Introduction

Standard
(Version 1)
  Specification 1
  Specification 2
  Specification 3

Standard
(Version 2)
  Specification 1
  Specification 2
  Specification 3
  Specification 4
  Specification 5
  Advice 9
  Advice 10
  Advice 11
  Advice 12
  Advice 13
  Advice 14

Home > Standard > Standard (Version 1) > Specification 2 > VERS Metadata Detail (Elements M20-M39)

XML Element Name

naa:PositionName

Definition

The name of the position(s) responsible for an action carried out on a record. The name of the position filled by a person responsible for a recordkeeping action.

Purpose

This element provides further detail about the agent and enables searching on recordkeeping actions performed by a particular position 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

–

XML Element Name

naa:ContactDetails

Definition

Information on how to contact the agent, such as street or postal address, telephone and fax numbers.

Purpose

This element facilitates contact with an agent at either organisation or individual level and enables an interested party to gain access to the records or to ascertain further information about the records.

Obligation

Optional

NAA Metadata

Yes

Repeatable

Yes

Default Value

Should be established and set by the agency, but could be either global agency-level details or individual-specific details.

Comments

–

XML Element Name

naa:Email

Definition

The email address of the agent.

Purpose

This element enables direct communication with the agent, who is a direct point of contact for providing access to, or further information about, the record.

Obligation

Optional

NAA Metadata

Yes

Repeatable

Yes

Default Value

Should be established and set by the agency, but could be either a single central agency email address or, when the agent is an individual, that individual’s personal email address.

Comments

–

XML Element Name

naa:DigitalSignature

Definition

An encrypted, tamper-proof piece of data which creates a unique and unforgeable identifier of the Document Author (either a corporate entity/ element, or an individual), the Record Creator (a corporate entity), the Transactors (corporate entities/elements, or individuals), or the Action Officers (individuals) involved as Transactors.

Purpose

This element provides proof of the source and integrity of the record and may help to prevent records being forged.

Obligation

Optional

Related Elements

M138 Signature

NAA Metadata

Yes

Repeatable

Yes

Default Value

The digital signature of the Document Author or Record Creator.

Comments

NB: This element is NOT RECOMMENDED for use in a VEO as digital signatures are recorded in M134 SIGNATURE BLOCK. It has been retain in order to maintain compatibility with NAA Recordkeeping metadata.

May be the digital signature of a corporate entity, a corporate element or an individual.

Only for use with M13 Agent Type, Assigned Values ‘Document Author’, ‘Record Creator’, ‘Transactor’ and ‘Action Officer’ (if the Transactor is designated as an Action Officer).

If the VEO is digitally signed (see M134 SIGNATURE BLOCK) by an individual or entity identified in M13 Agent Type this value will be the same as M138 SIGNATURE.

XML Element Name

naa:RightsManagement

Definition

Policies, legislation, caveats and/or classifications which govern or restrict access to or use of records to facilitate the proper and appropriate management of sensitive or classified records and to alert users to restrictions on access and use of records, and to advise on when such restrictions may change or cease.

Purpose

This element facilitates the proper and appropriate management of sensitive or classified records. It may alert users to restrictions on access and use of records, and advise on when such restrictions may change or cease.

Obligation

Mandatory

Contains

M25 SecurityClassification (M)
M26 Caveat (M)
M27 Codeword (M)
M28 ReleasabilityIndicator (M)
M29 AccessStatus (M)
M30 UsageCondition (M)
M31 EncryptionDetails (M)

Related Elements

M66 Management History

NAA Metadata

Yes

Repeatable

No

Comments

The values contained in the sub-elements reflect the current status of access and usage rights for the records.

The values shall be able to be changed by an authorised Agent (‘authorised Agent’ shall be agency-defined).

When values for access and usage rights are changed, the old values shall be stored in element M66 MANAGEMENT HISTORY.

XML Element Name

naa:SecurityClassification

Definition

A means of classifying records based on their security requirements.

Purpose

This element minimises the chances of records being acquired by people or organisations not authorised to receive them.

Obligation

Mandatory

Assigned Values

Value Name

Definition

Unclassified

Record not classified.

