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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

  1. "Smith, John"

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