: Font: 13 pt, Dutch (Netherlands)
Formatted: Dutch (Netherlands)
Formatted: Indent: Left: 0 cm, First line: 0 cm
5 Steps and methodology
Formatted: English (United Kingdom)
5.1 Collection of metadata element sets
Formatted: Body Text
Formatted: English (United Kingdom)
Experts of the working group has collected 25 metadata element sets since 2015, from various organizations
and environments: Formatted: List Continue 1, Space After: 0 pt, Line
spacing: single, No bullets or numbering
•— UNESCO’s metadata set (3 different subsets, including one dedicated to electronic records)
Formatted: English (United Kingdom)
Formatted: English (United Kingdom)
•— Australia national standard metadata element set based on ISO 23081, which was releas
...
FINAL DRAFT
Technical
Report
ISO/DTR 23081-4
ISO/TC 46/SC 11
Information and documentation —
Secretariat: SA
Metadata for records —
Voting begins on:
2025-10-30
Part 4:
Report on metadata element sets
Voting terminates on:
2025-12-25
RECIPIENTS OF THIS DRAFT ARE INVITED TO SUBMIT,
WITH THEIR COMMENTS, NOTIFICATION OF ANY
RELEVANT PATENT RIGHTS OF WHICH THEY ARE AWARE
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INTERNATIONAL STANDARDS MAY ON OCCASION HAVE
TO BE CONSIDERED IN THE LIGHT OF THEIR POTENTIAL
TO BECOME STAN DARDS TO WHICH REFERENCE MAY BE
MADE IN NATIONAL REGULATIONS.
Reference number
ISO/DTR 23081-4:2025(en) © ISO 2025
FINAL DRAFT
ISO/DTR 23081-4:2025(en)
Technical
Report
ISO/DTR 23081-4
ISO/TC 46/SC 11
Information and documentation —
Secretariat: SA
Metadata for records —
Voting begins on:
Part 4:
Report on metadata element sets
Voting terminates on:
RECIPIENTS OF THIS DRAFT ARE INVITED TO SUBMIT,
WITH THEIR COMMENTS, NOTIFICATION OF ANY
RELEVANT PATENT RIGHTS OF WHICH THEY ARE AWARE
AND TO PROVIDE SUPPOR TING DOCUMENTATION.
© ISO 2025
IN ADDITION TO THEIR EVALUATION AS
All rights reserved. Unless otherwise specified, or required in the context of its implementation, no part of this publication may
BEING ACCEPTABLE FOR INDUSTRIAL, TECHNO-
LOGICAL, COMMERCIAL AND USER PURPOSES, DRAFT
be reproduced or utilized otherwise in any form or by any means, electronic or mechanical, including photocopying, or posting on
INTERNATIONAL STANDARDS MAY ON OCCASION HAVE
the internet or an intranet, without prior written permission. Permission can be requested from either ISO at the address below
TO BE CONSIDERED IN THE LIGHT OF THEIR POTENTIAL
or ISO’s member body in the country of the requester.
TO BECOME STAN DARDS TO WHICH REFERENCE MAY BE
MADE IN NATIONAL REGULATIONS.
ISO copyright office
CP 401 • Ch. de Blandonnet 8
CH-1214 Vernier, Geneva
Phone: +41 22 749 01 11
Email: copyright@iso.org
Website: www.iso.org
Published in Switzerland Reference number
ISO/DTR 23081-4:2025(en) © ISO 2025
ii
ISO/DTR 23081-4:2025(en)
Contents Page
Foreword .iv
1 Scope . 1
2 Normative references . 1
3 Terms and definitions . 1
4 Context and requirement . . 3
5 Steps and methodology . 4
5.1 Collection of metadata element sets.4
5.2 Methodology .5
5.3 Conclusions .6
5.3.1 For all metadata elements sets (25 metadata sets: records in ERDMS and in
business systems, 2015-2022) .6
5.3.2 Focus on records in business systems (4 metadata elements sets, 2022) .8
5.3.3 Focus on records in EDRMS (electronic documents and records management
systems) and Records management standards (21 metadata elements sets,
2015-2022) .9
Bibliography .12
iii
ISO/DTR 23081-4:2025(en)
Foreword
ISO (the International Organization for Standardization) is a worldwide federation of national standards
bodies (ISO member bodies). The work of preparing International Standards is normally carried out through
ISO technical committees. Each member body interested in a subject for which a technical committee
has been established has the right to be represented on that committee. International organizations,
governmental and non-governmental, in liaison with ISO, also take part in the work. ISO collaborates closely
with the International Electrotechnical Commission (IEC) on all matters of electrotechnical standardization.
The procedures used to develop this document and those intended for its further maintenance are described
in the ISO/IEC Directives, Part 1. In particular, the different approval criteria needed for the different types
of ISO documents should be noted. This document was drafted in accordance with the editorial rules of the
ISO/IEC Directives, Part 2 (see www.iso.org/directives).
ISO draws attention to the possibility that the implementation of this document may involve the use of (a)
patent(s). ISO takes no position concerning the evidence, validity or applicability of any claimed patent
rights in respect thereof. As of the date of publication of this document, ISO had not received notice of (a)
patent(s) which may be required to implement this document. However, implementers are cautioned that
this may not represent the latest information, which may be obtained from the patent database available at
www.iso.org/patents. ISO shall not be held responsible for identifying any or all such patent rights.