In-Confidence

The IN-CONFIDENCE marking is used when the compromise of the information could cause limited damage to the State, the Government, commercial entities or members of the public. This protective marking is accompanied by a notification of the subject matter to ensure correct handling and an easy appreciation of the need-to-know requirement.

Examples of types of IN-CONFIDENCE markings include STAFF-IN-CONFIDENCE, SECURITY-IN- CONFIDENCE, COMMERCIAL-IN-CONFIDENCE, AUDIT-IN- CONFIDENCE, CABINET-IN-CONFIDENCE.

Information that might be classified as IN-CONFIDENCE includes information whose compromise could:

• cause substantial distress to individuals or private entities
• cause financial loss or loss of earning potential to, or facilitate improper gain or advance for, individuals or private entities
• prejudice the investigation or facilitate the commission of crime
• breach proper undertakings to maintain the confidentiality of information provided by third parties
• impede the effective development or operation of government policies
• breach statutory restrictions on the management and disclosure of information
• disadvantage the Government in commercial or policy negotiations with others
• undermine the proper management of the public sector and its operations.

This value can be used in conjunction with M26 Caveat.

Protected

The PROTECTED marking is used when the compromise of the information could cause damage to the Commonwealth, the Government, commercial entities or members of the public. For instance, compromise could:

• endanger individuals and private entities
• work substantially against national finances or economic and commercial interests
• substantially undermine the financial viability of major organisations
• impede the investigation or facilitate the commission of serious crime
• seriously impede the development or operation of major government policies.

Highly Protected

The HIGHLY PROTECTED marking indicates that the information requires a substantial degree of protection as compromise of the information could cause serious damage to the State, the Government, commercial entities or members of the public. For instance, compromise could:

• threaten life directly
• seriously prejudice public order
• substantially damage national finances or economic and commercial interests.

Very little information belongs in the HIGHLY PROTECTED category and the marking should be used sparingly.

Related Elements

M66 Management History

NAA Metadata

Yes

Repeatable

No

Default Value

Unclassified.

Comments

NB: Several assigned values (Restricted, Confidential, Secret, Top Secret), which are Commonwealth Government National Security classifications and which should not be used in the Victorian public sector, have been removed from this description.

Do not use element M42 RELATION to relate a single item of a particular security classification with a file of a lower classification level – eg it shall not be possible to use sub-element M44 Relation Type, Assigned Value ‘Contains/Contained In’ to associate a secret item with a confidential or unclassified file.

The value of this sub-element may change over time, so it shall be linked to element M66 MANAGEMENT HISTORY, sub-element M69 Event Type, Assigned Value ‘Classification Up/Downgraded’.

When ‘Classification Up/Downgraded’ is selected as the action to be taken on the record, the old value of the Classification sub-element shall be replaced by the new value. Details of the change, including the old classification, shall be placed in MANAGEMENT HISTORY. Also refer to sub-element M69 Event Type.

XML Element Name

naa:Caveat

Definition

A warning that the record requires special handling, and that only people cleared and entitled to see that record may have access to it.

Purpose

This element helps prevent unauthorised handling of, or access to, records with special sensitivities.

Obligation

Optional

Assigned Values

Value Name

Definition

Cabinet-in-Confidence

All documents and records prepared for consideration by Cabinet.

Commercial-in-Confidence

Documents and records whose disclosure may

• cause financial loss or loss of earning potential to, or facilitate improper gain or advance for, individuals or private entities
• breach proper undertakings to maintain the confidentiality of information provided by third parties
• breach statutory restrictions on the management and disclosure of information
• disadvantage the Government in commercial or policy negotiations with others.

Medical-in-Confidence

Documents and records whose disclosure may

• cause substantial distress to individuals or private entities
• breach proper undertakings to maintain the confidentiality of information provided by third parties
• breach statutory restrictions on the management and disclosure of information.

Staff-in-Confidence

Documents and records whose disclosure may

• impede the effective development or operation of government policies
• undermine the proper management of the public sector and its operations.

Personal

Documents and records of a personal and private nature.

[other]

Other agency defined value.

Related Elements

M66 Management History

NAA Metadata

Yes

Repeatable

Yes

Default Value

A default value shall be set by an agency in order to meet its own requirements.

Comments

Other caveats may be added by agencies working within particular security domains or compartments.

