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glam/frontend/public/schemas/20251121/linkml/modules/classes/CustodianAdministration.yaml
kempersc 6bb8ac20ba feat: Add MainPart and OutputData classes with detailed specifications 
- Introduced MainPart class to represent principal portions with quantified values, including attributes for part type and currency code.
- Added OutputData class to specify output characteristics from devices/services, including format, description, and destination URL.
- Created canonical_value, capacity, capacity_type, and capacity_value slots for enhanced data representation.
- Archived and migrated various slots related to data sensitivity, dataset descriptions, and titles to align with new structures.
- Implemented has_or_had_caption and has_or_had_main_part slots to support media accessibility and primary portion representation.
- Enhanced data license policy slot to define custodian data licensing and openness policies.
2026-01-23 11:04:15 +01:00

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YAML
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id: https://nde.nl/ontology/hc/class/CustodianAdministration
name: custodian_administration_class
title: CustodianAdministration Class
imports:
- linkml:types
- ./Custodian
- ./CustodianObservation
- ./ReconstructionActivity
- ./TimeSpan
- ./OrganizationalStructure
- ./DigitalPlatform
- ./ReconstructedEntity
- ../slots/record_type
- ../slots/has_or_had_access_control
- ../slots/has_administration_description
- ../slots/has_administration_name
# REMOVED 2026-01-15: ../slots/backup_status - migrated to has_or_had_status with BackupStatus
- ../slots/has_or_had_status
- ./BackupStatus
- ../slots/has_or_had_business_criticality # was: business_criticality - migrated per Rule 53/56/57 (2026-01-17)
- ./BusinessCriticality
- ../slots/creating_function
- ../slots/has_or_had_level # was: data_sensitivity - migrated per Rule 53/56/57 (2026-01-23)
- ./DataSensitivityLevel
- ../slots/estimated_volume
- ../slots/expected_transfer_date
- ../slots/gdpr_relevant
- ../slots/growth_rate
- ../slots/id
- ../slots/managing_unit
- ../slots/primary_system
- ../slots/refers_to_custodian
- ../slots/retention_period_year
- ../slots/retention_schedule
- ../slots/has_or_had_secondary_system
- ../slots/specificity_annotation
- ../slots/has_or_had_score # was: template_specificity - migrated per Rule 53 (2026-01-17)
- ../slots/temporal_extent # was: valid_from + valid_to - migrated per Rule 53
# REMOVED 2026-01-14: valid_from + valid_to - migrated to temporal_extent (Rule 53)
- ../slots/is_or_was_derived_from # was: was_derived_from - migrated per Rule 53
- ../slots/is_or_was_generated_by # was: was_generated_by - migrated per Rule 53
- ./SpecificityAnnotation
- ./TemplateSpecificityScore # was: TemplateSpecificityScores - migrated per Rule 53 (2026-01-17)
- ./TemplateSpecificityType
- ./TemplateSpecificityTypes
- ../slots/is_or_was_active_since
prefixes:
linkml: https://w3id.org/linkml/
hc: https://nde.nl/ontology/hc/
crm: http://www.cidoc-crm.org/cidoc-crm/
dcterms: http://purl.org/dc/terms/
rico: https://www.ica.org/standards/RiC/ontology#
prov: http://www.w3.org/ns/prov#
time: http://www.w3.org/2006/time#
org: http://www.w3.org/ns/org#
schema: http://schema.org/
classes:
CustodianAdministration:
is_a: ReconstructedEntity
class_uri: rico:RecordResource
description: "Represents ACTIVE documents, files, data, and records currently in daily use\nby the heritage custodian.\
\ These are LIVING records actively referenced,\nmodified, and used in ongoing institutional operations.\n\n**CRITICAL\
\ DISTINCTION - NOT ARCHIVES**:\n\nCustodianAdministration is fundamentally DIFFERENT from archives:\n\n| CustodianAdministration\
\ | CustodianArchive | CustodianCollection |\n|-------------------------|------------------|---------------------|\n\
| **ACTIVE** - in daily use | **INACTIVE** - awaiting processing | **HERITAGE** - cultural value |\n| Business tool\
\ | Processing backlog | Research resource |\n| Modified regularly | Static (until processed) | Preserved permanently\
\ |\n| Managed by business units | Managed by archives | Managed by collections |\n| Current reference value | Future\
\ historical value | Proven historical value |\n| Retention period active | Retention period ended | Permanently retained\
\ |\n\n**LIFECYCLE POSITION**:\n\n```\n┌─────────────────────────────────────────────────────────────────────┐\n│ CustodianAdministration\
\ (THIS CLASS) │\n│ ════════════════════════════════════ \
\ │\n│ ACTIVE records in daily use NOW │\n│ \
\ │\n│ Examples: │\n│ -\
\ Current year's correspondence │\n│ - Open project files \
\ │\n│ - Active personnel records │\n│ - Current financial\
\ year invoices │\n│ - Live databases and email \
\ │\n│ - Shared drive documents being edited │\n│ - CRM/ERP system data \
\ │\n│ - Active vendor contracts │\n\
│ │\n│ Characteristics: \
\ │\n│ - Actively referenced and modified │\n│ - Managed\
\ by creating business unit │\n│ - Subject to retention schedule \
