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glam/schemas/20251121/linkml/modules/classes/CustodianAdministration.yaml
kempersc fc405445c6 Refactor and update schema definitions 
- Removed obsolete slots: `has_or_had_custodian_observation`, `provider`, and `specificity_annotation`.
- Updated `has_or_had_score` slot to use `SpecificityScore` class and modified its description and examples.
- Added new slots: `end_seconds`, `end_time`, `has_archive_path`, `has_or_had_custodian_name`, `protocol_name`, and `protocol_version`.
- Introduced a script `check_annotation_types.py` to validate the presence and structure of `custodian_types` in YAML files.
- Added a script `update_specificity.py` to automate updates related to `SpecificityAnnotation` to `SpecificityScore`.
2026-02-01 19:55:38 +01:00

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id: https://nde.nl/ontology/hc/class/CustodianAdministration
name: custodian_administration_class
title: CustodianAdministration Class
imports:
- linkml:types
- ../slots/contains_or_contained
- ../slots/creating_function
- ../slots/estimates_or_estimated
- ../slots/has_or_had_description
- ../slots/has_or_had_label
- ../slots/has_or_had_level
- ../slots/has_or_had_quantity
- ../slots/has_or_had_roadmap
- ../slots/has_or_had_score
- ../slots/has_or_had_status
- ../slots/is_or_was_active_since
- ../slots/is_or_was_derived_from
- ../slots/is_or_was_generated_by
- ../slots/managing_unit
- ../slots/primary_system
- ../slots/record_type
- ../slots/refers_to_custodian
- ../slots/retention_period_year
- ../slots/retention_schedule
- ../slots/temporal_extent
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:
- is_or_was_active_since
- has_or_had_description
- has_or_had_label
- has_or_had_status
- creating_function
- has_or_had_level
- has_or_had_quantity
- has_or_had_roadmap
- contains_or_contained
- estimates_or_estimated
- managing_unit
- primary_system
- record_type
- refers_to_custodian
- retention_period_year
- retention_schedule
- has_or_had_score
- temporal_extent
- is_or_was_derived_from
- is_or_was_generated_by
slot_usage:
has_or_had_label:
range: string
required: true
inlined: true
examples:
- value:
label_text: Director's Office Correspondence
has_or_had_description:
range: string
required: false
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
managing_unit:
range: OrganizationalStructure
required: false
creating_function:
range: string
required: false
examples:
- value: Collection acquisition
is_or_was_active_since:
range: date
required: false
examples:
- value: '2015-01-01'
has_or_had_quantity:
range: integer
multivalued: true
inlined: true
examples:
- value:
has_or_had_measurement_unit:
has_or_had_symbol: documents
is_estimate: true
- value:
has_or_had_measurement_unit:
has_or_had_symbol: GB
is_estimate: true
estimates_or_estimated:
range: GrowthRate
inlined: true
required: false
examples:
- value:
has_or_had_description: ~30,000 documents/year
primary_system:
range: DigitalPlatform
required: false
examples:
- value: https://nde.nl/ontology/hc/platform/rm-sharepoint
retention_schedule:
range: string
required: false
examples:
- value: Selectielijst Gemeenten 2020, categorie 4.2.3
retention_period_year:
range: integer
required: false
examples:
- value: 7
- value: 20
has_or_had_level:
range: string
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
contains_or_contained:
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
- value:
has_or_had_label: MEDIUM
has_or_had_description: Historical project files - reference only
has_or_had_status:
range: BackupStatus
required: false
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
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:
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_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
- 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_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
- value:
has_or_had_identifier: 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.
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
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_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
annotations:
specificity_score: 0.1
specificity_rationale: Generic utility class/slot created during migration
custodian_types: "['*']"
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