Any trade name used in this document is information given for the convenience of users and does not
constitute an endorsement.
For an explanation of the voluntary nature of standards, the meaning of ISO specific terms and expressions
related to conformity assessment, as well as information about ISO's adherence to the World Trade
Organization (WTO) principles in the Technical Barriers to Trade (TBT), see www.iso.org/iso/foreword.html.
This document was prepared by Technical Committee ISO/TC 46, Information and documentation,
Subcommittee SC 11, Records management and archives.
A list of all parts in the ISO 23081 series can be found on the ISO website.
Any feedback or questions on this document should be directed to the user’s national standards body. A
complete listing of these bodies can be found at www.iso.org/members.html.
iv
FINAL DRAFT Technical Report ISO/DTR 23081-4:2025(en)
Information and documentation — Metadata for records —
Part 4:
Report on metadata element sets
1 Scope
This document gives a report on a study into metadata element sets, developed in different countries and
organizations according to the guidance provided by the ISO 23081 series.
2 Normative references
The following documents are referred to in the text in such a way that some or all of their content constitutes
requirements of this document. For dated references, only the edition cited applies. For undated references,
the latest edition of the referenced document (including any amendments) applies.
1)
United Nations public metadata set
3 Terms and definitions
For the purposes of this document, the terms and definitions given in UN ARMS standard on record keeping
metadata and the following apply.
ISO and IEC maintain terminology databases for use in standardization at the following addresses:
— ISO Online browsing platform: available at https:// www .iso .org/ obp
— IEC Electropedia: available at https:// www .electropedia .org/
3.1
identifier
unique identifier for an object, either on the file plan or within the system, be it an individual record (declared
document) or an aggregation of records
3.2
title
name given to the record, folder or class
3.3
subject
keywords or phrases describing the subject content of the resource
3.4
description
free text description of the resource
3.5
creator
person responsible for the content of the resource up to the point of declaration as a record
1) Available from: https:// www .archives .go .kr/ next/ common/ downloadBoardFile .do ?board _seq = 21 & board _file _seq =
21 & board _type = aboard
ISO/DTR 23081-4:2025(en)
3.6
date and time
date and time an important lifecycle event occurred to a resource excluding disposal events which are sub-
elements
3.7
addressee
person(s) to whom the record was addressed
3.8
type
type de document, typologie
recognized form a record takes, which governs its internal structure and relates to its transactional purpose
or to the action or activity it documents
3.9
relation
identifies instances where a record has a direct relationship with that of another (content or a direct business
process relationship) or clarifies how a record at one level of aggregation relates to other levels
3.10
function
business function(s) which are documented by the record
3.11
aggregation
unit of measurement used to define where in the information hierarchy any records management action is
carried out, for example, single document, folder, etc.
Note 1 to entry: Agrégation level: file, document, etc.
3.12
language
language of the intellectual content of the record or resource
3.13
location
Physical location
3.14
security and access
security classification restrictions and permissions placed on access to UN records held in ERK systems
3.15
disposal
What happens to the records at the end of their lifecycle
Note 1 to entry: Can also be referred to as a record’s sentence or retention.
3.16
format
media
form of the record or what media the information is contained in
3.17
preservation
information on the object description, migration, sustainability and preservation
...
Style Definition
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ISO /DTR 23081-4:####(X)
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ISO/TC 46/SC 11/WG 1
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Secretariat: SA
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Date: 2025-0110-16
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Information and documentation – — Metadata for records – —
Style Definition
...
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...
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Part 4: Style Definition
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Report on metadata element sets Style Definition
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“most used metadata elements for records management”
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WD/CD/DIS/FDIS stage
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Warning for WDs and CDs
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This document is not an ISO International Standard. It is distributed for review and comment. It is
Style Definition
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Formatted
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subject to change without notice and may not be referred to as an International Standard.
Formatted: Font: 11 pt
Recipients of this draft are invited to submit, with their comments, notification of any relevant patent rights of
which they are aware and to provide supporting documentation.
A model document of an International Standard (the Model International Standard) is available at:
https://www.iso.org/drafting-standards.html
Formatted: Font: Bold
© ISO #### – All rights reserved
ISO/DTR 23081-4:(en)
All rights reserved. Unless otherwise specified, or required in the context of its implementation, no part of this publication
Formatted: Indent: Left: 0 cm, Right: 0 cm, Adjust
may be reproduced or utilized otherwise in any form or by any means, electronic or mechanical, including photocopying,
space between Latin and Asian text, Adjust space
or posting on the internet or an intranet, without prior written permission. Permission can be requested from either ISO
between Asian text and numbers, Border: Left: (No
at the address below or ISO’s member body in the country of the requester.
border), Right: (No border)
ISO copyright office
CP 401 • Ch. de Blandonnet 8
CH-1214 Vernier, Geneva
Phone: + 41 22 749 01 11
Formatted: French (Switzerland)
EmailE-mail: copyright@iso.org
Formatted: French (Switzerland)
Website: www.iso.orgwww.iso.org
Formatted: French (Switzerland)
Published in Switzerland
Formatted: English (United Kingdom)
Formatted: English (United Kingdom)
iv
ISO/DTR 23081-4:(en)
Contents Formatted: Space Before: 48 pt
Foreword . vii
1 Scope . ix
2 Normative references . 1
3 Terms and definitions . 1
4 Context and requirement . 5
5 Steps and methodology. 5
Bibliography . 16
This template allows you to work with default MS Word functions and styles. You can use these if you want to
maintain the Table of Contents automatically and apply auto-numbering.