The value of this sub-element may change over time, so it shall be linked to element M66 MANAGEMENT HISTORY, sub-element M69 Event Type, Assigned Value ‘Caveat Changed’.

When ‘Caveat Changed’ is selected as the action to be taken on the record, the old value of the Caveat sub-element shall be replaced by the new value.

Details of the change, including the old caveat, shall be written to the MANAGEMENT HISTORY. Also refer to sub-element M69 Event Type.

XML Element Name

naa:Codeword

Definition

A form of caveat which is used to refer to classified information or activity, without revealing the nature of that information or activity to unauthorised personnel.

Purpose

This element prevents discovery of the nature of the information or activity covered by particular security compartments. It provides a shorthand means of referring to classified material of a specific nature, thereby protecting the nature and purpose of that material from discovery by people without the relevant briefings.

Obligation

Optional

Related Elements

M66 Management History

NAA Metadata

Yes

Repeatable

Yes

Default Value

A default value shall be able to be set by an agency in order to meet its own requirements.

Comments

NB: NOT RECOMMENDED for use in VEOs. It has been retain in order to maintain compatibility with NAA Recordkeeping metadata.

The value of this sub-element may change over time, so it shall be linked to element M66 MANAGEMENT HISTORY, sub-element M69 Event Type, Assigned Value ‘Codeword Changed’.

When ‘Codeword Changed’ is selected as the action to be taken on the record, the old value of the Codeword sub-element shall be replaced by the new value.

Details of the change, including the old codeword, shall be written to the MANAGEMENT HISTORY. Also refer to sub-element M69 Event Type.

XML Element Name

naa:ReleasabilityIndicator

Definition

A self-evident abbreviation applied to certain records to indicate their releasability status, such as whether they may be released to another country.

Purpose

This element restricts the dissemination of the records to certain nationalities and provides a further level of protection against the compromise of national security interests.

Obligation

Optional

Assigned Values

Value Name

Definition

AUSTEO

Australian Eyes Only

AUSCANUKUS

Releasable to Australia, Canada, United Kingdom and United States

Related Elements

M66 Management History

NAA Metadata

Yes

Repeatable

Yes

Default Value

A default value shall be able to be set by an agency in order to meet its own requirements.

Comments

NB: This is a Commonwealth Government National Security classification and should not be used in the Victorian Public Sector. It has been retain in order to maintain compatibility with NAA Recordkeeping metadata.

The value of this sub-element may change over time, so it shall be linked to element M66 MANAGEMENT HISTORY, sub-element M69 Event Type, Assigned Value ‘Releasability Indicator Changed’.

When ‘Releasability Indicator Changed’ is selected as the action to be taken on the record, the old value of the Releasability Indicator sub-element shall be replaced by the new value.

Details of the change, including the old caveat, shall be written to the MANAGEMENT HISTORY. Also refer to sub-element M69 Event Type.

The above values are listed as examples only. There are many other possible values for Releasability Indicators (RIs), and these may be added as Assigned Values by agencies working within particular domains or compartments.

XML Element Name

naa:AccessStatus

Definition

Information about whether a record is closed for a period or may be released or published, or whether it is to be wholly or partially withheld from public access.

Purpose

This element facilitates or restricts public access to government records which are closed.

Obligation

Optional

Assigned Values

Value Name

Definition

Not for Release

The record is not to be released or published.

May be Published

The record may be published.

May be Released under FOI

The record contains no information which might preclude it from being released to an individual or party under an FOI request.

Limited Release

Due to particular sensitivities of a security, privacy, business or other nature:

the record may be released to a limited (agency-defined) audience only; or

limited parts or sections only of a record may be released.

Published

The record has been made publicly available (through formal publishing or some other means).

Related Elements

M66 Management History

NAA Metadata

Yes

Repeatable

No

Default Value

Depending on its business requirements, an agency may set the default to be either ‘Not for Release’ or ‘May be Published’.

Comments

Agencies may be required to provide access to records under the provisions of the FOI Act.

The value of this sub-element may change over time, so it shall be linked to element M66 MANAGEMENT HISTORY, sub-element M69 Event Type, Assigned Value ‘Access Status Changed’.

When ‘Access Status Changed’ is selected as the action to be taken on the record, the old value of the Access Status sub-element shall be replaced by the new value.

