Government of Canada

Executive Correspondence Management

Metadata Application Profile

(Final Version 1.0 – March 24, 2006)

Library and Archives Canada

Table of Contents

Introduction
Identification and Selection of Metadata Elements
Metadata Elements
Alignment of Executive Correspondence Metadata with Records Management Metadata
Metadata Element Profile Format
Metadata Element Profiles
Access Rights
Agent Identifier
Agent Institutional Entity
Agent Role
Agent Security Clearance
Attachment Profile
Correspondence Language
Correspondent Address
Correspondent Associated
Correspondent Contact Information
Correspondent Name
Correspondent Organization
Correspondent Primary Contact
Correspondent Salutation
Correspondent Title
Correspondent Type
Cross Reference
Data Format (Format MIME)
Event Date/Time
Event Type
External Identifier
File Code
Identifier
Object Status
Object Type
Required Action
Resolution
Response
Response Language
Sensitivity
Special Instructions
System Object Creator
Text Field
Trustee Individual Name
Executive Correspondence Use Case Workflow
Logical Model
Version History

Introduction

This document is intended to identify the Government of Canada’s standard executive correspondence metadata and the related metadata application profile.  It is based on the requirements identified in the Functional Requirements for Executive Correspondence Version 5.0 (FREC), the Executive Correspondence Management Functional Requirements Gap Analysis Version 5.0 (Draft), and Executive Correspondence Management Use Case Specification - Manage Correspondence from Receipt to Resolution Version 1.0 (DRAFT) (ECMUCS) produced by PWGSC’s RDIMS Office.

The document contains a list of 34 standard metadata elements, an application profile for each element, an analysis of when elements are used in the workflow of executive correspondence, and a logic model to show the relationships between metadata elements.

In general terms, metadata is structured information about the characteristics of an analog or digital resource which helps identify and manage that resource.  It is information about a resource [e.g., a folder, a task, an attachment, an agent (user) or a correspondent] constructed for a purpose to fulfill an activity.

The use of metadata helps government institutions identify, authenticate, describe, locate and manage their resources in a systematic and consistent way to meet business, accountability and archival requirements. In this respect, the metadata schema plays the same role as descriptive information captured in the registry tools used in the paper-based environment to apply intellectual and physical controls to resources.

An application profile delineates the use of metadata elements declared in an element set.  While an element set establishes concepts, as expressed via metadata elements, and focuses on the semantics or meanings of those elements, an application profile goes further and adds business rules and guidelines on the use of the elements.  It identifies element obligations and constraints, and provides comments and examples to assist in the understanding of the elements.

Identification and Selection of Metadata Elements

At the time of writing this application profile, there was no known metadata standard for executive correspondence management.  To overcome this reality the following process was used to identify and select the metadata elements contained in this application profile:

•	Review the documents produced by the RDIMS Office, PWGSC in concert with the Executive Correspondence Management Working Group (comprised of 25 institutions): 
o	Functional Requirements for Executive Correspondence Version 5.0 (FREC)
o	Executive Correspondence Management Functional Requirements Gap Analysis Version 5.0 (Draft)
o	Executive Correspondence Management Use Case Specification - Manage Correspondence from Receipt to Resolution Version 1.0 (DRAFT) (ECMUCS)
•	Identify metadata referred to in those documents
•	Examine other metadata standards (especially the GC Records Management Metadata Standard and the GC Content Management Metadata Standard)
•	Identify the concepts the metadata elements represent based on domain subject matter knowledge and systems analysis principles
•	Name the metadata elements based on names relevant to the subject domain (where possible)
•	Develop the profile of metadata elements by identifying attributes of the elements
•	Obtain feedback from metadata experts in Records Management, at Treasury Board Secretariat
•	Obtain subject matter feedback from executive correspondence experts working in an operational environment (i.e., the Executive Correspondence Management Working Group)

Metadata Elements

There are 34 metadata elements identified in this document.  These are:

1.	accessRights	
2.	agentIdentifier	
3.	agentInstitutionalEntity	
4.	agentRole	
5.	agentSecurityClearance	
6.	attachmentProfile	
7.	correspondenceLanguage	
8.	correspondentAddress	
9.	correspondentAssociated	
10.	correspondentContactInformation	
11.	correspondentName	
12.	correspondentOrganization	
13.	corresondentPrimaryContact	
14.	correspondentSalutation	
15.	correspondentTitle	
16.	correspondentType	
17.	crossReference	
18.	dataFormat	
19.	eventDateTime	
20.	eventType	
21.	externalIdentifier	
22.	fileCode	
23.	identifier	
24.	objectStatus	
25.	objectType	
26.	requiredAction	
27.	resolution	
28.	response	
29.	responseLanguage	
30.	sensitivity	
31.	specialInstructions	
32.	systemObjectCreator	
33.	textField	
34.	trusteeIndividualName	

Alignment of Executive Correspondence Metadata with Records Management Metadata

The recent publication of the Government of Canada records management metadata standard and associated application profile has influenced this document.  Some of the metadata concepts are very similar across the two domains (after all, executive correspondence is one type of government record).   The principal areas of alignment are summarized in this list:

•	security (access rights, security clearance, sensitivity)
•	agent (including role)
•	event (type and date/time)
•	data format (formatMIME)
•	identifier (several)
•	language (Dublin Core)
•	fileCode
•	trustee

For a fully understanding of these relationships please refer to the following documents available from Library and Archives Canada:

•	Government of Canada Records Management Metadata Standard, Prepared by Government On-Line Metadata Working Group – Records Management Sub-Group, February 7, 2006, Version: 1.00 (Endorsed by GOL Metadata Working Group)

•	Government of Canada Records Management Application Profile, Prepared by Government On-Line Metadata Working Group – Records Management Sub-Group, February 7, 2006, Version: 1.00 (Endorsed by the GOL Metadata Working Group)

Metadata Element Profile Format

The following table explains how each of the metadata elements has been described.  

Attribute
	
Attribute Description	

Identifying Attributes
	
Name		Name of metadata element.  To be in “lowerCamelCase” format.	
Label	Value(s) that typically appear on the computer screen that a user see.  Labels are for display purposes and are not standardized across institutions.	

Definitional Attributes
	
Definition 		The meaning of the element.	
Purpose	The intention or goal in using the element.  Examples include resource discovery and identification, tracking the status of correspondence and reporting on trends in correspondence management.	
Constraint	Identifies where the element applies in the correspondence management domain (i.e., to a folder, to an attachment, to a task or to a correspondent).	
Datatype Name	Indicates the type of data that can be represented in the value of the term at the record and/or file level.	

Relational Attributes
	
Value Domain		The described element is qualified by the referenced Value Domain(s).  A Value Domain may either control the format or convention used to record the value or control the list of allowable terms (i.e. a controlled vocabulary) for the value.  Lists the Value Domain(s) allowed.  In many cases, and increasingly, institutional “pick lists” are used to provide the value in the metadata element and this practice creates a more consistent application of values by users and may even provide a foundation for developing more commonly accepted values for use across government.	