To update the Table of Contents please select it and press "F9".
Foreword . v
Introduction . vi
1 Scope . 1
2 Normative references . 1
3 Terms and definitions . 1
3.1 1
3.2 Title . 1
3.3 Subject (content) . 1
3.4 Description . 1
3.5 1
3.6 1
3.7 1
3.8 1
3.9 1
3.10 2
3.11 2
3.12 2
3.13 2
3.14 2
3.15 2
3.16 2
3.17 2
3.18 2
3.19 2
3.20 3
3.21 3
3.22 3
3.23 3
3.24 3
3.25 3
3.26 3
3.27 3
3.28 3
v
ISO/DTR 23081-4:(en)
3.29 3
4 Context and requirement . 4
5 Steps and methodology. 4
5.1 Collection of metadata element sets. 4
5.2 Methodology . 6
5.3 Conclusions. 6
5.3.1 For all metadata elements sets (25 metadata sets : records in ERDMS and in business
systems, 2015-2022) . 6
5.3.2 Focus on records in business systems (4 metadata elements sets, 2022) . 8
5.3.3 Focus on records in EDRMS (electronic documents and records management systems)
and Records management standards (21 metadata elements sets, 2015-2022) . 10
Bibliography . 13
vi
ISO/DTR 23081-4:(en)
Foreword
ISO (the International Organization for Standardization) is a worldwide federation of national standards
bodies (ISO member bodies). The work of preparing International Standards is normally carried out through
ISO technical committees. Each member body interested in a subject for which a technical committee has been
established has the right to be represented on that committee. International organizations, governmental and
non-governmental, in liaison with ISO, also take part in the work. ISO collaborates closely with the
International Electrotechnical Commission (IEC) on all matters of electrotechnical standardization.
The procedures used to develop this document and those intended for its further maintenance are described
in the ISO/IEC Directives, Part 1. In particular, the different approval criteria needed for the different types of
ISO documents should be noted. This document was drafted in accordance with the editorial rules of the
ISO/IEC Directives, Part 2 (see www.iso.org/directives).
Field Code Changed
ISO draws attention to the possibility that the implementation of this document may involve the use of (a)
Formatted: English (United Kingdom)
patent(s). ISO takes no position concerning the evidence, validity or applicability of any claimed patent rights
in respect thereof. As of the date of publication of this document, ISO [had/had not] received notice of (a)
Formatted: Font: Not Italic, Font color: Auto, English
patent(s) which may be required to implement this document. However, implementers are cautioned that this (United Kingdom)
may not represent the latest information, which may be obtained from the patent database available at
Formatted: English (United Kingdom)
www.iso.org/patents.www.iso.org/patents. ISO shall not be held responsible for identifying any or all such
Formatted: English (United Kingdom)
patent rights.
Any trade name used in this document is information given for the convenience of users and does not
constitute an endorsement.
For an explanation of the voluntary nature of standards, the meaning of ISO specific terms and expressions
related to conformity assessment, as well as information about ISO's adherence to the World Trade
Organization (WTO) principles in the Technical Barriers to Trade (TBT), see www.iso.org/iso/foreword.html.
Formatted: Font color: Auto
Field Code Changed
This document was prepared by Technical Committee ISO/TC 46, informationInformation and
Formatted: Font: Not Italic
documentation],, Subcommittee SC 11 records, Records management and archives.
Formatted: Font color: Auto
This second/third/… edition cancels and replaces the first/second/… edition (ISO #####:####), which has
Formatted: Font color: Auto
been technically revised.
Formatted: Font color: Auto
The main changes are as follows:
— xxx xxxxxxx xxx xxxx
A list of all parts in the ISO #####23081 series can be found on the ISO website.
Formatted: Font: Cambria
Any feedback or questions on this document should be directed to the user’s national standards body. A
complete listing of these bodies can be found at www.iso.org/members.html.
Field Code Changed
Formatted: English (United Kingdom)
vii
ISO #####-#:####(X)
Information and documentation — Metadata for records —
Part 4:
Report on metadata element sets
viii © ISO #### – All rights reserved
ISO 23081-4:####(X)
ScopeIntroduction
© ISO #### – All rights reserved
ix
ISO/DTR 23081-4:(en)
Formatted: Font: Bold
Formatted: HeaderCentered
Formatted: Top: 1.4 cm, Bottom: 1 cm, Section start:
1 Scope
New page, Header distance from edge: 1.27 cm, Footer
distance from edge: 0.5 cm
1 The purpose of this
This document is togives a report on a study into metadata element sets, developed in different countries and
Formatted: English (United Kingdom)
organizations in accordance with according to the guidance provided by the ISO 23081, Metadata for records
Formatted: English (United Kingdom)
series.
Formatted: Body Text
2 Normative references
Formatted: English (United Kingdom)
Formatted: English (United Kingdom)
There are no normative references in this document.
Formatted: English (United Kingdom)
The following documents are referred to in the text in such a way that some or all of their content constitutes
Formatted: English (United Kingdom)
requirements of this document. For dated references, only the edition cited applies. For undated references,
the latest edition of the referenced document (including any amendments) applies.
