1. Agent (** mandatory)
Definition: An agency or organizational unit responsible for some action on or usage of a record. An individual who performs some action on a record, or who uses a record in some way.
1.1 Agent Type (mandatory)
1.2 Jurisdiction (mandatory)
1.3 Entity Name (mandatory)
1.4 Entity ID (optional)
1.5 Person ID (optional)
1.6 Personal Name (optional)
1.7 Organization Unit (optional)
1.8 Position Title (optional)
1.9 Contact Details (optional)
1.10 E-mail (optional)
1.11 Digital Signature (optional)
2. Rights Management (** mandatory)
Definition: Legislation, policies, and caveats which govern or restrict access to or use of records.
2.1 MGDPA Classification (mandatory)
2.2 Other Access Condition (optional)
2.3 Usage Condition (optional)
2.4 Encryption Details (optional)
3. Title (** mandatory)
Definition: The names given to the record.
3.1 Official Title (mandatory)
3.2 Alternative Title (optional)
4. Subject (** mandatory)
Definition: The subject matter or topic of a record.
4.1 First Subject Term (mandatory)
4.2 Enhanced Subject Term (optional)
5. Description (optional)
Definition: An account, in free text prose, of the content and/or purpose of the record.
6. Language (optional)
Definition: The language of the content of the record.
7. Relation (optional)
Definition: A link between one record and another, or between various aggregations of records. A link between a record and another information resource.
7.1 Related Item ID (mandatory)
7.2 Relation Type (mandatory)
7.3 Relation Description (optional)
8. Coverage (optional)
Definition: The jurisdictional, spatial, and/or temporal characteristics of the content of the record.
8.1 Coverage Type (mandatory)
8.2 Coverage Name (optional)
9. Function (optional)
Definition: The general or agency-specific business function(s) and activities which are documented by the record.
10. Date (** mandatory)
Definition: The dates and times at which such fundamental recordkeeping actions as the record's or records series' creation and transaction occur.
10.1 Date/Time Created (mandatory)
10.2 Other Date/Time (optional)
11. Type (optional)
Definition: The recognized form or genre a record takes, which governs its internal structure.
12. Aggregation Level (** mandatory)
Definition: The level at which the record(s) is/are being described and controlled. The level of aggregation of the unit of description (i.e., record or record series).
13. Format (optional)
Definition: The logical form (content medium and data format) and physical form (storage medium and extent) of the record.
13.1 Content Medium (mandatory)
13.2 Data Format (mandatory)
13.3 Storage Medium (mandatory)
13.4 Extent (optional)
14. Record Identifier (** mandatory)
Definition: A unique code for the record.
Did you know?
Under the Minnesota standard, modified records are considered new records and are thus assigned new identifiers.
15. Management History (** mandatory)
Definition: The dates and descriptions of all records management actions performed on a record from its registration into a recordkeeping system until its disposal.
15.1 Event Date/Time (mandatory)
15.2 Event Type (mandatory)
15.3 Event Description (mandatory)
16. Use History (optional)
Definition: The dates and descriptions of both legal and illegal attempts to access and use a record, from the time of its registration into a recordkeeping system until its disposal.
16.1 Use Date/Time (mandatory)
16.2 Use Type (mandatory)
16.3 Use Description (optional)
17. Preservation History (optional)
Definition: The dates and descriptions of all actions performed on a record after its registration into a recordkeeping system which ensure that the record remains readable (renderable) and accessible for as long as it has value to the agency and to the community at large.
17.1 Action Date/Time (mandatory)
17.2 Action Type (mandatory)
17.3 Action Description (mandatory)
17.4 Next Action (optional)
17.5 Next Action Due Date (optional)
18. Location (** mandatory)
Definition: The current (physical or system) location of the record. Details about the location where the record usually resides.
18.1 Current Location (mandatory)
18.2 Home Location Details (mandatory)
18.3 Home Storage Details (mandatory)
18.4 Recordkeeping System (optional)
19. Disposal (** mandatory)
Definition: Information about policies and conditions which pertain to or control the authorized disposal of records. Information about the current retention schedule and disposal actions to which the record is subject.
19.1 Retention Schedule (mandatory)
19.2 Retention Period (mandatory)
19.3 Disposal Action (mandatory)
19.4 Disposal Due Date (mandatory)
20. Mandate (optional)
Definition: A source of recordkeeping requirements. For example, a piece of legislation, formal directive, policy, standard, guideline, set of procedures, or community expectation which (explicitly or implicitly) imposes a requirement to create, keep, dispose of, or control access to and use of a record.
20.1 Mandate Type (mandatory)
20.2 Refers To (mandatory)
20.3 Mandate Name (mandatory)
20.4 Mandate Reference (optional)
20.5 Requirement (optional)
Consider This:
Where records are not individually authenticated, record series metadata may include the name or title of the individual responsible for validating or confirming the data within the record series, and for confirming that the particular series was produced in accordance with standard procedures.
