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Minnesota  State Archives

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 E-mail 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.


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