1)
United Nations public metadata set
3 Terms and definitions
For the purposes of this document, the terms and definitions given in UN ARMS Standard
recordkeepingstandard on record keeping metadata and the following apply.
ISO and IEC maintain terminology databases for use in standardization at the following addresses:
3.1 ISO Online browsing platform: available at
Identifier
— Uniquehttps://www.iso.org/obp
— IEC Electropedia: available at https://www.electropedia.org/
3.1
identifier
unique identifier for an object, either on the file plan or within the system, be it an individual record (declared
Formatted: Font color: Auto, English (United Kingdom)
document) or an aggregation of records
Formatted: Definition
3.2 Title
Formatted: Font color: Auto, English (United Kingdom)
3.2 The
Formatted: Definition
title
Formatted: Font color: Auto, English (United Kingdom)
name given to the record, folder or class
Formatted: Font: 11 pt
3.3
Formatted: Dutch (Netherlands)
subjectSubject (
Formatted: Definition
3.3
Formatted: Font color: Auto, English (United Kingdom)
Keywords>keywords or phrases describing the subject content of the resource
Formatted: Font: 10 pt
Formatted: FooterCentered, Left, Line spacing: single
Formatted: Font: 10 pt
Formatted: Font: 11 pt
1)
Available from:
https://www.archives.go.kr/next/common/downloadBoardFile.do?board_seq=21&board_file_seq=21&board_type=ab Formatted: FooterPageNumber, Left, Space After: 0 pt,
oard Line spacing: single
© ISO #### 2025 – All rights reserved
ISO/DTR 23081-4:(en)
Formatted: HeaderCentered
Formatted: Font: Bold
3.4 Description
3.4 Free
description
free text description of the resource
Formatted: English (United Kingdom)
Formatted: Definition
3.5
Formatted: Dutch (Netherlands)
Creator
The creator
person responsible for the content of the resource up to the point of declaration as a record
Formatted: English (United Kingdom)
Formatted: Definition
3.6
Date (date and time) Formatted: Dutch (Netherlands)
Date (date and time) an important lifecycle event occurred to a resource excluding disposal events which are
Formatted: English (United Kingdom)
sub-elements
Formatted: English (United Kingdom)
3.7
Formatted: English (United Kingdom)
Adressee
Formatted: Dutch (Netherlands)
The addressee
person(s) to whom the record was addressed
Formatted: English (United Kingdom)
Formatted: Definition
3.8
Formatted: Dutch (Netherlands)
Type (type
type de document, typologie)
Formatted: French (Switzerland)
The recognized form a record takes, which governs its internal structure and relates to its transactional
Formatted: Term(s)
purpose or to the action or activity it documents
Formatted: French (Switzerland)
3.9
Formatted: English (United Kingdom)
Relation
Formatted: Dutch (Netherlands)
Identifiesrelation
identifies instances where a record has a direct relationship with that of another (content or a direct business
Formatted: Definition
process relationship) or clarifies how a record at one level of aggregation relates to other levels
Formatted: English (United Kingdom)
3.10
Formatted: Dutch (Netherlands)
Function
function
business function(s) which are documented by the record
Formatted: English (United Kingdom)
Formatted: Definition
3.11
Formatted: Dutch (Netherlands)
Aggregation (agrégation level : file, document…)
The aggregation Formatted: English (United Kingdom)
unit of measurement used to define where in the information hierarchy any records management action is
Formatted: Definition
carried out:, for example, single document, folder…, etc.
Formatted: English (United Kingdom)
3.12 Formatted: English (United Kingdom)
Formatted: Font: 10 pt
Language
Formatted: Font: 10 pt
The Note 1 to entry: Agrégation level: file, document, etc.
Formatted: FooterPageNumber, Space After: 0 pt, Line
spacing: single
Formatted: Font: 11 pt
2 © ISO #### 2025 – All rights reserved
ISO/DTR 23081-4:(en)
Formatted: HeaderCentered
Formatted: Font: Bold
3.12
language
language of the intellectual content of the record or resource
Formatted: English (United Kingdom)
Formatted: Definition
3.13
Formatted: Dutch (Netherlands)
Location
location
Physical location
Formatted: Definition
3.14
Securitysecurity and access
Formatted: English (United Kingdom)
Securitysecurity classification restrictions and permissions placed on access to UN records held in ERK
Formatted: English (United Kingdom)
systems
3.15
Formatted: Dutch (Netherlands)
Disposal
Formatted: English (United Kingdom)
disposal
Formatted: Note
What happens to the records at the end of their lifecycle (can
Formatted: English (United Kingdom)
Note 1 to entry: Can also be referred to as a record’s sentence or retention).
Formatted: English (United Kingdom)
Formatted: Dutch (Netherlands)
3.16
Formatted: English (United Kingdom)
Format/Media
Formatted: Definition
The format
Formatted: English (United Kingdom)
media
form of the record or what media the information is contained in
Formatted: Dutch (Netherlands)
Formatted: Definition
3.17
Formatted: English (United Kingdom)
Preservation
Formatted: Dutch (Netherlands)
Informationpreservation
Formatted: English (United Kingdom)
information on the object description, migration, sustainability and preservation management processes that
have been employed during the life of the record and its component(s), to facilitate its survival across technical Formatted: Definition
platforms
Formatted: English (United Kingdom)
Formatted: Dutch (Netherlands)
3.18
Accessibility
Formatted: Font color: Auto, English (United Kingdom)
Formatted: Definition
Indicatesaccessibility
Formatted: Font color: Auto, English (United Kingdom)
indicates the resource’s availability and usability to specific groups.