\ │\n│ - May contain personal data (GDPR active) │\n│ - Business continuity\
\ critical │\n└─────────────────────────────────────────────────────────────────────┘\n\
\ ↓\n (Retention period ends, business use ceases,\n \
\ records closed and transferred to archives)\n ↓\n┌─────────────────────────────────────────────────────────────────────┐\n\
│ CustodianArchive │\n│ (Inactive archives awaiting processing)\
\ │\n└─────────────────────────────────────────────────────────────────────┘\n \
\ ↓\n┌─────────────────────────────────────────────────────────────────────┐\n│ CustodianCollection\
\ │\n│ (Processed heritage collection) \
\ │\n└─────────────────────────────────────────────────────────────────────┘\n```\n\n**WHY MODEL THIS?**:\n\n\
Understanding a custodian's active administration is valuable for:\n\n1. **Records Management Planning**: What will\
\ become archives in 5-10 years?\n2. **Digital Preservation**: Born-digital records requiring future migration\n3. **Capacity\
\ Planning**: Volume of future archival transfers\n4. **Compliance**: GDPR, FOI, audit requirements on active records\n\
5. **Business Continuity**: Critical records identification\n6. **System Dependencies**: What systems hold institutional\
\ memory?\n\n**NOT FOR DETAILED MODELING**:\n\nThis class provides HIGH-LEVEL metadata about administrative record systems.\n\
It is NOT intended to catalog individual documents (that's the CMS's job).\n\nModel at the SYSTEM or FUNCTION level:\n\
- ✅ \"HR Department Personnel Files System\"\n- ✅ \"Director's Office Correspondence\" \n- ✅ \"Financial Administration\
\ SAP System\"\n- ❌ Individual invoices, emails, memos (too granular)\n\n**RiC-O ALIGNMENT**:\n\n- **rico:RecordResource**:\
\ Base class for record resources\n- **rico:hasCreator**: Creating unit/department\n- **rico:hasOrHadManager**: Unit\
\ managing the records\n- **rico:isAssociatedWithActivity**: Business activity generating records\n"
exact_mappings:
- rico:RecordResource
close_mappings:
- schema:CreativeWork
- crm:E73_Information_Object
related_mappings:
- rico:hasCreator
- rico:isAssociatedWithActivity
- org:Organization
slots:
- has_or_had_access_control
- is_or_was_active_since
- has_administration_description
- has_administration_name
# REMOVED 2026-01-15: backup_status - migrated to has_or_had_status with BackupStatus
- has_or_had_status
- has_or_had_business_criticality # was: business_criticality - migrated per Rule 53/56/57 (2026-01-17)
- creating_function
- has_or_had_level # was: data_sensitivity - migrated per Rule 53/56/57 (2026-01-23)
- estimated_volume
- expected_transfer_date
- gdpr_relevant
- growth_rate
- id
- managing_unit
- primary_system
- record_type
- refers_to_custodian
- retention_period_year
- retention_schedule
- has_or_had_secondary_system
- specificity_annotation
- has_or_had_score # was: template_specificity - migrated per Rule 53 (2026-01-17)
- temporal_extent # was: valid_from + valid_to - migrated per Rule 53
- is_or_was_derived_from # was: was_derived_from - migrated per Rule 53
- is_or_was_generated_by # was: was_generated_by - migrated per Rule 53
slot_usage:
id:
identifier: true
required: true
has_administration_name:
range: string
required: true
has_administration_description:
range: string
required: false
record_type:
range: string
multivalued: true
required: false
examples:
- value:
- Correspondence
- Reports
- Meeting minutes
description: Director's office typical records
managing_unit:
range: OrganizationalStructure
required: false
creating_function:
range: string
required: false
examples:
- value: Collection acquisition
description: Function generating acquisition records
is_or_was_active_since:
range: date
required: false
examples:
- value: '2015-01-01'
description: System implemented January 2015
estimated_volume:
range: string
required: false
examples:
- value: ~150,000 documents, 800 GB
description: Shared drive volume estimate
growth_rate:
range: string
required: false
examples:
- value: ~30,000 documents/year
description: Active growth rate
primary_system:
range: DigitalPlatform
required: false
examples:
- value: https://nde.nl/ontology/hc/platform/rm-sharepoint
description: SharePoint as primary document system
has_or_had_secondary_system:
range: DigitalPlatform
multivalued: true
required: false
retention_schedule:
range: string
required: false
examples:
- value: Selectielijst Gemeenten 2020, categorie 4.2.3
description: Dutch municipal retention schedule reference
retention_period_year:
range: integer
required: false
examples:
- value: 7
description: 7-year retention for financial records
- value: 20
description: 20-year retention for personnel files
expected_transfer_date:
range: date
required: false
examples:
- value: '2027-01-01'
description: Oldest records eligible for transfer in 2027
has_or_had_level: # was: data_sensitivity - migrated per Rule 53/56/57 (2026-01-23)
range: DataSensitivityLevel
inlined: true
required: false
description: >-
Data sensitivity classification level.
