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Minnesota Recordkeeping Metadata Standard: Date Element

10. DATE

Definition:

The dates and times at which such fundamental recordkeeping actions as of the record's or records series' creation and transaction occur.

The dates and times at which other significant events occur that are not recorded under other elements.

Purpose:

To provide system validation of such acts as creation and transaction.

In combination with other metadata elements to provide evidence of the record's authenticity.

To restrict or facilitate access to records based on their date of creation or other significant dates that do not fall under 15. MANAGEMENT HISTORY, 16. USE HISTORY, or 17. PRESERVATION HISTORY .

These dates are 'defining' dates in the life of records and are essential for the proper and accountable management of records.

Rationale: -
Obligation: Mandatory
Applicability: Applicable at the record and/or record series level.
Use Conditions:

Values shall be assigned to the sub-elements at the actual dates and times the events themselves take place.

This element shall be linked to element 1. AGENT , sub-element 1.1 Agent Type 'Record Content Author' to enable the agency, organizational unit, or individual responsible for the actions to be recorded.

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

Repeatable: No

Sub-Elements

(Name,
Obligation,
Schemes):

Name Obligation Schemes
10.1 Date/Time Created Mandatory ISO 8601 standard for date/time encoding
10.2 Other Date/Time Optional ISO 8601 standard for date/time encoding
10.3 Other Date/Time Description Optional Free text
Assigned Values: -
Default Value: The system date/time at the time of creation.
Assigned By: System-assigned or assigned by authorized agent.
Schemes: ISO 8601 standard for date/time encoding.
Comments: The dates included in this element are fundamental to the description of a record. All other dates which pertain to the management, use and preservation of records are covered under elements 15. MANAGEMENT HISTORY, 16. USE HISTORY and 17. PRESERVATION HISTORY.

10.1 DATE/TIME CREATED

Definition: The date and time at which a record or a record series is created by an agency or organizational unit in the course of its business.
Purpose:

To provide information on when the physical or logical entity which is/will be a record comes into being.

To enable a search to be restricted to before, after or between particular dates of creation.

Creation is a fundamental date in the life of a record.

Creation date/time is a natural search point for users.

Obligation: Mandatory
Use Conditions:

Shall be used in conjunction with element 1. AGENT, sub-element 1.1 Agent Type, Assigned Value ‘Record Content Author’ or ‘Record Owner’.

For a single item, this sub-element shall contain a single date. For aggregations of records, this sub-element shall contain a date range.

Assigned Values: -
Default Value: The system date/time at the time of creation.
Repeatable: No
Assigned By: System-generated or assigned by authorized agent.
Schemes: ISO 8601 standard for date/time encoding.
Comments:

The act of creation applies not only to a record, but also to records series. In the case of record series, the value for this sub-element will be expressed as a date range.

In many cases the date and time of creation may be identical to the date and time of transaction (see sub-element 10.2) or registration (see sub-element 15.2 Event Type).

10.2 OTHER DATE/TIME

Definition:

The date and time at which other significant events not recorded under 10.1 Date/Time of Creation, 15. MANAGEMENT HISTORY, 16. USE HISTORY, or 17. PRESERVATION HISTORY take place.

Purpose:

To provide information about the date and time of an event, as distinct from information about the date and time of record creation that is not included in 15. MANAGEMENT HISTORY, 16. USE HISTORY, or 17. PRESERVATION HISTORY.

Obligation: Optional
Use Conditions: Shall be used in conjunction with element 1. AGENT and sub-element 10.3 Other Date/Time Description.
Assigned Values: -
Default Value: The system date/time at which the event takes place.
Repeatable: Yes
Assigned By: System-assigned or assigned by an authorized agent.
Schemes: ISO 8601 standard for date/time encoding.
Comments: An additional date/time may be desirable to capture (e.g., when a transaction is documented by a record after the transaction has occurred, such as when minutes of a meeting (a transaction) form a record of that meeting, but the record itself is not created until some time (hours or days) afterwards). Descriptive information about the event is captured under sub-element 10.3 Other Date/Time Description.

10.3 OTHER DATE/TIME DESCRIPTION

Definition: Descriptive information about the event whose date/time of occurrence is recorded under sub-element 10.2 Other Date/Time.
Purpose: To provide additional contextual information about the event whose date/time of occurrence is recorded under sub-element 10.2 Other Date/Time.
Obligation: Optional
Use Conditions: Shall be used in conjunction with element 1. AGENT and with sub-element 10.2 Other Date/Time
Assigned Values: -
Default Value: -
Repeatable: Yes
Assigned By: Manually entered by the authorized agent completing sub-element 10.2 Other Date/Time
Schemes: Free text
Comments: -

DATE Example

10.1 Date/Time Created 2000-10-01T12:01-6:00 Scheme: ISO 8601

 Minnesota Recordkeeping Metadata Standard: Version 1.2, April 2003.


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