C2.2.1.3. RMAs shall provide authorized individuals with the capability to assign the following data when generating the file plan:
C2.2.1.3.1. Record Category Name. (RMTF, reference (j))C2.2.1.4. RMAs shall provide the capability for only authorized individuals to assign a disposition instruction code to a file or record category. (RMTF, reference (j))C2.2.1.3.2. Record Category Code. (RMTF, reference (j))
C2.2.1.3.3. Record Category Description. (RMTF, reference (j))
C2.2.1.3.4. Disposition Authority. (RMTF, reference (j))
C2.2.1.3.5. Vital Record Indicator. (36 CFR 1236.20, reference (k))
C2.2.1.3.6. Disposition Instruction Name. (RMTF, reference (j))
C2.2.1.3.7. Disposition Instruction Code. (RMTF, reference (j))
C2.2.1.3.8. Disposition Instruction Type. (see subparagraph C2.2.2.5.2., below)
C2.2.1.3.9. User definable fields.
C2.2.2.5. RMAs shall (for all records) capture or provide the user with the capability to assign, as appropriate, the following minimum profile data (metadata) when the record is filed: (36 CFR 1234.22 and 36 CFR 1222.50, references (n) and (h))
C2.2.2.5.1. Subject. (36 CFR 1234.22, reference (n))C2.2.7.1. RMAs shall allow searches using any combination of the following record profile data elements. (RMTF, reference (j))C2.2.2.5.2. Date Filed. (RMTF, reference (j))
C2.2.2.5.3. Addressee(s). (36 CFR 1234.22, reference (n))
C2.2.2.5.4. Media Type. (RMTF, reference (j))
C2.2.2.5.5. Format. (RMTF, reference (j))
C2.2.2.5.6. Location of Record. (RMTF, reference (j))
C2.2.2.5.7. Document Creation Date. (36 CFR 1234.22, reference (n))
C2.2.2.5.8. Author or Originator. (36 CFR 1234.22, reference (n))
C2.2.2.5.9. Originating Organization. (36 CFR 1234.22, reference (n))
C2.2.2.5.10. Vital Record Indicator (36 CFR 1236.20, reference (k))
C2.2.7.1.1. Subject (36 CFR 1234.22, reference (n))C3.2. OTHER USEFUL RMA FEATURESC2.2.7.1.2. Date Filed (RMTF, reference (j))
C2.2.7.1.3. Addressee(s) (36 CFR 1234.22, reference (n))
C2.2.7.1.4. Media Type (RMTF, reference (j))
C2.2.7.1.5. Format (RMTF, reference (j))
C2.2.7.1.6. Location of Record (RMTF, reference (j))
C2.2.7.1.7. Document Creation Date (36 CFR 1234.22, reference (n))
C2.2.7.1.8. Author or Originator (36 CFR 1234.22, reference (n))
C2.2.7.1.9. Originating Organization (36 CFR 1234.22, reference (n))
C2.2.7.1.10. Other Recipients (E-mail) (36 CFR 1234.24, reference (s))
C2.2.7.1.11. File Code (36 CFR 1234.22, reference (n))
C2.2.7.1.12. Disposition Instruction Code (36 CFR 1234.22, reference (n))
C2.2.7.1.13. Disposition Cutoff Date (36 CFR 1234.22, reference (n))
C2.2.7.1.14. Disposition Action Date (36 CFR 1234.22, reference (n))
C2.2.7.1.15. Disposition Action Code (Transfer, Destroy, or Freeze)
C2.2.7.1.16. Disposition Instruction Type (Time, Event, Time-Event)
C2.2.7.1.17. Vital Record Indicator (36 CFR 1236.20, reference (k))
C2.2.7.1.18. Record Identifier (RMTF, reference (j))
C2.2.7.1.19. User Defined Fields (36 CFR 1234.22, reference (n))
Many RMA products provide the following time and labor saving functions either as standard or optional features to enhance the utility of the system: (The acquisition/using activity should determine local requirements for any of the following RMA features.)
