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5. Principles of Integration and Customization

The elements and definitions in the GC RMMS and GC RMAP cannot be changed, nor can new elements be added, to suit institution or local needs. The elements must be applied as prescribed in the GC RMAP. For example, an institution cannot add an element to the GC RMMS nor can it change the wording of the GC RMAP. The GC RMMS and GC RMAP represent core records management metadata as recommended by ISO 23081-1 and ISO 15489-1.

However, institutions can create their own records management application profiles using the GC RMMS and GC RMAP as the foundation. Such institution-specific application profiles allow for the integration of the GC RMMS and the customization of the GC RMAP. They can accommodate local business requirements and functionality, considerations which are too numerous and diverse to be represented within the GC RMAP.

Institutions can create their own records management application profiles using the GC RMMS and GC RMAP as the foundation.

Specifically, institution-specific application profiles allow for the following:

  • integration of metadata elements from other standards (it is important to note that caution is exercised when integrating sets so that locally defined element do not overlap with imported elements);

  • integration of metadata element refinements from other standards;

  • integration of locally defined metadata elements;

  • integration of locally defined metadata element refinements;

  • identification of institution-specific encoding schemes; and,

  • addition of institution-specific comments and guidance.

GC RMMS elements deemed "mandatory" and "mandatory, if applicable" within the GC RMAP must be included in any institution-specific records management application profile.

In addition, certain principles, as outlined below, should also be followed:

  • An institution-specific application profile is permitted to impose a more stringent obligation on existing metadata elements than the GC RMAP requires. (Metadata elements that are optional in the GC RMAP may be mandatory in the customization.)

  • An institution-specific application profile is permitted to contain metadata elements with value domains that are more restrictive than the GC RMAP. (Metadata elements whose value domains specify non-enumerated values or free text in the GC RMAP may have a controlled vocabulary of appropriate values in the institution-specific customization.)

  • An institution-specific application profile is permitted to restrict the use of controlled vocabularies allowed by the GC RMAP. (If the GC RMAP contains five values in the domain of an existing metadata element, the customization may specify that its domain consists of three domain values. The customization shall require that the user select a value from the three domain values.)

  • An institution-specific application profile is not permitted to expand the number of values in controlled vocabularies specified in the GC RMAP that are not institution specific. However, institutions can develop their own controlled vocabularies.

  • An institution-specific application profile may customize the values of the GC RMAP attribute Label providing they map to the appropriate GC RMMS element.

  • Any element refinements added under a GC RMMS element in an institution-specific application profile shall not be used to broaden the definition or datatype of the GC RMMS element.

To add a new term to an existing term within a controlled vocabulary registered with Library and Archives Canada, contact the maintenance agency for the particular vocabulary. Consult the Thesauri and Controlled Vocabularies section on the Library and Archives Canada website for further details www.collectionscanada.gc.ca/government/controlled-vocabularies/index-e.html.

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