|
|
7.0 VERS Metadata Detail (Elements M1-M19)
Elements
M20-M39 >
7.1 Definition of terms used in table
M1 VERS
Encapsulated Objects
M2 VEO Format Description
M3 Version
M4 Signed Object
M5 Object Metadata
M6 Object Type
M7 Object Type Description
M8 Object Creation Date
M9 Object Content
M10 Record
M11 Record Metadata
M12 Agent
M13 Agent Type
M14 Jurisdiction
M15 Corporate ID
M16 Corporate Name
M17 Person ID
M18 Personal Name
M19 Section Name
7.1 Definition of terms used in tables
(C)
A container field.
(M)
A metadata element field.
Assigned Values
A list of defined values which may be ascribed to the field. The lists
may be extensible, in which case this is indicated in the ‘Comments’ area.
Comments
Further information about the element.
Contains
The elements (either containers or metadata fields) which exist within
the container
Default Value
The value which should be ascribed to the field if no other value is
entered.
Definition
>A descriptive definition of the element
NAA Metadata
Whether the element is part of the National Archives of Australia Recordkeeping
Metadata Standard for Commonwealth Agencies.
Obligation
Whether the element is mandatory or optional.
Purpose
The purpose of the element. A description of why the element is necessary
and what it may be used for.
Related Elements
A list of elements which may be used in conjunction with the element.
Repeatable
Whether the element is able to be repeated within the VEO.
XML Element Name
The name to be used for the element within the XML VEO. The part of the
name which appears before the colon is the XML name space. This part indicates
the derivation of the XML DTD. In the VERS Metadata Scheme two derivations
have been indicated: ‘vers’ for that part of the scheme which derives
from the Victorian Electronic Records Strategy
project and ‘naa’ for that part of the scheme which derives from the National
Archives of Australia Recordkeeping
Metadata Standard for Commonwealth Agencies.
M1 VERS Encapsulated
Object
Container: VERS Encapsulated Object
M2 VEO Format
Description
|
XML Element
Name
|
vers:VEOFormatDescription
|
|
Definition
|
This is a textual description of the
overall format of a VERS Record
|
|
Purpose
|
This element gives basic information
about the entire VERS Record which will help enable a human reader
in the future to understand the format of the record and to interpret
its contents.
|
|
Obligation
|
Mandatory
|
|
NAA Metadata
|
No
|
|
Repeatable
|
No
|
|
Default
Value
|
Agency defined but a standard paragraph
should be used for all VEOs created within the agency.
|
|
Comments
|
An example paragraph is given below:
Produced according
to the Victorian Electronic Record Strategy, Version 1.2 of 1
July 1999. The structure of this record is represented using Extensible
Markup Language (XML) 1.0, W3C, 1998.
|
M3 Version
|
XML Element
Name
|
vers:Version
|
|
Definition
|
The version of the VERS Record standard.
|
|
Purpose
|
This element is used to distinguish
between versions of the standard.
|
|
Obligation
|
Mandatory
|
|
NAA Metadata
|
No
|
|
Repeatable
|
No
|
|
Default
Value
|
1.2
|
|
Comments
|
–
|
M4 Signed
Object
Container: Signed Object
|
XML Element Name
|
vers:SignedObject
|
|
Definition
|
This is a container for information about a VEO
and the actual record itself. It contains the parts of the record
which are digitally signed.
|
|
Obligation
|
Mandatory
|
|
Contains
|
M5 Object Metadata (C)
M9 Object Content (C)
|
|
NAA Metadata
|
No
|
|
Repeatable
|
No
|
M5 Object
Metadata
Container: Object Metadata
M6 Object
Type
|
XML Element
Name
|
vers:ObjectType
|
|
Definition
|
This is the type of the object.
|
|
Purpose
|
This element enables the structural
and hierarchical organisation of records. It allows searches to
be restricted to records at a particular level of aggregation.
|
|
Obligation
|
Mandatory
|
|
Assigned
Values
|
Value Name
|
Definition
|
| |
Record
|
A record (i.e. self contained information
that must be preserved for a specified period).
|
| |
File
|
A logical collection of records.
|
|
Related
Elements
|
M9 Object Content
M59 Aggregation
Level
|
|
NAA Metadata
|
No
|
|
Repeatable
|
No
|
|
Default
Value
|
–
|
|
Comments
|
If the value
is ‘Record’ then M59
AGGREGATION LEVEL will be ‘Item’. (See discussion below M59
AGGREGATION LEVEL).
