Metadata

What is Metadata?

Metadata is the information that describes, explains, and gives context to a resource — such as a photograph, document, recording, or object. It tells people what something is, where it comes from, who created it, and how it can be used. On the People’s Collection Wales, metadata does the following:

Makes your items discoverable by helping others find them through search and browse tools
Provides essential context so users can understand and interpret your material correctly
Ensures your contributions are useful and reusable by others, including researchers, educators, and community groups

In short: metadata is what connects your content to the wider world. It turns individual items into accessible, searchable, and meaningful resources that others can find, understand, and build upon.

What metadata should I include with my items?

Good metadata helps others find, understand, and reuse your contributions. When adding items to the website, try to include as much accurate and detailed information as possible. At a minimum, you should provide:

Title – A clear and descriptive title that identifies the item. We recommend a 'Who, What, Where, When' format such as "Mrs Jones milking a goat, Carmarthen, 1962"
Description – A comprehensive summary explaining what the item shows or represents. Include things like people's names, locations and historical context
Date – When the item was created, recorded, or relates to
Location – Where the item was created, found, or is about
Creator – The person or organisation who created the item, such as the photographer, author or artist
Owner - The person or organisation who owns the item today
Rights information – Who owns the copyright and how the item can be used

The more complete your metadata, the more useful and visible your item will be to others.

Ethical and Cultural Considerations

When sharing personal or community materials, it’s important to act responsibly and respectfully, taking into account ethical, cultural, and privacy considerations.

Privacy – avoid publishing personal or sensitive information without consent
Representation – ensure that people and communities are portrayed respectfully
Consent – if you are recording interviews, take written permission for all intended uses
Cultural sensitivity – some images or stories may have special significance; consult community members before sharing

For further information about metadata and sensitive or offensive content, please see our Decolonising Toolkit.

What about Technical Metadata?

Technical metadata is the information that records the digital characteristics of a file or object — such as its format, size, resolution, or the equipment used to create it. In an archival context, this data helps ensure that digital items can be managed, preserved, and accessed over time. On the People’s Collection Wales, technical metadata does the following:

Records key details such as file type, dimensions, duration, and bit rate
Helps archivists maintain the authenticity and integrity of digital files
Supports long-term preservation by providing information needed for migration or conversion
Ensures that items can be displayed and reused correctly in future systems

In short: technical metadata is what keeps digital heritage usable and trustworthy. It preserves the essential information that allows digital files to remain accessible, reliable, and meaningful for years to come.

You don't need to pubish your technical metadata with your items on the People's Collection Wales, but it's important that you consider technical metadata when creating your own digital archive to ensure your material is compatible with future use.

Example 1

You'd like to publish a photograph of your grandparents on their wedding day. Suitable metadata might include:

Title – David and Siriol Jones on their wedding day, St Peter's church, Carmarthen, 1948
Description – A photograph of David Jones and Siriol Jones (nee Phillips) on their wedding day, standing outside St Peter's church in Carmarthen in 1948. The couple met at a dance in the local Workman's Instutiute on Gower Road and were married for 51 years.
Date – 06/10/1948
Location – Carmarthen
Creator – F. Jenkins Photographic Studio
Owner - Bethan Jones

To further enrich your item you might consider publishing a copy of their wedding certificate or a photograph of the couple later in life.

Example 2

You'd like to publish an extract of an oral history interview recorded in your local community. Suitable metadata might include:

Title – Extract of interview with Aziz Ibrahim, Bangor, 2012
Description – An extract of an interview with Aziz Ibrahim, recorded as part of the Bangor Community Heritage project in 2012. In this interview Aziz discusses his childhood in Penrhosgarnedd, his passion for gardening and his work with Bangor Horticultural Society. Other themes discusses in this interview include food, race, football and leisure time in Eryri National Park.
Date – 14/07/2012
Location – Bangor
Creator – Bangor Community Heritage
Owner - Bangor Community Heritage

To further enrich your item you might consider adding a full transcription of the interview, in addition to photographs of Aziz at work and at home.

Example 3

You'd like to publish a newspaper article you've found in a local library. Suitable metadata might include:

Title – 'Norwegian Ship Torpedoed' article, Welsh Gazette, 1918
Description – A newspaper article titled "Norwegian Ship Torpedoed, Twelve of the Crew Missing" from the Welsh Gazette published 06/03/1918. The article reads:
"The captain and five survivors of the crew of the Norwegian vessel Havna (1,153 tons) were landed on Monday night, their vessel having been torpedoed and sunk by a German submarine. Twelve of the crew are missing, and the captain has no doubt that eleven of these have been drowned. The vessel was torpedoed without warning, and sank in less than a minute. The captain said the survivors drifted for fifty hours on a raft before being rescued. The men expressed indignation at the inhuman action of the Germans, who made no effort to rescue any of them."
Date – 06/03/1918
Location – Irish Sea
Creator – Welsh Gazette
Owner - Cardiff Central Library

To further enrich your item you might consider publishing a photograph of the ship or information about some of the sailors.

The People’s Collection Wales offers free training to organisations, community groups and individuals to help them collect and publish material with rich archival metadata. For further information or guidance, please feel free to get get in touch.