Attribute

Attribute Description

Identifying Attributes

Name

identifier

Label

Identifier, Folder ID, Folder Unique Identifier, Folder 1st Unique Identifier (Tracking ID), Attachment Unique Identifier, Task Unique Identifier

Definitional Attributes

Definition

A reference assigned to a folder, attachment or task in the executive correspondence system to ensure they can each be uniquely tracked.

Purpose

To ensure every folder, attachment and task that is tracked in the executive correspondence system can be uniquely identified for accurate location and retrieval.

Constraint

Applies to folders, attachments and tasks.

Datatype Name

Alphanumeric; sequential

Relational Attributes

Value Domain

Dependent on the executive correspondence system used by the institution. Can be generated by the RDIMS system. Examples: The format of the tracking number must be configurable by the individual departmental org unit. Several different formats must be supported / configurable. The following format is an example of one such format:
- YYYY-GRP-######
- YDDD####L
Where:
- YYYY Is the year the correspondence was created
- GRP Is the group that performed the data entry
- ###### Is a sequence number
- L Is the language of the correspondence

Conditions of Application

Obligation

Mandatory

When is Element Populated?

Whenever a new folder, task or attachment is added to the system. Attachment identifiers may be generated by a records management application and carry through to the correspondence management application.

How is the Element Populated?

System generated.

Reference

FREC, 3.1 Metadata Requirements, Reference #2.2, #2.3, #2.4, #2.8, #2.12, #2.19; ECMUCS, 3 Flow of Events, Reference #3.1.9, #3.1.10, #3.1.17, #3.1.18, #3.1.25, #3.1.29, #3.1.31, #3.2.1.1, #3.2.4.2, #3.2.5.2