George,
Yes, the Microsoft Properties are a poor excuse for (controlled) metadata.
In presentations I like to show the metadata properties for the presentation
that I am showing the audience - It usually says the date that I am standing
before them, because that is when I moved it to that machine, and also says
that the presentation was printed or modified before that date, due to my
continually opening older presentation files to build on and "create" new
presentations. The Microsoft applications are deriving metadata from the
Microsoft Windows or server operating system. Try it yourself - set the
archive attribute to read-only on a Word file, and copy it to another local
drive or USB thumbdrive. Then look at the Properties. Despite being a
"Read-Only" file, it will say that it was "created" right when you copied
it. And that it was modified before that. The "last modified" date is more
useful from a records management perspective anyway, and does not seem to
change as easily. Much of the file metadata is lost when changing Operating
Systems.
In contrast, copy a Read-Only PDF document between drives and you will find
that the Acrobat/Document Properties WILL NOT change for created or modified
when looked at through the application, while the system level (viewed
through Windows Explorer) properties WILL change the "creation" date. Adobe
does not seem to depend on the Microsoft OS for it's "Created" metadata.
Long story short - you can probably create a system level routine to migrate
the records and "update" the properties in the new environment based on the
Modified date to know when the document was last "Created." Few people
really care about when a file was first created anyway. They are usually
interested in the latest version (modification) of the file to determine its
records value. However, the Microsoft metadata itself is not adequate for
accurate version control.
That's why a true ERM is necessary for realistic file integrity, audit
trails, and retention control.
John
********************************
John T. Phillips
MSLS, CRM, CDIA, FAI
Electronic Records Management
Consulting, Education, Research
Information Technology Decisions
www.infotechdecisions.com
865-966-9413
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf
Of George Despres
Sent: Friday, February 16, 2007 12:05 PM
To: [log in to unmask]
Subject: Microsoft Properties Metadata
All,
We have identified two disturbing issues with Microsoft (MS) file Properties
metadata.
When e-documents in MS suite formats are moved to different internal
servers, their "Created" date under the Properties-General tab is reset, so
that we have documents with Modified dates that precede the Created date in
the Properties fields - i.e. the system event informs the created date. Our
OS/Desktop specialist tells us that this is just the way that it is, and
that the Created field has little practical value other than tracking last
system event per file. He also informed us that when MS format files are
taken off of the Windows NT system (e.g. moved onto a Unix or Mac platform),
any and all metadata entered into the file's Properties Summary fields is
expunged.
I'm sure that we're not the only institution generating lots of MS records
in different server environments, yet I haven't found discussions on this.
Am I missing something, and has anyone applied a fix or workaround to this?
We are investigating an ERMS system for automated stamping, tagging and
other controls, but the legacy documents that we will inherit appear to be
jaded by these faults.
Thanks for sharing any related experiences.
George Despres
Mgr., Corporate Records & Archives
The MITRE Corporation
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