Conditions of Application
	
Obligation	Indicates if the element is mandatory or optional.	
When is Element Populated?	Explains at what stage in the use case specification the element is added/updated in the correspondence management system.	
How is the Element Populated?	Distinguishes whether the element is system generated or user populated and whether or not is based on a default value.	
Reference	Indicates the source document and reference number where the element is identified (i.e., Functional Requirements, Use Case Specification).	

Metadata Element Profiles

Access Rights

Attribute
	
Attribute Description	

Identifying Attributes
	
Name		accessRights	
Label	Access Rights, Access Control	

Definitional Attributes
	
Definition 		A value used to restrict access to folders and/or attachments (and to related text fields) to specified users or user groups.	
Purpose	Prevent unauthorized access to system objects.	
Constraint	Applies to the folder and attachment.	
Datatype Name	Alphanumeric	

Relational Attributes
	
Value Domain		Value is obtained from a pick list of users and groups managed by the institution.	

Conditions of Application
	
Obligation	Mandatory (if applicable).	
When is Element Populated?	Upon creation of a task.	
How is the Element Populated?	User.	
Reference	ECMUCS, 3 Flow of Events, Reference #3.1.8	

Agent Identifier

Attribute
	
Attribute Description	

Identifying Attributes
	
Name		agentIdentifier	
Label	User ID, Author (User ID), On Behalf Of (User ID), Created by, Assignee	

Definitional Attributes
	
Definition 		The identity of the person(s) using the executive correspondence management system.	
Purpose	To track users and groups working on the correspondence folder.	
Constraint	Applies at the time of login to the system.  Applies to folders, attachments, tasks and comments.	
Datatype Name	The format of the user’s/group’s identity will depend on an institution’s naming conventions.	

Relational Attributes
	
Value Domain		Selected from a list of users/groups authorized to use the executive correspondence management system.	

Conditions of Application
	
Obligation	Mandatory	
When is Element Populated?	When user account is set up in system and subsequently when a task is assigned to a user/group.	
How is the Element Populated?	System administrator initially.  Subsequently system generated after user login for tracking purposes.	
Reference	FREC, 3.1 Metadata Requirements, Reference #2.7, #2.20; ECMUCS, 3 Flow of Events, Reference #3.1.8, #3.1.10, #3.1.18, #3.1.25, #3.1.29	

Agent Institutional Entity

Attribute
	
Attribute Description	

Identifying Attributes
	
Name		agentInstitutionalEntity	
Label	Assigned Group, Group/To Classification	

Definitional Attributes
	
Definition 		The formal name of the work group, unit of work, business unit, etc. of the individual who performed an action on a record or file at the time the action was taken.  	
Purpose	To provide further refinement of institutional information about the agent for identification requirements.	
Constraint	Applies to folders, attachments, tasks and comments.	
Datatype Name	The format of the group’s identity will depend on an institution’s naming conventions.	

Relational Attributes
	
Value Domain		Selected from a list of groups authorized to use the executive correspondence management system.	

Conditions of Application
	
Obligation	Optional	
When is Element Populated?	When user account is set up in system and subsequently when a task is assigned to a group.	
How is the Element Populated?	System administrator initially.  Subsequently system generated after user login for tracking purposes.	
Reference	FREC, 3.1 Metadata Requirements, Reference #2.7, #2.20; ECMUCS, 3 Flow of Events, Reference #3.1.8, #3.1.10, #3.1.18, #3.1.25, #3.1.29	

Agent Role

Attribute
	
Attribute Description	

Identifying Attributes
	
Name		agentRole	
Label	Role	

Definitional Attributes
	
Definition 		The function the user performs while using the correspondence management system.  Typically used when there are pre-set workflows for handling the correspondence.	
Purpose	To track the function the user performed on the correspondence folder.	
Constraint		Applies to folders, tasks and attachments.	
Datatype Name	Alphanumeric	

Relational Attributes
	
Value Domain		Selected from a list of valid roles maintained by the institution.  Examples:  Author, Editor, Translator, Approver.	

Conditions of Application
	
Obligation	Optional	
When is Element Populated?	When user account is set up in system.	
How is the Element Populated?	System administrator initially.  Subsequently system generated after user login.	
Reference	ECMUCS, 3 Flow of Events, Reference #3.1.4, FREC 3.7 Search Requirements, Reference #8.11	

Agent Security Clearance

Attribute
	
Attribute Description	

Identifying Attributes
	
Name		agentSecurityClearance	
Label	Security Classification, Security	

Definitional Attributes
	
Definition 		The security level the system user needs to access restricted information in the system.	
Purpose	Provide security on the content of the system.	
Constraint		Applies to folder, task and attachment.	
Datatype Name	Alphanumeric	

Relational Attributes
	
Value Domain		Provided from a pick list.  Examples:  Unclassified; Protected “A”; Protected “B”	

Conditions of Application
	
Obligation	Mandatory (if applicable).	
When is Element Populated?	On creation of the folder.	
How is the Element Populated?	User.	
Reference	FREC, 3.1 Metadata Requirements, Reference #2.7, #2.11, #2.14; FREC, 3.6 Security and Access Control Requirements, Reference #7.3; ECMUCS, 3 Flow of Events, Reference #3.1.8, #3.1.9, #3.1.10, #3.1.17, #3.1.18, #3.1.25, #3.1.29, #3.1.31, #3.2.1.1, #3.2.4.2, #3.2.5.2	

Attachment Profile

Attribute
	
Attribute Description	

Identifying Attributes
	
Name		attachmentProfile	
Label	Attachment Profile	

Definitional Attributes
	
Definition 		Metadata set by system administrators that permit attachments to be catalogued in the system.	
Purpose	To assist with resource discovery.	
Constraint		Applies to attachments.	
Datatype Name	Alphanumeric	

Relational Attributes
	
Value Domain		Dependent on the executive correspondence system used by the institution.  Usually draws on properties of the attachment like date created, date modified, version number (if applicable), etc.	

Conditions of Application
	
Obligation	Optional	
When is Element Populated?	When an attachment is added to the system.  	
How is the Element Populated?	System generated.	
Reference	ECMUCS, 3 Flow of Events, Reference #3.1.9, #3.1.17, #3.1.31, #3.2.1.1, #3.2.4.2, #3.2.5.2; FREC 3.4 Application Integration Requirements, Reference #5.7	

Correspondence Language

Attribute
	
Attribute Description	

Identifying Attributes
	
Name		correspondenceLanguage	
Label	Correspondence Language, Language of Correspondence	

Definitional Attributes
	
Definition 		To identify the language used by the correspondent in the correspondence.	
Purpose	To allow users to determine what language is being used in the communications from the correspondent.	
Constraint		Applies to folder.	
Datatype Name	Alphanumeric.	

