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Guidelines for Creating IAR Records

These guidelines have been prepared to help creators of IAR records correctly fill out the required metadata fields. Metadata is used to describe the content of the IAR record and is used by inforoute to search and find records for users searching for unpublished information.

General Guidelines

The IAR is used by members of the public as well as the originating department or agency and other civil servants. The needs of those unfamiliar with the machinery of government must always be taken into account. The record format is designed to be as quick and simple as possible to fill in whilst giving the users as much information as they need. Each field must be filled in properly if this is to be achieved, the attached guidance details how to do this. Keep language as straightforward and clear as possible. While some users will appreciate the economy and accuracy of technical terms, others will not be familiar with them so explanations in everyday language will be needed. Where acronyms are used, they must always be written out in full the first time they appear on the record. Where government standards leave off, international standards have been followed as much as possible.

We have created guidelines for each metadata field, each of which gives guidance on the following:

Mandatory fields: In some cases it is essential that a particular field is filled in. If the field is not mandatory, leave it blank, don’t erase it.

Repeatable fields: Some of the fields can be duplicated, if, for example, the resource is known by two or more different titles, or if there were two organisations or sections responsible for creating the resource.

Examples: To show how the fields could be filled in, for a variety of different types of resource.

Notes: Giving reasons for filling in the fields in the given manner, and other factors which need to be taken into account. Standards: Gives government and international standards which were consulted before deciding on this format.

Guidance on individual fields