451 lines
22 KiB
YAML
451 lines
22 KiB
YAML
id: https://nde.nl/ontology/hc/class/CustodianAdministration
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name: custodian_administration_class
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title: CustodianAdministration Class
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imports:
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- linkml:types
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- ./Custodian
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- ./CustodianObservation
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- ./ReconstructionActivity
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- ./TimeSpan
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- ./OrganizationalStructure
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- ./DigitalPlatform
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- ./ReconstructedEntity
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- ../slots/record_type
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- ../slots/has_or_had_access_control
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- ../slots/has_administration_description
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- ../slots/has_administration_name
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# REMOVED 2026-01-15: ../slots/backup_status - migrated to has_or_had_status with BackupStatus
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- ../slots/has_or_had_status
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- ./BackupStatus
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- ../slots/has_or_had_business_criticality # was: business_criticality - migrated per Rule 53/56/57 (2026-01-17)
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- ./BusinessCriticality
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- ../slots/creating_function
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- ../slots/has_or_had_level # was: data_sensitivity - migrated per Rule 53/56/57 (2026-01-23)
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- ./DataSensitivityLevel
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- ../slots/has_or_had_quantity
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- ./Quantity
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- ../slots/expected_transfer_date
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- ../slots/gdpr_relevant
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- ../slots/growth_rate
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- ../slots/id
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- ../slots/managing_unit
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- ../slots/primary_system
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- ../slots/refers_to_custodian
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- ../slots/retention_period_year
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- ../slots/retention_schedule
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- ../slots/has_or_had_secondary_system
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- ../slots/specificity_annotation
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- ../slots/has_or_had_score # was: template_specificity - migrated per Rule 53 (2026-01-17)
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- ../slots/temporal_extent # was: valid_from + valid_to - migrated per Rule 53
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# REMOVED 2026-01-14: valid_from + valid_to - migrated to temporal_extent (Rule 53)
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- ../slots/is_or_was_derived_from # was: was_derived_from - migrated per Rule 53
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- ../slots/is_or_was_generated_by # was: was_generated_by - migrated per Rule 53
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- ./SpecificityAnnotation
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- ./TemplateSpecificityScore # was: TemplateSpecificityScores - migrated per Rule 53 (2026-01-17)
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- ./TemplateSpecificityType
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- ./TemplateSpecificityTypes
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- ../slots/is_or_was_active_since
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prefixes:
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linkml: https://w3id.org/linkml/
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hc: https://nde.nl/ontology/hc/
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crm: http://www.cidoc-crm.org/cidoc-crm/
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dcterms: http://purl.org/dc/terms/
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rico: https://www.ica.org/standards/RiC/ontology#
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prov: http://www.w3.org/ns/prov#
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time: http://www.w3.org/2006/time#
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org: http://www.w3.org/ns/org#
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schema: http://schema.org/
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classes:
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CustodianAdministration:
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is_a: ReconstructedEntity
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class_uri: rico:RecordResource
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description: "Represents ACTIVE documents, files, data, and records currently in daily use\nby the heritage custodian.\
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\ These are LIVING records actively referenced,\nmodified, and used in ongoing institutional operations.\n\n**CRITICAL\
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\ DISTINCTION - NOT ARCHIVES**:\n\nCustodianAdministration is fundamentally DIFFERENT from archives:\n\n| CustodianAdministration\
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\ | CustodianArchive | CustodianCollection |\n|-------------------------|------------------|---------------------|\n\
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| **ACTIVE** - in daily use | **INACTIVE** - awaiting processing | **HERITAGE** - cultural value |\n| Business tool\
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\ | Processing backlog | Research resource |\n| Modified regularly | Static (until processed) | Preserved permanently\
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\ |\n| Managed by business units | Managed by archives | Managed by collections |\n| Current reference value | Future\
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\ historical value | Proven historical value |\n| Retention period active | Retention period ended | Permanently retained\
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\ |\n\n**LIFECYCLE POSITION**:\n\n```\n┌─────────────────────────────────────────────────────────────────────┐\n│ CustodianAdministration\
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\ (THIS CLASS) │\n│ ════════════════════════════════════ \
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\ │\n│ ACTIVE records in daily use NOW │\n│ \
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\ │\n│ Examples: │\n│ -\
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\ Current year's correspondence │\n│ - Open project files \
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\ │\n│ - Active personnel records │\n│ - Current financial\
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\ year invoices │\n│ - Live databases and email \
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\ │\n│ - Shared drive documents being edited │\n│ - CRM/ERP system data \
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\ │\n│ - Active vendor contracts │\n\
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│ │\n│ Characteristics: \
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\ │\n│ - Actively referenced and modified │\n│ - Managed\
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\ by creating business unit │\n│ - Subject to retention schedule \
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\ │\n│ - May contain personal data (GDPR active) │\n│ - Business continuity\
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\ critical │\n└─────────────────────────────────────────────────────────────────────┘\n\
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\ ↓\n (Retention period ends, business use ceases,\n \
