Minnesota Recordkeeping Metadata Standard:
Appendix K3. Full Record Example
* Indicates mandatory elements
1. AGENT *
| 1.1 | Agent Type | Records Manager |
| 1.2 | Entity Name | Minnesota Department of Administration |
| 1.5 | Person ID | johndoe [system ID] |
| 1.6 | Personal Name | John Doe |
| 1.7 | Organization Unit | Operations Services |
| 1.8 | Position Title | Government Records Analyst |
| 1.10 | john.doe@state.mn.us |
2. RIGHTS MANAGEMENT *
| 2.1 | MGDPA Classification | Private |
| 2.2 | Other Access Condition | Data sharing agreement with Minnesota Department of Human Services |
| 2.3 | Usage Condition | To be used only for the purpose of job application |
3. TITLE *
| 3.1 | Official Title | Standard Application Form |
| 3.2 | Alternative Title | SAF |
4. SUBJECT *
| 4.1 | First Subject Term | Occupations | Scheme: LIV-MN |
| 4.2 | Enhanced Subject Term | Salaries | Scheme: LIV-MN Subdivisions of General Application |
5. DESCRIPTION
| 5. | Description | The Standard Application Form (SAF) is to be utilized in all State of Minnesota employment applications, including the online job application site. |
6. LANGUAGE
| 6. | Language | eng | Scheme: ISO 639-2 |
7. RELATION
| 7.1 | Related Item ID | www.revisor.leg.state.mn.us/stats/13/072.html |
| 7.2 | Relation Type | References |
| 7.3 | Relation Description | Statute reference within record |
8. COVERAGE
| 8.1 | Coverage Type | State |
9. FUNCTION
| 9. | Function | Human Resources |
10. DATE *
| 10.1 | Date/Time Created | 1997-09-01T10:06-6:00 | Scheme: ISO 8601 |
11. TYPE
| 11. | Type | Procedure |
12. AGGREGATION LEVEL *
| 12. | Aggregation Level | Record |
13. FORMAT
| 13.1 | Content Medium | Text |
| 13.2 | Data Format | Microsoft Word 2000 |
| 13.3 | Storage Medium | CD-R |
| 13.4 | Extent | 1.26 Mb |
14. RECORD IDENTIFIER *
| 14. | Record Identifier | 97-a36975 |
15. MANAGEMENT HISTORY *
| 15.1 | Event Date/Time | 1997-09-01T10:07-6:00 | Scheme: ISO 8601 |
| 15.2 | Event Type | Registered | |
| 15.3 | Event Description | Registered into Minnesota Department of Administration recordkeeping system (Admin_1) |
16. USE HISTORY
| 16.1 | Use Date/Time | 2001-09-23T13:23-6:00 | Scheme: ISO 8601 |
| 16.2 | Use Type | Accessed |
17. PRESERVATION HISTORY
| 17.1 | Action Date/Time | 2002-06-11T20:01-6:00 | Scheme: ISO 8601 |
| 17.2 | Action Type | Integrity Checked | |
| 17.3 | Action Description | Integrity checked per schedule | |
| 17.4 | Next Action | Check Integrity | |
| 17.5 | Next Action Due Date | 2003-06-11 | Scheme: ISO 8601 |
18. LOCATION *
| 18.1 | Current Location | Jane Doe, Metro Office, Minnesota Pollution Control Office |
| 18.2 | Home Location Details | Minnesota Department of Administration |
| 18.3 | Home Storage Details | Network server ID Schnoozel |
| 18.4 | Recordkeeping System | Admin_1 |
19. DISPOSAL *
| 19.1 | Retention Schedule | 79-402, item 2 |
| 19.2 | Retention Period | 10 years |
| 19.3 | Disposal Action | Destroy |
| 19.4 | Disposal Due Date | 2007-09-01 |
20. MANDATE
| 20.1 | Mandate Type | Legislation |
| 20.2 | Refers To | Access/Usage |
| 20.3 | Mandate Name | Minnesota Statutes Chapter 13 (Minnesota Government Data Practices Act) |
Minnesota Recordkeeping Metadata Standard: Version 1.2, April 2003.
