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9.1 Minimal Record VEO
Figure 27 shows the outer layers of a minimal Record VEO. The following general comments about the elements apply:
- VEO Format Description (M2). The contents of this element should be identical for all VEOs and the standard value for this element can be found in the description of this element in PROS 99/007 Specification 2: VERS Metadata Scheme.
- Version (M3). The contents of this element will be '2.0'.
- Signature Format Description (M135). The standard values for this element can be found in the description of this element in PROS 99/007 Specification 2: VERS Metadata Scheme. The value to be used will depend on the digital signature algorithms used to sign the VEO.
- Signature (M138). The value of this element is the result of calculating the digital signature encoded in Base64.
- Certificate (M140). The value of this element is a DER encoded certificate encoded in Base64.
- Signature Algorithm Identifier (M150). The standard values for this element can be found in the description of this element in PROS 99/007 Specification 2: VERS Metadata Scheme. The value to be used will depend on the digital signature algorithms used to sign the VEO.
- Object Type (M6). The value of this element will be 'Record'.
- Object Type Description (M7). The value of this element will be 'This object contains a record; that is, a collection of related information that must be preserved for a period.'
- Object Creation Date (M8). The value of this element will be the date and time the VEO was created. The date and time will be formatted according to the specification in section 14 of PROS 99/007 Specification 2: VERS Metadata Scheme.
Figure 27. The mandatory metadata associated with a Record VEO.
Figure 28 shows the minimal metadata in the record metadata of a Record VEO. The following general comments about the elements apply:
- Agent Type (M13). If a Record VEO only contains one Agent, it would typically identify the organisation that owns the record. In this case, Agent Type would have the value 'Record Creator'.
- Corporate Name (M16). If the Agent Type (M13) is 'Record Creator', the Corporate Name will be set to the name of the organisation that owns the record.
- Security Classification (M25). The standard values for this element can be found in the description of this element in PROS 99/007 Specification 2: VERS Metadata Scheme. The value to be used will depend on the security classification of the record.
- Scheme Type (M33). The standard values for this element can be found in the description of this element in PROS 99/007 Specification 2: VERS Metadata Scheme. The value to be used will depend on how the record title has been assigned. If there is no naming scheme the value will be 'Free Text'.
- Scheme Name (M34). The standard values for this element can be found in the description of this element in PROS 99/007 Specification 2: VERS Metadata Scheme. The value to be used will depend on how the record title has been assigned. If there is no naming scheme the value will be 'None'.
- Title Words (M35). This is the title of the record.
- Date/Time Created (M55). The value of this element will be the date and time the record was created. If this date and time is not known, the value should be identical to Date/Time Registered (M57). The date and time will be formatted according to the specification in section 14 of PROS 99/007 Specification 2: VERS Metadata Scheme.
- Date/Time Transacted (M56). The value of this element will be the date and time the event the record documents occurs. If this date and time is not known, the value should be identical to Date/Time Registered (M55). The date and time will be formatted according to the specification in section 14 of PROS 99/007 Specification 2: VERS Metadata Scheme.
- Date/Time Registered (M57). The value of this element will be the date and time the record was first registered into a recordkeeping system. The date and time will be formatted according to the specification in section 14 of PROS 99/007 Specification 2: VERS Metadata Scheme.
- Aggregation Level (M59). The value of this element will be 'Item'.
- Event Date/Time (M68). Every record VEO must have at least one Management Event (M67) in the Management History (M66). The value of this element will be the date and time the event occurred. The date and time will be formatted according to the specification in section 14 of PROS 99/007 Specification 2: VERS Metadata Scheme.
- Event Type (M69). The type of event. If only one event is recorded, this would normally be the creation of the VEO and have the value 'VEO Created'.
- Event Description (M70). A longer description of the event. If the Event Type (M69) is 'VEO Created' this would describe why the VEO was created.
- Disposal Authorisation (M89). The value of this element would normally be a reference to the Retention and Disposal Authority that governs disposal of the record.
- Sentence (M90). For permanent records being exported to PROV, the value of this element would be 'Permanent'.
Figure 28. The mandatory metadata associated with the record metadata of a Record VEO.
- File Identifier (M102). This is the unique identifier(s) of the folder(s) on which the record is filed.
- VERS Record Identifier (M103). This is the unique identifier of this record.
Figure 29. The mandatory metadata associated with a Document and an Encoding within a Record VEO.
Figure 29 shows the minimal metadata in a Document and an Encoding of a Record VEO. The following general comments about the elements apply:
- Document Agent (M116). All Documents must have at least one agent, typically identifying the creator of the Document. Note that the value of this element must be enclosed within a element (see section 4.1).
- Document Title (M117). All Documents must have a title; this should distinguish this Document from other Documents in the record. Note that the value of this element must be enclosed within a element (see section 4.1).
- Document Date (M123). This is the date of the creation of the Document. Note that the value of this element must be enclosed within a element (see section 4.1).
- Document Source (M125). This element describes the system or application that generated the Document. Note that the value of this element must be enclosed within a element (see section 4.1).
- File Encoding (M128). This element describes the physical representation of the Encoding (e.g. a PDF file). Standard values for this element are given in PROS 99/007 Specification 4: VERS Long Term Preservation Formats.
- Rendering Text (M131). The value of this element is normally 'See the contents of the vers:FileEncoding element'.
- Rendering Keywords (M132). The value of this element describes the process of extracting the content. Note that this is marked as 'conditional' in PROS 99/007 Specification 2: VERS Metadata Scheme, but it must be present in all version 2 VEOs.
- Document Data (M133). This element contains the actual content of the encoding.
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