Relational Attributes
	
Value Domain		Chosen from a pick list managed by the institution.  Examples:
English, Français	

Conditions of Application
	
Obligation	Optional	
When is Element Populated?	When the correspondence is added to the folder.	
How is the Element Populated?	User.  Can be a default value.	
Reference	FREC, 3.1 Metadata Requirements, Reference #2.7; ECMUCS, 3 Flow of Events, Reference #3.1.8	

Correspondent Address

Attribute
	
Attribute Description	

Identifying Attributes
	
Name		correspondentAddress	
Label	Correspondent Address, Address, Return Address	

Definitional Attributes
	
Definition 		Identification of the return address of the originator of the correspondent.	
Purpose	To indicate the address to reply to.	
Constraint		Applies to correspondents.	
Datatype Name	Addresses are free form fields or populated from a pick list generated by previously entered values.	

Relational Attributes
	
Value Domain		Derived from an institutional list of past correspondents or entered as a new value.  Examples: Suite Number, Street Number, Street Name, City, Province, Postal Code	

Conditions of Application
	
Obligation	Mandatory	
When is Element Populated?	When the correspondence folder is created.	
How is the Element Populated?	User (often a user in the Correspondence Unit).	
Reference	FREC, 3.1 Metadata Requirements, Reference #2.7, #2.14; ECMUCS, 3 Flow of Events, Reference #3.1.8, #3.1.10, #3.1.18, #3.1.25, #3.1.28, #3.1.29, #3.3.2	

Correspondent Associated

Attribute
	
Attribute Description	

Identifying Attributes
	
Name		correspondentAssociated	
Label	Associated Correspondent	

Definitional Attributes
	
Definition 		Identification of a correspondent related to a given piece of correspondence.	
Purpose	To indicate a relationship between two or more pieces of correspondence via an association between the correspondents.	
Constraint		Applies to correspondents.	
Datatype Name	Associated correspondent consists of free form fields or populated from a pick list generated by previously entered values.	

Relational Attributes
	
Value Domain		Derived from an institutional list of past correspondents or entered as a new value.  Examples: First name, middle name or initial, last name	

Conditions of Application
	
Obligation	Optional	
When is Element Populated?	When the correspondence folder is created.	
How is the Element Populated?	User (often a user in the Correspondence Unit).	
Reference	FREC, 3.1 Metadata Requirements, Reference #2.7, #2.14; ECMUCS, 3 Flow of Events, Reference #3.1.8, #3.1.10, #3.1.18, #3.1.25, #3.1.28, #3.1.29, #3.3.2	

Correspondent Contact Information

Attribute
	
Attribute Description	

Identifying Attributes
	
Name		correspondentContactInformation	
Label	Correspondent Contact Information, Contact Information, Additional Contact Information	

Definitional Attributes
	
Definition 		Identification of additional contact information for the originator of the correspondent.	
Purpose	To indicate other ways to contact the correspondent (other than the address).	
Constraint		Applies to correspondents.	
Datatype Name	Additional contact information consists of free form fields or populated from a pick list generated by previously entered values.	

Relational Attributes
	
Value Domain		Derived from an institutional list of past correspondents or entered as a new value.  Examples:  E-mail Address, Telephone Number, Fax Number	

Conditions of Application
	
Obligation	Optional	
When is Element Populated?	When the correspondence folder is created.	
How is the Element Populated?	User (often a user in the Correspondence Unit).	
Reference	FREC, 3.1 Metadata Requirements, Reference #2.7, #2.14; ECMUCS, 3 Flow of Events, Reference #3.1.8, #3.1.10, #3.1.18, #3.1.25, #3.1.28, #3.1.29, #3.3.2	

Correspondent Name

Attribute
	
Attribute Description	

Identifying Attributes
	
Name		correspondentName	
Label	Correspondent Name, Correspondent/From	

Definitional Attributes
	
Definition 		Identification of the originator of the correspondence.	
Purpose	To indicate who sent the correspondence.	
Constraint		Applies to correspondents.	
Datatype Name	Correspondent names are free form fields or populated from a pick list generated by previously entered values.	

Relational Attributes
	
Value Domain		Derived from an institutional list of past correspondents or entered as a new value.  Examples:  First name, Middle name or initial, Last name	

Conditions of Application
	
Obligation	Mandatory	
When is Element Populated?	When the correspondence folder is created.	
How is the Element Populated?	User (often a user in the Correspondence Unit).	
Reference	FREC, 3.1 Metadata Requirements, Reference #2.7, #2.14; ECMUCS, 3 Flow of Events, Reference #3.1.8, #3.1.10, #3.1.18, #3.1.25, #3.1.28, #3.1.29, #3.3.2	

Correspondent Organization

Attribute
	
Attribute Description	

Identifying Attributes
	
Name		correspondentOrganization	
Label	Correspondent Organization, Organization	

Definitional Attributes
	
Definition 		Identification of the organization where the originator of the correspondence is based.	
Purpose	To indicate the organization that sent the correspondence.	
Constraint		Applies to correspondents.	
Datatype Name	Organizations are free form fields or populated from a pick list generated by previously entered values.	

Relational Attributes
	
Value Domain		Derived from an institutional list of past correspondents or entered as a new value.  Examples:   Canadian Labour Congress, Canadian Federation of Independent Business, Public Service Alliance of Canada, Canadian Association of Broadcasters	

Conditions of Application
	
Obligation	Optional	
When is Element Populated?	When the correspondence folder is created.	
How is the Element Populated?	User (often a user in the Correspondence Unit).	
Reference	FREC, 3.1 Metadata Requirements, Reference #2.7, #2.14; ECMUCS, 3 Flow of Events, Reference #3.1.8, #3.1.10, #3.1.18, #3.1.25, #3.1.28, #3.1.29, #3.3.2	

Correspondent Primary Contact

Attribute
	
Attribute Description	

Identifying Attributes
	
Name		correspondentPrimaryContact	
Label	Correspondent Primary Contact, Primary Contact	

Definitional Attributes
	
Definition 		Identification of the main contact on a piece of correspondence if multiple correspondents are identified.	
Purpose	To indicate which correspondent to reply to.	
Constraint		Applies to correspondents.	
Datatype Name	Primary contacts are free form fields or populated from a pick list generated by previously entered values.	