C3.2.18. Access Log. RMAs shall log the following audit information for each access:
C3.2.18.1. Record identifier.
C3.2.18.2. File code.
C3.2.18.3. User account identifier.
Element: Title
Name:
Title
Identifier: Title
Definition: A name given
to the resource.
Comment:
Typically, a Title will be a name by which the resource is formally known.
Element: Creator
Name:
Creator
Identifier: Creator
Definition: An entity primarily
responsible for making the content of the resource.
Comment: Examples of
a Creator include a person, an organisation, or a service. Typically, the
name of a Creator should be used to indicate the entity.
Element: Subject
Name:
Subject and Keywords
Identifier: Subject
Definition: The topic of
the content of the resource.
Comment:
Typically, a Subject will be expressed as keywords key phrases or classification
codes that describe a topic of the resource. Recommended best practice
is to select a value from a controlled vocabulary or formal classification
scheme.
Element: Description
Name:
Description
Identifier: Description
Definition: An account of
the content of the resource.
Comment:
Description may include but is not limited to: an abstract, table of contents,
reference to a graphical representation of content or a free-text account
of the content.
Element: Publisher
Name:
Publisher
Identifier: Publisher
Definition: An entity responsible
for making the resource available
Comment:
Examples of a Publisher include a person, an organisation, or a service.
Typically, the name of a Publisher should be used to indicate the entity.
Element: Contributor
Name:
Contributor
Identifier: Contributor
Definition: An entity responsible
for making contributions to the content of the resource.
Comment:
Examples of a Contributor include a person, an organisation, or a service.
Typically, the name of a Contributor should be used to indicate the entity.
Element: Date
Name:
Date
Identifier: Date
Definition: A date associated
with an event in the life cycle of the resource.
Comment:
Typically, Date will be associated with the creation or availability of
the resource. Recommended best practice for encoding the date value
is defined in a profile of
ISO 8601 [W3CDTF] and follows
the YYYY-MM-DD format.
Element: Type
Name:
Resource Type
Identifier: Type
Definition: The nature or
genre of the content of the resource.
Comment:
Type includes terms describing general categories, functions, genres, or
aggregation levels for content. Recommended best practice is to select
a value from a controlled vocabulary (for example, the working draft list
of Dublin Core Types [DCT1]). To describe the physical or digital manifestation
of the resource, use the FORMAT element.
Element: Format
Name:
Format
Identifier: Format
Definition: The physical
or digital manifestation of the resource.
Comment:
Typically, Format may include the media-type or dimensions of the resource.
Format may be used to determine the software, hardware or other equipment
needed to display or operate the resource. Examples of dimensions include
size and duration. Recommended best practice is to select a value
from a controlled vocabulary (for example, the list of Internet Media Types
[MIME] defining computer media formats).
Element: Identifier
Name:
Resource Identifier
Identifier: Identifier
Definition: An unambiguous
reference to the resource within a given context.
Comment:
Recommended best practice is to identify the resource by means of a string
or number conforming to a formal identification system. Example formal
identification systems include the Uniform Resource Identifier (URI) (including
the Uniform Resource Locator (URL)), the Digital Object Identifier (DOI)
and the International Standard Book Number (ISBN).
Element: Source
Name:
Source
Identifier: Source
Definition: A Reference to
a resource from which the present resource is derived.
Comment:
The present resource may be derived from the Source resource in whole or
in part. Recommended best practice is to reference the resource by
means of a string or number conforming to a formal identification system.
Element: Language
Name:
Language
Identifier: Language
Definition: A language of
the intellectual content of the resource.
Comment:
Recommended best practice for the values of the Language element is defined
by RFC 1766 [RFC1766] which includes a two-letter Language Code (taken
from the ISO 639 standard [ISO639]), followed optionally, by a two-letter
Country Code (taken from the ISO 3166 standard [ISO3166]). For example,
'en' for English, 'fr' for French, or 'en-uk' for English used in the United
Kingdom.
Element: Relation
Name:
Relation
Identifier: Relation
Definition: A reference to
a related resource.