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\ records closed and transferred to archives)\n ↓\n┌─────────────────────────────────────────────────────────────────────┐\n\
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│ CustodianArchive │\n│ (Inactive archives awaiting processing)\
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\ │\n└─────────────────────────────────────────────────────────────────────┘\n \
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\ ↓\n┌─────────────────────────────────────────────────────────────────────┐\n│ CustodianCollection\
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\ │\n│ (Processed heritage collection) \
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\ │\n└─────────────────────────────────────────────────────────────────────┘\n```\n\n**WHY MODEL THIS?**:\n\n\
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Understanding a custodian's active administration is valuable for:\n\n1. **Records Management Planning**: What will\
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\ become archives in 5-10 years?\n2. **Digital Preservation**: Born-digital records requiring future migration\n3. **Capacity\
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\ Planning**: Volume of future archival transfers\n4. **Compliance**: GDPR, FOI, audit requirements on active records\n\
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5. **Business Continuity**: Critical records identification\n6. **System Dependencies**: What systems hold institutional\
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\ memory?\n\n**NOT FOR DETAILED MODELING**:\n\nThis class provides HIGH-LEVEL metadata about administrative record systems.\n\
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It is NOT intended to catalog individual documents (that's the CMS's job).\n\nModel at the SYSTEM or FUNCTION level:\n\
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- ✅ \"HR Department Personnel Files System\"\n- ✅ \"Director's Office Correspondence\" \n- ✅ \"Financial Administration\
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\ SAP System\"\n- ❌ Individual invoices, emails, memos (too granular)\n\n**RiC-O ALIGNMENT**:\n\n- **rico:RecordResource**:\
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\ Base class for record resources\n- **rico:hasCreator**: Creating unit/department\n- **rico:hasOrHadManager**: Unit\
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\ managing the records\n- **rico:isAssociatedWithActivity**: Business activity generating records\n"
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exact_mappings:
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- rico:RecordResource
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close_mappings:
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- schema:CreativeWork
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- crm:E73_Information_Object
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related_mappings:
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- rico:hasCreator
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- rico:isAssociatedWithActivity
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- org:Organization
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slots:
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- has_or_had_access_control
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- is_or_was_active_since
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- has_administration_description
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- has_administration_name
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# REMOVED 2026-01-15: backup_status - migrated to has_or_had_status with BackupStatus
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- has_or_had_status
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- has_or_had_business_criticality # was: business_criticality - migrated per Rule 53/56/57 (2026-01-17)
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- creating_function
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- has_or_had_level # was: data_sensitivity - migrated per Rule 53/56/57 (2026-01-23)
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- has_or_had_quantity
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- expected_transfer_date
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- gdpr_relevant
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- growth_rate
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- id
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- managing_unit
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- primary_system
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- record_type
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- refers_to_custodian
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- retention_period_year
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- retention_schedule
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- has_or_had_secondary_system
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- specificity_annotation
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- has_or_had_score # was: template_specificity - migrated per Rule 53 (2026-01-17)
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- temporal_extent # was: valid_from + valid_to - migrated per Rule 53
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- is_or_was_derived_from # was: was_derived_from - migrated per Rule 53
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- is_or_was_generated_by # was: was_generated_by - migrated per Rule 53
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slot_usage:
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id:
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identifier: true
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required: true
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has_administration_name:
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range: string
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required: true
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has_administration_description:
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range: string
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required: false
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record_type:
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range: string
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multivalued: true
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required: false
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examples:
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- value:
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- Correspondence
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- Reports
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- Meeting minutes
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description: Director's office typical records
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managing_unit:
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range: OrganizationalStructure
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required: false
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creating_function:
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range: string
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required: false
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examples:
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- value: Collection acquisition
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description: Function generating acquisition records
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is_or_was_active_since:
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range: date
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required: false
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examples:
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- value: '2015-01-01'
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description: System implemented January 2015
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has_or_had_quantity:
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range: Quantity
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multivalued: true
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inlined: true
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description: >-
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Estimated or measured volume of the administrative records.