Formatted: Font: Bold, Dutch (Netherlands)
3.19
Formatted: Font color: Auto, English (United Kingdom)
Publisher
Formatted: Definition
An publisher
Formatted: Font color: Auto, English (United Kingdom)
entity responsible for making the resource available.
Formatted: Font: 10 pt
3.20
Formatted: FooterCentered, Left, Line spacing: single
Source
Formatted: Font: 10 pt
A source Formatted: Font: 11 pt
reference to a resource from which the present resource is derived.
Formatted: FooterPageNumber, Left, Space After: 0 pt,
Line spacing: single
© ISO #### 2025 – All rights reserved
ISO/DTR 23081-4:(en)
Formatted: HeaderCentered
Formatted: Font: Bold
3.21
Digitaldigital signature
Authenticationauthentication information used for the verification of resources in transactions.
Formatted: English (United Kingdom)
Formatted: English (United Kingdom)
3.22
Formatted: Dutch (Netherlands)
Coverage
The coverage
extent or scope of the content of the resource.
Formatted: English (United Kingdom)
Formatted: Definition
3.23
Formatted: English (United Kingdom)
mandateMandate
Formatted: Dutch (Netherlands)
Legislative
Formatted: English (United Kingdom)
legislative or other ordermandate under which the resource was produced.
Formatted: English (United Kingdom)
3.24
Formatted: English (United Kingdom)
Medium
Formatted: English (United Kingdom)
The medium
Formatted: Definition
physical ‘carrier’ on which a digital record is stored.
Formatted: Dutch (Netherlands)
Note 1 to entry: For physical records, the material of the record.
Formatted: English (United Kingdom)
Formatted: Note
3.25
Formatted: English (United Kingdom)
Integrityintegrity check
A method for determining whether the bits that make up a digital record have been changed in the course of
Formatted: Dutch (Netherlands)
transmission or storage. Sometimes referred to as ‘fixity’.
Formatted: English (United Kingdom)
Formatted: English (United Kingdom)
3.26
Formatted: English (United Kingdom)
DocumentNote 1 to entry: Sometimes referred to as ‘fixity’.
3.26
document form
Formatted: Term(s)
Informationinformation about the recognised form the record takes, which governs its internal structure and
Formatted: English (United Kingdom)
relates to its transactional purpose. Document form can relate to the activity that a record documents.
Formatted: Font: Not Bold, English (United Kingdom)
3.27
Formatted: English (United Kingdom)
Precedence Formatted: English (United Kingdom)
Formatted: Definition
A Note 1 to entry: Document form can relate to the activity that a record documents
Formatted: Dutch (Netherlands)
3.27
Formatted: English (United Kingdom)
precedence
Formatted: Definition
mechanism by which the current time sensitiveness of a record can be flagged.
Formatted: English (United Kingdom)
3.28
Formatted: Dutch (Netherlands)
Dissemination Limiting Markers (DLMs)
Formatted: English (United Kingdom)
A dissemination limiting markers
Formatted: Font: 10 pt
DLMs
Formatted: Font: 10 pt
label that denotes the sensitivity of a record, mandate or business.
Formatted: FooterPageNumber, Space After: 0 pt, Line
3.29 spacing: single
contactContact
Formatted: Font: 11 pt
4 © ISO #### 2025 – All rights reserved
ISO/DTR 23081-4:(en)
Formatted: HeaderCentered
Formatted: Font: Bold
Information
information about how to reachcontact an agent.
Formatted: English (United Kingdom)
Formatted: Definition
Formatted: English (United Kingdom)
ISO and IEC maintain terminology databases for use in standardization at the following addresses:
Formatted: English (United Kingdom)
— ISO Online browsing platform: available at https://www.iso.org/obp
— IEC Electropedia: available at https://www.electropedia.org/
4 Context and requirement
This document was initiated with the aim of adding to the ISO 23081 series, a report on metadata elements
Formatted: English (United Kingdom)
widely used in records management systems to the ISO 23081 series. The aim is to inform countries and
Formatted: English (United Kingdom)
organizations that wish to develop metadata schemas for records management systems about similar
Formatted: Body Text
metadata element sets that have been promulgated around the world.
Formatted: English (United Kingdom)
On the basis of several metadata sets provided to expert members by different organizations, expert members
conducted an analysis of commonly used metadata elements for records. The results of the analysis are
described in this document.
Formatted: Dutch (Netherlands)
Formatted: Font: 13 pt, Dutch (Netherlands)
Formatted: Dutch (Netherlands)
Formatted: Indent: Left: 0 cm, First line: 0 cm
5 Steps and methodology
Formatted: English (United Kingdom)
5.1 Collection of metadata element sets
Formatted: Body Text
Formatted: English (United Kingdom)
Experts of the working group has collected 25 metadata element sets since 2015, from various organizations
and environments: Formatted: List Continue 1, Space After: 0 pt, Line
spacing: single, No bullets or numbering
•— UNESCO’s metadata set (3 different subsets, including one dedicated to electronic records)
Formatted: English (United Kingdom)
Formatted: English (United Kingdom)
•— Australia national standard metadata element set based on ISO 23081, which was releas
...
