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Minnesota Recordkeeping Metadata Standard: Location Element

18. LOCATION

Definition:

The current (physical or system) location of the record.

Details about the location where the record usually resides.

Purpose:

To keep track of records for which the agency is responsible.

To act as a storage management tool.

To enable ease of identification of the record's current location, and quick retrieval when required.

Rationale: Agencies are required under Minnesota Statute 15.17 to "carefully protect and preserve government records from deterioration, mutilation, loss, or destruction."
Obligation: Mandatory.
Applicability: Applicable at the record and/or record series level.
Use Conditions:

Use in conjunction with element 15. MANAGEMENT HISTORY, sub-element 15.2, Event Type and element 17. PRESERVATION HISTORY, sub-element 17.2 Action Type.

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

Repeatable: No

Sub-Elements

(Name,
Obligation,
Schemes):

Name Obligation Schemes
18.1 Current Location Mandatory Minnesota Recordkeeping Metadata Standard, agency-defined schemes
18.2 Home Location Details Mandatory Agency-defined schemes
18.3 Home Storage Details Mandatory Agency-defined schemes
18.4 Recordkeeping System Optional Agency-defined schemes
Comments: -

18.1 CURRENT LOCATION

Definition: The current physical or system location of the record.
Purpose:

To keep track of the current locations of both hard copy and electronic records.

To enable searches for records by location.

To enable quick location and retrieval of records when required.

To ensure the accountability and auditability of an agency's records.

Obligation: Mandatory
Use Conditions:

This sub-element shall be used in conjunction with element 15. MANAGEMENT HISTORY, sub-element 15.2 Event Type. The details of the previous location shall be captured in the sub-element 15.3 Event Description.

This sub-element can also be used in conjunction with element 17. PRESERVATION HISTORY, sub-element 17.2 Action Type. The details of the previous location should be captured in the sub-element 17.3 Action Description.

Assigned Values:

(Value Name,
Definition)

Value Name Definition
Home: The home location of the record, as described in sub-element 18.2 Home Location Details.
Default Value: Home
Repeatable: No
Assigned By:

System-assigned.

Details of an external entity, a physical location,or a server/electronic store to which a record is temporarily moved will be either selected from a pick list of agency-defined values or manually entered by an authorized agent.

Schemes: Minnesota Recordkeeping Metadata Standard, agency-defined schemes.
Comments:

In the case of hard copy records, current location may be the external entity with which the record currently resides or the internal agency/departmental element or individual with which or with whom the record currently resides. In the case of electronic records, current location may be a temporary location (e.g., records stored on a medium which requires refreshing being moved from their usual storage location to a preservation action area).

An agency may assign further values for use with this sub-element to reflect its specific situation (e.g., other entities to which it regularly moves records, or details of physical and/or electronic storage areas within the agency).

18.2 HOME LOCATION DETAILS

Definition: The name (and perhaps address) of the external entity, agency, organizational unit, or individual with which or with whom a record normally resides or is stored.
Purpose:

To provide physical, personal, or system details about where a record is usually kept.

To facilitate the checking or surveying of records against their usual home locations.

To act as a storage management tool.

Obligation: Mandatory
Use Conditions:

Agencies may choose to use this sub-element to record information about the system location of electronic records (e.g., details such as a server name and the physical location of the server itself, particularly if system resources are geographically dispersed).

This sub-element shall be used in conjunction with element 15. MANAGEMENT HISTORY, sub-element 15.2 Event Type. The details of the previous home location shall be captured in the sub-element 15.3 Event Description.

Assigned Values: -
Default Value: -
Repeatable: No
Assigned By: System-assigned.
Schemes: Agency-defined schemes.
Comments:

The default value may be the name and address of the agency or individual responsible for the record, or the name and address of the agency's records storage provider.

The entity where a record is located is not necessarily the same entity which controls the record (e.g., some records are housed by an external storage provider).

When codes are used, actual names (and addresses if applicable) should be made available through a pointer system.

18.3 HOME STORAGE DETAILS

Definition: Information about a record's specific storage location and any special conditions under which it is stored.
Purpose:

To enable quick identification of any missing records or of any records not stored in the correct location.

To ensure that the appropriate home storage conditions are provided for records of particular values and for records on specific types of physical media.

To facilitate appropriate storage and efficient retrieval of records.

Obligation: Mandatory
Use Conditions:

Use this sub-element to provide information about the room in which a record is stored (such as floor and room number), its shelf position within that room, the name/number of the server or electronic medium on which it is stored, and any special conditions required for its proper storage.

This sub-element should be used in conjunction with both element 13. FORMAT and element 17. PRESERVATION HISTORY to ensure that records are stored under appropriate conditions in their home locations. This sub-element may be used in conjunction with element 17. PRESERVATION HISTORY, sub-element 17.2 Action Type. Each time the Action Types 'Backed Up', 'Medium Refreshed', 'Migrated', or 'Moved Offline' are used, agencies may choose to update this sub-element with new home storage details. The previous home storage details should be captured in the sub-element 17.3 Action Description.

Assigned Values: -
Default Value: -
Repeatable?: No
Assigned By?: Authorized agent
Schemes: Agency-defined schemes.
Comments: Values may be assigned by an agency to meet its own specific requirements.

18.4 RECORDKEEPING SYSTEM

Definition: Identification of the agency recordkeeping system of which a record is a part or in which a record resides.
Purpose:

To link a record to the specific agency recordkeeping system to which it belongs.

To act as a search point for external agents looking for records of particular activities held by specific agencies.

To act as a 'key' or link to all information about a particular agency recordkeeping system.

A department or agency which operates more than one formal recordkeeping system will be able to determine under which system a particular record is managed.

Could also be used to provide a means of uniquely identifying individual agency recordkeeping systems within groups of related agencies.

Obligation: Optional
Conditions: If used, this sub-element shall be equally applicable to paper-based, electronic, and hybrid recordkeeping systems.
Assigned Values: -
Default Value: -
Repeatable: No
Assigned By: System-assigned.
Schemes: Agency-defined schemes.
Comments:

A whole-of-government scheme to uniquely identify department or agency recordkeeping systems is recommended.

This sub-element could be linked to element 14. RECORD IDENTIFIER to provide unique identification of a record which moves outside its original agency domain.

LOCATION Examples
18.1 Current Location Central Office, Minnesota Department of Agriculture
18.2 Home Location Details State Records Center
18.3 Home Storage Details Aisle 56, Bay 2

18.1 Current Location Home
18.2 Home Location Details Minnesota Department of Public Safety
18.3 Home Storage Details Network drive IP 156.98.23.124

If “Checked Out,” see 16. USE HISTORY, 16.2 Use Type

18.1 Current Location Jane Doe, Metro Office, Minnesota Pollution Control Agency
18.2 Home Location Details Minnesota Pollution Control Agency
18.3 Home Storage Details Network server ID Camelot

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