Relational Attributes
	
Value Domain		Derived from an institutional list of past correspondents or entered as a new value.  Examples: First name, Middle name or initial, Last name	

Conditions of Application
	
Obligation	Mandatory (if applicable)	
When is Element Populated?	When the correspondence folder is created.	
How is the Element Populated?	User (often a user in the Correspondence Unit).	
Reference	FREC, 3.1 Metadata Requirements, Reference #2.7, #2.14; ECMUCS, 3 Flow of Events, Reference #3.1.8, #3.1.10, #3.1.18, #3.1.25, #3.1.28, #3.1.29, #3.3.2	

Correspondent Salutation

Attribute
	
Attribute Description	

Identifying Attributes
	
Name		correspondentSalutation	
Label	Salutation	

Definitional Attributes
	
Definition 		Identification of the salutation to use with the correspondent.	
Purpose	To provide a degree of formality in the official communications.	
Constraint		Applies to correspondents.	
Datatype Name	Correspondent salutations are free form fields or populated from a pick list generated by previously entered values.	

Relational Attributes
	
Value Domain		Derived from an institutional list of past correspondents or entered as a new value.  Examples: Mr., Mrs., Ms., Sir, Madam	

Conditions of Application
	
Obligation	Optional	
When is Element Populated?	When the correspondence folder is created.	
How is the Element Populated?	User (often a user in the Correspondence Unit).	
Reference	FREC, 3.1 Metadata Requirements, Reference #2.7, #2.14; ECMUCS, 3 Flow of Events, Reference #3.1.8, #3.1.10, #3.1.18, #3.1.25, #3.1.28, #3.1.29, #3.3.2	

Correspondent Title

Attribute
	
Attribute Description	

Identifying Attributes
	
Name		correspondentTitle	
Label	Correspondent title, Title	

Definitional Attributes
	
Definition 		Identification of the title of the originator of the correspondence.	
Purpose	To indicate what position the correspondent holds.	
Constraint		Applies to correspondents.	
Datatype Name	Correspondent titles are free form fields or populated from a pick list generated by previously entered values.	

Relational Attributes
	
Value Domain		Derived from an institutional list of past correspondents or entered as a new value.  Examples: President, Executive Director, Chairperson, Chief Executive Officer, Director General, Director	

Conditions of Application
	
Obligation	Optional	
When is Element Populated?	When the correspondence folder is created.	
How is the Element Populated?	User (often a user in the Correspondence Unit).	
Reference	FREC, 3.1 Metadata Requirements, Reference #2.7, #2.14; ECMUCS, 3 Flow of Events, Reference #3.1.8, #3.1.10, #3.1.18, #3.1.25, #3.1.28, #3.1.29, #3.3.2	

Correspondent Type

Attribute
	
Attribute Description	

Identifying Attributes
	
Name		correspondentType	
Label	Correspondent Type	

Definitional Attributes
	
Definition 		A classification of correspondents according to a scheme used by the institution.	
Purpose	To permit users to classify attributes of the correspondent for analysis and reporting.  Permits the user to report on the variety of correspondents contacting the institution.	
Constraint		Applies to correspondent (the originator of the correspondence).	
Datatype Name	Alphanumeric	

Relational Attributes
	
Value Domain		Selected from a pick list developed by the institution.	

Conditions of Application
	
Obligation	Optional	
When is Element Populated?	When correspondent information is populated into the system.	
How is the Element Populated?	User (often the Correspondence Unit).	
Reference	FREC, 3.1 Metadata Requirements, Reference #2.14; ECMUCS, 3 Flow of Events, Reference #3.1.8	

 Cross Reference

Attribute
	
Attribute Description	

Identifying Attributes
	
Name		crossReference	
Label	Folder X-fields	

Definitional Attributes
	
Definition 		A cross-reference allows users to relate information in one folder to information in another folder.	
Purpose	To alert users that additional information not contained in a folder exists that should be considered when working on the tasks of the original folder.	
Constraint		Applies to folder.	
Datatype Name	Alphanumeric	

Relational Attributes
	
Value Domain		Typically refers to information about the correspondent, another folder or an attachment in another folder.	

Conditions of Application
	
Obligation	Optional	
When is Element Populated?	At any time during the correspondence process, but typically when the folder is created.	
How is the Element Populated?	User.	
Reference	FREC, 3.1 Metadata Requirements, Reference #2.7	

Data Format (Format MIME)

Attribute
	
Attribute Description	

Identifying Attributes
	
Name		dataFormat (formatMIME)	
Label	Attachment Application	

Definitional Attributes
	
Definition 		Identifies the type of software required to read and/or edit an attachment.	
Purpose	To indicate to a user what software they need to use to view or modify the attachment file.	
Constraint		Applies to attachments.	
Datatype Name	Alphanumeric	

Relational Attributes
	
Value Domain		Normally based on typical office systems software (e.g., MS Office, Adobe PDF).	

Conditions of Application
	
Obligation	Optional	
When is Element Populated?	Whenever an attachment is added to a folder.	
How is the Element Populated?	System generated based on file extension of the attachment.	
Reference	FREC, 3.1 Metadata Requirements, Reference #2.19; ECMUCS, 3 Flow of Events, Reference #3.1.9, #3.1.17, #3.1.31, #3.2.1.1, #3.2.4.2, #3.2.5.2	

Event Date/Time

Attribute
	
Attribute Description	

Identifying Attributes
	
Name		eventDateTime	
Label	Many potential labels exist:

Date Sent, Date Received, Date Due, Date Closed, Folder Creation Date, Folder Creation Time, Folder Last Modified Date, Folder Last Edit Date, Folder Last Edit Time, BF Date, Sign Date, Date Closed (or Closed Date), Date Assigned/Created, Date Created, Task Last Edit Date, Task Last Edit Time, Folder Due Date, Date Created, Creation Date, Document Date (or Doc Date), Last Modified Time, Last Modified Date, Last Edit Date, Comment Date, Comment Time, Task Created, Task Edited, Attachment Created, Attachment Modified	

Definitional Attributes
	
Definition 		The date and time an event occurred or is planned to occur.  Includes due dates/times and bring forward dates/times.	
Purpose	To timestamp events in the system.  To indicate to users deadlines for their tasks.  To ensure overall performance targets based on time are visible.	
Constraint		Applies to folders, attachments, tasks and comments.  	
Datatype Name	Date format	

Relational Attributes
	
Value Domain		Drawn from system clock/calendar.	