FINAL DRAFT
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ISO/DTR 23081-4.2
ISO/TC 46/SC 11
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Metadata for records —
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Reference number
ISO/DTR 23081-4.2:2026(en) © ISO 2026
FINAL DRAFT
ISO/DTR 23081-4.2:2026(en)
Technical
Report
ISO/DTR 23081-4.2
ISO/TC 46/SC 11
Information and documentation —
Secretariat: SA
Metadata for records —
Voting begins on:
Part 4:
Report on metadata element sets
Voting terminates on:
Information et documentation — Métadonnées pour les
documents d'activité —
Partie 4: Rapport concernant les jeux d'éléments de métadonnées
RECIPIENTS OF THIS DRAFT ARE INVITED TO SUBMIT,
WITH THEIR COMMENTS, NOTIFICATION OF ANY
RELEVANT PATENT RIGHTS OF WHICH THEY ARE AWARE
AND TO PROVIDE SUPPOR TING DOCUMENTATION.
© ISO 2026
IN ADDITION TO THEIR EVALUATION AS
All rights reserved. Unless otherwise specified, or required in the context of its implementation, no part of this publication may
BEING ACCEPTABLE FOR INDUSTRIAL, TECHNO-
LOGICAL, COMMERCIAL AND USER PURPOSES, DRAFT
be reproduced or utilized otherwise in any form or by any means, electronic or mechanical, including photocopying, or posting on
INTERNATIONAL STANDARDS MAY ON OCCASION HAVE
the internet or an intranet, without prior written permission. Permission can be requested from either ISO at the address below
TO BE CONSIDERED IN THE LIGHT OF THEIR POTENTIAL
or ISO’s member body in the country of the requester.
TO BECOME STAN DARDS TO WHICH REFERENCE MAY BE
MADE IN NATIONAL REGULATIONS.
ISO copyright office
CP 401 • Ch. de Blandonnet 8
CH-1214 Vernier, Geneva
Phone: +41 22 749 01 11
Email: copyright@iso.org
Website: www.iso.org
Published in Switzerland Reference number
ISO/DTR 23081-4.2:2026(en) © ISO 2026
ii
ISO/DTR 23081-4.2:2026(en)
Contents Page
Foreword .iv
1 Scope . 1
2 Normative references . 1
3 Terms and definitions . 1
4 Context . 4
5 Steps and methodology . 4
5.1 Collection of metadata element sets.4
5.2 Methodology .5
5.3 Conclusions .6
Bibliography .12
iii
ISO/DTR 23081-4.2:2026(en)
Foreword
ISO (the International Organization for Standardization) is a worldwide federation of national standards
bodies (ISO member bodies). The work of preparing International Standards is normally carried out through
ISO technical committees. Each member body interested in a subject for which a technical committee
has been established has the right to be represented on that committee. International organizations,
governmental and non-governmental, in liaison with ISO, also take part in the work. ISO collaborates closely
with the International Electrotechnical Commission (IEC) on all matters of electrotechnical standardization.
The procedures used to develop this document and those intended for its further maintenance are described
in the ISO/IEC Directives, Part 1. In particular, the different approval criteria needed for the different types
of ISO documents should be noted. This document was drafted in accordance with the editorial rules of the
ISO/IEC Directives, Part 2 (see www.iso.org/directives).
ISO draws attention to the possibility that the implementation of this document may involve the use of (a)
patent(s). ISO takes no position concerning the evidence, validity or applicability of any claimed patent
rights in respect thereof. As of the date of publication of this document, ISO had not received notice of (a)
patent(s) which may be required to implement this document. However, implementers are cautioned that
this may not represent the latest information, which may be obtained from the patent database available at
www.iso.org/patents. ISO shall not be held responsible for identifying any or all such patent rights.
Any trade name used in this document is information given for the convenience of users and does not
constitute an endorsement.
For an explanation of the voluntary nature of standards, the meaning of ISO specific terms and expressions
related to conformity assessment, as well as information about ISO's adherence to the World Trade
Organization (WTO) principles in the Technical Barriers to Trade (TBT), see www.iso.org/iso/foreword.html.
This document was prepared by Technical Committee ISO/TC 46, Information and documentation,
Subcommittee SC 11, Records management and archives.
A list of all parts in the ISO 23081 series can be found on the ISO website.
Any feedback or questions on this document should be directed to the user’s national standards body. A
complete listing of these bodies can be found at www.iso.org/members.html.
iv
FINAL DRAFT Technical Report ISO/DTR 23081-4.2:2026(en)
Information and documentation — Metadata for records —
Part 4:
Report on metadata element sets
1 Scope
This document provides an overview of the metadata element sets, developed in different countries and by
different organizations according to the ISO 23081 series of standards.
2 Normative references
The following documents are referred to in the text in such a way that some or all of their content constitutes
requirements of this document. For dated references, only the edition cited applies. For undated references,
the latest edition of the referenced document (including any amendments) applies.
ISO 30300, Information and documentation — Records management — Core concepts and vocabulary
3 Terms and definitions
For the purposes of this document, the terms and definitions given in ISO 30300 and the following apply.