If the value
is ‘File’ then M59
AGGREGATION LEVEL will also be ‘File’.
The presence
of a VERS File VEO enables the storage of information about a logical
collection of records. For example disposal information may be stored
in a VERS File VEO. A VERS File VEO also enables description at
a higher level than records. (See 8.0
VERS File Record Metadata).
|
M7 Object
Type Description
|
XML Element
Name
|
vers:ObjectTypeDescription
|
|
Definition
|
A short textual description describing
the purpose of the VERS Record.
|
|
Purpose
|
This element enables a human reader
to understand the value and purpose of the VERS Record.
|
|
Obligation
|
Mandatory
|
|
NAA Metadata
|
No
|
|
Repeatable
|
No
|
|
Default
Value
|
–
|
|
Comments
|
This element should contain a brief
description of purpose of the object. For a record VEO a simple
description might be "This object contains a record; that is
a collection of information that must be preserved for a period."
For a file
VEO a simple description might be "This object contains information
about a file, that is, a collection of related records." For
further information about file VEOs see 8.0
VERS File Record Metadata.
|
M8 Object
Creation Date
|
XML Element
Name
|
vers:ObjectCreationDate
|
|
Definition
|
The date and time the VERS Record
was created.
|
|
Purpose
|
This element is crucial in establishing
the authenticity of a VERS Record because knowing and being able
to prove when a record was created may be vital for evidentiary
or historical reasons.
|
|
Obligation
|
Mandatory
|
|
NAA Metadata
|
No
|
|
Repeatable
|
No
|
|
Default
Value
|
–
|
|
Comments
|
The time should be specified to (at
least) the minute, and be expressed as GMT to ensure consistency.
The contents of this element are critical in preventing the creator
of the record from subsequently replacing it. The creation date
and time must be obtained from a source that cannot be modified
by the creator.
The International Standard, ISO 8601
– Standard for Date Encoding, shall be used to express the value
of this element.
|
M9 Object
Content
Container: Object Content
|
XML Element Name
|
vers:ObjectContent
|
|
Definition
|
A switch defining the various types of object that
may be contained within a VERS Record. This element enables the
structural and hierarchical organisation of records. It allows searches
to be restricted to records at a particular level of aggregation.
|
|
Obligation
|
Mandatory
|
|
Contains
|
M10 Record (C) OR M142
File (C) (See 8.0
VERS File Record Metadata)
|
|
NAA Metadata
|
No
|
|
Repeatable
|
No
|
M10 Record
Container: Record
|
XML Element Name
|
vers:Record
|
|
Definition
|
A record is the standard VEO and contains information
that must be preserved. This element is a container for contextual
information about the record and the record itself.
Where a VEO contains a file this element will be
differently named. See M142
FILE.
|
|
Obligation
|
Mandatory
|
|
Contains
|
M11 Record Metadata (C)
M114 Document
(C)
|
|
NAA Metadata
|
No
|
|
Repeatable
|
No
|
M11 Record
Metadata
Container: Record Metadata
M12 Agent
Container: Agent
|
XML Element Name
|
naa:Agent
|
|
Definition
|
A corporate entity or organisational element which
is responsible for some action on or usage of a record.
An individual who performs some action on a record,
or who uses a record in some way.
|
|
Purpose
|
This element ensures accountability for important
recordkeeping decisions and actions.
In conjunction with other sub-elements (M54
DATE, M66 MANAGEMENT
HISTORY and, when used, M71
USE HISTORY and M76
PRESERVATION HISTORY), this element provides context for the
creation, management and use of records.
This element may act as a resource discovery point
for users. For example, to enable users to search for all recordkeeping
actions performed by particular agents on particular records, or
to search for all records which have been accessed by a particular
agent.
|
|
Obligation
|
Mandatory
|
|
Contains
|
M13 Agent
Type (M)
M14 Jurisdiction (M)
M15 Corporate ID (M)
M16 Corporate Name (M)
M17 Person ID (M)
M18 Personal Name (M)
M19 Section Name (M)
M20 Position Name
(M)
M21 Contact Details
(M)
M22 Email (M)
M23 Digital Signature
(M) |
|
Related Elements
|
M54
Date
M66 Management History
M71 Use History
M76 Preservation
History
|
|
NAA Metadata
|
Yes
|
|
Repeatable
|
Yes
|
|
Comments
|
Use each time an action is performed on a record,
or a use is made of a record. Use in conjunction with elements M54
DATE, M66 MANAGEMENT
HISTORY and, when used, M71
USE HISTORY, and M76
PRESERVATION HISTORY.
