2761857b0d
- Implemented `owl_to_mermaid.py` to convert OWL/Turtle files into Mermaid class diagrams. - Implemented `owl_to_plantuml.py` to convert OWL/Turtle files into PlantUML class diagrams. - Added two new PlantUML files for custodian multi-aspect diagrams.
750 lines
18 KiB
Markdown
750 lines
18 KiB
Markdown
# OrganizationalStructure Examples and Best Practices
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**Version**: 0.4.0
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**Date**: 2025-11-22
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**Schema Module**: `schemas/20251121/linkml/modules/classes/OrganizationalStructure.yaml`
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---
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## Overview
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This document provides comprehensive examples and guidance for modeling organizational structures in heritage custodian institutions. The `OrganizationalStructure` class captures **informal operational units** (departments, teams, divisions) that are NOT formally registered legal entities.
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---
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## Key Concepts
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### Formal vs. Informal Structure
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**CRITICAL DISTINCTION**:
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| Aspect | GovernanceStructure | OrganizationalStructure |
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|--------|---------------------|-------------------------|
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| **Scope** | FORMAL legal structure | INFORMAL operational units |
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| **Source** | Legal registration documents | Organizational charts, internal policy |
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| **Examples** | "Agency under Ministry OCW" | "Digital Preservation Team" |
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| **Location** | On `CustodianLegalStatus` | On `Custodian` |
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| **Ontology** | `org:OrganizationalUnit` (formal) | `org:OrganizationalUnit` (informal) |
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| **Changes** | Requires legal reorganization | Can change without legal process |
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**Rule**: If the unit appears in legal registration documents (articles of incorporation, statutes, government orders), use `GovernanceStructure`. If it's an internal operational division, use `OrganizationalStructure`.
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---
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## Unit Types (OrganizationalUnitTypeEnum)
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### 1. DEPARTMENT
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**Definition**: Major organizational division with broad mandate
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**Examples**:
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- Collections Department
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- Conservation Department
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- Education and Outreach Department
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- Research and Documentation Department
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- IT Department
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**Typical Characteristics**:
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- 10-50+ staff
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- Formal budget allocation
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- Department head/director
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- Permanent structure
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---
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### 2. TEAM
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**Definition**: Smaller functional group within a department
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**Examples**:
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- Digital Preservation Team
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- Metadata Management Team
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- Cataloging Team
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- Acquisitions Team
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- Web Development Team
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**Typical Characteristics**:
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- 3-12 staff
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- Specific functional focus
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- Team leader
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- May be temporary or project-based
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---
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### 3. DIVISION
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**Definition**: Large-scale organizational segment (larger than department)
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**Examples**:
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- Collections Care Division
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- Public Services Division
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- Operations Division
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- Collections Division
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**Typical Characteristics**:
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- 30-100+ staff
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- Multiple departments underneath
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- Division director (senior management)
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- Strategic organizational level
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---
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### 4. GROUP
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**Definition**: Cross-functional working group or committee
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**Examples**:
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- Metadata Standards Working Group
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- Digital Preservation Steering Group
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- Acquisitions Committee
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- DEIA Advisory Group
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**Typical Characteristics**:
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- 0 staff (cross-functional membership)
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- Time-limited or ongoing
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- No dedicated budget
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- Advisory or coordination role
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---
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### 5. PROGRAM
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**Definition**: Specific programmatic unit with defined goals
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**Examples**:
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- Fellowship Program
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- School Programs
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- Digitization Program
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- Community Engagement Program
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- Artist-in-Residence Program
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**Typical Characteristics**:
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- 2-10 staff
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- Grant-funded or special allocation
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- Time-limited (but may be renewed)
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- Specific deliverables
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---
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### 6. SERVICE
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**Definition**: Service-oriented unit providing direct services
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**Examples**:
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- Reading Room Services
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- Reference Services
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- Technical Services
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- Visitor Services
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- Research Services
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**Typical Characteristics**:
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- 4-15 staff
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- Public-facing
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- Service hours/availability
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- Contact points (phone, email)
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---
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### 7. LAB
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**Definition**: Technical or scientific unit with specialized facilities
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**Examples**:
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- Conservation Lab
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- Digitization Lab
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- Photography Lab
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- Research Lab
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- Audio Restoration Lab
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**Typical Characteristics**:
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- 3-15 staff
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- Specialized equipment
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- Technical expertise
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- Project-based work
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---
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### 8. OFFICE
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**Definition**: Administrative or support unit
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**Examples**:
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- Office of the Director
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- Communications Office
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- HR Office
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- Finance Office
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- Legal Office
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**Typical Characteristics**:
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- 2-10 staff
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- Administrative functions
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- Support role
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- Internal focus
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---
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### 9. UNIT
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**Definition**: Generic organizational unit (use when type unclear)
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**Examples**:
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- Planning Unit
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- Quality Assurance Unit
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- Coordination Unit
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**Typical Characteristics**:
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- Variable size
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- Ambiguous structure
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- Use sparingly (prefer specific types)
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---
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## Organizational Patterns
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### Pattern 1: Hierarchical Nested Structure
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**Use Case**: Large national institutions with formal divisions, departments, and teams
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```yaml
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organizational_structure:
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# Level 1: Division
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- id: "...org-unit/collections-care-division"
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unit_name: "Collections Care Division"
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unit_type: "DIVISION"
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staff_count: 45
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# Level 2: Department under Division
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- id: "...org-unit/conservation-dept"
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unit_name: "Conservation Department"
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unit_type: "DEPARTMENT"
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parent_unit:
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id: "...org-unit/collections-care-division"
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unit_name: "Collections Care Division"
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staff_count: 18
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# Level 3: Lab under Department (3 levels deep!)