Comment:
Recommended best practice is to reference the resource by means of a string
or number conforming to a formal identification system.
Element: Coverage
Name:
Coverage
Identifier: Coverage
Definition: The extent or
scope of the content of the resource.
Comment:
Coverage will typically include spatial location (a place name or geographic
coordinates), temporal period (a period label, date, or date range) or
jurisdiction (such as a named administrative entity). Recommended
best practice is to select a value from a controlled vocabulary (for example,
the Thesaurus of Geographic Names [TGN]) and that, where appropriate, named
places or time periods be used in preference to numeric identifiers such
as sets of coordinates or date ranges.
Element: Rights
Name:
Rights Management
Identifier: Rights
Definition: Information about rights
held in and over the resource.
Comment: Typically,
a Rights element will contain a right management statement for the
resource, or reference a service providing such information. Rights information
often encompasses Intellectual Property Rights (IPR), Copyright, and various
Property Rights. If the Rights element is absent, no assumptions
can be made about the status of these and other rights with respect to
the resource.
Attribute ID: ODM_ALTERNATE_RENDERINGS
Data Type: String
Description: If the DMS supports alternate
renderings for the specified document, then it must return a comma-separated
list of format names representing the alternate formats. Formats can be
identified by MIME Content Type. Otherwise, the first character must be
a dot followed by a file extension, which may be followed by a single forward
slash plus other identifying
information.
ISO 23950/Bib-1 & GILS: Cross-Reference-Linkage-Type
Attribute ID: ODM_AUTHOR
Data Type: String
Description: Author of the document.
ISO 23950/Bib-1 & GILS: Author-name
or Originator
Attribute ID: ODM_CHECKEDOUTBY
Data Type: String
Description: Username of the person who
has the document checked-out.
Attribute ID: ODM_CHECKOUTCOMMENT
Data Type: String
Description: The comment, if any, that
the user supplied when they checked-out the document.
Attribute ID: ODM_CHECKOUTDATE
Data Type: Date
Description: The date/time the document
was checked-out.
Attribute ID: ODM_CONTENTFORMAT
Data Type: String
Description: The format name string indicating
the format of the document's contents. Formats can be identified
by MIME Content Type. Otherwise, the first character must be a dot followed
by a file extension, which may be followed by a single forward slash plus
other identifying information.
ISO 23950/Bib-1 & GILS: Linkage-Type
Attribute ID: ODM_CREATEDBY
Data Type: String
Description: Username of the person who
initially created the document in the DMS.
ISO 23950/Bib-1 & GILS: Name-editor
Attribute ID: ODM_CREATEDDATE
Data Type: Date
Description: The date/time the document
was created in the DMS.
ISO 23950/Bib-1 & GILS: Date/time
added to database
Attribute ID: ODM_DOCID_LATEST
Data Type: DocID
Description: A null-terminated document
ID for the Latest version of the document represented by lpszDocId . If
lpszDocId is the Latest version, it will be the same document ID.
ISO 23950/Bib-1 & GILS: Identifier-document
Attribute ID: ODM_DOCID_RELEASED
Data Type: DocID
Description: A null-terminated document
ID for the Released version of the document represented by lpszDocId .
If lpszDocId is the Released version, it will be the same document ID.
If the DMS does not differentiate Released versions, return the version
ID of the Latest version of the document.
ISO 23950/Bib-1 & GILS: Identifier-document
Attribute ID: ODM_DOCVERSION
Data Type: String
Description: A null-terminated string
which is the version ID for lpszDocId . This allows the application to
display the version information explicitly (without doing the impossible
and decoding the document ID), for situations such as where the user is
making the decision to re-link to a different version. It is the DMS responsibility
to consistently translate version information into a string that can be
used for comparison and display. Since it is a string, and comparisons
will not be made between strings from different DMS, the application does
not have to be concerned that different DMS have different formats, meanings
and capabilities for version, sub-version, branching and so on.
Attribute ID: ODM_DOCVERSION_LATEST
Data Type: String
Description: A null-terminated string
which is the version ID for the Latest version of the document represented
by lpszDocId .
