Category

 

File

A (defaulted for all files/folders.)

Identifier

Identifier String

07/3456

A (this has been set up in configuration to allocate the next available number in a predefined numbering pattern.)

 

Identifier Scheme

Department of Nice Things EDRMS File Numbering Scheme

A (defined as default at set up / configuration.)

Name

Name Words

Marketing – Develop Plans – Marketing and Communications Plans – Widget Zinger 2007

M (assigned by John.)

 

Name Scheme

Department of Nice Things Records Keyword Classification Scheme

A (defined as default at set up / configuration.)

Date Range

Start Date

2007.10.23

A (inherited from the network system clock.)

Security Classification

 

Unclassified

A (default set up at configuration.)

Rights

Rights Statement

All internal users are to comply with Department of Nice Things records use policy. Permission to change granted to creating Department. All other users must have written permission to change from creating Department.

A (established in local business rules at set up.)

 

Rights Type

Use Permission

A (default to this, but alternatives could be selected from a drop down list at the time of file/folder creation.)

Keyword

Keyword Term

Marketing – Develop Plans – Marketing and Communications Plans

A (in this configuration, Joe has set up the naming conventions to follow the keyword classification, so this is copied from the ‘name words’ element.)

 

Keyword Scheme

Department of Nice Things Keyword Classification Scheme

A (set as default.)

 

Keyword Scheme Type

Functional

A (set as default.)

Disposal

Disposal Authority

DA 793

A (defaulted to apply to the whole EDRMS at set up / configuration.)

 

Disposal Class ID

17.5.3

A (a map between the disposal class and the classification scheme has established this linkage at set up / configuration.)

 

Disposal Action

Destroy 6 years after file closed.

A (automatically assigned from the disposal class linked to the classification scheme at set up.)

 

Disposal Trigger Date

31.12.2008

M (Locally defined business rules need to be defined. Presumptions about how long files will stay active are to be made. In this case John will make an educated guess that matters about 2007 plan will be completed by the end of 2007 and that the file will be closed one year after last business action, thus allocating 31.12.2008.)

 

Disposal Action Due

1.1.2015

M or A (depending on system functionality)

M (John allocates the expected disposal action date based on the disposal action and the allocated disposal trigger date.)

A (the EDRMS supports automatic calculation of disposal dates, so once the file is closed the system adds 6 years to the date of closure.)

Relationship: Category

 

Provenance Relationship

A (at time of file/folder creation, provenance relationships should be established by the creating agent. After set up it would default to recording ‘recordkeeping event relationships’, but should either be able to be changed to provenance relationships should new items be placed in the file, or the action of placing an item in the container should trigger the creation of an instance of a ‘provenance relationship’.)

Relationship: Name

Name Words

Contains

A (recording containment relationships is mandatory in a single entity implementation. Therefore at set up this is the most likely relationship to be documented.)

 

Name Scheme

Archives New Zealand Technical Specifications for Electronic Recordkeeping Metadata Standard, v1.0, Appendix C4.1 Provenance Relationship Name Scheme

A (this value would be set up as a default for all provenance relationships established in the drop-down list. If John amends or adds to the scheme, the reference would be to the Department of Nice Things Relationship Name Scheme.)

Relationship: Date Range

Start Date

2007.10.27

A (date of the relationship established, inherited from the network system clock.)

Relationship: Related Entity

Assigned Entity Identifier

63045/07

A or M (this represents the identifier for the email ‘Discussion Issues’ which has been placed into this container. It would be desirable for these containment relationships to be automatically captured by the EDRMS, but this requires careful configuration.)

 

Assigned Entity Identifier Scheme

Department of Nice Things EDRMS Document Numbering Scheme

A (defined as default at set up or configuration.)

 

Relationship Role

1

A (this represents that the relationship is read from the object – that is that the file ‘contains’ the document, an active relationship.)

Relationship: Change History

 

Joe Bloggs, Records Assistant, 2007.10.24, Name changed from ‘Branding and Communications Plans’

A (in the Department of Nice Things configuration, all events are captured automatically, and all are assigned to this metadata element following the workaround for single entity implementation.)

Agent Category

 

Workgroup

A (all folders have been set up to default to ‘ownership’ by a workgroup at setup or configuration.)

Agent Name

Name Words

Marketing and Brand Protection Branch

M (John assigns.)

 

Name Scheme

Department of Nice Things Organisational Structure, v3.0, 2006.05.16

A (John has set this as a default for all agent aggregations above person. The Department of Nice Things does not have a formal scheme for agent name, but John always checks with the latest organisational structure, thus forming his agent naming scheme for the organisation.)

Agent Date Range

Start Date

2005.02.14

A (this would be part of the local rules - John keeps a good track of when organisational change happens, and updates his schemes to capture creation and closure dates.)

Business

At the Department of Nice Things, there is no independent management of business. It is assumed to be in the keyword classification scheme. Therefore John does not document Business as a separate set of metadata

Mandate

At the Department of Nice Things, there is no independent management of mandates. This is a development that John is working on, for there are a number of relevant organisational directives and policies relevant to the creation and management of records. At present, however, John does not document Mandate as a separate set of metadata