Attributes of Entities Depicted on Entity Model
Attributes are the characteristics or properties associated with each entity. Attributes have been defined for the entities "record" and "dossier".
In metadata development, entity attributes are tranformed into codes.
1. Attributes of RECORD
1.1 Attributes of GENERIC RECORD
The attributes listed below apply to records of all types.
- Record item identifier (the component of the classification code which
corresponds to the progressive number of the record within the dossier or, in the absence of dossiers, within the specific class)
- Dossier identifier (the component of the classification code which corresponds to the identifier for the dossier in which the record belongs. It may be constituted by the name of a person or organization, a symbol, a progressive number, a date, or a specific topic within the class's general subject)
- Class code (the component of the classification code which corresponds to the code of the class in which the record belongs, as it appears in the classification scheme)
- Author's name (the name of the person competent to issue the record or in
whose name or by whose command the record has been issued)
- Author's address (the address of the person competent to issue the record
or in whose name or by whose command the record has been issued)
- Writer's name (the name of the person competent for the articulation of
the content of the record)
- Writer's address (the address of the person competent for the articulation
of the content of the record)
- Addressee's name (the name of the person to whom the record is directed or
for whom the record is intended)
- Addressee's address (the address of the person to whom the record is directed
or for whom the record is intended)
- Medium (the physical carrier upon which the record is recorded or stored)
- Record date (the date assigned to a record by its author)
- Date of transmission (the date the record leaves the space in which it was generated, either to go from one space to another or from the general space to outside the agency or from the records office to
outside the agency)
- Archival date (the date assigned to a record by the record office at the time it assigns the record item identifier)
- Action or matter (the fact that triggers the issuing of the record)
- Handling office (the office competent for treating a matter)
- Security classification (the level of protection assigned to a record)
- Mode of transmission (the manner in which a record is dispatched, e.g., post, e-mail, fax, courier)
- Status of transmission (the state of a record when it is initially made or received and set aside. The state may be draft, original, or copy)
- Physical form (the formal attributes of the record that determine its external makeup. It includes script (e.g., type font, format, inserts, colours, etc.), language, special signs, seals (including digital signatures, time-stamps, etc.). For electronic records it includes those parts of the technological context that determine what the record will look like and how it will be accessed, e.g., the configuration and architecture of the electronic operating system, the architecture of electronic records, the software)
- Intellectual form--content configuration (the type of representation of the content, whether text, graphic, image, sound, or a combination thereof)
- Intellectual form--content articulation (the elements of the discourse and their arrangement, e.g., date, salutation, exposition, disposition, etc.)
- Intellectual form--annotations (additions made to the record after its creation, such as the record profile, the date-stamp, the endorsement, the bring forward symbol)
1.2 Attributes of CATEGORY RECORD
The attributes listed below apply to only certain types of records. For example, the attribute "protocol number" applies only to incoming and outgoing records.
- Protocol number (the consecutive number assigned to each incoming or outgoing record in the protocol register. With non-electronic records, the protocol number must be copied as a management annotation onto the record)
- Date of receipt (date the record is received by the agency to which it was sent. For both electronic and non-electronic records, it corresponds to the date on which the record is assigned a protocol number)
- Time of receipt (the time the record is received by the agency to which it was sent. This element is not relevant to non-electronic records except in very specific circumstances regulated by legal requirements)
- Time of transmission (the time the record leaves the space in which it
generated. This element is not relevant to non-electronic records, except in very specific circumstances regulated by legal requirements)
- Protocol number of sending office (the protocol number assigned to the record by the agency sending it. This element is only relevant in cases where the sending agency uses a protocol register to control its incoming and outgoing records)
- Originator's name (the name of the person from whose electronic address the record has been sent)
- Originator's address (the electronic address from which the record has been sent)
- Number of attachments (the number of previously autonomous items that have been linked inextricably to the record before transmission in order for it to accomplish its purpose)
- Receiver's name (the name of each person to whom the record is copied for information purposes)
- Receiver's address (the address of each person to whom the record is copied
for information purposes)
- Draft number (the consecutive number assigned to sequential drafts of the same record)
2. Attributes of DOSSIER
2.1 Attributes of GENERIC DOSSIER
The attributes listed below apply to dossiers of all types.
- Dossier identifier (the component of the classification code which corresponds to the identifier for the dossier. It may be constituted by the name of a person or organization, a symbol, a progressive number, a date, or a specific topic within the class's general subject)
- Class code (the component of the classification code which corresponds to the code of the class in which the record belongs, as it appears in the classification scheme)
- Dossier open date (the date a dossier is created)
- Dossier close date (the date that a dossier is closed)
1.2 Attributes of CATEGORY DOSSIER
Attributes have not been defined for category dossiers.
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