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

Details about the location where the record usually resides.

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.

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.

Sub-Elements

(Name,
Obligation,
Schemes):

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.

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)

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.

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).

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.

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.

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.

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.

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.

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.

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.