Conditions of Application
	
Obligation	Mandatory	
When is Element Populated?	Whenever a tracked system event occurs.	
How is the Element Populated?	System generated.	
Reference	FREC, 3.1 Metadata Requirements, Reference #2.5, #2.8, #2.9, #2.12, #2.13, #2.19, #2.20; ECMUCS, 3 Flow of Events, Reference #3.1.8, #3.1.9, #3.1.10, #3.1.17, #3.1.18, #3.1.25, #3.1.29, #3.1.31, #3.2.1.1, #3.2.4.1	

Event Type

Attribute
	
Attribute Description	

Identifying Attributes
	
Name		eventType	
Label	Event Type	

Definitional Attributes
	
Definition 		Something that takes place, occurs or is an outcome of an action in the executive correspondence system.	
Purpose	To identify actions taken in response to the correspondence; to establish an audit trail of events.	
Constraint		Applies to folder, attachment, task and comment.	
Datatype Name	String	

Relational Attributes
	
Value Domain		Based on available values in the executive correspondence management system in use by the institution.  Examples:  Folder Created, Folder Modified, Folder Edited, DM Sign, Document Created, Folder Closed, Task Created, Task Assigned/Created, Attachment Created, Attachment Modified, Assigned, Task Edited, Object Created, Object Modified, Object Edited, Comment Added	

Conditions of Application
	
Obligation	Mandatory	
When is Element Populated?	Whenever an event takes place in the system.	
How is the Element Populated?	System generated.	
Reference	FREC, 3.1 Metadata Requirements, Reference #2.8, #2.11, #2.12, #2.13, #2.19; ECMUCS, 3 Flow of Events, Reference #3.1.8, #3.1.9, #3.1.10, #3.1.17, #3.1.18, #3.1.25, #3.1.29, #3.1.31, #3.2.1.1, #3.2.4.1	

External Identifier

Attribute
	
Attribute Description	

Identifying Attributes
	
Name		externalIdentifier	
Label	External Folder Unique Identifier(s), External Attachment Unique Identifier, Tracking ID	

Definitional Attributes
	
Definition 		The “external identifier” refers to two inter-operability requirements:  a) a cross-reference is needed to a database other than the executive correspondence management database; or b) where a folder or some of its contents are forwarded from a host application to a recipient application (perhaps in another institution) for processing a response and then is returned to the host application for closure (the “external identifier” allows the content to be related to the recipient system’s folder – which in the recipients system would be the “identifier”).	
Purpose	To ensure every object that moves between systems can be tracked in the executive correspondence system for more accurate location and retrieval.	
Constraint		Applies to folders, attachments and tasks.	
Datatype Name	Alphanumeric; original is sequential (frequently permits the addition of a current year and departmental identifier).	

Relational Attributes
	
Value Domain		Dependent on the executive correspondence system used by the institution.  Examples:  The format of the tracking number must be configurable by the individual departmental org unit. Several different formats must be supported / configurable.  The following format is an example of one such format: 
- YYYY-GRP-######
- YDDD####L
Where:
- YYYY	Is the year the correspondence was created
- GRP	Is the group that performed the data entry
- ###### Is a sequence number
- L Is the language of the correspondence	

Conditions of Application
	
Obligation	Optional	
When is Element Populated?	Whenever a new additional folder reference is added to the system.  	
How is the Element Populated?	User generated.	
Reference	FREC, 3.1 Metadata Requirements, Reference #2.2	

File Code

Attribute
	
Attribute Description	

Identifying Attributes
	
Name		fileCode	
Label	File Number, File Code, File Classification	

Definitional Attributes
	
Definition 		The unique code, derived from a classification scheme / file plan, of the file.  	
Purpose	To associate the record or file to the classification scheme / file plan which supports the functions and activities of the business/program area.
To ensure that records and files are linked to the classification scheme / file plan in a consistent manner over time.
To assist in the retrieval of all records and files relating to a particular function or activity.
A mechanism that allows for the application of retention requirements and disposition actions for records and files.	
Constraint		Applies to folders and attachments.	
Datatype Name	Alphanumeric; sequential	

Relational Attributes
	
Value Domain		Dependent on the file classification system used by the institution.	

Conditions of Application
	
Obligation	Mandatory	
When is Element Populated?	Whenever a new folder or attachment is added to the system.  	
How is the Element Populated?	Either system generated or user (records office) generated.	
Reference	ECMUCS, 3 Flow of Events, Reference #3.1.8; FREC, 3.11 Supplementary Requirements, Reference #13.7	

Identifier

Attribute
	
Attribute Description	

Identifying Attributes
	
Name		identifier	
Label	Identifier, Folder ID, Folder Unique Identifier, Folder 1st Unique Identifier (Tracking ID), Attachment Unique Identifier, Task Unique Identifier	

Definitional Attributes
	
Definition 		A reference assigned to a folder, attachment or task in the executive correspondence system to ensure they can each be uniquely tracked.	
Purpose	To ensure every folder, attachment and task that is tracked in the executive correspondence system can be uniquely identified for accurate location and retrieval.	
Constraint		Applies to folders, attachments and tasks.	
Datatype Name	Alphanumeric; sequential	

Relational Attributes
	
Value Domain		Dependent on the executive correspondence system used by the institution.  Can be generated by the RDIMS system.  Examples:  The format of the tracking number must be configurable by the individual departmental org unit. Several different formats must be supported / configurable. The following format is an example of one such format: 
- YYYY-GRP-######
- YDDD####L
Where:
- YYYY  Is the year the correspondence was created
- GRP	Is the group that performed the data entry
- ###### Is a sequence number
- L Is the language of the correspondence	

Conditions of Application
	
Obligation	Mandatory	
When is Element Populated?	Whenever a new folder, task or attachment is added to the system.  Attachment identifiers may be generated by a records management application and carry through to the correspondence management application.	
How is the Element Populated?	System generated.	
Reference	FREC, 3.1 Metadata Requirements, Reference #2.2, #2.3, #2.4, #2.8, #2.12, #2.19; ECMUCS, 3 Flow of Events, Reference #3.1.9, #3.1.10, #3.1.17, #3.1.18, #3.1.25, #3.1.29, #3.1.31, #3.2.1.1, #3.2.4.2, #3.2.5.2	

Object Status

Attribute
	
Attribute Description	

Identifying Attributes
	
Name		objectStatus	
Label	Folder Status, Task Status, Completion Status, Task Completion Status	

Definitional Attributes
	
Definition 		A field that lets users determine the state of a correspondence folder.	
Purpose	Allows the user to determine at which stage in the reply process the correspondence folder is currently at.	
Constraint		Applies to folder and task.	
Datatype Name	Alphanumeric	

Relational Attributes
	
Value Domain		Based on the executive correspondence system in use in the institution.  Examples for folder or task status:  Priority, on-schedule, completed, put-away.  Examples for task status:  Unread, read, accepted, active, pending, changes required, complete, approves, closed, put away	

Conditions of Application
	
Obligation	Optional	
When is Element Populated?	Whenever a status event in the system takes place.	
How is the Element Populated?	System generated.	
Reference	FREC, 3.1 Metadata Requirements, Reference #2.8, #2.11, #2.12; ECMUCS, 3 Flow of Events, Reference #3.1.8, #3.1.10, #3.1.14, #3.1.18, #3.1.22, #3.1.25, #3.1.29, #3.2.4.1, #3.2.5.1, #3.2.5.3, #3.2.6.1, #3.2.6.2, ECMUCS, 6 Post-Conditions, Reference #6.1; ECMUCS, 6 Post-Conditions, Reference #6.2; FREC, 3.3 Workflow Requirements, Reference #4.10	

Object Type

Attribute
	
Attribute Description	

Identifying Attributes
	
Name		objectType	
Label	Folder Type, Correspondence Type, Mail Type	

Definitional Attributes
	
Definition 		A classification of system objects according to a scheme used by the institution.	
Purpose	To permit users to classify the nature of the objects for analysis and reporting.  Permits the user to report on the variety of correspondence and tasks handled by the institution.	
Constraint		Applies to folder, attachment and task.	
Datatype Name	Alphanumeric	

Relational Attributes
	
Value Domain		Selected from a pick list developed by the institution.	

