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glam/schemas/20251121/linkml/modules/classes/CustodianAdministration.yaml
kempersc c1946e93f9 Refactor VideoPost and WebObservation schemas; remove deprecated slots and migrate to new structures 
- Updated VideoPost.yaml to include new slots and remove deprecated ones, enhancing video-specific properties.
- Removed extraction_confidence from WebObservation.yaml, streamlining the schema.
- Deleted obsolete slot files: characteristics.yaml, class_definition.yaml, confidence.yaml, confidence_method.yaml, confidence_score.yaml, confidence_value.yaml, count.yaml, and hosts_branch.yaml.
- Introduced ghost_slots.txt to track unused slots.
- Archived previous versions of characteristics, class_definition, confidence, confidence_method, confidence_score, confidence_value, count, and hosts_branch slots for historical reference.
- Added new slots: has_or_had_citation, has_or_had_city_code, and is_or_was_location_of with appropriate descriptions and mappings.
2026-01-28 15:04:11 +01:00

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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_or_had_description
- ../classes/Description
- ../slots/has_or_had_label
- ../classes/Label
- ../slots/has_or_had_status
- ./BackupStatus
- ../slots/has_or_had_business_criticality
- ./BusinessCriticality
- ../slots/creating_function
- ../slots/has_or_had_level
- ./DataSensitivityLevel
- ../slots/has_or_had_quantity
- ./Quantity
- ../slots/has_or_had_roadmap
- ./Roadmap
- ../slots/contains_or_contained
- ./PersonalData
- ../slots/estimates_or_estimated
- ./GrowthRate
- ../slots/id
- ../slots/managing_unit
- ../slots/primary_system
- ../slots/refers_to_custodian
- ../slots/retention_period_year
- ../slots/retention_schedule
- ../slots/is_or_was_stored_in
- ../slots/specificity_annotation
- ../slots/has_or_had_score
- ../slots/temporal_extent
- ../slots/is_or_was_derived_from
- ../slots/is_or_was_generated_by
- ./SpecificityAnnotation
- ./TemplateSpecificityScore
- ./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\u250C\u2500\u2500\
\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2510\n\u2502 CustodianAdministration (THIS CLASS) \u2502\n\u2502 \u2550\u2550\u2550\u2550\u2550\u2550\u2550\u2550\u2550\u2550\u2550\u2550\u2550\u2550\u2550\u2550\u2550\u2550\u2550\u2550\u2550\u2550\u2550\u2550\u2550\u2550\u2550\u2550\u2550\u2550\u2550\u2550\u2550\u2550\u2550\u2550 \u2502\n\u2502 ACTIVE records in daily use NOW \u2502\n\u2502 \u2502\n\u2502 Examples: \
\ \u2502\n\u2502 - Current year's correspondence \u2502\n\u2502 - Open project files \u2502\n\u2502 - Active personnel records \u2502\n\u2502 - Current financial year invoices \u2502\n\u2502 - Live databases and email \u2502\n\u2502 - Shared drive documents being edited \u2502\n\u2502 - CRM/ERP system data \u2502\n\u2502 - Active vendor contracts \u2502\n\u2502 \u2502\n\u2502 Characteristics: \u2502\n\u2502 - Actively referenced and modified \u2502\n\u2502 - Managed by creating business unit \
\ \u2502\n\u2502 - Subject to retention schedule \u2502\n\u2502 - May contain personal data (GDPR active) \u2502\n\u2502 - Business continuity critical \u2502\n\u2514\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2518\n \u2193\n (Retention period ends, business use ceases,\n records closed and transferred to archives)\n \u2193\n\u250C\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\
\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2510\n\u2502 CustodianArchive \u2502\n\u2502 (Inactive archives awaiting processing) \u2502\n\u2514\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2518\n \u2193\n\u250C\u2500\u2500\u2500\u2500\u2500\u2500\
\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2510\n\u2502 CustodianCollection \u2502\n\u2502 (Processed heritage collection) \u2502\n\u2514\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2500\u2518\n```\n\n**WHY MODEL\
\ THIS?**:\n\nUnderstanding 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\n5. **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.\nIt is NOT intended to catalog individual documents (that's the CMS's job).\n\nModel at the SYSTEM or FUNCTION level:\n- \u2705 \"HR Department Personnel Files System\"\n- \u2705 \"Director's Office Correspondence\" \n- \u2705 \"Financial Administration SAP System\"\n- \u274C 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_or_had_description
- has_or_had_label
- has_or_had_status
- has_or_had_business_criticality
- creating_function
- has_or_had_level
- has_or_had_quantity
- has_or_had_roadmap
- contains_or_contained
- estimates_or_estimated
- id
- managing_unit
- primary_system
- record_type
- refers_to_custodian
- retention_period_year
- retention_schedule
- is_or_was_stored_in
- specificity_annotation
- has_or_had_score
- temporal_extent
- is_or_was_derived_from
- is_or_was_generated_by
slot_usage:
id:
identifier: true
required: true
has_or_had_label:
range: Label
required: true
description: Name of the administration system/record set.
