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8. Details of Individual Metadata Elements

8.48 Trustee Institutional Entity

Attributes

Attribute

Value

Identifying Attributes

Name

trusteeInstitutionalEntity

Label

Trustee Institutional Entity

Defined by

Government of Canada Records Management Metadata Standard - trusteeInstitutionalEntity

Element URI

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

Definitional Attributes

Definition

The formal name of the work group, unit of work, business unit, etc. of the individual responsible for the stewardship of the record.

Purpose

To provide further refinement of institutional information about the trustee for evidentiary requirements.

To identify responsibility at an entity 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 institutional entities.

Datatype Name

String

Constraint

Applicable at record level only.

Obligation

Optional at record level.

Relational Attributes

Encoding Scheme

Institution-specific scheme

References

-

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 business unit to which the trustee belongs. Business unit can be defined as any organizational level within the institution. For Example: Sector, Program, Branch, Directorate, Division, Workgroup.

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

b) Best Practices

Recommended best practice is to select a value from an institution-specific scheme. In developing an institution-specific encoding scheme, institutions may wish to consult internal organization charts or GEDS and expand as required.

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 deemed optional because it does not assist in managing the record or file through the information management life cycle.

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 Name. Consequently, a complete profile of the individual who is the steward of the record may be constructed.

f) Examples

  1. "Office of the Librarian and Archivist of Canada"

  2. "Office of the Librarian and Archivist of Canada - Government Information Management Office"

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