Conditions of Application
	
Obligation	Optional	
When is Element Populated?	When the object (folder, attachment, task) is added to the system.	
How is the Element Populated?	User selected from a pick-list.  	
Reference	FREC, 3.1 Metadata Requirements, Reference #2.7	

Required Action

Attribute
	
Attribute Description	

Identifying Attributes
	
Name		requiredAction	
Label	Required Action, Action Code	

Definitional Attributes
	
Definition 		A field that lets system users identify the action required to respond to the correspondence.  	
Purpose	Allows the correspondence unit or task assigner to indicate what action is to be taken by other users in the system.  Lets a system user know what action is expected of them when viewing the folder, and what timelines and milestones exist for the folder.	
Constraint		Applies to folder.	
Datatype Name	Alphanumeric	

Relational Attributes
	
Value Domain		Based on the executive correspondence system in use in the institution.  Based on a pick list.	

Conditions of Application
	
Obligation	Mandatory	
When is Element Populated?	At the time a task is added to the folder.	
How is the Element Populated?	User.	
Reference	FREC, 3.1 Metadata Requirements, Reference #2.11, 3.11 Supplementary Requirements, Reference #13.9; ECMUCS, 3 Flow of Events, Reference #3.1.10, #3.1.18, #3.1.25, #3.1.29	

Resolution

Attribute
	
Attribute Description	

Identifying Attributes
	
Name		Resolution	
Label	Resolution	

Definitional Attributes
	
Definition 		A field that indicates how a correspondence action was dealt with.	
Purpose	To make it clear to users what the disposition of the correspondence action was (e.g., signed by Deputy Minister, signed by Minister – reply sent to MP, put away - no action required, etc.).	
Constraint		Usually based on a pick list of values defined by the institution.	
Datatype Name	Pick list item	

Relational Attributes
	
Value Domain		Drawn from an institutional pick list value.	

Conditions of Application
	
Obligation	Optional	
When is Element Populated?	When the folder is closed.	
How is the Element Populated?	User.	
Reference	FREC, 3.1 Metadata Requirements, Reference #2.7	

Response

Attribute
	
Attribute Description	

Identifying Attributes
	
Name		Response	
Label	Response	

Definitional Attributes
	
Definition 		A field that indicates the type of response required when correspondence is received (e.g., create a template response, send an e-mail, etc.).	
Purpose	To indicate to users what the expected response should address.	
Constraint		Usually derived from a pick list of values set by the institution.	
Datatype Name	Pick list item.	

Relational Attributes
	
Value Domain		Drawn from an institutional pick list of values.	

Conditions of Application
	
Obligation	Optional	
When is Element Populated?	When the folder is created.	
How is the Element Populated?	User.	
Reference	FREC, 3.1 Metadata Requirements, Reference #2.7	

Response Language

Attribute
	
Attribute Description	

Identifying Attributes
	
Name		responseLanguage	
Label	Language of Reply	

Definitional Attributes
	
Definition 		To identify the language used in the reply to the correspondent.	
Purpose	To allow users to determine what language is being used in the reply to the correspondent.  Typically and English correspondence will be answered in English, French in French and less commonly bi-lingual with bi-lingual.  There are often cases in some institutions where other languages may be used as the language of response and where translations will be needed.	
Constraint		Applies to attachment.	
Datatype Name	Alphanumeric	

Relational Attributes
	
Value Domain		Drawn from a pick list of values.  Examples:  English, Français	

Conditions of Application
	
Obligation	Optional	
When is Element Populated?	When the reply is drafted and added to the folder.	
How is the Element Populated?	User.	
Reference	FREC, 3.1 Metadata Requirements, Reference #2.14	

Sensitivity

Attribute
	
Attribute Description	

Identifying Attributes
	
Name		Sensitivity	
Label	Sensitivity, Folder Category, Folder Classification, Task Category, Task Classification	

Definitional Attributes
	
Definition 		The highest security classification or designation assigned within a folder.  	
Purpose	To enable records or files with access sensitivities to be appropriately identified, managed and handled.  To prevent the unauthorized disclosure of sensitive information.  To prevent unauthorized access to folders, attachments, special instructions or tasks.	
Constraint		Applies to folder, attachment, task, comment.	
Datatype Name	Alphanumeric	

Relational Attributes
	
Value Domain		Government Security Policy (GSP) AND/OR Institution-specific schemes	

Conditions of Application
	
Obligation	Mandatory (if applicable)	
When is Element Populated?	At any time during the correspondence process, but typically when the folder is created.	
How is the Element Populated?	User.	
Reference	FREC, 3.1 Metadata Requirements, Reference #2.7, #2.11; ECMUCS, 3 Flow of Events, Reference #3.1.8, #3.1.10, #3.1.18, #3.1.25, #3.1.29	

 
Special Instructions

Attribute
	
Attribute Description	

Identifying Attributes
	
Name		specialInstructions	
Label	Special Instructions	

Definitional Attributes
	
Definition 		Written guidance that lets system users communicate to others very specific information related to a correspondence action that is not communicated through any other means.  Special instructions may be limited to specific users or specific classes of users based on access rights, agent security clearance and sensitivity.	
Purpose	To provide additional information to users about how to handle a correspondence action that is not part of the ordinary practice or course of events.  	
Constraint		None	
Datatype Name	Alphanumeric	

Relational Attributes
	
Value Domain		Free text or derived from an institutional pick list.	

Conditions of Application
	
Obligation	Optional	
When is Element Populated?	When the folder is created.	
How is the Element Populated?	User.	
Reference	FREC, 3.1 Metadata Requirements, Reference #2.7	

System Object Creator

Attribute
	
Attribute Description	

Identifying Attributes
	
Name		systemObjectCreator	
Label	Folder Creator, Folder Created By, Task Created By	

Definitional Attributes
	
Definition 		Identification of the user who created a folder or a task in the system.	
Purpose	To indicate who performed the administrative task of setting up the folder or who initiated the task.  Distinct from the agent who performs a task or creates an attachment.	
Constraint		Applies to folders and tasks.	
Datatype Name	User IDs are system determined.	

