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Minnesota Recordkeeping Metadata Standard: Title Element

ELEMENT 3: TITLE

Definition: The names given to the record.
Purpose:

To assist in identifying the record.

To act as an access point for users.

To describe the functions, activities, and/or subjects documented in the record.

Rationale: For ease and speed of identification, and to facilitate control, a record must have a title which is representative of its contents.
Obligation: Mandatory
Applicability: Applicable at the record and/or record series level.
Use
Conditions:
The element shall be linked to elements 12. AGGREGATION LEVEL and 14. RECORD IDENTIFIER.
Repeatable?: No

Sub-Elements

(Name,
Obligation,
Schemes):

Name Obligation Schemes
3.1 Official Title Mandatory Free text, agency-defined schemes.
3.2 Alternative Title Optional Free text, agency-defined schemes.
Comments: The elements 4. SUBJECT and 9. FUNCTION may provide access at the individual keyword or descriptor level.

3.1 OFFICIAL TITLE

Definition: The words used to name the record.
Purpose:

To identify the record by its official title.

To enable searching on a title or title words.

Obligation: Mandatory
Use Conditions: -
Assigned Values: -
Default Value: -
Repeatable?: No
Assigned By?: In the case of records, manually entered by the Record Content Author. In the case of record series, manually entered by an authorized agent such as a Record Registrar or Records Manager.
Schemes: Free text, agency-defined schemes.
Comments: -

3.2 ALTERNATIVE TITLE

Definition: A second or different title for the record or record series.
Purpose: To identify the same record to areas or individuals that may refer to it by an alternative name to its official title.
Obligation: Optional
Use Conditions: -
Assigned Values: -
Default Value: -
Repeatable?: Yes
Assigned By?: In the case of records, manually entered by the Record Content Author. In the case of record series, manually entered by the Record Registrar or Records Manager.
Schemes: Free text, agency-defined schemes.
Comments: Organizations, business areas and individuals often have shorthand methods of referring to records, particularly if they have long or complex titles. The use of an acronym of the title, or of an informal or colloquial title, are common examples of this.

TITLE Example

3.1 Official Title Trustworthy Information Systems Handbook
3.2 Alternative Title TIS Handbook

 Minnesota Recordkeeping Metadata Standard: Version 1.1, July 2002.


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