Schema describing an XML format for retention and disposal authorities issued by the State Records Authority of New South Wales. Copyright State of New South Wales through the State Records Authority of New South Wales, 2008. First published December 2008. This work may be freely reproduced for personal, educational or government purposes. Permission must be received from State Records Authority for all other uses. Mandatory. Root element. Optional element. May have multiple. A unique identifier that may belong to one of a number of control schemes - e.g. agency file number, retention and disposal authority number, appraisal report number, etc. E.g. <ID control="FA">250</ID>. Mandatory attribute. Control scheme for ID element. Use "AgencyFileNo" for agency file number, "SRFileNo" for State Records file number, "FA" for functional retention and disposal authority number, "GA" for general retention and disposal authority number, and "AR" for appraisal report number. Other controls (e.g. "DA", "GDA" and "DR") may be used for legacy authority numbers. Optional element. This element represents an authority's formal title. Use of this element is not necessary when the authority's title is its functional scope. E.g. <AuthorityTitle>Administrative Records</AuthorityTitle>. Optional element. This element describes the functional scope of the authority. Consists of a short phrase comprising the chief functions covered by the authority, suitable for use in the authority's title. E.g. <Scope>government recordkeeping and archives management</Scope>. Optional element. If the authority does not contain date ranges, stylesheets will substitute this field with the word "Open". If the authority has no top-level date range, but date ranges for terms or classes, stylesheets will substitute the word "Various". Within the date range element, permissible elements are just a start date or just an end date (translate to YYYY+ and pre-YYYY) or both a start date and an end date (YYYY-YYYY). Both start and end dates have an optional circa attribute. E.g. <DateRange><Start circa="true">1900</Start><End>1980</End></DateRange>. Mandatory element. The status element is a container for sub-elements that describe the current status of the authority and record significant dates in its history: drafting, submission, approval, issuing, being applied, partially or fully superseding another authority, being partially/ fully superseded, date to be reviewed, and expiry or revocation. At least one of these events must be included. Optional element. May have multiple. Contains the name of the agency responsible for the draft, date of completion in the format YYYY-MM-DD, as well as a "version" attribute. E.g. <Draft version="1"><Agency>Wild Dog Destruction Board<Agency/><Date>2008-12-31</Date></Draft>. Mandatory attribute. E.g. "version='1'". Optional element. May have multiple. Should be included in the final draft. This element records details of the officer (normally an agency's CEO) responsible for submitting the draft to State Records NSW. It contains four elements: the name of the officer responsible for submitting the authority, their position title, their agency's name, and the date of submission. E.g. <Submitted><Officer>Joan Citizen</Officer><Position>Chief Executive Officer</Position><Agency>Wild Dog Destruction Board</Agency><Date>2008-12-31</Date></Submitted> Optional element. May have multiple. Contains the name of the agency to which the authority is issued as well as the date of issue by State Records, in the format YYYY-MM-DD. E.g. <Issued><Agency>Wild Dog Destruction Board</Agency><Date>2008-12-31</Date></Issued>. Optional element. May have multiple. Contains the name of the agency applying the authority, the date they commenced applying it, (optionally) the date they ceased applying it, both in the format YYYY-MM-DD, and an optional "extent" attribute. E.g. <Applying extent="whole"><Agency>Wild Dog Destruction Board</Agency><StartDate>2008-12-31</StartDate></Applying>. Optional element. This attribute contains either of the words "whole" or "part". "Whole" means that an authority covers at least 80% of the drafting agency's functional records (functional records are those not covered by general retention and disposal authorities). Otherwise, "part" should be used. E.g. "extent='whole'". Legal name of the agency that drafted, submitted, was issued, or is applying the authority. Has an optional agency number attribute assigned by State Records NSW. Optional attribute. Agency numbers are unique identifiers assigned by State Records NSW. E.g. "agencyno='225'". Date of draft, sumbission, Board approval, issue, starting to be applied or no longer being applied, being partially or fully superseded, review, expiry and revokation of an authority. All dates are in the format YYYY-MM-DD. E.g. 2008-12-31. Optional element. May have multiple. PartSupersedes, Supersedes, PartSupersededBy and SupersededBy contain six subelements: IDRef (mandatory, authority ID of the superseding or superseded authority, e.g. <IDRef control="FA">250</IDRef>); AuthorityTitleRef (optional, title of the superseding or superseded authority); TermTitleRef (optional, may have multiple, e.g. <TermTitleRef>Pest Animal Control</TermTitleRef><TermTitleRef>Baiting</TermTitleRef>); ItemNoRef (optional, e.g. <ItemNoRef>1.2.3</ItemNoRef>); PartText (optional, defines what portion of records are superseded, e.g. <PartText>records relating to the setting of baits and traps to control wild dogs</PartText>); and Date (optional, refers to the date of issue of the superseding authority in the format <Date>2008-12-31</Date>). Optional element. May have multiple. Can be used at the top level of the authority, for each term, and for classes. Enables the linking of classes, terms or whole authorities to other classification schemes, to mandates, to appraisal objectives, or