Relational Attributes
	
Value Domain		Users working on the response are identified by User ID in the system.  Examples:   Folder Creator (Folder Created By), (Task) Created by	

Conditions of Application
	
Obligation	Optional	
When is Element Populated?	Whenever an object is created (i.e., folder, task, attachment, comment).	
How is the Element Populated?	System generated based on user login.	
Reference	FREC, 3.1 Metadata Requirements, Reference #2.8	

Text Field

Attribute
	
Attribute Description	

Identifying Attributes
	
Name		textField	
Label	Comments, Notes, Description, Text Field, Summary, Task Text Field	

Definitional Attributes
	
Definition 		A written note providing annotations or explanations about any aspect of the handling of correspondence.	
Purpose	A field that allows users to add remarks related to an executive correspondence action.  It permits system users to communicate to one another information about correspondence that may not be obvious from the standard profile information (for instance what work they’ve performed or some information related to the status of the correspondence).	
Constraint		Applies to folders, attachments and tasks.	
Datatype Name	Alphanumeric	

Relational Attributes
	
Value Domain		N/A - free text.	

Conditions of Application
	
Obligation	Optional	
When is Element Populated?	At various points during the processing of correspondence.	
How is the Element Populated?	User.	
Reference	FREC, 3.1 Metadata Requirements, Reference #2.6, #2.10, #2.14; ECMUCS, 3 Flow of Events, Reference #3.1.8; ECMUCS, 3 Flow of Events, Reference #3.1.9, #3.1.17, #3.1.18, #3.1.25, #3.1.29, #3.1.31, #3.2.1.1, #3.2.4.2, #3.2.5.2	

Trustee Individual Name

Attribute
	
Attribute Description	

Identifying Attributes
	
Name		trusteeIndividualName	
Label	Trustee, OPI, Owner	

Definitional Attributes
	
Definition 		The name of the individual responsible for the stewardship of the folder or attachment.	
Purpose	To identity who is responsible for the folder or attachment.  May act as a point of contact for information about the folder.  To facilitate searching for and retrieval of the folder.	
Constraint		Applies to folders.	
Datatype Name	Alphanumeric	

Relational Attributes
	
Value Domain		Institution-specific scheme	

Conditions of Application
	
Obligation	Mandatory (if applicable)	
When is Element Populated?	When a folder is assigned to a user.	
How is the Element Populated?	User.	
Reference	FREC, 3.1 Metadata Requirements, Reference #2.14, #2.18; ECMUCS, 3 Flow of Events, Reference #3.1.9, #3.1.17, #3.1.31, #3.2.1.1, #3.2.4.2, #3.2.5.2	

Executive Correspondence Use Case Workflow

The following table maps steps in the workflow of executive correspondence (as identified in the Executive Correspondence Management Use Case Specification - Manage Correspondence from Receipt to Resolution Version 1.0 (DRAFT) produced by PWGSC’s RDIMS Office) with their associated metadata elements.

MANAGE CORRESPONDENCE
FROM RECEIPT TO RESOLUTION	METADATA
REQUIRED AT EACH STEP	

3.1 BASIC FLOW – MANAGE PAPER BASED CORRESPONDENCE 
	
3.1.1 Start of Use Case 		
3.1.2 User Searches Solution for Existing Correspondence 		
3.1.3 Solution Displays Search Form 		
3.1.4 User Enters Search Criteria 	agentRole	
3.1.5 Solution displays Search Result Window with Search Results 		
3.1.6 User Accesses Registration Form 		
3.1.7 Solution Populates Entry Form with Default Values 		
3.1.8 User Registers Correspondence 	accessRights
agentIdentifier
correspondenceLanguage
correspondenceType
correspondentAddress
correspondentAssociated
correspondentContactInformation
correspondentName
correspondentOrganization
correspondentPrimaryContact
correspondentSalutation
correspondentTitle
correspondentType
eventDateTime
eventType
fileCode
folderType
(externalIdentifier)
identifier
objectStatus
sensitivity	
3.1.9 User Scans and Saves Correspondence	agentIdentifier
attachmentProfile
dataFormat
eventDateTime
eventType
identifier
sensitivity
textField
trusteeIndividualName	
3.1.10 User Assigns Task to Multiple Groups [or a single group]	agentIdentifier correspondentAddress
correspondentAssociated
correspondentContactInformation
correspondentName
correspondentOrganization
correspondentPrimaryContact
correspondentSalutation
correspondentTitle
correspondentType
eventDateTime
eventType
identifier
objectCategory
objectStatus
requiredAction
sensitivity	
3.1.11 Solution Routes Folder		
3.1.12 User Reviews Correspondence Request 	agentIdentifier correspondentAddress
correspondentAssociated
correspondentContactInformation
correspondentName
correspondentOrganization
correspondentPrimaryContact
correspondentSalutation
correspondentTitle
correspondentType
eventDateTime
eventType
identifier
objectCategory
objectStatus
requiredAction
sensitivity	
3.1.13 User Prepares and Attaches Input	agentIdentifier	
3.1.14 User Completes Task	agentIdentifier
attachmentProfile
eventDateTime
eventType
objectStatus	
3.1.15 Solution Routes Folder 		
3.1.16 User Reviews Input 	agentIdentifier 
attachmentProfile
correspondentAddress
correspondentAssociated
correspondentContactInformation
correspondentName
correspondentOrganization
correspondentPrimaryContact
correspondentSalutation
correspondentTitle
correspondentType
eventDateTime
eventType
identifier
objectCategory
objectStatus
requiredAction
sensitivity	
3.1.17 User Prepares Draft Reply 	agentIdentifier	
3.1.18 User Submits Draft Reply for Review and Approval 	agentIdentifier
attachmentProfile
eventDateTime
eventType
objectStatus	
3.1.19 Solution Routes Folder 		
3.1.20 User from Group #1 Approves Reply 	agentIdentifier 
attachmentProfile
correspondentAddress
correspondentAssociated
correspondentContactInformation
correspondentName
correspondentOrganization
correspondentPrimaryContact
correspondentSalutation
correspondentTitle
correspondentType
eventDateTime
eventType
identifier
objectCategory
objectStatus
requiredAction
sensitivity	
3.1.21 Solution Routes Folder 		
3.1.22 User from Group #2 Approves Reply 	agentIdentifier 
attachmentProfile
correspondentAddress
correspondentAssociated
correspondentContactInformation
correspondentName
correspondentOrganization
correspondentPrimaryContact
correspondentSalutation
correspondentTitle
correspondentType
eventDateTime
eventType
identifier
objectCategory
objectStatus
requiredAction
sensitivity	
3.1.23 Solution Routes Folder 		
3.1.24 User Prepares Final Reply 	agentIdentifier	
3.1.25 User Submits Reply for Signature 	agentIdentifier
attachmentProfile
eventDateTime
eventType
objectStatus	
3.1.26 Solution Routes Folder 		
3.1.27 User Reviews and Signs Final Reply 	agentIdentifier 
attachmentProfile
correspondentAddress
correspondentAssociated
correspondentContactInformation
correspondentName
correspondentOrganization
correspondentPrimaryContact
correspondentSalutation
correspondentTitle
correspondentType
eventDateTime
eventType
identifier
objectCategory
objectStatus
requiredAction
sensitivity	
3.1.28 Final Reply sent to Correspondent 	agentIdentifier 
attachmentProfile
correspondentAddress
correspondentAssociated
correspondentContactInformation
correspondentName
correspondentOrganization
correspondentPrimaryContact
correspondentSalutation
correspondentTitle
correspondentType
eventDateTime
eventType
identifier
objectCategory
objectStatus
requiredAction
sensitivity	
3.1.29 User Assigns Task to Group to Complete Folder 	agentIdentifier 
attachmentProfile
correspondentAddress
correspondentAssociated
correspondentContactInformation
correspondentName
correspondentOrganization
correspondentPrimaryContact
correspondentSalutation
correspondentTitle
correspondentType
eventDateTime
eventType
identifier
objectCategory
objectStatus
requiredAction
sensitivity
securityClassification
textField	
3.1.30 Solution Routes Folder 		
3.1.31 User Scans and Saves Signed Reply 	agentIdentifier 
attachmentProfile
correspondentAddress
correspondentAssociated
correspondentContactInformation
correspondentName
correspondentOrganization
correspondentPrimaryContact
correspondentSalutation
correspondentTitle
correspondentType
eventDateTime
eventType
identifier
objectCategory
objectStatus
requiredAction
sensitivity	
3.1.32 User Closes Folder 	agentIdentifier
attachmentProfile
eventDateTime
eventType
fileCode
objectStatus	