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- id: "...org-unit/paper-conservation-lab"
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unit_name: "Paper Conservation Lab"
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unit_type: "LAB"
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parent_unit:
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id: "...org-unit/conservation-dept"
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unit_name: "Conservation Department"
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staff_count: 6
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```
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**Depth**: Can nest to any level (3-4 levels typical for large institutions)
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---
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### Pattern 2: Flat Structure (Small Institutions)
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**Use Case**: Small archives, regional museums with limited staff
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```yaml
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organizational_structure:
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# No parent units - all top-level
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- id: "...org-unit/archival-services"
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unit_name: "Archival Services"
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unit_type: "DEPARTMENT"
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staff_count: 8
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- id: "...org-unit/public-services"
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unit_name: "Public Services"
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unit_type: "SERVICE"
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staff_count: 4
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- id: "...org-unit/digitization-team"
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unit_name: "Digitization Team"
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unit_type: "TEAM"
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staff_count: 3
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```
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**Characteristics**: Simple structure, no nesting, 5-15 total staff
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---
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### Pattern 3: Matrix Structure (Cross-functional Groups)
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**Use Case**: Universities, research institutions with working groups
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```yaml
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organizational_structure:
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# Functional department
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- id: "...org-unit/digital-scholarship"
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unit_name: "Digital Scholarship Division"
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unit_type: "DIVISION"
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staff_count: 25
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# Team within department
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- id: "...org-unit/research-data-team"
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unit_name: "Research Data Management Team"
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unit_type: "TEAM"
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parent_unit:
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id: "...org-unit/digital-scholarship"
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staff_count: 10
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# Cross-functional group (no parent!)
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- id: "...org-unit/metadata-standards-group"
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unit_name: "Metadata Standards Working Group"
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unit_type: "GROUP"
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staff_count: 0 # Cross-functional, no dedicated staff
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# Note: No parent_unit - reports to multiple departments
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```
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**Key**: Working groups often have NO parent unit and NO dedicated staff
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---
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### Pattern 4: Temporal Reorganization
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**Use Case**: Mergers, restructurings, name changes
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```yaml
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organizational_structure:
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# Old unit (dissolved 2013)
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- id: "...org-unit/restoration-dept-old"
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unit_name: "Restoration Department"
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unit_type: "DEPARTMENT"
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staff_count: 12
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valid_from: "1885-07-13"
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valid_to: "2013-03-31" # ← Dissolved
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# New unit (replacement, expanded scope)
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- id: "...org-unit/conservation-research"
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unit_name: "Conservation and Research Department"
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unit_type: "DEPARTMENT"
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staff_count: 28
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valid_from: "2013-04-01" # ← Successor unit
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```
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**Tracking Changes**:
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- Use `valid_to` date for dissolved units
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- Create new unit with `valid_from` date matching successor
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- Document relationship in external change event model (future enhancement)
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---
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## Field Usage Guidelines
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### id (Required)
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**Format**: `https://nde.nl/ontology/hc/org-unit/{custodian-code}-{unit-slug}`
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**Examples**:
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- `https://nde.nl/ontology/hc/org-unit/na-digital-preservation`
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- `https://nde.nl/ontology/hc/org-unit/rijks-conservation-lab`
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- `https://nde.nl/ontology/hc/org-unit/ubu-special-collections`
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**Rules**:
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- Use lowercase, hyphen-separated
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- Include custodian abbreviation for uniqueness
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- Descriptive but concise
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---
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### unit_name (Required)
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**Definition**: Full name of organizational unit
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**Best Practices**:
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- Use official name from org chart
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- Preserve language (don't translate)
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- Include full designation ("Department", "Team", "Division")
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**Examples**:
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- ✅ "Digital Preservation Department" (full, clear)
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- ✅ "Département des Manuscrits" (French, official name)
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- ❌ "Digital Preservation" (incomplete, what kind of unit?)
