CHLAVM-POL-MET-01 — Metadata Policy (Standards and Requirements)

Organization: Canadian Hispanic Latin American Virtual Museum (CHLAVM)
Document ID: CHLAVM-POL-MET-01
Applies to: All assets recorded in the CHLAVM’s asset management system and managed through the CHLAVM collections workflow, including 2D, audio, video, 360° media, 3D/WebXR, documentation, and supporting files.
Status: Final (v1.0)
Owner (role): Digital Asset Manager
Owner name: TBD
Approvals: Executive Director; Board (if required)
Review cycle: Annually and when significant operational or governance changes occur

  Download this policy as PDF (It opens in a new tab)

1. Purpose

This policy establishes the metadata schema and standards required for all CHLAVM assets. It ensures that data entry, discovery, rights management, and preservation processes are consistent and aligned with institutional requirements.

2. Scope

This policy applies to:

• • all assets registered in the CHLAVM’s asset management system, including 3D models, videos, images, audio, documents, 360° media, and WebXR experiences;
  • all staff and contractors responsible for creating, editing, or quality-checking asset metadata, and
  • all digitization and capture deliverables that require descriptive, rights, and technical metadata.

3. Policy statement

CHLAVM maintains standardized metadata for all assets using the CHLAVM’s asset management system schema. Asset records must be completed consistently and in accordance with the minimum requirements defined in this policy before assets are approved or published.

4. Definitions

1. • Metadata: Structured information recorded to describe, explain, locate, retrieve, use, and manage assets in the CHLAVM collections workflow.
   • Controlled vocabulary: A set of approved, standardized terms applied to assets to support consistent tagging and retrieval within the CHLAVM collections workflow.
   • Asset_ID: A unique identifier assigned to each asset to enable tracking and linkage throughout the system, in accordance with CHLAVM Asset_ID format requirements.
   • Rights statement: A standardized record documenting usage permissions and restrictions, in compliance with CHLAVM requirements and, when relevant, external standards.
   • Quality Assurance (QA): A mandatory review process to verify that an asset record is complete and complies with CHLAVM standards prior to being designated as Approved or Published.

5. Requirements

5.1 System of record and schema

The CHLAVM asset management system is the system of record for asset metadata. All field names and metadata requirements are defined by the CHLAVM metadata schema.

Fields within the CHLAVM asset management system are organized into the following five categories:

1. 1. • Management
      • Rights and Copyrights
      • Metadata
      • Technical Data
      • Publishing and Contributors

5.2 Minimum metadata requirements (workflow gates)

Asset records must meet the minimum requirements specified below before advancing to the next stage of the workflow. Additional fields may be required depending on the asset type, applicable restrictions, or intended publication outcome.

5.2.1 Record creation (Submitted)

• Dated_Created
• Asset_ID
• Status
• Title
• Asset_Type

5.2.2 Rights review readiness (Under Review / Rights Pending)

• Original_Object_Owner_Physical (where there is a physical source)
• Copyright_Permission
• Rights_Statement
• Permission_Document (or a documented evidence reference)
• Rights_Expiration_Date_Both (where time-bound; otherwise, Perpetual if applicable)
• Attribution_Required_Both (credit line text)
• Copyrights_Restriction (if any)

5.2.3 Processing and technical readiness (In Processing / Ready for Review)

• Description
• Collection_Type
• Gallery (when the asset is intended for a specific website gallery)
• Keywords/Tags (use commas as the delimiter in this publication)
• Creation_Method_Digital (where applicable)
• File_Format, File_Name, File_Size_MB
• Live_Storage_Location and Live_File_Path
• Version and Creator_Digital
• Date_Modified (when the master is created or updated)
• Backup_File_Path and Backup_Date (for masters)
• Checksum (for masters)
• Details_Of_Bundle (for folders/ZIPs)

Complete all technical fields, including Resolution, Duration, Codec, Frame Rate, Polygon Count, and Texture Resolution, when these are relevant to the asset type.

5.2.4 Publication readiness (Approved / Published)

• QA_Approved = Yes and QA_Date populated
• Rights metadata complete and restrictions recorded (if any)
• Accessibility_Checked = Yes and Accessibility_Date populated (required prior to publishing)
• Available_Languages recorded (e.g., EN, FR, ES) when public-facing companion text exists
• Optimization_Status recorded where applicable (e.g., WebXR or streaming performance needs)
• Public_URL recorded once published; Date_Published recorded once live

5.3 Controlled vocabularies (dropdown fields)

For any field configured as a dropdown list in the CHLAVM’s asset management system, select only from the approved values defined for that field.

5.3.1 Status

Submitted
Under Review
Rights Pending
In Processing
Ready for Review
Approved
Published
Archived
Rejected

5.3.2 Preservation_Priority

Critical
High
Medium
Low

5.3.3 Gallery

Community in Action
Digital Playground
Heritage Chronicles
Inspiring Legacies
We Come Bearing Gifts

5.3.4 Rights_Statement

In Copyright
In Copyright – Educational Use Permitted
In Copyright – Non-Commercial Use Permitted
In Copyright – Rights-Holder Unlocatable
No Copyright – Contractual Restrictions
No Copyright – Non-Commercial Use Only
No Copyright – Other Known Legal Restrictions
No Copyright – United States
Copyright Not Evaluated
Copyright Undetermined
No Known Copyright

5.3.5 Cultural_Group

Afro-Uruguayan
Afro-Bolivian
Afro-Colombian
Afro-Peruvian
Bolivian
Colombian
Ecuadorian
Peruvian
Venezuelan
Chilean
Argentine
Mexican
Indigenous Andean
Indigenous Mexican
Indigenous Central American
Afro-Brazilian
Afro-Caribbean
Hispanic-Canadian
Latin American Immigrant

