Government of Canada Records Management Metadata Standard - contentAuthority
[To be actioned by Treasury Board of Canada, Secretariat before publication]
The name of the individual or entity that approved the content.
To document accountability for the content of the record.
"An authentic record is one that can be proven a) to be what it purports to be…" ISO International Standard 15489-1, s. 7.2.2
"A reliable record is one whose contents can be trusted as a full and accurate representation of the transactions, activities or facts to which they attest and can be depended upon in the course of subsequent transactions or activities." ISO International Standard 15489-1, s. 7.2.3
Enumerated and/or non-enumerated strings of text representing the names of individuals or entities.
Applicable at record level only.
Optional at record level.
If using an enumerated list, entity values must be assigned from:
Conditions of Application - Record
Text, based on encoding scheme, or free text.
Pre Record Declared Locked
Post Record Declared Locked
Conditions of Application - File
Comments and Guidance
a) Explanation of Definition/Usage
This element is intended to document accountability for the content of a record by identifying the person or entity that has approved the content. The nature of this element dictates that the Creator of the record is often not the person/entity granting approval.
It is important that this element be completed for those records that require official approval in order to document accountability. These include (but are not limited to) policies, standards, submissions, main estimates, annual reports, etc.
Multiple approvals may be necessary for a single record; hence, the element is repeatable.
b) Best Practices
It is normal for approval to be given at a date much later than the Record Date. In these cases, each institution will require business rules and processes for updating the profile.
Recommended best practice is to format the value for an individual's name using surname, first name.
Once a value is input, it is not modifiable in order to preserve the audit trail of who approved the record.
This element is deemed optional because it is not a core records management function and is not specifically required by ISO standards.
d) Default Values/Auto-populate
This element cannot be auto-populated nor defaulted since the value for this element will depend on the situation, but given the small number of documents that require official approval, supplying a value will be unmanageable.
This element is intrinsically linked to Approved Date.