10. Archived information makes use of common vocabularies and definitions
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Statement Archived information is defined consistently, and the definitions are understandable and available to all users. Rational Information should have an explicit common definition throughout the archive to enable information sharing. The use of common vocabularies will facilitate communication and allow dialogue to be effective. Implications - Resources must be committed to this task. It is key to the success of efforts to improve the information environment. - The archive administration must establish the initial common vocabulary, and these definitions will be used uniformly. - Whenever a new data definition is required, the definition effort will be coordinated and reconciled with the archive “glossary” of data descriptions. The archive administrator can provide this coordination. - Widely accepted definitions and vocabularies should be preferred over local and institutional ones. - The parallel implementation of multiple vocabularies or definitions for the same type of entity or data (i.e. place names, keywords, periods) should be avoided. - Responsibilities for managing vocabularies and definitions must be assigned. - While the use of external sources (ontologies, vocabularies) is recommended, archives have to be aware that these external sources have to be managed as well, in the sense of long-term accessibility, versioning, etc. Should the external ontologies and vocabularies change or disappear, in the worst case, the archived information might become unusable or lose authenticity. Notes (if any)