Government of Canada Records Management Metadata Standard - eventDescription
[To be actioned by Treasury Board of Canada, Secretariat before publication]
The details of the specific action taken on a record or file.
To provide further clarification/documentation about actions taken on a record or file.
"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
"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
Non-enumerated strings of text describing events.
Applicable at record level and file level.
Optional at record level; optional at file level.
Agent Individual Identifier; Agent Individual Name; Event Date/Time; 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 a free text element that is used to further clarify the actions taken on a record or file. Specific details of an event may include the reason for the event, the authorization for the event and information about the original status of the record or file. It is one of the elements that constitute a management and event history log.
Event Description will be repeated in the log file, when appropriate, 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
While this element is a free text element, it is recommended that business rules be developed to structure the information contained in it to promote consistency.
The old value of the particular record status being changed by the event may be recorded in this element.
Since this element is used for audit purposes, the value cannot be modified.
This element is deemed to be optional because it provides additional information on the event only. It is not required for managing the record or file through the information life cycle.
d) Default Values/Auto-populate
Since this is a free text element with different values depending on the situation, the element cannot be defaulted or auto-populated.
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 Date/Time and Event Type. Event Description along with the others mentioned constitute a management and event history log.