Details of the change, including the old access status, shall be written to the MANAGEMENT HISTORY. Also refer to sub-element M69 Event Type.

XML Element Name

naa:UsageCondition

Definition

An indication that some kind of limitation or restriction has been placed on how a record may be used by staff within an agency or by the general public.

Purpose

This element protects a record against any form of unauthorised use (including unauthorised disclosure), or any use which may place the owner or creator of a record (either a corporate entity or an individual) at a disadvantage. It helps an agency ensure that the records for which it is responsible are not used in ways that contravene copyright or privacy restrictions, or that will cause damage to specific business or domain interests.

Obligation

Optional

Related Elements

M71 Use History

NAA Metadata

Yes

Repeatable

Yes

Default Value

Copyright Ó State of Victoria YYYY (where YYYY represents the year) may be the default for a published Item.

It shall be possible for an agency to set its own default value for the Usage Condition.

Comments

There are many possible values for Usage Conditions. Examples include copyright statements, statements which detail to whom use of the record is restricted, and statements which list penalties for unauthorised disclosure. Other Usage Conditions may be added as Assigned Values by agencies to meet their own requirements for restricting the use of records.

Some Usage Conditions may be system-enforceable and will require specific usage types to be included under element M71 USE HISTORY, sub-element M74 Use Type, to track authorised usage and unauthorised attempts at usage over time.

XML Element Name

naa:EncryptionDetails

Definition

Information, or pointers to information, about how a record has been encrypted to enable decryption (and hence, access) if the record is stored in the recordkeeping system in an encrypted state and to enable re-encryption if the record is stored in the recordkeeping system in a decrypted state, but needs to be moved to another system or location.

Purpose

This element enables decryption (and hence, access) if the record is stored in the recordkeeping system in an encrypted state. It may also enable re-encryption if the record is stored in the recordkeeping system in a decrypted state, but needs to be moved to another system or location.

Obligation

Optional

NAA Metadata

Yes

Repeatable

No

Default Value

The agency’s own public key and Certification Authority.

Comments

NB: Encryption of long term records is NOT RECOMMENDED. It has been retain in order to maintain compatibility with NAA Recordkeeping metadata. The use of digital signatures for encryption is different to the use of digital signatures to ensure authenticity. For more detailed discussion of digital signature infrastructures and technologies see PROS 99/007 Specification 3: VERS Standard Electronic Record Format

If encryption is used, details need to be recorded about the public and private keys, and the Certification Authority which has authorised, and which vouches for, the identity of the key holders. These details are required in order to restrict or enable access to the encrypted record.

This sub-element could be used either to record the encryption details themselves (if the recordkeeping system is considered sufficiently secure), or to record the location of the encryption details which are stored outside the recordkeeping system.

It is recommended that information regarding private keys never be held within the recordkeeping system.

XML Element Name

naa:Title

Definition

The name given to the record. For ease and speed of identification, and to facilitate control, a record must have a title which is representative of its contents.

Purpose

This element assists in identifying the record and acts as a resource discovery access point for users. It may also describe the functions and/or subjects documented in the record.

Obligation

Mandatory

Contains

M33 Scheme Type (M)
M34 Scheme Name (M)
M35 Title Words (M)
M36 Alternative (M)

Related Elements

M37 Subject
M50 Function

NAA Metadata

Yes

Repeatable

No

Comments

The element M32 TITLE provides ‘whole-of-title’ access to records. If the sub-element M33 Scheme Type is either subject-based or functional, the elements M37 SUBJECT and M50 FUNCTION will provide access at the individual keyword or descriptor level.

XML Element Name

naa:SchemeType

Definition

The type of naming convention used to title records.

Purpose

This element provides information about the titling of the record. Summary information about how records are titled across different business areas in a department or agency may be useful in the management and control of those records.

Obligation

Mandatory

Assigned Values

Value Name

Definition

Functional

The titling scheme used describes the functions and activities covered by the content of the record.

Subject-based

The titling scheme used describes the topic of the record.

Free Text

Free text, alone or in combination with some form of controlled vocabulary, is used to title the record.

Related Elements

M37 Subject
M50 Function

NAA Metadata

Yes

Repeatable

Yes

Default Value

Should be set to the default scheme type used by an agency to title its records.

