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3.20 Mandate
The Mandate (M93) element describes why a particular policy applies to this record. The main types of policies dealt with in this element are: why the record is collected; how long the record should be kept; and who may access the record. Like disposal, mandate is normally associated with the folder or series. The elements within mandate are references to the source of the mandate. This element is equivalent to the AGLS Mandate element.
Figure 18. Subelements of the Mandate element.
The subelements of Mandate are:
- Mandate Type (M94). This subelement refers to the broad source of the policy: for example, it is required by law, it is best practice, or it is an internal business requirement.
- Refers To (M95). This subelement indicates the type of policy being dealt with. The types of policies are:
- 'Creation'. The policy requiring that this record be created.
- 'Retention'. The policy requiring retention until (or disposal after a) particular time.
- 'Access/Usage'. The policy requiring access or usage rights or restrictions.
- 'Accessibility' and 'Record Quality'. The policies requiring particular preservation functionality.
- Mandate Name (M96). This subelement contains the name of the mandate.
- Mandate Reference (M97). This subelement contains a reference used to identify the mandate (e.g. section number or URL).
- Requirement (M98). This subelement contains a quote, precis, or reference to the relevant mandate or a description.
A minimal example of a Mandate element follows:
<naa:Mandate>
<naa:MandateType>Formal Directive</naa:MandateType>
<naa:RefersTo>Retention</naa:RefersTo>
<naa:MandateName>PROS 00/01 Water Authorities' Records, General Disposal Schedule</naa:MandateName>
<naa:Requirement>Plans of works are permanent records</naa:Requirement>
</naa:Mandate>
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