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8. Details of Individual Metadata Elements
8.46 Trustee Individual Name
Attributes
Attribute
Value
Identifying Attributes
Name
trusteeIndividualName
Label
Trustee Individual Name
Defined by
Government of Canada Records Management Metadata Standard - trusteeIndividualName
Element URI
[To be actioned by Treasury Board of Canada, Secretariat before publication]
Definitional Attributes
Definition
The name of the individual responsible for the stewardship of the record.
Purpose
To identity who is responsible for the record.
May act as a point of contact for information about the record.
To facilitate searching for and retrieval of the record.
Rationale
"Managing the access process involved ensuring that … e) parts of the organization with responsibility for particular functions specify access permissions to records relating to their area of responsibility" ISO International Standard 15489-1, s. 9.7
"Agent metadata at the point of record capture should
a) identify the agents involved in records creation.
b) identify the agents involved in records management processes…" ISO Technical Specification 23081-1, s. 9.4.1
"Business process metadata at the point of record capture should …
b) document links between records, agents and the business functions, activities and transactions to which they relate,
c) identify and document the agent or participants in a transaction…" ISO Technical Specification 23081-1, s. 9.5.1
Value Domain
Enumerated strings of text representing names of individuals.
Datatype Name
String
Constraint
Applicable at record level only.
Obligation
Mandatory at record level.
Relational Attributes
Encoding Scheme
Institution-specific scheme
References
-
Linkages
Trustee Institution Name; Trustee Institutional Entity
Conditions of Application - Record
Format
Text, based on encoding scheme.
Modifiable
Pre Record Declared Locked
Post Record Declared Locked
Yes
Yes, by authorized official only.
Occurrence
Not repeatable
Conditions of Application - File
Format
-
Modifiable
-
Occurrence
-
Comments and Guidance
a) Explanation of Definition/Usage
This element identifies the name of the individual responsible for the stewardship of a record. The trustee is responsible for the integrity of a record and for assigning sensitivity levels, access control lists and classifying the records. The trustee is not necessarily the Creator, and is not necessarily involved in authorizing disposition actions.
This element should not be confused with the element Office of Primary Interest (OPI). The element OPI is used as the final arbiter for records disposition only and does is not responsible for the stewardship of the record through the other phases of its information management life cycle.
In addition, Trustee Individual Name is not to be confused with the element Agent Individual Name which logs who performed an action on a record or file and is auto-populated by the EDRMS. Trustee Individual Name is primarily end-user inputted and is related to the stewardship of the record.
b) Best Practices
Recommended best practice is to format the value for an individual's name using surname, first name.
Once the record is locked, the value for this element may be modified by an authorized official only in order to update information about the trustee (e.g. the original trustee may have left the institution and been replaced by another individual).
c) Obligation
This element is mandatory in order to identify who is responsible for the integrity of the record.
d) Default Values/Auto-populate
An institution may decide to auto-populate this element with the value of Creator or the name of a recipient of a record, but the institution must keep in mind that in many instances these values will not be the trustee.
e) Linkages
Trustee Individual Name is linked to all other trustee elements in order to construct a complete profile of the individual who is the steward of the record. Without a value for Trustee Individual Name, it is not possible to identify the Trustee Institution Name or the Trustee Institutional Entity.
f) Examples
- "Smith, John"
