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8. Details of Individual Metadata Elements

8.9 Aggregation

Attributes

Attribute

Value

Identifying Attributes

Name

aggregation

Label

Aggregation

Defined by

Government of Canada Records Management Metadata Standard - aggregation

Element URI

[To be actioned by Treasury Board of Canada, Secretariat before publication]

Definitional Attributes

Definition

The resource's level or position in a hierarchy.

Purpose

Allows for easy identification of a record or file.

Allows searches to be restricted to resources at a particular level.

Helps indicate which actions can be carried out on the resource depending on its level.

Rationale

"Metadata for accessibility should do the following:
a) Identify information about records or aggregations of records.
b) Identify and document the aggregation, such as a file or series, in which a record or group of records exists…" ISO Technical Specification 23081-1, s. 9.2.3.1

Value Domain

Enumerated strings of text describing aggregation levels.

Datatype Name

String

Constraint

Applicable at record level and file level.

Obligation

Mandatory at record level; mandatory at file level.

Relational Attributes

Encoding Scheme

Government of Canada Aggregation Scheme [under development - see Comments and Guidance]

References

-

Linkages

File Code; Identifier

Conditions of Application - Record

Format

Text, based on encoding scheme.

Modifiable

Pre Record Declared Locked

Post Record Declared Locked

No

No

Occurrence

Not repeatable

Conditions of Application - File

Format

Text, based on encoding scheme.

Modifiable

No

Occurrence

Not repeatable

Comments and Guidance

a) Explanation of Definition/Usage

This element is used to identify a specific level of a resource. In the context of this application profile, these levels will include Record level and File level. Without this element, users would not have the ability to search specifically for a record only or a file only.

b) Best Practices

This element is intended to be an indicator of whether a resource is a record or a file. Given that, the EDRMS needs to indicate this information in the most efficient manner. There are no set rules for how this might be indicated.

Aggregation is not modifiable as a record cannot become a file and vice versa. Once the determination is made, the value is a constant.

c) Obligation

This element is deemed mandatory based on ISO requirements and for facilitating search and retrieval.

d) Default Values/Auto-populate

This element will be auto-populated based on the level at which the resource is classified.

e) Linkages

Aggregation is linked to File Code in order to gain further context from the identification of the resource's placement within a classification scheme / file plan. It is also linked to Identifier for the unambiguous identification of a record or file, especially since many records share the same value for File Code.

f) Examples

  1. "Record"

  2. "File"

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