Attribute

Value

Identifying Attributes

Name

fileName

Label

File Name

Defined by

Government of Canada Records Management Metadata Standard - fileName

Element URI

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

Definitional Attributes

Definition

The name, derived from a classification scheme / file plan, of the file.

Purpose

To associate the record or file to the classification scheme / file plan which supports the functions and activities of the business/program area.

To ensure that records and files are linked to the classification scheme / file plan in a consistent manner over time.

To assist in the retrieval of all records and files relating to a particular function or activity.

A mechanism that allows for the application of retention requirements and disposition actions for records and files.

Rationale

"Classification of business activities acts as a powerful tool to assist the conduct of business and in many of the processes involved in the management of records including

a) providing linkages between individual records which accumulate to provide a continuous record of activity,
b) ensuring records are named in a consistent manner over time,
c) assisting in the retrieval of all records relating to a particular function or activity,
d) determining security protection and access appropriate for sets of records,
e) allocating user permissions for access to, or action on, particular groups of records,
f) distributing responsibility for management of particular sets of records,
g) distributing records for action, and
h) determining appropriate retention periods and disposition actions for records." ISO International Standard 15489-1, s. 9.5.1

"A useable record is one that can be located, retrieved, presented and interpreted. It should be capable of subsequent presentation as directly connected to the business activity or transaction that produced it. The contextual linkages of records should carry the information needed for an understanding of the transactions that created and used them. It should be possible to identify a record within the context of broader business activities and functions." ISO International Standard 15489-1, s. 7.2.5

"A records system should … b) organize the records in a way that reflects the business processes of the records' creator, …" ISO International Standard 15489-1, s. 8.2.2

"Business or personal actions should be captured as records and linked with metadata which characterize their specific business context when they commit an organization or individual to action, render an organization or individual accountable, or document an action, a decision or decision-making process." ISO International Standard 15489-1, s. 9.1

"Metadata for accessibility should do the following …
f) facilitate the classification of business functions, activities and transactions
g) facilitate the classification of records." ISO Technical Specification 23081-1, s. 9.2.3.1 and s. 9.6.1

Value Domain

Enumerated strings of text representing file names.

Datatype Name

String

Constraint

Applicable at record level or file level. Must be applicable for at least one level; may be applicable at both levels.

Obligation

Mandatory at record level or mandatory at file level. Must be mandatory for at least one level; may be mandatory at both levels.

Relational Attributes

Encoding Scheme

Institution-specific approved corporate classification scheme / file plan

References

-

Linkages

File Code

Conditions of Application - Record

Format

Text, based on encoding scheme.

Modifiable

Occurrence

Not repeatable

Conditions of Application - File

Format

Text, based on encoding scheme.

Modifiable

Yes, by authorized official only.

Occurrence

Not repeatable