ISO and IEC maintain terminology databases for use in standardization at the following addresses:
— ISO Online browsing platform: available at https:// www .iso .org/ obp
— IEC Electropedia: available at https:// www .electropedia .org/
3.1
identifier
data, string, or pointer that establishes the identity of an item, organization or person alone or in combination
with other elements
3.2
title
name given to a record, folder or class
3.3
subject
word or phrase indicating a topic associated with a registry object Typically, subject will be expressed as
keywords, key phrases or classification codes from a controlled vocabulary or formal classification scheme.
3.4
description
creation of a representation of an object and its component parts
3.5
creator
any entity (corporate body, family or person) that created, accumulated and/or maintained records
in the conduct of personal or corporate activity
[SOURCE: ISO 5127:2017, 3.7.1.06]
ISO/DTR 23081-4.2:2026(en)
3.6
type
recognized form a record takes, which governs its internal structure and relates to its transactional purpose
or to the action or activity it documents
3.7
relation
identifies instances in which a record has a direct relationship with another record, either through content
or a direct business process, or clarifies how a record at one level of aggregation relates to records at other
levels
3.8
function
group of activities aimed at achieving one or more goals of an organization
[SOURCE: ISO 30300:2020, 3.1.12]
3.9
aggregation
any accumulation of record entities at a level above record object
[SOURCE: ISO 23081-1:2017, 3.2]
3.10
location
place where a record or resource is stored or held
3.11
security and access
security classification restrictions and permissions governing access to records
3.12
disposition
range of records processes associated with implementing records retention, destruction or transfer
decisions which are documented in disposition authorities or other instruments
[SOURCE: ISO 30300:2020, 3.4.8]
3.13
preservation
measures taken to maintain the use ability, authenticity, reliability and integrity of records over time
Note 1 to entry: Measures include principles, policies, rules, strategies, processes and operations.
[SOURCE: ISO 30300:2020, 3.4.11]
3.14
accessibility
usability of a product, service, environment or facility by people with the widest range of capabilities
[SOURCE: ISO 5127:2017, 3.11.1.02]
3.15
publisher
entity responsible for making the resource available
Note 1 to entry: Examples of a Publisher include a person, an organization, or a service.
Note 2 to entry: Publisher http:// purl .org/ dc/ elements/ 1 .1/ publisher.
[SOURCE: ISO 15836-1:2017, 3.3.5]
ISO/DTR 23081-4.2:2026(en)
3.16
source
external resource from which the present resource is derived
3.17
digital signature
signature based upon cryptographic methods of originator authentication, computed by using a set of rules
and a set of parameters such that the identity of the signer and the integrity of the data can be verified
Note 1 to entry: Digital signatures employ a type of asymmetric cryptography. For messages sent through an insecure
channel, a properly implemented digital signature gives the recei
...
ISO/DTR 23081-4.2
ISO/TC 46/SC 11
Secretariat: SA
Date: 2026-02-1404-10
Information and documentation — Metadata for records —
Part 4:
Report on metadata element sets
Information et documentation — Métadonnées pour les documents d'activité —
Partie 4: Rapport concernant les jeux d'éléments de métadonnées
ISO/DTR 23081-4.2:(en)
All rights reserved. Unless otherwise specified, or required in the context of its implementation, no part of this publication
may be reproduced or utilized otherwise in any form or by any means, electronic or mechanical, including photocopying,
or posting on the internet or an intranet, without prior written permission. Permission can be requested from either ISO
at the address below or ISO’s member body in the country of the requester.
ISO copyright office
CP 401 • Ch. de Blandonnet 8
CH-1214 Vernier, Geneva
Phone: + 41 22 749 01 11
E-mail: copyright@iso.org
Website: www.iso.org
Published in Switzerland
ii
ISO/DTR 23081-4.2:(en)
Contents
Foreword . iv
1 Scope . 1
2 Normative references . 1
3 Terms and definitions . 1
4 Context . 4
5 Steps and methodology . 4
5.1 Collection of metadata element sets . 4
5.2 Methodology . 6
5.3 Conclusions . 6
Bibliography . 15
iii
ISO/DTR 23081-4.2:(en)
Foreword
ISO (the International Organization for Standardization) is a worldwide federation of national standards
bodies (ISO member bodies). The work of preparing International Standards is normally carried out through
ISO technical committees. Each member body interested in a subject for which a technical committee has been
established has the right to be represented on that committee. International organizations, governmental and
non-governmental, in liaison with ISO, also take part in the work. ISO collaborates closely with the
International Electrotechnical Commission (IEC) on all matters of electrotechnical standardization.
The procedures used to develop this document and those intended for its further maintenance are described
in the ISO/IEC Directives, Part 1. In particular, the different approval criteria needed for the different types of
ISO documents should be noted. This document was drafted in accordance with the editorial rules of the
ISO/IEC Directives, Part 2 (see www.iso.org/directives).
ISO draws attention to the possibility that the implementation of this document may involve the use of (a)
patent(s). ISO takes no position concerning the evidence, validity or applicability of any claimed patent rights
in respect thereof. As of the date of publication of this document, ISO had not received notice of (a) patent(s)
which may be required to implement this document. However, implementers are cautioned that this may not
represent the latest information, which may be obtained from the patent database available at
www.iso.org/patents. ISO shall not be held responsible for identifying any or all such patent rights.
Any trade name used in this document is information given for the convenience of users and does not
constitute an endorsement.
For an explanation of the voluntary nature of standards, the meaning of ISO specific terms and expressions
related to conformity assessment, as well as information about ISO's adherence to the World Trade
Organization (WTO) principles in the Technical Barriers to Trade (TBT), see www.iso.org/iso/foreword.html.