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- ❌ "DigPres Dept" (abbreviation, not official)
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---
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### unit_type (Required)
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**Definition**: Type from OrganizationalUnitTypeEnum
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**Selection Guide**:
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1. Check official org chart designation
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2. Consider staff count (Division > Department > Team)
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3. Consider scope (broad mandate vs. specific function)
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4. When in doubt, use DEPARTMENT or UNIT
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---
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### parent_unit (Optional)
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**Definition**: Parent unit in organizational hierarchy
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**Usage**:
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- Omit for top-level units
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- Reference by `id` AND `unit_name` for clarity
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- Can nest to any depth (3-4 levels typical)
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**Example**:
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```yaml
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parent_unit:
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id: "https://nde.nl/ontology/hc/org-unit/na-collections-care"
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unit_name: "Collections Care Division"
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```
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---
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### staff_count (Optional)
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**Definition**: Number of staff (FTE) in this unit
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**Best Practices**:
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- Use approximate count if exact unknown
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- Full-Time Equivalent (FTE), not headcount
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- Omit if unknown (don't guess)
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- Cross-functional groups: use 0 (no dedicated staff)
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**Examples**:
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- Division: 30-100 FTE
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- Department: 10-50 FTE
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- Team: 3-12 FTE
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- Group: 0 FTE (cross-functional)
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---
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### contact_point (Optional)
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**Definition**: Contact information for unit
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**Formats**:
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- Email: `digipres@nationalarchives.nl`
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- URL: `https://www.bnf.fr/fr/departement-des-manuscrits`
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- Phone: `+31 70 331 5400` (less common)
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**Best Practices**:
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- Prefer functional email (not personal)
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- Include if unit has public-facing role
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- Omit for internal-only units
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---
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### valid_from / valid_to (Optional)
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**Definition**: Temporal validity of organizational unit
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**Use Cases**:
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- Track founding date of unit
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- Track reorganizations, mergers, dissolutions
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- Model historical organizational structure
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**Examples**:
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```yaml
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# Active unit
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valid_from: "2010-01-01"
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valid_to: null
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# Dissolved unit
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valid_from: "1885-07-13"
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valid_to: "2013-03-31"
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```
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**Best Practices**:
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- Use ISO 8601 date format (YYYY-MM-DD)
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- `null` for active units (no end date)
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- Document reason for dissolution in external documentation
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---
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### refers_to_custodian (Required)
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**Definition**: Links organizational unit back to custodian hub
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**Purpose**: Hub architecture - every unit must reference its custodian
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**Example**:
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```yaml
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refers_to_custodian:
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hc_id: "https://nde.nl/ontology/hc/nl-nh-ams-m-rm-q190804"
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```
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**Rules**:
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- Always required (schema validation)
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- Must match custodian's `hc_id`
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- One unit → one custodian (no shared units across institutions)
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---
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## Domain-Specific Examples
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### National Archives
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**Typical Structure**:
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- 4-6 Divisions (Collections, Public Services, Digital, Operations)
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- 10-20 Departments
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- 20-40 Teams
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- 100-500 total staff
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**Key Units**:
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- Digital Preservation Department
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- Conservation Department
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- Public Services Division
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- Acquisitions Team
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- Metadata Management Team
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**Example**: See `organizational_structure_examples.yaml` - Example 1
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---
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### Art Museums
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**Typical Structure**:
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- 3-5 Divisions (Collections, Conservation, Education, Operations)
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- 8-15 Departments
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- 15-30 Teams
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- 50-300 total staff
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**Key Units**:
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- Conservation Lab (paintings, objects, textiles)
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- Collections Division (curatorial departments by medium)
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- Education and Outreach Department
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- Exhibition Design Team
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**Example**: See `organizational_structure_examples.yaml` - Example 2 (Rijksmuseum)
