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8. Details of Individual Metadata Elements

8.47 Trustee Institution Name

Attributes

Attribute

Value

Identifying Attributes

Name

trusteeInstitutionName

Label

Trustee Institution Name

Defined by

Government of Canada Records Management Metadata Standard - trusteeInstitutionName

Element URI

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

Definitional Attributes

Definition

Official name of the institution of the individual responsible for the stewardship of the record.

Purpose

To identify the institution of the individual responsible for the stewardship of the record for evidentiary requirements.

To identify responsibility at an institution level.

May act as a point of contact for information about the record.

Rationale

"Assigning rights or restrictions to access involves similar steps to activity classification. Referring to the security and access classification scheme … b) identify the business unit to which the records belong…" ISO Technical Report 15489-2, s. 4.3.5

"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 institutions.

Datatype Name

String

Constraint

Applicable at record level only.

Obligation

Optional at record level.

Relational Attributes

Encoding Scheme

Titles of Federal Organizations

Linkages

Trustee Individual Name

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 contains the official name of the institution to which the trustee belongs.

It is not to be confused with the element Agent Institution Name which logs the name of the institution of the agent who performed an action on a record or file and is auto-populated by the EDRMS.

b) Best Practices

Institutions should refrain from using acronyms when populating this element.

In order to ensure standardization of entries, recommended best practice is to select a value from the Titles of Federal Organizations.

It should be noted that the Titles of Federal Organizations, presented published as of March 1998, is currently undergoing a review in order to update its content.

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 for documentary purposes. It is important for the context of the record to be able to identify the institution for which the trustee worked.

d) Default Values/Auto-populate

This element will be either auto-populated or defaulted, depending on the implementation.

e) Linkages

This element is intrinsically linked to the Trustee Individual Name element because the Trustee Individual Name element is required before the value of this element can be entered. In addition, through Trustee Individual Name this element is linked to Trustee Institutional Entity. Consequently, a complete profile of the individual who is the steward of the record may be constructed.

f) Examples

  1. "Indian and Northern Affairs Canada"

  2. "Environment Canada"

  3. "National Defence"

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