Government of Canada Records Management Metadata Standard - eventDateTime
[To be actioned by Treasury Board of Canada, Secretariat before publication]
The date and time of the action taken on a record or file.
To date/timestamp actions on records or files as they are managed throughout their life cycle.
To date/timestamp when records or files are accessed and used.
"Techniques to ensure capture of records may include…d) systems which profile or template the actions undertaken in doing business, which…
4) identify who has accessed a record,
5) identify when such access took place, and
6) provide evidence of the transactions that have been undertaken on the record." ISO International Standard 15489-1, s. 9.3
"Any authorized annotation, addition or deletion to a record should be explicitly indicated and traceable." ISO International Standard 15489-1, s. 7.2.4
"Tracking of the movement and use of records within a records system is required to:
a) identify outstanding action required,
b) enable retrieval of a record,
c) prevent loss of records,
d) monitor usage for systems maintenance and security, and maintain an auditable trail of records transitions (i.e. capture or registration, classification, indexing, storage, access and use, migration and disposition), and
e) maintain capacity to identify the operational origins of individual records where systems have been amalgamated or migrated." ISO International Standard 15489-1, s. 9.8.1
"Records systems should contain complete and accurate representations of all transactions that occur in relation to a particular record…they may be recorded as audit trails which should be kept at least as long as the document to which they relate is retained." ISO International Standard 15489-1, s. 8.3.2
"An authentic record is one that can be proven … c) to have been created or sent at the time purported." ISO International Standard 15489-1, s. 7.2.2
"[Systems] should provide and maintain audit trails or other methods to demonstrate that records were effectively protected from unauthorized use, alteration or destruction." ISO International Standard 15489-1, s. 8.3.6
"Systems should provide audit trails or other methods to track completed disposition actions." ISO International Standard 15489-1, s. 8.3.7
"The movement of records should be documented to ensure that items can always be located when required... The system should track the issue, transfer between persons, and return of records to their 'home' location or storage, as well as their disposition or transfer to any other authorized external organization including an archives authority" ISO International Standard 15489-1, s. 9.8.3
"A record of disposition actions, once they have been carried out, should be maintained." ISO International Standard 15489-1, s. 9.10
"All records management processes performed upon a record, or on a group or aggregation of records, should be documented. In order to preserve records and guarantee their authenticity, reliability, usability and integrity over time, it is necessary to create metadata that facilitates the triggering or documentation of these records management processes. These metadata should include information about the management processes that have been or will be applied to each record…. Metadata about records management processes can be applied throughout the record's existence…. Additionally, any changes in the record content, context and structure caused by management activities should be documented.
Business processes that access records should also be documented in the metadata throughout the record's life. Such business processes include associating records with actions, action triggers and other records.
All metadata about the record and those accruing in its management and use also form a record: the metadata record that also has to be managed. It is essential to keep this metadata record at least for as long as the record exists. In the case of disposition of records, either by transfer of custody or ownership, or by destruction, some metadata about them may still be needed to account for their existence, management and disposition." ISO Technical Specification 23081-1, s. 5.3.2
A range of dates expressed using the Gregorian calendar and times.
Applicable at record level and file level.
Mandatory at record level; mandatory at file level.
ISO International Standard 8601 [W3CDTF] as adopted by TBITS 39: Treasury Board Information Management Standard, Part 1: Government On-Line Metadata Standard
Agent Individual Identifier; Agent Individual Name; Event Description; Event Type
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 used to identify the date and time an action was performed on a record or file. It is one of the elements that constitute a management and event history log. Event Date/Time is important for accountability purposes and may have legal implications if it must be proven in the future that an action was performed on a record or file.
This element is not related to the element Approved Date which is the date that a record was officially approved. It is also not related to the elements Container From Date and Container To Date. Those elements are used to identify the Record Date of the earliest record in the container and the latest record in the container, respectively.
Event Date/Time will be repeated in the log file for each action that is taken, but since only one action can take place at one single point in time, it is deemed as "Not repeatable".
b) Best Practices
Recommended best practice is to format the value for this element as YYYY-MM-DDThh:mm:ss. Such a standard employs a 24 hour clock (i.e. military time) in order to avoid confusion over am/pm and to eliminate language barriers.
Since this element is used for audit purposes, the value cannot be modified.
This element is mandatory for evidentiary purposes to identify the date and time an action was taken on a record or file.
d) Default Values/Auto-populate
This element is used as a log entry only and is not part of a record or file profile; therefore, all values for this element will be auto-populated by the EDRMS.
This element is linked to Agent Individual Identifier and Agent Individual Name. Through those elements, it is linked indirectly to other agent elements. It is also linked to Event Description and Event Type. Event Date/Time along with the others mentioned constitute a management and event history log.