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---
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### University Libraries
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**Typical Structure**:
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- 3-4 Divisions (Collections, Digital Services, Public Services)
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- 6-12 Departments
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- 10-25 Teams
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- 30-150 total staff
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**Key Units**:
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- Special Collections Department
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- Digital Scholarship Division
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- Research Data Management Team
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- Metadata Standards Working Group
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- Reference Services
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**Example**: See `organizational_structure_examples.yaml` - Example 3
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---
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### Regional Archives (Small)
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**Typical Structure**:
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- 2-3 Departments (flat structure)
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- 2-5 Teams
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- 5-20 total staff
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**Key Units**:
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- Archival Services
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- Public Services
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- Digitization Team
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**Example**: See `organizational_structure_examples.yaml` - Example 4
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---
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## Integration with Other Schema Components
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### Relationship to GovernanceStructure
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**GovernanceStructure** (on `CustodianLegalStatus`):
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```yaml
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CustodianLegalStatus:
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legal_name: "Stichting Nationaal Archief"
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legal_form: "9220" # ISO 20275: Foundation
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governance_structure:
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structure_type: "hierarchical"
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governance_body: "Supervisory Board, Management Board"
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organizational_hierarchy: "Reports to Ministry of OCW"
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```
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**OrganizationalStructure** (on `Custodian`):
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```yaml
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Custodian:
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organizational_structure:
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- unit_name: "Digital Preservation Department"
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unit_type: "DEPARTMENT"
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# Operational unit, not in legal docs
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```
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**Key**: GovernanceStructure = legal docs; OrganizationalStructure = org chart
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---
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### Relationship to PiCo (Person Observations)
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**Future Enhancement**: Link staff roles to organizational units
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```yaml
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# PiCo PersonObservation (future)
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- person_name: "Dr. Jane Smith"
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role: "Head of Digital Preservation"
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affiliation:
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id: "https://nde.nl/ontology/hc/org-unit/na-digital-preservation"
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unit_name: "Digital Preservation Department"
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valid_from: "2018-01-01"
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```
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**Use Case**: Track who leads which units over time
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---
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### Relationship to CustodianCollection
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**Potential Link**: Collections managed by specific units
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```yaml
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CustodianCollection:
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collection_name: "Manuscripts Collection"
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custodian_department:
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id: "https://nde.nl/ontology/hc/org-unit/bnf-manuscripts"
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unit_name: "Département des Manuscrits"
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```
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**Use Case**: Document which department curates which collection
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---
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## Validation Rules
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### Schema Validation
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```bash
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# Validate organizational structure examples
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linkml-validate \
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-s schemas/20251121/linkml/01_custodian_name_modular.yaml \
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schemas/20251121/examples/organizational_structure_examples.yaml
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```
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### Data Quality Checks
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**Required Fields**:
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- ✅ `id` - Unique identifier
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- ✅ `unit_name` - Full unit name
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- ✅ `unit_type` - From OrganizationalUnitTypeEnum
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- ✅ `refers_to_custodian` - Link back to custodian
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|
**Logical Consistency**:
|
|
- If `parent_unit` specified, parent must exist
|
|
- If `valid_to` specified, must be after `valid_from`
|
|
- If `staff_count` = 0, should be GROUP type
|
|
- `parent_unit.id` should reference another unit in same custodian
|
|
|
|
**Completeness**:
|
|
- Top-level units (no parent) should have `unit_type` = DIVISION or DEPARTMENT
|
|
- Leaf units (no children) often TEAM, LAB, or SERVICE
|
|
- Large institutions should have 3+ levels (Division → Department → Team)
|
|
|
|
---
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|
|
|
## Migration from Existing Data
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|
|
|
### From Organizational Charts
|
|
|
|
**Process**:
|
|
1. Identify top-level units (no parent)
|
|
2. Map unit types (Division, Department, Team)
|
|
3. Document parent-child relationships
|
|
4. Extract staff counts from HR data
|
|
5. Add temporal validity if known
|
|
|
|
**Tools**: Manual data entry or scraping from institutional websites
|
|
|
|
---
|
|
|
|
### From Legal Documents
|
|
|
|
**WARNING**: Legal documents describe GovernanceStructure, NOT OrganizationalStructure
|
|
|
|
**Example**:
|
|
- Articles of incorporation: "Board of Directors, Executive Committee" → GovernanceStructure
|
|
- Org chart: "Digital Preservation Team" → OrganizationalStructure
|
|
|
|
**Rule**: Never use OrganizationalStructure for units from legal registration
|
|
|
|
---
|
|
|
|
## Query Examples
|
|
|
|
### SPARQL: Find all departments in an institution
|
|
|
|
```sparql
|
|
PREFIX hc: <https://nde.nl/ontology/hc/>
|
|
PREFIX org: <http://www.w3.org/ns/org#>
|
|
|
|
SELECT ?unit ?unitName
|
|
WHERE {
|
|
?custodian hc:hc_id "https://nde.nl/ontology/hc/nl-zh-haa-a-na" .
