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Minnesota Recordkeeping Metadata Standard: Rights Management Element

ELEMENT 2: RIGHTS MANAGEMENT

Definition: Legislation, policies, and caveats which govern or restrict access to or use of records.
Purpose:

To facilitate the proper and appropriate management of records.

To alert users to restrictions on access and use of records.

Rationale: Access to and use of records must be managed in accordance with state and federal laws, and business and security policies.
Obligation: Mandatory
Applicability: Applicable at the record and/or record series level.
Use
Conditions:

The values contained in the sub-elements reflect the status of access and usage rights for the records as of the action date. The values shall be able to be changed by an authorized Agent ('authorized Agent' shall be agency-defined). When values for access and usage rights are changed, the old values shall be stored in element 15. MANAGEMENT HISTORY.

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

Repeatable?: Yes

Sub-Elements

(Name,
Obligation,
Schemes):

Name Obligation Schemes
2.1 MGDPA Classification Mandatory Minnesota Government Data Practices Act (MGDPA)
2.2 Other Access Condition Optional -
2.3 Usage Condition Optional Free text, agency-defined schemes.
2.4 Encryption Details Optional Agency-defined schemes
Comments: Should a record's classification change due to change in legislation or other action, a new metadata record is written noting the new classification. The original metadata record will refer to the new one, and the change will be documented in 15. MANAGEMENT HISTORY.

2.1 MGDPA CLASSIFICATION

Definition: A means of classifying records according to the Minnesota Government Data Practices Act (MGDPA) based on their content.
Purpose: To provide appropriate access to records and to prevent unauthorized access by people or organizations.
Obligation: Mandatory
Use Conditions:

The value of this sub-element may change over time, so it shall be linked to element 15. MANAGEMENT HISTORY, sub-element 15.2 Event Type, Assigned Value 'MGDPA Classification Changed'. When 'MGDPA Classification Changed' is selected as the action to be taken on the record, the old value of the sub-element shall be replaced by the new value. Details of the change, including the old classification, shall be placed in 15. MANAGEMENT HISTORY, sub-element 15.3 Event Description.

If the value "Not Applicable" is chosen, sub-element 2.3 Other Access Condition shall be used to describe what access conditions are applicable.

Assigned Values: All values (except "Not Applicable") are drawn from the Minnesota Government Data Practices Act (Minnesota Statutes, Chapter 13). Refer to the MGDPA for complete definitions: Public, Private, Confidential, Non-Public, Protected Non-Public, Not Applicable
Default Value: Public
Repeatable?: Yes
Assigned By?: System-assigned. Changes to the default value shall be manually selected from a pick list by an authorized agent such as the Record Content Author or Record Owner.
Schemes: Minnesota Government Data Practices Act (MGDPA)
Comments: This sub-element is repeatable because a record may contain content that falls into more than one classification (i.e., one portion contains public data, another contains confidential data). The record should be managed appropriately according to its most restrictive classification. In the case of a record with multiple classifications (e.g., public and private portions), access to any particular portion must be granted as appropriate.

2.2 OTHER ACCESS CONDITION

Definition: An access condition resulting from, in addition to, or in exception to the Minnesota Government Data Practices Act (accommodated by 2.1 MGDPA Classification).
Purpose: To provide details of conditions resulting from, in addition to, or in exception to the Minnesota Government Data Practices Act that must be met to ensure appropriate access to records and to prevent unauthorized access by people or organizations.
Obligation: Optional
Use Conditions: The value of this sub-element may change over time, so it shall be linked to element 15. MANAGEMENT HISTORY, sub-element 15.2 Event Type, Assigned Value 'Other Access Condition Changed.' When 'Other Access Condition Changed' is selected as the action to be taken on the record, the old value of the sub-element shall be replaced by the new value. Details of the change, including the old condition(s), shall be placed in 15. MANAGEMENT HISTORY, sub-element 15.3 Event Description.
Assigned Values: -
Default Value: -
Repeatable?: Yes
Assigned By?: Agent-assigned.
Schemes: Free text or agency-specified scheme documenting applicable laws, rules, and policies which govern access to the record or record series.
Comments: There are many possible values for Other Access Condition. Examples include federal laws, Minnesota Court rules, data sharing authorizations, and policies stipulating that particular records can only be released in aggregate form to protect privacy. Specific references and information about the period of applicability should be included whenever possible. Other Access Condition statements may include links to other sources of additional information.

2.3 USAGE CONDITION

Definition: An indication that some kind of limitation or restriction has been placed on how a record may be used by staff within an agency or by the general public.
Purpose:

To protect a record against any form of unauthorized use (including unauthorized disclosure).

To help an agency ensure that the records for which it is responsible are not used in ways that contravene copyright or privacy restrictions.

To record original usage conditions under which the data was gathered (e.g., conditions detailed in the Tennessen Warning (Minnesota Statutes, Chapter 13.04, subd. 2) as it was presented to the individual that provided the data).

Obligation: Optional
Use Conditions: Some Usage Conditions may be system-enforceable and will require specific usage types to be included under element 16. USE HISTORY, sub-element 16.2 Use Type, to track authorized usage and unauthorized attempts at usage over time.
Assigned Values: -
Default Value: -
Repeatable?: Yes
Assigned By?: Agent-assigned
Schemes: Free text or agency-specified scheme documenting instructions, policies, or procedures which govern how an agency's records can be used (e.g., the agency's Tennessen Warning, copyright notice, or rights management statement).
Comments: There are many possible values for Usage Conditions. Examples include Tennessen Warning conditions, copyright statements, rights management statements, warnings that the information can only be released in aggregate form to protect privacy, and statements that the record content or classification is contested. Usage Condition statements may include links to other sources of additional information.

2.4 ENCRYPTION DETAILS

Definition: Information, or pointers to information, about how a record has been encrypted.
Purpose:

To enable decryption (and hence, access) if the record is stored in the recordkeeping system in an encrypted state.

To enable re-encryption if the record is stored in the recordkeeping system in a decrypted state, but needs to be moved to another system or location.

Obligation: Optional
Use Conditions: -
Assigned Values: -
Default Value: -
Repeatable?: No
Assigned By?: System-assigned
Schemes: Agency-defined schemes.
Comments: This sub-element could be used either to record the encryption details themselves (if the recordkeeping system is considered sufficiently secure), or to record the location of the encryption details which are stored outside the recordkeeping system.

RIGHTS MANAGEMENT Examples

2.1 MGDPA Classification Public
2.4 Encryption Details Document management system encryption scheme

2.1 MGDPA Classification Private
2.2 Other Access Condition Data sharing agreement with Minnesota Department of Human Services
2.3 Usage Condition To be used only for the purpose of job application.

Minnesota Recordkeeping Metadata Standard: Version 1.1, July 2002.


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