Comments

If the identified Scheme Type is ‘Subject-based’, element M37 SUBJECT shall be used.

If the identified Scheme Type is ‘Functional’, element M50 FUNCTION shall be used.

If the identified Scheme Type is ‘Free Text’ only, the value of sub-element M34 Scheme Name shall be ‘None’.

Agencies may designate more than one Scheme Type where, for example, they use a combination of a functional or subject-based scheme with free text.

XML Element Name

naa:SchemeName

Definition

The name of the specific internal/external standard, method or convention used to title the record.

Purpose

This element informs users of the particular standard, method or convention used to title the record.

Obligation

Mandatory

Assigned Values

Value Name

Definition

None

No scheme has been used to title the record.

Agency Functional Thesaurus

An internal agency-specific functional thesaurus used for titling records.

Agency Subject Thesaurus

An internal agency-specific, subject-based thesaurus used for titling records.

[other]

Other agency defined value.

NAA Metadata

Yes

Repeatable

No

Default Value

Should be set to the default scheme used by an agency to title its records.

Comments

The list of Assigned Values is not exhaustive; there are a number of schemes available for use in specialist areas. Agencies may extend the set of Assigned Values by adding specialist schemes or their own internal functional or subject-based schemes.

XML Element Name

naa:TitleWords

Definition

The words used to name the record – ie the title.

Purpose

This element enables searching on a title in its entirety. It allows an exact hit on a record if its title is known in full by the searcher.

Obligation

Mandatory

NAA Metadata

Yes

Repeatable

No

Default Value

–

Comments

–

XML Element Name

naa:Alternative

Definition

An alternative name by which the record is known.

Purpose

This element identifies the same record to areas or individuals that may refer to it by an alternative name to its official title.

Obligation

Optional

NAA Metadata

Yes

Repeatable

Yes

Default Value

–

Comments

Organisations, business areas and individuals often have shorthand methods of referring to records, particularly if they have long or complex titles. The use of an acronym of the title, or of an informal or colloquial title, are common examples of this.

XML Element Name

vers:Subject

Definition

The subject or topic of a record which concisely and accurately describes the record’s content.

Purpose

This element acts as a resource discovery access point at a finer level of detail than that provided by the element M32 TITLE. Some users may require searching capability at individual keyword level, rather than just by the title as a whole.

Obligation

Optional but this element must be used if a Scheme Type under sub-element M33 has been designated as ‘Subject-based’.

Contains

M38 Keyword Level
M39 Keyword

NAA Metadata

Yes

Repeatable

Yes

Comments

Some subject-based schemes are hierarchical; others allow the use of a number of equally weighted keywords.

If the scheme allows for equally weighted keywords, multiple M39 Keyword sub-elements should be used. The M38 Keyword Level should not be present.

If the scheme is hierarchical, multiple M37 SUBJECT elements will be present, one element for each level. The M38 Keyword Level sub-element will indicate the level of the keywords in this element, and M39 Keyword will contain the list of keywords.

NB: The definition of this element has been changed from that given in NAA to simplify implementation and to improve the ability to transfer records between systems. To map from an NAA metadata element create an instance of M37 SUBJECT element with the appropriate M38 Keyword Level sub-element set and the keyword(s) in the M39 Keyword sub-element. For example, mapping from the NAA metadata Subject/2^nd Level Keyword = "Ministerial" would give a: Subject {Keyword Level = 2, Keyword = "Ministerial"}. To map from a VERS metadata element to the equivalent NAA metadata element create an instance of the appropriate sub-element for that level. Note that this may require the definition of new sub-elements if it is a 4^th or greater level keyword.

XML Element Name

vers:KeywordLevel

Definition

The level of the keyword.

Purpose

When using a hierarchical subject scheme, this element indicates the level of this list of keywords. Level 1 is the highest level.

Obligation

Optional

NAA Metadata

No

Repeatable

No

Default Value

–

Comments

–

XML Element Name

vers:Keyword

Definition

The keyword

Purpose

This element indicates that the record is about a particular subject category (or categories).

Users can use further keywords to either refine or broaden their search (depending on the Boolean operators used).

Obligation

Mandatory

NAA Metadata

No

Repeatable

Yes

Default Value

–

Comments

–