|
|
?custodian org:hasUnit ?unit .
|
|
?unit hc:unit_name ?unitName .
|
|
?unit hc:unit_type "DEPARTMENT" .
|
|
}
|
|
```
|
|
|
|
---
|
|
|
|
### SPARQL: Find organizational hierarchy (nested units)
|
|
|
|
```sparql
|
|
PREFIX hc: <https://nde.nl/ontology/hc/>
|
|
PREFIX org: <http://www.w3.org/ns/org#>
|
|
|
|
SELECT ?division ?dept ?team
|
|
WHERE {
|
|
?custodian hc:hc_id "https://nde.nl/ontology/hc/nl-nh-ams-m-rm-q190804" .
|
|
|
|
# Top-level division
|
|
?custodian org:hasUnit ?division .
|
|
?division hc:unit_type "DIVISION" .
|
|
|
|
# Department under division
|
|
?custodian org:hasUnit ?dept .
|
|
?dept org:unitOf ?division .
|
|
?dept hc:unit_type "DEPARTMENT" .
|
|
|
|
# Team under department
|
|
?custodian org:hasUnit ?team .
|
|
?team org:unitOf ?dept .
|
|
?team hc:unit_type "TEAM" .
|
|
}
|
|
```
|
|
|
|
---
|
|
|
|
## Future Enhancements
|
|
|
|
### Phase 1 (Implemented) ✅
|
|
- Basic OrganizationalStructure class
|
|
- 9 unit types (DEPARTMENT, TEAM, etc.)
|
|
- Hierarchical nesting via parent_unit
|
|
- Temporal validity (valid_from/to)
|
|
|
|
### Phase 2 (Planned)
|
|
- **Change events**: Track mergers, reorganizations, dissolutions
|
|
- **Staff roles**: Link to PiCo person observations
|
|
- **Reporting lines**: Explicit manager relationships
|
|
- **Budget data**: Financial allocation per unit
|
|
|
|
### Phase 3 (Future)
|
|
- **Inter-unit collaboration**: Cross-functional project teams
|
|
- **Location mapping**: Map units to physical buildings/floors
|
|
- **Workflow modeling**: Process flows between units
|
|
- **KPIs and metrics**: Performance tracking per unit
|
|
|
|
---
|
|
|
|
## References
|
|
|
|
### Schema Files
|
|
- **OrganizationalStructure class**: `schemas/20251121/linkml/modules/classes/OrganizationalStructure.yaml`
|
|
- **Custodian class**: `schemas/20251121/linkml/modules/classes/Custodian.yaml`
|
|
- **Enum**: `schemas/20251121/linkml/modules/enums/OrganizationalUnitTypeEnum.yaml`
|
|
- **Test instances**: `schemas/20251121/examples/organizational_structure_examples.yaml`
|
|
|
|
### Documentation
|
|
- **Session summary**: `ORGANIZATIONAL_STRUCTURE_ADDITION_20251122.md`
|
|
- **Schema modules**: `docs/SCHEMA_MODULES.md`
|
|
- **W3C ORG ontology**: `data/ontology/org.rdf`
|
|
|
|
### Ontology Alignment
|
|
- **W3C ORG**: `org:OrganizationalUnit`, `org:hasUnit`, `org:unitOf`
|
|
- **PROV-O**: `prov:qualifiedAttribution` (links unit to custodian)
|
|
|
|
---
|
|
|
|
## Changelog
|
|
|
|
### Version 0.4.0 (2025-11-22)
|
|
- ✅ Initial OrganizationalStructure class implementation
|
|
- ✅ 9 unit types defined
|
|
- ✅ Hierarchical nesting via parent_unit
|
|
- ✅ Temporal validity tracking
|
|
- ✅ 5 comprehensive test instances
|
|
- ✅ Documentation complete
|
|
|
|
---
|
|
|
|
**Status**: ✅ Complete
|
|
**Next Steps**: Validate test instances, create additional examples for edge cases
|