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3.9 Function

Records can be classified in many ways, but two common methods are by subject and function. There are metadata elements to represent both methods of classification: Subject (M37) contains the subject classification, and Function (M50) contains the functional classification. Normally, only one of the two would be used. Function (M50) describes the function covered by the record. The Function (M50) element is equivalent to the AGLS Function element.

Figure 10. Subelements of the Function element.

There are three levels of descriptor:

  • Function Descriptor (M51). Indicates the specific government business function covered by this record (e.g. 'Publication'). Each Function (M50) element must contain a Function Descriptor (M51) subelement (the element is marked conditional as Function (M51) is optional).
  • Activity Descriptor (M52). Indicates the particular business activity documented by this record (e.g. 'Drafting' within 'Publication'). Each Function (M50) element must contain an Activity Descriptor (M51) subelement (the element is marked conditional as Function (M51) is optional).
  • Third Level Descriptor (M53). Indicates the actions or topics documented by the record (e.g. 'Annual Report' within 'Drafting' within 'Publication').

Note that these descriptors form a hierarchy. Although each descriptor can be repeated, this is not recommended as there is no way of indicating the hierarchy. If multiple functions need to be assigned to a record, the Function (M50) element should be repeated.

An example of the XML representation of a function is:

<naa:Function>
   <naa:FunctionDescriptor>Publication</naa:FunctionDescriptor>
   <naa:ActivityDescriptor>Drafting</naa:ActivityDescriptor>
   <naa:ThirdLevelDescriptor>Annual Report</naa:ThirdLevelDescriptor>
</naa:Function>

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