inlined: true
examples:
- value:
label_text: Director's Office Correspondence
has_or_had_description:
range: Description
required: false
description: Description of the administration system/record set.
inlined: true
examples:
- value:
description_text: Incoming and outgoing correspondence of the museum director
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
has_or_had_quantity:
range: Quantity
multivalued: true
inlined: true
description: Estimated or measured volume of the administrative records. MIGRATED from estimated_volume per slot_fixes.yaml (Rule 53). Uses Quantity class for structured volume representation.
examples:
- value:
quantity_value: 150000
has_or_had_measurement_unit:
has_or_had_symbol: documents
is_estimate: true
description: Document count estimate
- value:
quantity_value: 800
has_or_had_measurement_unit:
has_or_had_symbol: GB
is_estimate: true
description: Storage volume estimate
estimates_or_estimated:
description: 'Estimated growth rate of the records.
MIGRATED from growth_rate per Rule 53.
Uses GrowthRate class.
'
range: GrowthRate
inlined: true
required: false
examples:
- value:
has_or_had_description: ~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
is_or_was_stored_in:
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:
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_code: CONFIDENTIAL
has_or_had_description: Personnel data - need-to-know basis
description: HR files classification
contains_or_contained:
description: 'Personal data contained in this administration.
MIGRATED from gdpr_relevant (boolean) per Rule 53.
Uses PersonalData class for structured representation.
'
range: PersonalData
inlined: true
multivalued: true
required: false
examples:
- value:
has_or_had_sensitivity_level:
has_or_had_label: GDPR Sensitive
has_or_had_code: SPECIAL_CATEGORY
has_or_had_description: Contains employee personal data
description: Contains personal data (migrated from gdpr_relevant=true)
has_or_had_business_criticality:
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
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_code: DAILY_AUTOMATED
- has_or_had_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:
range: CustodianObservation
multivalued: true
required: false
is_or_was_generated_by:
range: ReconstructionActivity
required: false
temporal_extent:
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
has_or_had_label:
label_text: Director's Office Correspondence
has_or_had_description:
description_text: 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'
has_or_had_quantity:
- quantity_value: 25000
has_or_had_measurement_unit:
has_or_had_symbol: documents
is_estimate: true
- quantity_value: 150
has_or_had_measurement_unit:
has_or_had_symbol: GB
is_estimate: true
estimates_or_estimated:
has_or_had_description: ~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
has_or_had_roadmap:
- contains_or_contained:
- has_or_had_label: Transfer to National Archives
temporal_extent:
end_of_the_end: '2028-01-01'
has_or_had_level:
has_or_had_label: Confidential
has_or_had_code: CONFIDENTIAL
has_or_had_description: Confidential correspondence - need-to-know basis
contains_or_contained:
- has_or_had_sensitivity_level:
has_or_had_label: GDPR Sensitive
has_or_had_code: PERSONAL_DATA
has_or_had_description: Contains personal correspondence
has_or_had_business_criticality:
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_code: DAILY_AUTOMATED
- has_or_had_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
has_or_had_label:
label_text: Human Resources Personnel Files
has_or_had_description:
description_text: 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'
has_or_had_quantity:
- quantity_value: 2000
has_or_had_measurement_unit:
has_or_had_symbol: files
has_or_had_description: employee files
is_estimate: true
- quantity_value: 500
has_or_had_measurement_unit:
has_or_had_symbol: GB
is_estimate: true
estimates_or_estimated:
has_or_had_description: ~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:
has_or_had_label: Special Category Data
has_or_had_code: SPECIAL_CATEGORY
has_or_had_description: Personnel data - GDPR Article 9 sensitive personal data
contains_or_contained:
- has_or_had_sensitivity_level:
has_or_had_label: GDPR Sensitive
has_or_had_code: SPECIAL_CATEGORY
has_or_had_description: Contains employee personal data
has_or_had_business_criticality:
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_code: REALTIME_REPLICATION
- has_or_had_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
has_or_had_label:
label_text: Conservation Treatment Records
has_or_had_description:
description_text: 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'
has_or_had_quantity:
- quantity_value: 45000
has_or_had_measurement_unit:
has_or_had_symbol: files
has_or_had_description: treatment files
is_estimate: true
- quantity_value: 2
has_or_had_measurement_unit:
has_or_had_symbol: TB
has_or_had_description: high-res images
is_estimate: true
estimates_or_estimated:
has_or_had_description: ~2,000 treatments/year
primary_system: https://nde.nl/ontology/hc/platform/rm-conservation-db
is_or_was_stored_in:
- https://nde.nl/ontology/hc/platform/rm-adlib
retention_schedule: Permanent - linked to collection objects
retention_period_years: null
has_or_had_level:
has_or_had_label: Internal
has_or_had_code: INTERNAL
has_or_had_description: For internal staff use only
has_or_had_business_criticality:
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_code: DAILY_AUTOMATED
- has_or_had_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
annotations:
specificity_score: 0.1
specificity_rationale: Generic utility class/slot created during migration
custodian_types:
- '*'
custodian_types_rationale: Universal utility concept
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