Standard codes: PUBLIC, INTERNAL, CONFIDENTIAL, STRICTLY_CONFIDENTIAL,
PERSONAL_DATA, SPECIAL_CATEGORY
examples:
- value:
has_or_had_label: Confidential
has_or_had_short_code: CONFIDENTIAL
has_or_had_description: Personnel data - need-to-know basis
description: HR files classification
gdpr_relevant:
range: boolean
required: false
examples:
- value: true
description: Contains employee personal data
has_or_had_business_criticality: # was: business_criticality - migrated per Rule 53/56/57 (2026-01-17)
range: BusinessCriticality
inlined: true
required: false
description: >-
Business criticality level for continuity planning.
Levels: CRITICAL (hours), HIGH (days), MEDIUM (weeks), LOW (minimal impact).
Drives backup and disaster recovery priorities.
examples:
- value:
has_or_had_label: CRITICAL
has_or_had_description: Financial system - required for operations
description: Critical financial system
- value:
has_or_had_label: MEDIUM
has_or_had_description: Historical project files - reference only
description: Medium priority archives
backup_status:
range: string
required: false
deprecated: "DEPRECATED 2026-01-13: Use has_or_had_status with BackupStatus class instead"
examples:
- value: Daily backup to Azure, 30-day retention
description: Cloud backup configuration (DEPRECATED - use has_or_had_status)
has_or_had_status:
range: BackupStatus
required: false
description: |
Current backup and disaster recovery status (replaces backup_status string).
Provides structured type classification via BackupType hierarchy.
examples:
- value:
has_or_had_type:
- has_or_had_short_code: DAILY_AUTOMATED
- has_or_had_short_code: CLOUD_AZURE
has_or_had_description: Daily backup to Azure, 30-day retention
description: Structured backup status with type classification
has_or_had_access_control:
range: string
required: false
examples:
- value: 'AD Group: HR-Staff; MFA required'
description: Active Directory with multi-factor auth
refers_to_custodian:
range: Custodian
required: true
is_or_was_derived_from: # was: was_derived_from - migrated per Rule 53
range: CustodianObservation
multivalued: true
required: false
is_or_was_generated_by: # was: was_generated_by - migrated per Rule 53
range: ReconstructionActivity
required: false
temporal_extent: # was: valid_from + valid_to - migrated per Rule 53
description: |
Administration record validity period using CIDOC-CRM TimeSpan.
MIGRATED from valid_from + valid_to per slot_fixes.yaml (Rule 53).
range: TimeSpan
inlined: true
required: false
comments:
- Represents ACTIVE administrative records in current daily use
- NOT archives - these are living business records
- High-level metadata about record systems, not individual documents
- Feeds into archives capacity planning and digital preservation
- RiC-O rico:RecordResource as primary ontology class
- 'RiC-O property alignment: rico:documents (creating_function), rico:isOrWasRegulatedBy (retention_schedule), rico:hasOrHadManager
(managing_unit)'
see_also:
- https://www.ica.org/standards/RiC/ontology#RecordResource
- https://nde.nl/ontology/hc/class/CustodianArchive
- https://nde.nl/ontology/hc/class/CustodianCollection
examples:
- value:
id: https://nde.nl/ontology/hc/administration/rm/directors-correspondence
administration_name: Director's Office Correspondence
administration_description: Incoming and outgoing correspondence of the museum director including policy discussions,
strategic partnerships, and institutional communications.