Attribute ID: ODM_DOCVERSION_RELEASED
Data Type: String
Description: A null-terminated string
which is the version ID for the Released version of the document represented
by lpszDocId . If the DMS does not differentiate Released versions, return
the version ID of the Latest version of the document.
Attribute ID: ODM_LOCATION
Data Type: String
Description: A null-terminated string
containing DMS specific information describing the logical location (e.g.
folder) of the document within the data store. The DMS should format the
information in this attribute so that it can be safely displayed in a user-interface.
The application should not assume the information in this attribute is
persistent across ODMA sessions. A DMS may
allow an application to set this attribute in ODMSetDocInfo only for documents
that have not been created yet.
Attribute ID: ODM_KEYWORDS
Data Type: String
Description: A comma separated list of
keywords assigned to the document.
ISO 23950/Bib-1 & GILS: Subject-Terms-Uncontrolled
Attribute ID: ODM_LASTCHECKINBY
Data Type: String
Description: Username of the last person
to modify or check-in the document.
Attribute ID: ODM_LASTCHECKINDATE
Data Type: Date
Description: The date/time the document
was last modified or checked-in.
ISO 23950/Bib-1 & GILS: Date/time
last modified
Attribute ID: ODM_MODIFYDATE
Data Type: Date
Description: The data/time the document
was last modified.
ISO 23950/Bib-1 & GILS: Date/time
last modified
Attribute ID: ODM_MODIFYDATE_LATEST
Data Type: Date
Description: The date/time that the Latest
version of the document was last modified.
ISO 23950/Bib-1 & GILS: Date/time
last modified
Attribute ID: ODM_MODIFYDATE_RELEASED
Data Type: Date
Description: The date/time that the version
of the document that is Released was last modified. If the DMS does
not differentiate Released versions, return the date/time that the Latest
version of the document was last modified.
ISO 23950/Bib-1 & GILS: Date-Of-Publication
Attribute ID: ODM_NAME
Data Type: String
Description: Name of the document. This
is a descriptive name for the document, not the filename.
ISO 23950/Bib-1 & GILS: Title
Attribute ID: ODM_OWNER
Data Type: String
Description: The owner of the document.
ISO 23950/Bib-1 & GILS: Distributor
Attribute ID: ODM_SUBJECT
Data Type: String
Description: The subject matter of the
document.
ISO 23950/Bib-1 & GILS: Subject
Attribute ID: ODM_TITLETEXT
Data Type: String
Description: Suggested text to display
in the document window's title bar. This may include one or more fields
from the document's profile and possibly other information as well.
ISO 23950/Bib-1 & GILS: Resource-Description
Attribute ID: ODM_TITLETEXT_RO
Data Type: String
Description: Same as ODM_TITLETEXT, except
if the document is currently opened by the calling application in ODM_VIEWMODE
, the DMS should append " (Read-Only)" to the text.
Attribute ID: ODM_TYPE
Data Type: String
Description: Type of the document. This
is typically an indication of the format or content of the document, i.e.
correspondence, memo, contract, etc.
ISO 23950/Bib-1 & GILS: Content-type
Attribute ID: ODM_URL
Data Type: String
Description: Uniform Resource Locator
(URL) which provides an alternative way to access the document. Note that
a DMS can never truncate a URL if it is too long to fit into the caller
supplied buffer.
ISO 23950/Bib-1 & GILS: Linkage
1.Common Name
2.Description
3.Locality Name
4.Organization Name
5.Organization Unit Name
6.See Also
7.Telephone Number
Twenty attributes are identified for the Document object class:
1.Keyword
2.Audio
3.Document Author
4.Document Location
5.Document Publisher
6.Document Title
7.Document Version
8.Information
9.Last Modified Time
10.Last Modified By
11.Photo
12.Manager
13.Unique Identifier
14.Common Name
15.Description
16.Document Identifier
17.Locality Name
18.Organization Name
19.Organization Unit Name
20.See Also