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MIGRATED from estimated_volume per slot_fixes.yaml (Rule 53).
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Uses Quantity class for structured volume representation.
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examples:
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- value:
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quantity_value: 150000
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has_or_had_measurement_unit:
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has_or_had_symbol: "documents"
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is_estimate: true
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description: Document count estimate
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- value:
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quantity_value: 800
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has_or_had_measurement_unit:
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has_or_had_symbol: "GB"
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is_estimate: true
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description: Storage volume estimate
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growth_rate:
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range: string
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required: false
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examples:
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- value: ~30,000 documents/year
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description: Active growth rate
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primary_system:
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range: DigitalPlatform
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required: false
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examples:
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- value: https://nde.nl/ontology/hc/platform/rm-sharepoint
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description: SharePoint as primary document system
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has_or_had_secondary_system:
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range: DigitalPlatform
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multivalued: true
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required: false
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retention_schedule:
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range: string
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required: false
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examples:
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- value: Selectielijst Gemeenten 2020, categorie 4.2.3
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description: Dutch municipal retention schedule reference
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retention_period_year:
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range: integer
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required: false
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examples:
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- value: 7
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description: 7-year retention for financial records
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- value: 20
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description: 20-year retention for personnel files
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expected_transfer_date:
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range: date
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required: false
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examples:
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- value: '2027-01-01'
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description: Oldest records eligible for transfer in 2027
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has_or_had_level: # was: data_sensitivity - migrated per Rule 53/56/57 (2026-01-23)
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range: DataSensitivityLevel
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inlined: true
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required: false
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description: >-
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Data sensitivity classification level.
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Standard codes: PUBLIC, INTERNAL, CONFIDENTIAL, STRICTLY_CONFIDENTIAL,
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PERSONAL_DATA, SPECIAL_CATEGORY
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examples:
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- value:
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has_or_had_label: Confidential
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has_or_had_short_code: CONFIDENTIAL
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has_or_had_description: Personnel data - need-to-know basis
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description: HR files classification
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gdpr_relevant:
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range: boolean
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required: false
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examples:
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- value: true
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description: Contains employee personal data
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has_or_had_business_criticality: # was: business_criticality - migrated per Rule 53/56/57 (2026-01-17)
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range: BusinessCriticality
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inlined: true
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required: false
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description: >-
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Business criticality level for continuity planning.
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Levels: CRITICAL (hours), HIGH (days), MEDIUM (weeks), LOW (minimal impact).
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Drives backup and disaster recovery priorities.