record_type:
- Correspondence
- Reports
- Meeting minutes
- Policy documents
creating_function: Executive management
is_or_was_active_since: '2018-01-01'
estimated_volume: ~25,000 documents, 150 GB
growth_rate: ~5,000 documents/year
primary_system: https://nde.nl/ontology/hc/platform/rm-sharepoint
retention_schedule: Museum Retention Schedule 2020, cat. 1.1
retention_period_years: 10
expected_transfer_date: '2028-01-01'
has_or_had_level: # was: data_sensitivity
has_or_had_label: Confidential
has_or_had_short_code: CONFIDENTIAL
has_or_had_description: Confidential correspondence - need-to-know basis
gdpr_relevant: true
has_or_had_business_criticality: # was: business_criticality - migrated to BusinessCriticality class
has_or_had_label: HIGH
has_or_had_description: Director's correspondence - important for decision continuity
has_or_had_status:
has_or_had_type:
- has_or_had_short_code: DAILY_AUTOMATED
- has_or_had_short_code: CLOUD_AZURE
has_or_had_description: Daily backup to Azure, replicated to secondary site
access_control: 'AD Group: RM-Directors-Staff'
refers_to_custodian: https://nde.nl/ontology/hc/nl-nh-ams-m-rm-q190804
description: Active director's correspondence system
- value:
id: https://nde.nl/ontology/hc/administration/rm/hr-personnel
administration_name: Human Resources Personnel Files
administration_description: Employee personnel records including contracts, performance reviews, training records,
and employment documentation.
record_type:
- Personnel files
- Contracts
- Performance reviews
- Training records
creating_function: Human resource management
is_or_was_active_since: '2010-01-01'
estimated_volume: ~2,000 employee files, 500 GB
growth_rate: ~100 files/year (new hires)
primary_system: https://nde.nl/ontology/hc/platform/rm-workday
retention_schedule: Museum Retention Schedule 2020, cat. 3.2
retention_period_years: 20
has_or_had_level: # was: data_sensitivity
has_or_had_label: Special Category Data
has_or_had_short_code: SPECIAL_CATEGORY
has_or_had_description: Personnel data - GDPR Article 9 sensitive personal data
gdpr_relevant: true
has_or_had_business_criticality: # was: business_criticality - migrated to BusinessCriticality class
has_or_had_label: CRITICAL
has_or_had_description: HR personnel system - payroll and compliance critical
has_or_had_status:
has_or_had_type:
- has_or_had_short_code: REALTIME_REPLICATION
- has_or_had_short_code: ENCRYPTED_AT_REST
has_or_had_description: Real-time replication, encrypted at rest
access_control: HR Department only, individual file permissions
refers_to_custodian: https://nde.nl/ontology/hc/nl-nh-ams-m-rm-q190804
description: Active HR personnel records system
- value:
id: https://nde.nl/ontology/hc/administration/rm/conservation-lab
administration_name: Conservation Treatment Records
administration_description: Documentation of conservation treatments performed on collection objects including condition
reports, treatment proposals, and completed treatment records.
record_type:
- Condition reports
- Treatment records
- Photographs
- Analysis reports
creating_function: Conservation treatment
is_or_was_active_since: '2005-01-01'
estimated_volume: ~45,000 treatment files, 2 TB (high-res images)
growth_rate: ~2,000 treatments/year
primary_system: https://nde.nl/ontology/hc/platform/rm-conservation-db
has_or_had_secondary_system:
- https://nde.nl/ontology/hc/platform/rm-adlib
retention_schedule: Permanent - linked to collection objects
retention_period_years: null
has_or_had_level: # was: data_sensitivity
has_or_had_label: Internal
has_or_had_short_code: INTERNAL
has_or_had_description: For internal staff use only
gdpr_relevant: false
has_or_had_business_criticality: # was: business_criticality - migrated to BusinessCriticality class
has_or_had_label: HIGH
has_or_had_description: Conservation records - permanently linked to collection objects
has_or_had_status:
has_or_had_type:
- has_or_had_short_code: DAILY_AUTOMATED
- has_or_had_short_code: LONG_RETENTION
has_or_had_description: Daily backup, 10-year retention, linked to object records
refers_to_custodian: https://nde.nl/ontology/hc/nl-nh-ams-m-rm-q190804
description: Active conservation treatment documentation
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