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Minnesota Recordkeeping Metadata Standard: Coverage Element

8. COVERAGE

Definition: The jurisdictional, spatial, and/or temporal characteristics of the content of the record.
Purpose: To allow a search to be restricted to records about a certain jurisdiction, place, or time.
Rationale: Useful for agencies which collect and work with raw data on a large scale.
Obligation: Optional
Applicability: Applicable at the record and/or record series level.
Use
Conditions:

The information required in this element will often be adequately reflected in elements 3. TITLE, 4. SUBJECT, 5. DESCRIPTION, or 9. FUNCTION.

This element shall be linked to elements 12. AGGREGATION LEVEL and 14. RECORD IDENTIFIER.

Repeatable?: Yes

Sub-Elements

(Name,
Obligation,
Schemes):

Name Obligation Schemes
8.1 Coverage Type Mandatory Minnesota Recordkeeping Metadata Standard, agency-defined schemes
8.2 Coverage Name Optional IRM Standard 15 (Numeric Codes for the Identification of Counties in Minnesota), IRM Standard XX (Numeric Codes for the Identification of Cities, Townships, and Unorganized Territories in Minnesota), ISO 8601 standard for date/time encoding, agency-defined schemes
Comments: This element, for recordkeeping purposes, is likely to be used by those agencies which deal with statistical or geospatial data on a large scale.

8.1 COVERAGE TYPE

Definition: The type of place or period, including jurisdiction, covered by and/or discussed in the content of the record.
Purpose:

To enable a search to be conducted on records covering types of places, periods, or jurisdictions.

To facilitate management of records dealing with the same coverage type.

May provide valuable information about the content of the record which is additional to that provided by elements 3. TITLE, 4. SUBJECT, 5. DESCRIPTION, and 9. FUNCTION.

Obligation: Mandatory
Use Conditions: This sub-element should be used in conjunction with sub-element 8.2 Coverage Name.

Assigned Values:

(Value Name,
Definition)

Value Name Definition
Calendar Year -
City -
Congressional District -
County -
Fiscal Year -
Legislative District -
School District -
School Year -
Spatial -
State -
Township -
Tribe -
Unorganized Territory -
Default Value: -
Repeatable?: Yes
Assigned By?: Assigned by authorized agent from a pick-list of assigned values
Schemes: Minnesota Recordkeeping Metadata Standard, agency-defined schemes.
Comments:

It is expected that agencies will generate their own list of assigned values to meet their own needs. For example, state patrol district, economic development district, and soil and water conservation district are only of value to particular agencies.

8.2 COVERAGE NAME

Definition: Locations, regions, geographical areas and/or time period covered by and/or discussed in the content of the record.
Purpose:

To enable searches to be conducted on records covering designated locations, regions, geographical areas, time periods, or date ranges.

To facilitate management of records dealing with the same locations, regions, geographical areas, time periods, or date ranges.

May provide valuable information about the content of the record which is additional to that provided by elements 3. TITLE, 4. SUBJECT, 5. DESCRIPTION, and 9. FUNCTION.

Obligation: Optional
Use Conditions:

Will often be indicated by the standard place name of the location being referred to. Some agencies use other labeling conventions/mechanisms to refer to regions and locations, and these indicators are also acceptable. Both standard period names and standard dates/date ranges may be used.

This sub-element should be used in conjunction with sub-element 8.1 Coverage Type.

Assigned Values: -
Default Value: -
Repeatable?: Yes
Assigned By?: Authorized agent
Schemes: IRM Standard 15 (Numeric Codes for the Identification of Counties in Minnesota), IRM Standard XX (Numeric Codes for the Identification of Cities, Townships, and Unorganized Territories in Minnesota), ISO 8601 standard for date/time encoding, agency-defined schemes.
Comments: -

COVERAGE Examples

8.1 Coverage Type Calendar Year
8.2 Coverage Name 2002 Scheme: ISO 8601

8.1 Coverage Type School District
8.2 Coverage Name School District 318

8.1 Coverage Type County
8.2 Coverage Name 139 Scheme: IRM Standard 15 (Numeric Codes for the Identification of Counties in Minnesota)

 Minnesota Recordkeeping Metadata Standard: Version 1.1, July 2002.


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