This document was prepared by Technical Committee ISO/TC 46, Information and documentation,
Subcommittee SC 11, Records management and archives.
A list of all parts in the ISO 23081 series can be found on the ISO website.
Any feedback or questions on this document should be directed to the user’s national standards body. A
complete listing of these bodies can be found at www.iso.org/members.html.
iv
ISO/DTR 23081-4.2:(en)
Information and documentation — Metadata for records —
Part 4:
Report on metadata element sets
1 Scope
This document provides an overview of the metadata element sets, developed in different countries and by
different organizations according to the ISO 23081 series of standards.
2 Normative references
The following documents are referred to in the text in such a way that some or all of their content constitutes
requirements of this document. For dated references, only the edition cited applies. For undated references,
the latest edition of the referenced document (including any amendments) applies.
1)
United Nations public metadata set
ISO 30300, Information and documentation — Records management — Core concepts and vocabulary
3 Terms and definitions
For the purposes of this document, the terms and definitions given in ISO 30300 and the following apply.
ISO and IEC maintain terminology databases for use in standardization at the following addresses:
— ISO Online browsing platform: available at https://www.iso.org/obp
— IEC Electropedia: available at https://www.electropedia.org/
3.1
identifier
data, string, or pointer that establishes the identity of an item, organization or person alone or in combination
with other elements
3.2
title
name given to a record, folder or class
3.3
subject
word or phrase indicating a topic associated with a registry object Typically, subject will be expressed as
keywords, key phrases or classification codes from a controlled vocabulary or formal classification scheme.
3.4
description
creation of a representation of an object and its component parts
1)
Available from:
https://www.archives.go.kr/next/common/downloadBoardFile.do?board_seq=21&board_file_seq=21&board_type=ab
oard
ISO/DTR 23081-4.2:(en)
3.5
creator
any (, entity (corporate body, family or person) that created, accumulated and/or maintained records
in the conduct of personal or corporate activity
([SOURCE: ISO 5127:2017(en),, 3.7.1.06)]
3.6
type
recognized form a record takes, which governs its internal structure and relates to its transactional purpose
or to the action or activity it documents
3.7
relation
identifies instances in which a record has a direct relationship with another record, either through content or
a direct business process, or clarifies how a record at one level of aggregation relates to records at other levels
3.8
function
group of activities (3.1.2) aimed at achieving one or more goals of an organization (3.1.19)
([SOURCE: ISO 30300:2020, 3.1.12)]
3.9
aggregation
any accumulation of record entities at a level above record object
([SOURCE: ISO 23081-1:2017(en),, 3.2)]
3.10
location
place where a record or resource is stored or held
3.11
security and access
security classification restrictions and permissions governing access to records
3.12
disposition
range of records processes associated with implementing records retention, destruction or transfer decisions
which are documented in disposition authorities or other instruments
([SOURCE: ISO 30300:2020, 3.4.8)]
3.13
preservation
measures taken to maintain the use ability (3.2.12), , authenticity (3.2.2), , reliability (3.2.11) and
integrity (3.2.8) of records (3.2.10) over time
Note 1 to entry: Measures include principles, policies, rules, strategies, processes and operations.
([SOURCE: ISO 30300:2020(en),, 3.4.11)]
ISO/DTR 23081-4.2:(en)
3.14
accessibility
usability of a product, service (3.1.1.59),, environment or facility by people with the widest range of
capabilities
([SOURCE: ISO 5127:2017(en),, 3.11.1.02) ]
3.15
publisher
entity responsible for making the resource available
Note 1 to entry: Examples of a Publisher include a person, an organization, or a service.
Note 2 to entry: Publisher http://purl.org/dc/elements/1.1/publisher.
http://purl.org/dc/elements/1.1/publisher
([SOURCE: ISO 15836-1:2017(en),, 3.3.5) ]
3.16
source
external resource from which the present resource is derived
3.17
digital signature
signature based upon cryptographic methods of originator ,authentication, computed by using a set of rules
and a set of parameters such that the identity of the signer and the integrity of the data can be verified
Note 1 to entry: Digital signatures employ a type of asymmetric cryptography. For messages sent through an insecure
channel, a properly implemented digital signature gives the receiver reason to believe the message was sent by the
claimed sender.
([SOURCE: ISO 17523:2025(en),, 3.4)]
3.18
coverage
extent or scope of the content of the resource
3.19
mandate
legal, regulatory or business rules governing the organization (3.1.19)
Note 1 to entry: In the records management field, mandates affect the records processes.
([SOURCE: ISO 30300:2020, 2.1.14) ]
3.20
medium
physical ‘carrier’ on which a digital record is stored.
Note 1 to entry: For physical records, the material of the record.
3.21
integrity check
method for determining whether the bits that make up a digital record have been changed in the course of
transmission or storage
ISO/DTR 23081-4.2:(en)
Note 1 to entry: Sometimes referred to as ‘fixity’.
3.22
document form
structure of a record reflecting its transactional purpose
Note 1 to entry: Document form can relate to the activity that a record documents.
3.23
precedence
mechanism by which the current time sensitiveness of a record can be flagged
3.24
dissemination limiting markersmarker
DLMs
DLM
label that denotes the sensitivity of a record, mandate or bu
...