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Documentation of Indexing Software and Procedures

Remember what Metadata is from the “Glossary of Useful Terms”? Well here goes-it is a standardized structure format and control vocabulary which allows for the precise description of record content, location, and value. Now in English! Metadata: details or information about data. This is simply a word used to describe the data within a particular application. In short, it would be a description of the fields within an application. For instance, the metadata within a case management system would include the following: case number, filing date, petitioner name, etc. Below is an example of the types of information contained in a CMS.

Case files:
The fields available in the imaging indexing will be:
Case Number (incorporating the full case number per AR8)
Plaintiff Name (separate data fields for first, last, etc.)
Defendant Name (separate data fields for first, last, etc.)
File Date (date field is defined as mm/dd/yyyy)

CCS/RJO:
The fields available in the imaging indexing will be:
Case Number (incorporating the full case number per AR8)
Plaintiff Name (separate data fields for first, last, etc.)
Defendant Name (separate data fields for first, last, etc.)
File Date (date field is defined as mm/dd/yyyy)
The RJO is a ledger and must be treated as such

A description of the data fields and how such fields are incorporated in the indexing process will be maintained, to the extent necessary, that when images are migrated to a newer or different case management system, the images and corresponding index system can be migrated as well, with little or no cost.

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