Government of Canada Records Management Metadata Standard - dateApproved
[To be actioned by Treasury Board of Canada, Secretariat before publication]
The date when the content was approved.
To indicate that the record has been approved on a particular date.
"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
A range of dates expressed using the Gregorian calendar.
Applicable at record level only.
Optional at record level.
ISO International Standard 8601 [W3CDTF] as adopted by TBITS 39: Treasury Board Information Management Standard, Part 1: Government On-Line Metadata Standard
Conditions of Application - Record
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 record the date that a record has been approved. As with the Approved By element, this element can have multiple entries.
This element is not to be confused with Event Date/Time which logs the date and time when a records management action was performed on a record or file and which is in most cases system generated.
b) Best Practices
Recommended best practice is to format the value for this element as YYYY-MM-DD.
Once a value is input, it is not modifiable in order to preserve the audit trail of when the record was approved.
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
The value for this date element cannot be auto-populated because creation or modification of the profile can (and often will) be done at a date subsequent to the actual granting of approval. And it cannot be defaulted as no one date would be appropriate. But given the small number of documents that require official approval, supplying a value will be unmanageable.
This element is intrinsically linked to Approved By. There are no other linkages, because it does not affect any other element and is not affected by any other element.