Not all instances of this element will contain
values for all the sub-elements. Agent Type and Corporate Name are
the only sub-elements which must always be used; use of the other
sub-elements will depend on the role of the agent, which is described
using the values under sub-element Agent Type, and the level of
agent description required by the agency.
|
M13 Agent
Type
|
XML Element
Name
|
naa:AgentType
|
|
Definition
|
A category which identifies the role
and responsibilities of a particular agent.
|
|
Purpose
|
This element identifies the role played
by a particular agent.
This element also provides consistency,
through the use of assigned values, in the description of recordkeeping
roles and responsibilities across the Victorian public sector.
|
|
Obligation
|
Mandatory
|
|
Assigned
Values
|
Value Name
|
Definition
|
| |
Document Author
|
The corporate entity, organisational
element and/or individual primarily responsible for the content
of the record. Equates to the term ‘Originator’ used in some environments.
|
| |
Record Creator
|
The corporate entity which makes,
receives and accumulates the records in the course of its business.
The corporate entity to which the record belongs.
|
| |
Transactor
|
The individual(s), elements or entities,
other than the Record Creator, involved in the act or transaction
documented by the record.
|
| |
Registrar
|
The individual responsible for assigning
the record to the recordkeeping system (ie registering the record
into the recordkeeping system).
|
| |
Action Officer
|
An individual
who accesses or makes use of a record in the course of his/her work.
Unlike other Assigned Values for this sub-element, this value does
not generally denote any particular role and is meant to be used
primarily with element M71
USE HISTORY.
Agencies may
choose to allow the value ‘Action Officer’ instead of ‘Transactor’
as the Agent Type of an individual involved in a transaction (see
also sub-element
M56), and instead of ‘Registrar’ as the Agent Type of an individual
who registers a record into a recordkeeping system (see also sub-element
M57).
|
| |
Publisher
|
The corporate entity responsible for
making a record publicly available.
|
| |
Authority
|
The corporate entity, organisational
element and/or individual who is responsible for authorising some
action on the record.
|
| |
Records Manager
|
An individual responsible for administering
and controlling records on a day-to-day basis.
|
| |
Preservation Officer
|
An individual responsible for ensuring
the continuing preservation of, and access to, records for as long
as they have value.
|
| |
System Administrator
|
An individual responsible for the
day-to-day running of the overall computer system of which the recordkeeping
system is a part (including system backup and access control).
|
| |
Access Examiner
|
An individual who examines records
to identify any exempt information they may contain.
|
| |
Auditor
|
An individual, either internal or
external to the agency, who conducts a recordkeeping audit or an
IT system audit of the recordkeeping system to determine agency
compliance with certain standards.
|
| |
Security Officer
|
An individual responsible for promulgating
and enforcing security policies, and for investigating breaches
of security.
|
| |
[other]
|
Other agency defined value.
|
|
Related
Elements
|
M54
Date
M66 Management History
M71 Use History
M76 Preservation
History
|
|
NAA Metadata
|
Yes
|
|
Repeatable
|
Yes
|
|
Default
Value
|
–
|
|
Comments
|
All aggregations of records, including
single records, shall have a Record Creator and a Registrar (which
may be the same as the Record Creator or Document Author).
This element
can be used to record details of agents also recorded in the M54
DATE, M66 MANAGEMENT
HISTORY, M71
USE HISTORY or M76
PRESERVATION HISTORY elements.
Different sub-elements under element
M12 AGENT will be applicable to each Assigned
Value for this sub-element. While the Corporate Name sub-element
shall always be used, in some cases only one of the sub-elements
M14–M20 will be applicable to a particular Assigned Value. For example,
only sub-element M18 Personal Name (and possibly
M17 Person ID) will be applicable to a Registrar.
Agencies need to make their own decisions regarding the levels of
documentation they wish to use when describing an Agent.
The Agent Type of an individual who
is not performing the actions of document authoring or registration,
and who does not have a specific assigned role, shall default to
‘Action Officer’.
