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3.22 Transaction
The final group of metadata, Transaction (M104), describes the transaction that generated this record.
This element is not from the NAA standard, but instead is derived from the metadata specifications produced as part of the Functional Requirements for Evidence in Recordkeeping project (also known as the Pittsburgh project) [PITTS].
The information in this element documents the transaction that the record documents. Transactions are the units of business process within an organisation. Transactions are an interaction between two parties. In practice, few organisations have sufficiently well defined business processes to properly use transactions, but this may change with increasing use of workflow systems (which are formalised business processes).
Figure 20. Subelements of the Transaction element.
The subelements of Transaction are:
- Transaction Identifier (M105). This subelement uniquely identifies a transaction within an agency.
- Originator (M106). This subelement identifies the party that originated or initiated the transaction.
- Recipient (M107). This subelement identifies the parties that were the target(s) of a transaction.
- Action Required (M108). This subelement indicates the action required of the recipient (note that a weakness of the current VEO is that there may be many recipients each of whom may have a different action required of them).
- Originators Copy (M109). This subelement indicates whether the originator or recipient generated this record. In other words, was this record created from the information the originator sent when they initiated the transaction, or from the information received by the recipient?
- Transaction Type (M110). This subelement indicates the broad type of this transaction.
- Business Procedure Reference (M111). This subelement identifies the business procedure that generated the transaction.
- Transaction Reference (M112). This subelement contains the internal identifier of this transaction within the business procedure application.
- Transaction Linkage (M113). This subelement links all the records that are part of the same transaction.
It should be noted that the values of all subelements except Originators Copy (M109) are encapsulated within tags. That is, for example,
<vers:TransactionIdentifier>
<vers:Text>11234</vers:Text>
</vers:TransactionIdentifier>
not
<vers:TransactionIdentifier>
11234
</vers:TransactionIdentifier>
The <vers:Text> tag is used within a VEO where it is expected that one day it may be necessary to break the information in a subelement into finer subelements. In this case, the contents of a Transaction Identifier (M105) might one day be broken up into a year and an annual single number:
<vers:TransactionIdentifier>
<vers:Text>2003/1223</vers:Text>
<vers:Year>2003</vers:Year>
<vers:Number>1223</vers:Number>
</vers:TransactionIdentifier>
The use of the <vers:Text> subelement indicates that the value of this element is a textual representation of the information in the other elements.
An example of a minimal Transaction follows:
<vers:Transaction>
<vers:TransactionIdentifier>
<vers:Text>2003/654</vers:Text>
</vers:TransactionIdentifier>
<vers:Originator>
<vers:Text>Andrew.Green@dpc.vic.gov.au</vers:Text>
</vers:Originator>
<vers:OriginatorsCopy>true</vers:OriginatorsCopy>
</vers:Transaction>
An example of a Transaction with all subelements follows:
<vers:Transaction>
<vers:TransactionIdentifier>
<vers:Text>2003/654</vers:Text>
</vers:TransactionIdentifier>
<vers:Originator>
<vers:Text>Andrew.Green@dpc.vic.gov.au</vers:Text>
</vers:Originator>
<vers:Recipient>
<vers:Text>Rachel.Quenault@dpc.vic.gov.au</vers:Text>
</vers:Recipient>
<vers:ActionRequired>
<vers:Text>Approve</vers:Text>
</vers:ActionRequired>
<vers:OriginatorsCopy>true</vers:OriginatorsCopy>
<vers:TransactionType>
<vers:Text>ApprovalRequest</vers:Text>
</vers:TransactionType>
<vers:BusinessProcedureReference>
<vers:Text>PROV-99</vers:Text>
</vers:BusinessProcedureReference>
<vers:TransactionReference>
<vers:Text>200305211012</vers:Text>
</vers:TransactionReference>
<vers:TransactionLinkage>
<vers:Text>66578</vers:Text>
</vers:TransactionLinkage>
</vers:Transaction>
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