Minnesota Recordkeeping Metadata Standard:
Management History Element

Use each time a records management action is performed on a record or record series.

Only recordkeeping, auditing, and information technology staff should have full access to this element.

This element shall be used in conjunction with element 1. AGENT to document the agent responsible for performing or authorizing the action (see Comments under 15.3 Event Description for information on linking to/capturing agent details). Certain sub-elements shall be used in conjunction with 2. RIGHTS MANAGEMENT, 7. RELATION, 14. RECORD IDENTIFIER, 18. LOCATION, and 19. DISPOSAL.

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

Sub-Elements

(Name,
Obligation,
Schemes):

To provide system validation of management actions carried out on records.

To restrict or facilitate access to records based on dates pertaining to particular management actions.

Assigned Values:

(Value Name,
Definition)

Each time a particular event occurs, it will change the current values displayed in one or more other sub-elements (the specific details of this are listed as part of the description for each event and cross-referenced to the relevant elements/sub-elements). Details of the old values and other information shall be entered under sub-element 15.3 Event Description.

To ensure the visibility and auditability of agency records management decisions and actions.

To ensure accountability for agency recordkeeping.

It is strongly recommended that this information be structured in some way, rather than being entered as free text. Use of templates will enable the information to be entered in a structured way, as well as allowing certain pieces of information to be automatically generated by the system rather than manually entered by the agent—e.g., required information about the agent could be automatically assigned to the template.

Information about the agent performing the action shall be associated with the event itself. A decision will need to be made by individual agencies as to whether this association is implemented through links to separately held agent information, or whether agent information is automatically captured through the use of templates and stored as part of the Event Description.

This element is meant to be implemented as a history 'log'. As such, it will need to incorporate linked information about agents and (depending on the implementation) the records themselves. Which particular information about agents and record IDs/titles etc is incorporated into this log is a system design decision that must be made by the agency.