The above list of assigned values
may be extended by agencies to meet specific business requirements.
|
M14 Jurisdiction
|
XML Element
Name
|
naa:Jurisdiction
|
|
Definition
|
The jurisdiction within which the
agent operates.
|
|
Purpose
|
This element identifies the jurisdiction
within which records are created, managed and used and provides
contextual information about records.
|
|
Obligation
|
Optional
|
|
Assigned
Values
|
Value Name
|
Definition
|
| |
Commonwealth
|
Commonwealth of Australia
|
| |
ACT
|
Australian Capital Territory
|
| |
NSW
|
New South Wales
|
| |
NT
|
Northern Territory
|
| |
QLD
|
Queensland
|
| |
SA
|
South Australia
|
| |
TAS
|
Tasmania
|
| |
VIC
|
Victoria
|
| |
WA
|
Western Australia
|
| |
Australian Territories
|
Includes, for example, Australian
Antarctic Territory, Christmas Island, Cocos Island.
|
| |
Local
|
Local municipal area
|
| |
[other]
|
Other agency defined value
|
|
NAA Metadata
|
Yes
|
|
Repeatable
|
Yes
|
|
Default
Value
|
VIC
|
|
Comments
|
NB: This
element should not be confused with M47
Jurisdiction. This element should be used to record the jurisdiction
of the agent (NOT the jurisdiction covered by the record).
It is recommended that this sub-element
be used when the value of sub-element M13 Agent Type
is ‘Document Author’, ‘Records Creator’, ‘Transactor’, ‘Publisher’
or ‘Authority’.
Local government agencies may choose
to record the actual name of their municipal area.
|
M15 Corporate
ID
|
XML Element
Name
|
naa:CorporateId
|
|
Definition
|
An identifier assigned to the agent
department or agency.
|
|
Purpose
|
This element uniquely identifies the
department or agency responsible for creating records and to act
as a ‘key’ or link between information held about the department
or agency by Public Record Office Victoria,
and information held by the department or agency about its records.
|
|
Obligation
|
Optional
|
|
Related
Elements
|
M100
Agency Identifier
|
|
NAA Metadata
|
Yes
|
|
Repeatable
|
No
|
|
Default
Value
|
–
|
|
Comments
|
This sub-element shall only be used
in conjunction with sub-element M13 Agent Type,
Assigned Value ‘Record Creator’.
Agencies should apply to Public
Record Office Victoria for a unique Agency Identifier.
The value for
this element may be the same as used in M100
Agency Identifier.
|
M16 Corporate
Name
|
XML Element
Name
|
naa:CorporateName
|
|
Definition
|
The name of the agent department or
agency.
|
|
Purpose
|
This element identifies the department
or agency which owns the records and which is responsible for actions
carried out on the records. It also provides contextual information
about the creation, management and use of records.
|
|
Obligation
|
Mandatory
|
|
NAA Metadata
|
Yes
|
|
Repeatable
|
Yes
|
|
Default
Value
|
The default value should be established
and set by the agency.
|
|
Comments
|
–
|
M17 Person
ID
|
XML Element
Name
|
naa:PersonId
|
|
Definition
|
An identifier assigned to an individual
who performs some action.
|
|
Purpose
|
This element uniquely identifies the
person responsible for actions carried out on records and provides
a ‘key’ or link to other details about the individual held by the
system. It may act as a system security mechanism.
|
|
Obligation
|
Optional
|
|
Related
Elements
|
M66
Management History
M71
Use History
M76
Preservation History
|
|
NAA Metadata
|
Yes
|
|
Repeatable
|
No
|
|
Default
Value
|
–
|
|
Comments
|
A person may have more than one assigned
identifier, but only one identifier per individual should be used
within the agency recordkeeping system.
It is recommended
that this sub-element and/or sub-element M18 Personal
Name be used to facilitate the linking of agent details to actions
on records recorded in element M66
MANAGEMENT HISTORY and, where used, elements M71
USE HISTORY and M76
PRESERVATION HISTORY.
Further identifiers may need to be
added at a later time to uniquely identify the individual if records
are moved outside the agency domain. In many cases, the addition
of sub-element M15 Corporate ID may be enough
to uniquely identify an individual outside the agency domain.
|
M18 Personal
Name
M19 Section
Name
|
XML Element
Name
|
naa:SectionName
|
|
Definition
|
The name of the business section(s)
responsible for an action carried out on a record. The name of the
business section within which a person responsible for a recordkeeping
action works.
|
|
Purpose
|
This element provides further detail
about the agent and enables searching on recordkeeping actions performed
by a particular business section within a department or agency.
It provides further contextual information about the creation, management
and use of records.
|
|
Obligation
|
Optional
|
|
NAA Metadata
|
Yes
|
|
Repeatable
|
Yes
|
|
Default
Value
|
–
|
|
Comments
|
–
|
Elements
M20-M39 >
back to top
printer friendly
|
