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Proposed Data fields for DB Life of Sri Chinmoy
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| Unique record ID : | Generated by system prefix, DB. year and consecutive number |
| Date Registered | System generated date, time DAY-MONTH [alpha 3 character)- YEAR [4 digit]; 24Hour: min:sec |
| Date created | User enter, defaults to date registered |
| Title of item | 250 characters |
| Description of Item | Note field unlimited characters - or what practical limits?
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| Hierarchy of item | 1-100, Sentence - Quote, para, - |
| Type of item | TEXT, video, photo, Etc |
| Contact (s) Source-Who provided | multiples |
| Source - where published | multiple fields |
| extract- excerpt of item | text field - actual as appears |
| flag-use-approved-for | general public, special programs, with attribution etc |
| flag-use-explanation | |
| reference to higher level source | e.g. paragraph to chapter |
| reference to more detailed of source | eg paragraph to sentence or quote extracted. |
| date of last update | |
| reference to document [image or text] attached | |
| Contextual notes on use etc. | |
| Note check the meta data recommendation of Interagency group - based on Dublin core etc. | http://ceb.unsystem.org/hlcm/programmes/ict/docmgmt.htm |
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Contemporary Document Management
The following decision was released by the ISCC in 1998. It was subsequently endorsed by the ACC. For further information, please contact the CEB Secretariat.
All UN-system organizations must start on a timely basis to manage electronic documents systematically, through an integrated and collaborative approach that avoids unnecessary duplication and aims towards a harmonized effort in meeting common challenges, both within each organization and among the agencies. A common set of high-level requirements, including adherence to a core set of document meta-data (see below), should be integral to the evaluation of any document-management system.
The ACC approved a statement on contemporary document management for all UN System Organizations.
Core Set of Document Meta-Data
Document management systems should provide a core set of meta-data – i.e., data which preserves information on the context, content and structure of a document and which facilitates user document search. The ACC-endorsed list of metadata elements is a preliminary standard, which may be refined following pilot implementation and evaluation by member agencies, with a view to assessing its appropriateness for being mandated as a system-wide standard.
CATEGORY/Element Provisional Explanation Normally repeatable
at the organizational level?
HANDLE META-DATA Flag the document as a record or a non-record, and assign a distinguishing unique identifier. —
CONTEXT META-DATA Identify the provenance of the document (i.e., the person or system that is responsible for generating the document) and provides data that support its use as evidence of a transaction. —
CONTENT META-DATA Describe the actual document. —
ACCESS AND USE META-DATA Identify conditions for access to (appropriate population) and use (purpose) of document. Documents evidentially significant access to and use of the document subsequent to creation. Can be used to invoke controls over access and use, and to implement disposition of the document according to records retention schedules. —
STRUCTURAL META-DATA Enable the document to be utilized over time and to be migrated to new software and hardware dependencies. —
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Email: ceb@unsystem.org
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| CATEGORY/Element | Provisional Explanation | Normally repeatable at the organizational level? |
|---|---|---|
| HANDLE META-DATA | Flag the document as a record or a non-record, and assign a distinguishing unique identifier. | — |
| Records declaration | Official record flag (yes/no) | no |
| Unique identifier | Number used to identify the document, usually agency prefix and unique string | no |
| CONTEXT META-DATA | Identify the provenance of the document (i.e., the person or system that is responsible for generating the document) and provides data that support its use as evidence of a transaction. | — |
| Author/creator | Person/organization responsible for the intellectual content of, or contribution to, the document | yes |
| Other contributor | Person/organization who made secondary intellectual contribution to the document | yes |
| Originator | Organization/person/system that initiates the document | yes |
| Responsible functional/organizational unit | Identifies the functional/organizational unit authorized to create the document | yes |
| Publisher | Entity responsible for making the document available | yes |
| Recipient/destination | Office/person/system that receives the document | yes |
| Date/time | Date/time associated with the represented document (creation/transmission/receipt/publication); YYYYMMDD; HHMMSS | no |
| CONTENT META-DATA | Describe the actual document. | — |
| Subject/content descriptors | Keywords or phrases in English that describe the subject or content of the document, at least one of which must be derived from a thesaurus of standardized terminology agreed by the ISCC for use across the UN system | yes |
| Abstract/summary | Description of the contents of the document | yes |
| Title | If applicable, name given to the document by the creator (should include any sub-titles) | no |
| Document language | The language of the document; specify name of language in English | yes |
| Source language | If applicable, the language from which the document was translated; specify name of language in English | yes |
| Document type | The category of the document, such as letter, memorandum, conference document, home page, dictionary, technical papers, etc.; it is expected that document type will be chosen from [a list of types enumerated by each agency] [a standardized list of types enumerated by the ISCC] | no |
| Document number/Series symbol | If applicable, an identifier assigned by the originating agency which serves to identify the document to the user community | no |
| Notes | Additional information about the document | yes |
| ACCESS AND USE META-DATA | Identify conditions for access to (appropriate population) and use (purpose) of document. Documents evidentially significant access to and use of the document subsequent to creation. Can be used to invoke controls over access and use, and to implement disposition of the document according to records retention schedules. | — |
| Access rules | Define access rights and conditions. | yes |
| Use rules | Define use rules and conditions. | yes |
| Access/Use history | Identifies the history of access to and use of the document; by whom it was accessed and when; and the type of use, when it was used and by whom | yes |
| Rights Management | Copyright notice/statement | no |
| Disposition authority | Identifies under whose/what authority the document may be purged from the system | no |
| Retention period/end time | Indicates the document's scheduled retention period end date | no |
| STRUCTURAL META-DATA | Enable the document to be utilized over time and to be migrated to new software and hardware dependencies. | — |
| Components (files and other information objects) | Enables the identification of individual files that comprise the document, affording the ability to bring together all of the parts to form the whole; also defines the structure of the content of the record | yes |
| Version | Identifies any previous versions of the document | yes |
| Relationships | Identifies the document as belonging, for business purposes, to an overall set of documents: can consist of a classification code or identifier of other documents | yes |
| Technical (system-related) format | Includes all information required to allow people or machines to use the document, including standards used in data representation, encryption software, compression algorithm, etc. | yes |