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examples:
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- value:
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has_or_had_label: CRITICAL
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has_or_had_description: Financial system - required for operations
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description: Critical financial system
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- value:
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has_or_had_label: MEDIUM
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has_or_had_description: Historical project files - reference only
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description: Medium priority archives
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backup_status:
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range: string
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required: false
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deprecated: "DEPRECATED 2026-01-13: Use has_or_had_status with BackupStatus class instead"
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examples:
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- value: Daily backup to Azure, 30-day retention
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description: Cloud backup configuration (DEPRECATED - use has_or_had_status)
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has_or_had_status:
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range: BackupStatus
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required: false
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description: |
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Current backup and disaster recovery status (replaces backup_status string).
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Provides structured type classification via BackupType hierarchy.
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examples:
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- value:
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has_or_had_type:
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- has_or_had_short_code: DAILY_AUTOMATED
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- has_or_had_short_code: CLOUD_AZURE
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has_or_had_description: Daily backup to Azure, 30-day retention
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description: Structured backup status with type classification
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has_or_had_access_control:
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range: string
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required: false
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examples:
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- value: 'AD Group: HR-Staff; MFA required'
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description: Active Directory with multi-factor auth
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refers_to_custodian:
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range: Custodian
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required: true
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is_or_was_derived_from: # was: was_derived_from - migrated per Rule 53
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range: CustodianObservation
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multivalued: true
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required: false
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is_or_was_generated_by: # was: was_generated_by - migrated per Rule 53
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range: ReconstructionActivity
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required: false
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temporal_extent: # was: valid_from + valid_to - migrated per Rule 53
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description: |
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Administration record validity period using CIDOC-CRM TimeSpan.
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MIGRATED from valid_from + valid_to per slot_fixes.yaml (Rule 53).
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range: TimeSpan
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inlined: true
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required: false
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comments:
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- Represents ACTIVE administrative records in current daily use
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- NOT archives - these are living business records
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- High-level metadata about record systems, not individual documents
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- Feeds into archives capacity planning and digital preservation
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- RiC-O rico:RecordResource as primary ontology class
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- 'RiC-O property alignment: rico:documents (creating_function), rico:isOrWasRegulatedBy (retention_schedule), rico:hasOrHadManager
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(managing_unit)'
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see_also:
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- https://www.ica.org/standards/RiC/ontology#RecordResource
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- https://nde.nl/ontology/hc/class/CustodianArchive
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- https://nde.nl/ontology/hc/class/CustodianCollection
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examples:
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- value:
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id: https://nde.nl/ontology/hc/administration/rm/directors-correspondence
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administration_name: Director's Office Correspondence
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administration_description: Incoming and outgoing correspondence of the museum director including policy discussions,
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strategic partnerships, and institutional communications.
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record_type:
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- Correspondence
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- Reports
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- Meeting minutes
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- Policy documents
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creating_function: Executive management
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is_or_was_active_since: '2018-01-01'
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has_or_had_quantity:
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- quantity_value: 25000
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has_or_had_measurement_unit:
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has_or_had_symbol: "documents"
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is_estimate: true
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- quantity_value: 150
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has_or_had_measurement_unit:
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has_or_had_symbol: "GB"
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is_estimate: true
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growth_rate: ~5,000 documents/year
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primary_system: https://nde.nl/ontology/hc/platform/rm-sharepoint
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retention_schedule: Museum Retention Schedule 2020, cat. 1.1
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retention_period_years: 10
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expected_transfer_date: '2028-01-01'
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has_or_had_level: # was: data_sensitivity
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has_or_had_label: Confidential
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has_or_had_short_code: CONFIDENTIAL
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has_or_had_description: Confidential correspondence - need-to-know basis
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gdpr_relevant: true
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has_or_had_business_criticality: # was: business_criticality - migrated to BusinessCriticality class
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has_or_had_label: HIGH
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has_or_had_description: Director's correspondence - important for decision continuity
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has_or_had_status:
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has_or_had_type:
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- has_or_had_short_code: DAILY_AUTOMATED
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- has_or_had_short_code: CLOUD_AZURE
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has_or_had_description: Daily backup to Azure, replicated to secondary site
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access_control: 'AD Group: RM-Directors-Staff'
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refers_to_custodian: https://nde.nl/ontology/hc/nl-nh-ams-m-rm-q190804
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description: Active director's correspondence system
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- value:
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id: https://nde.nl/ontology/hc/administration/rm/hr-personnel
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administration_name: Human Resources Personnel Files
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administration_description: Employee personnel records including contracts, performance reviews, training records,
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and employment documentation.