3.2 ALTERNATIVE FLOWS 
	
3.2.1 Manage Electronic Correspondence from Receipt to Resolution 	accessRights
agentIdentifier
correspondenceLanguage
correspondenceType
correspondentAddress
correspondentAssociated
correspondentContactInformation
correspondentName
correspondentOrganization
correspondentPrimaryContact
correspondentSalutation
correspondentTitle
correspondentType
eventDateTime
eventType
fileCode
folderType
(externalIdentifier)
identifier
objectStatus
sensitivity	
3.2.2 Reassign Tasks 	accessRights
agentIdentifier
correspondenceLanguage
correspondenceType
correspondentAddress
correspondentAssociated
correspondentContactInformation
correspondentName
correspondentOrganization
correspondentPrimaryContact
correspondentSalutation
correspondentTitle
correspondentType
eventDateTime
eventType
fileCode
folderType
(externalIdentifier)
identifier
objectStatus
sensitivity	
3.2.3 Create Sub-Tasks to Additional Groups 	accessRights
agentIdentifier
correspondenceLanguage
correspondenceType
correspondentAddress
correspondentAssociated
correspondentContactInformation
correspondentName
correspondentOrganization
correspondentPrimaryContact
correspondentSalutation
correspondentTitle
correspondentType
eventDateTime
eventType
fileCode
folderType
(externalIdentifier)
identifier
objectStatus
sensitivity	
3.2.4 Revisions Required to Draft Reply before Approval Given 	agentIdentifier
attachmentProfile
eventDateTime
eventType
fileCode
objectStatus	
3.2.5 Revision Required to Final Reply before Signature 	agentIdentifier
attachmentProfile
eventDateTime
eventType
fileCode
objectStatus	
3.2.6 Final Reply will not be Sent 	agentIdentifier
attachmentProfile
eventDateTime
eventType
fileCode
objectStatus	

3.3 EXCEPTION FLOWS 
	
3.3.1 Mandatory Fields Not Entered 		
3.3.2 Duplicate Correspondent Entered	correspondentAddress
correspondentAssociated
correspondentContactInformation
correspondentName
correspondentOrganization
correspondentPrimaryContact
correspondentSalutation
correspondentTitle
correspondentType	

Logical Model

The five principal components of the executive correspondence domain are as follows:

•	Folder:  the container in which information about a correspondence action is captured (frequently referred to as a docket)
•	Agent: the employee of the institution that is handling the correspondence – from setting up the folder in the correspondence unit, to assigning tasks, to responding to correspondence and all related tasks
•	Correspondent: the creator of the original correspondence sent to the institution that is added to the executive correspondence management system for preparation of a response
•	Task:  the unit(s) of work assigned to a correspondence action (for instance draft a reply, edit a reply, proofread a reply, translate a reply, sign a reply)
•	Attachment: the record(s) that is created in response to the incoming correspondence (also commonly known as a reply)

Together these key elements form the foundation of an executive correspondence system.  All of the other information objects relate to one of more of these components in a manner depicted below (metadata associated with folders may be inherited by task or attachment, as noted by the “constraint” value in the element attributes tables):  

Folder

Correspondent

Task

Attachment

accessRights
correspondenceLanguage
crossReference
externalIdentifier 
eventDateTime
eventType
fileCode

agentRole 
requiredAction
specialInstructions

attachmentProfile
dataFormat
responseLanguage

correspondentAddress
correspondentAssociated
correspondentContactInformation
correspondentName
correspondentOrganization
corresondentPrimaryContact
correspondentSalutation
correspondentTitle
correspondentType 

identifier
objectType
objectStatus
resolution 
response
sensitivity
textField 

agentIdentifier 
agentInstitutionalEntity
agentSecurityClearance
systemObjectCreator
trusteeIndividualName

Agent

Version History

Date	Version No.	Author	Revisions	
January 15, 2006	Draft 1.0	Michael Patenaude	-first draft of document created	
January 19, 2006	Draft 2.0	Michael Patenaude	-updated to factor in elements suggested by Use Case Specification	
January 23, 2006	Draft 3.0	Michael Patenaude	-added two more profile attributes (obligation and reference)	
February 6, 2006	Draft 4.0	Michael Patenaude	-added three more profile attributes (when is the element populated?, how is the element populated?, rules for inclusion)
-populated content for previously unpopulated attributes
-modified element naming convention to lowerCamelCase
-added more elements to more accurately reflect functional requirements and use case documentation
-created draft logical model for metadata
-added workflow to metadata element mapping
-explained method used to develop application profile	
February 22, 2006	Draft 4.1	Michael Patenaude	-corrected missing definition and purpose values for three elements inadvertently removed
-added list of refinements that will be made to the document in the next version	
March 17, 2006	Draft 5.0	Michael Patenaude	-incorporate feedback from ECMWG member
-incorporate feedback from RMMS Working Group Members, Treasury Board Secretariat
-remove list of refinements to come
-update use case workflow
-update logical model	
March 24, 2006	Final 1.0		-incorporated ECM WG member comments pertaining in particular to “text field” + “special instructions”, “response” + “resolution” + “response language” + “correspondence language” + “trustee” + “owner” or “OPI”, “attachment profile” and “agent role”
-deleted element “action code” as it was redundant – “required action” has the same meaning