Metadata
Guidelines

Metadatas constitutes the foundational layer of the MDOI system, enabling the identification, description, discovery, and long-term management of registered digital objects. Within the MDOI framework, metadata serves as the structured representation of a resource, linking the identifier to meaningful descriptive, administrative, and technical information.

High-quality metadata ensures that digital objects are not only persistently identifiable but also interpretable and usable across diverse systems, institutions, and timeframes. As such, metadata is central to achieving the core objectives of persistence, interoperability, and accessibility within the MDOI ecosystem.

The MDOI system requires a set of mandatory metadata elements to ensure that each registered object is adequately described and resolvable.

Required elements — the minimum framework for identification and resolution:

• Title of the resource
• Resource location (URL or access point)
• Publication or creation year
• Resource type

Strongly recommended elements — enhance discoverability, context, and integration with external systems:

• Authors or contributors
• Abstract or description
• Keywords and subject classifications
• Institutional affiliations
• Language and version information

The reliability of the MDOI system depends heavily on the accuracy, completeness, and consistency of metadata provided by users. Quality standards include:

• Clarity — all metadata should be clear, precise, and free from ambiguity or typographical errors
• Accurate titles — titles should faithfully reflect the content of the resource
• Consistent naming — author names and affiliations should follow a consistent format
• Valid URLs — resource links must be active and regularly maintained to ensure successful resolution
• Scholarly conventions — follow established institutional and disciplinary conventions for consistency

High metadata quality supports trust, discoverability, and long-term usability across the MDOI ecosystem.

To ensure compatibility with global research infrastructures, the MDOI system adheres to standardised metadata practices that promote interoperability across platforms and repositories.

Standardisation benefits:

• Seamless integration with digital libraries, indexing systems, and scholarly databases
• Machine readability and automated data exchange
• Cross-platform discoverability and reuse
• Alignment with widely accepted schemas (e.g., Dublin Core, DataCite)

By maintaining consistent metadata structures, the MDOI system ensures that registered objects can be effectively shared, indexed, and reused within broader knowledge ecosystems.

Metadata within the MDOI system is not static — it evolves alongside the digital object it represents. Users are permitted and encouraged to update metadata over time to reflect changes in content, authorship, access location, or contextual information.

Lifecycle management principles:

• Updates do not affect the validity or persistence of the identifier
• The system supports ongoing metadata stewardship throughout the record's lifecycle
• Accurate and current metadata enhances the longevity and reliability of digital records
• Records should be reviewed periodically to ensure continued accuracy

Metadata plays a critical role in the MDOI resolution process, acting as the intermediary between the identifier and the digital object. When an MDOI is resolved, the system retrieves the associated metadata record, which provides descriptive information and, where applicable, redirects users to the current location of the resource.

Key resolution properties:

• Persistence — even when a resource is unavailable or withdrawn, its metadata remains accessible
• Transparency — metadata records clearly indicate the current status of a resource (active, archived, withdrawn)
• Traceability — the separation between metadata and object location ensures uninterrupted access to essential descriptive information

To maximise the effectiveness of the MDOI system, users should adhere to best practices in metadata creation and management:

• Descriptive titles — provide comprehensive, specific titles that accurately describe the resource
• Author conventions — use standardised author naming (e.g., Surname, Initials)
• Keywords — include relevant, discipline-specific terms to improve discoverability
• Link integrity — ensure all URLs are valid, resolving, and functional
• Regular reviews — periodically update metadata to reflect any changes in the underlying resource
• Controlled vocabularies — use approved terms for resource type, status, and relation fields where available

Metadata submission within the MDOI system must comply with ethical, legal, and institutional standards governing data use and representation.

User obligations include:

• Ensuring submitted metadata does not violate intellectual property rights, confidentiality agreements, or data protection regulations
• Handling sensitive or restricted information appropriately, particularly for private or embargoed records
• Accurately representing the resource — metadata must reflect the actual content, not be misleading or fabricated
• Complying with institutional policies and national data governance frameworks

Compliance with these standards ensures that the MDOI system operates within a framework of trust, responsibility, and ethical integrity.

The MDOI system is designed to evolve in response to emerging technologies and scholarly needs. Planned enhancements in metadata management include:

• Automated metadata extraction — reduce manual entry burden through intelligent parsing of submitted resources
• AI-assisted enrichment — intelligent suggestions for keywords, subject classifications, and author disambiguation
• Expanded schema support — broader alignment with international metadata standards and emerging research data frameworks
• Improved interoperability — deeper integration with global identifier and repository systems

By continuously advancing its metadata capabilities, the MDOI system remains adaptable, scalable, and aligned with the future of digital scholarship.

The MDOI metadata schema is structured across seven reference tables defining required fields, data types, and controlled vocabularies.

TABLE 1 — Core Metadata Fields

TABLE 2 — Descriptive Metadata Fields

TABLE 3 — Administrative Metadata Fields

TABLE 4 — Technical Metadata Fields

TABLE 5 — Relational Metadata Fields

TABLE 6 — Metadata Schema Design Principles

TABLE 7 — Controlled Vocabulary Examples