5.3.6 Geographic_Origin

Buenos Aires, Argentina
Santiago, Chile
Bogotá, Colombia
Quito, Ecuador
Mexico City, Mexico
Lima, Peru
Montevideo, Uruguay
Caracas, Venezuela
São Paulo, Brazil
Rio de Janeiro, Brazil
Havana, Cuba
San José, Costa Rica
Panama City, Panama
Guatemala City, Guatemala
San Salvador, El Salvador
Tegucigalpa, Honduras
Managua, Nicaragua
Toronto, Canada
Montreal, Canada
Vancouver, Canada

5.3.7 Time_Period

Contemporary (21st century)
Late 20th century (1950-2000)
Early 20th century (1900-1950)
Colonial era (16th-19th century)
Pre-colonial (before 1492)
Traditional (specific date unknown)
Modern (2000-present)
Historical (pre-1900)

5.3.8 WebXR_Compatible

Yes
No
Partial

5.3.9 Optimization_Status

Optimized for web, VR, and mobile
Uncompressed original
Master quality
Production-ready
Low-poly optimized
High-poly reference

5.3.10 Resolution

720p (1280x720) HD
1080p (1920x1080) Full HD
1440p (2560x1440) QHD/2.5K (informal)
2K (2048x1080) DCI cinema standard
4K (3840x2160) UHD 4K (consumer displays)
5K (5120x2880) Used in Apple iMac displays
6K (6144x3456) Apple Pro Display XDR
8K (7680x4320) UHD 8K
4096x2048 - 360° video or VR content
8192x4096 - 360° video or VR content

5.3.11 Texture_Resolution

1K (1024x1024) Common small texture
2K (2048x2048) Standard texture size in many games
4K (4096x4096) High-detail textures
8K (8192x8192) Ultra high resolution
16K (16384x16384) Very high end/film/photogrammetry

5.3.12 QA_Approved

Yes
No

5.3.13 Accessibility_Checked

Yes
No

5.3.14 Asset_Type (standard values)

3D Model
360 Video
Interview
Audio
Image
Document

5.4 Asset_ID_format

Each asset must have a unique Asset_ID in the following g format:

CHLAVM-TYPE-NAME-###

Where:

CHLAVM: Organization prefix (always CHLAVM)
TYPE: Asset type code (short code selected by the team)
NAME: Short descriptive name (uppercase, hyphens, no spaces)
###: Sequential number (001, 002, etc.)

Example:

CHLAVM-3D-CANDOMBE-MASK-001

5.5 Data quality standards

• • All required fields must be completed before an asset is marked as Approved or Published.
  • Titles must be clear and descriptive. Descriptions must provide sufficient context to support interpretation.
  • Keywords and tags must be applied consistently, and commas must be used as delimiters in this publication.
  • Dates must use YYYY-MM-DD format.
  • File paths must be complete and verified as accessible.
  • Rights information must be documented and verified prior to publication.
  • A checksum must be generated and recorded for each master file.

6. Roles and responsibilities

• • Digital Asset Manager: Owns and maintains metadata standards, controlled vocabularies, and the CHLAVM’s asset management system schema. Trains staff and conducts regular audits, documenting all findings.
  • Collections Manager: Sets descriptive metadata requirements for collections and approves exceptions to minimum standards.
  • Rights Coordinator: Confirms rights metadata and evidence references are complete and meet restriction requirements before publication.
  • Digitization Coordinator: Supplies technical capture and processing information and records master and derivative relationships accurately.
  • Quality Assurance Reviewer: Verifies metadata for completeness and consistency at the approval and publication stages, and confirms that all required fields are present.
  • Web Publisher: Confirms publication fields (Public_URL, Date_Published) and language indicators accurately after publication.
  • Executive Director: Approves major exceptions, schema changes, and any changes affecting public outputs.

7. Records and required outputs

• • A record must be created for each asset in the CHLAVM’s asset management system, with all required fields completed according to the asset’s workflow gate.
  • Reference rights evidence in the Permission_Document and record any applicable restrictions in the asset record.
  • For master files, ensure checksum, Backup_File_Path, and Backup_Date are recorded and up to date.
  • For published assets, record QA_Approved, Accessibility_Checked, Public_URL, and Date_Published in the asset record.
  • Record any modifications to the metadata schema or controlled vocabularies in line with CHLAVM governance and records management procedures.

8. Acceptance criteria (pass/fail)

Metadata will be considered compliant with this policy when all of the following criteria are met.

1. • All required fields for the asset’s designated workflow gate are completed.
   • Dropdown-controlled fields contain only permitted values as defined in the current schema.
   • References to rights evidence are included in the asset record, and any restrictions are documented before publication.
   • All technical fields applicable to the asset type are completed in the record.
   • For master files, checksum and backup details are recorded in the asset record.
   • For published assets, QA_Approved and Accessibility_Checked are confirmed, and all required publication fields are completed in the record.

9. Review

9.1 Governance review

1. • • A sample of records must be audited to ensure completeness, accuracy, and consistency.
     • Controlled vocabularies must be reviewed to identify any required additions or retirements.
     • Field names and definitions must be confirmed to align with the current CHLAVM asset management system schema.
     • All findings and required remediation actions must be documented in the review record.

9.2 Operational review (ongoing quality control)

• • Newly created or recently updated records must be spot-checked to confirm all required fields are present.
  • Before publication, Accessibility_Checked, Available_Languages, Public_URL, and Date_Published must be recorded in a consistent manner.
  • For master files, Checksum and Backup_Date must be verified following any transfer or update.