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record_type:
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- Personnel files
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- Contracts
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- Performance reviews
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- Training records
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creating_function: Human resource management
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is_or_was_active_since: '2010-01-01'
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has_or_had_quantity:
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- quantity_value: 2000
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has_or_had_measurement_unit:
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has_or_had_symbol: "files"
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has_or_had_description: "employee files"
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is_estimate: true
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- quantity_value: 500
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has_or_had_measurement_unit:
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has_or_had_symbol: "GB"
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is_estimate: true
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growth_rate: ~100 files/year (new hires)
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primary_system: https://nde.nl/ontology/hc/platform/rm-workday
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retention_schedule: Museum Retention Schedule 2020, cat. 3.2
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retention_period_years: 20
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has_or_had_level: # was: data_sensitivity
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has_or_had_label: Special Category Data
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has_or_had_short_code: SPECIAL_CATEGORY
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has_or_had_description: Personnel data - GDPR Article 9 sensitive personal data
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gdpr_relevant: true
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has_or_had_business_criticality: # was: business_criticality - migrated to BusinessCriticality class
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has_or_had_label: CRITICAL
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has_or_had_description: HR personnel system - payroll and compliance critical
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has_or_had_status:
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has_or_had_type:
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- has_or_had_short_code: REALTIME_REPLICATION
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- has_or_had_short_code: ENCRYPTED_AT_REST
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has_or_had_description: Real-time replication, encrypted at rest
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access_control: HR Department only, individual file permissions
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refers_to_custodian: https://nde.nl/ontology/hc/nl-nh-ams-m-rm-q190804
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description: Active HR personnel records system
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- value:
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id: https://nde.nl/ontology/hc/administration/rm/conservation-lab
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administration_name: Conservation Treatment Records
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administration_description: Documentation of conservation treatments performed on collection objects including condition
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reports, treatment proposals, and completed treatment records.
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record_type:
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- Condition reports
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- Treatment records
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- Photographs
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- Analysis reports
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creating_function: Conservation treatment
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is_or_was_active_since: '2005-01-01'
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has_or_had_quantity:
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- quantity_value: 45000
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has_or_had_measurement_unit:
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has_or_had_symbol: "files"
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has_or_had_description: "treatment files"
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is_estimate: true
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- quantity_value: 2
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has_or_had_measurement_unit:
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has_or_had_symbol: "TB"
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has_or_had_description: "high-res images"
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is_estimate: true
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growth_rate: ~2,000 treatments/year
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primary_system: https://nde.nl/ontology/hc/platform/rm-conservation-db
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has_or_had_secondary_system:
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- https://nde.nl/ontology/hc/platform/rm-adlib
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retention_schedule: Permanent - linked to collection objects
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retention_period_years: null
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has_or_had_level: # was: data_sensitivity
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has_or_had_label: Internal
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has_or_had_short_code: INTERNAL
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has_or_had_description: For internal staff use only
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gdpr_relevant: false
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has_or_had_business_criticality: # was: business_criticality - migrated to BusinessCriticality class
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has_or_had_label: HIGH
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has_or_had_description: Conservation records - permanently linked to collection objects
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has_or_had_status:
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has_or_had_type:
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- has_or_had_short_code: DAILY_AUTOMATED
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- has_or_had_short_code: LONG_RETENTION
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has_or_had_description: Daily backup, 10-year retention, linked to object records
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refers_to_custodian: https://nde.nl/ontology/hc/nl-nh-ams-m-rm-q190804
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description: Active conservation treatment documentation
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