to other resources. E.g. <LinkedTo type="Agency BCS">Policy Development</LinkedTo>. Optional attribute. Use to describe the scheme or controlled vocabulary to which the "linked to" element belongs. E.g. "type='Agency BCS'". Optional element. May have multiple. Context elements supply additional information about disposal authorities. This additional information may comprise supporting documentation, reports to State Records' Board, reports on external consultations, guidance for implementation, implementation plans, etc. Mandatory attribute. Represents the type of contextual element. E.g. "supporting documentation" or "appraisal report" or "implementation plan". Mandatory element. E.g. <ContextTitle>About Organisation</ContextTitle>. Mandatory element. Contains Paragraph elements and Source elements. Source elements are optional and may be used to create a bibliography: stylesheets will list these and add the heading, "Sources used:". Mandatory element. May have multiple. Paragraphs are mixed elements which contain both text and a choice of three mark-up elements: Emphasis, Source, and List. E.g. <Paragraph>Records that are <Emphasis>not</Emphasis> precedent-setting.</Paragraph>. Optional element. May have multiple. Used to give emphasis to a particular word or phrase. Stylesheets translate this element to bold text. E.g. "Records that are <Emphasis>not</Emphasis> precedent-setting." Optional element. May have multiple. Used to identify a word or phrase as a reference to a source. Stylesheets translate this element to itallic text. E.g. "According to the <Source url="http://www.legislation.nsw.gov.au">State Records Act 1998</Source>...". If the optional url attribute is used, stylesheets create hyperlinks. Optional element. May have multiple. Used to create bullet point lists. Contains Item elements. E.g. "Records include:<List><Item>minutes</Item><Item>memoranda</Item><Item>and mimeograph recordings.</Item></List> Mandatory element. May have multiple. Items are mixed elements which contain both text and a choice of two optional mark-up elements: Emphasis and Source. Optional element. May have multiple. This element is used for communication between State Records and agencies during the drafting process. Mandatory attribute. Identifies the author of a particular Comment. Informal names may be used. E.g. "agency" or "SRNSW" or "Richard Lehane" or "Richard L". Optional element. May have multiple. Term elements are used to create a classification structure within which disposal classes can be nested. In most authorities, Term elements are used to represent functions and activities. E.g. <Term type="function" itemno="1.0.0" update="2" publish="true">... Mandatory attribute. Identifies a term's type. Normally "function" or "activity" will be used. Other (deprecated) choices are "subfunction", "subactivity", "subject" and "series". Mandatory element. E.g. <TermTitle>Construction</TermTitle>. Optional element. Contains Paragraph elements and SeeReference elements. Optional element. May have multiple. Used to create references to other terms within the authority and to other authorities. If no IDRef or AuthorityTitleRef is given, it is assumed to be an internal reference. E.g. <SeeReference><TermTitleRef>CONSTRUCTION</TermTitleRef><TermTitleRef>Brick-laying</TermTitleRef><SeeText>for records relating to the laying of bricks.</SeeText></SeeReference> Optional attribute. Item numbers are in the format "1.2.3" (or "1.2.3.4" etc.). They are not mandatory and if not provided will be automatically generated using stylesheets. Optional attribute. Records on what date an element was modified, allowing the tracking of changes. Optional element. Normally includes ClassDescription, Disposal, and Justification elements. E.g. <Class itemno="1.1.1" update="2" publish="true">... Optional element. Class titles are not normally necessary. E.g. <ClassTitle>Parish records</ClassTitle>. Optional element. Usually a single element but may have multiple if separate DisposalCondition elements are given. Normally contains a RetentionPeriod element, a DisposalTrigger element and a DisposalAction element. CustomAction and CustomCustody elements may be used to describe more complex disposal actions. Optional element. Use when multiple Disposal elements are used. Defines when a particular disposal action should be applied e.g for a certain category of records, or if a disposal action is longer than another one, or after another disposal action has been carried out (e.g. transfer offsite), or for automation by an EDRMS, or for publication as the authorised version, etc. E.g. <DisposalCondition>Records of clients under twenty-five years of age</DisposalCondition>. Optional element. A period of years or months for which records are kept before a disposal action is carried out. E.g. <RetentionPeriod unit="months">6</RetentionPeriod>. Mandatory attribute. Choose either "years" or "months". Optional element. Defines an event which triggers either a disposal action or the commencement of a retention period. E.g. <DisposalTrigger>action completed</DisposalTrigger>, <DisposalTrigger>structure is demolished or sold</DisposalTrigger>, or <DisposalTrigger>client reaches the age of 25</DisposalTrigger>. Optional element. Choose either "Destroy", "Required as State archives", "Retain in agency" or "Transfer". E.g. <DisposalAction>Destroy</DisposalAction>. Optional element. Use only if "Transfer" is selected as disposal action. Contains name of organisation or person to whom records are to be transferred. E.g. <TransferTo>new owner</TransferTo>. Optional element. Used to represent complex disposal actions which cannot be represented using the standard disposal elements. Optional element. Used to describe complex retention arrangements which cannot be represented using the standard disposal elements. Optional element. Contains Paragraph elements.