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The University Archives assigns unique and persistent Office IDs to each office or unit at the University. The IDs are generated by the University Archives and assigned to offices when signing authorities are approved. The Archives maintains Office IDs in the archival authority records (ISAAR 5.1.6 Identifiers for corporate bodies).
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- The Office ID is used in signing authorities, disposition authorization forms, and other documents produced in the course of records management activities.
- The Office ID is used to support the transfer of electronic records to the University Archives.
- The Office ID is used as the Producer Source ID, which helps identify the origin of SIPs sent to the Archives.
- Identifiers conform to basic guidelines prescribed in ISO 15511 International Standard Identifier for Libraries and Related Organizations.
- Alphanumeric code with a maximum of 16 characters
- Valid symbols are A-Z, 0-9, solidus, hyphen-minus, and colon
- Alphanumeric code with a maximum of 16 characters
Conventions for creating Office IDs
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Section 2 of the University Archives Procedure Manual provides guidance on creating new Office IDs.The University Archives creates unique and persistent Office IDs for offices using the following conventions:
- The first sub-unit of the identifier is the ISO 3166-1 alpha-3 country code for Canada (CAN), followed by a hyphen.
- The second sub-unit of the identifier is the Canadian Library Symbol for the Killam Memorial Library (NSHD), followed by a solidus.
- The third sub-unit of the identifier is a four-digit numerical code to uniquely identify each faculty or high-level unit. Refer to the following list of approved four-digit codes. This sub-unit is followed by a hyphen only if the identifier includes a fourth sub-unit.
- The fourth sub-unit of the identifier is a two-digit code to uniquely identify each department or business area within the faculty or unit.
Four-digit codes for faculties or high-level units
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The following four-digit codes are derived from an organizational chart of the University created in 2017.
| Name of faculty of unit | Code |
|---|---|
| President's Office | 1000 |
| Assistant Vice President, Government Relations and Economic Development | 1100 |
| Assistant Vice President, Communications and Marketing | 1200 |
| General Counsel | 1300 |
| Executive Director of Diversity and Inclusiveness | 1400 |
| Chief of Staff and Executive Director, President's Office | 1500 |
| Provost and Vice-President Academic | 1600 |
| Vice-Provost, Planning and Analytics | 1601 |
| Vice-Provost, Student Affairs | 1602 |
| Associate Vice-President Academic | 1603 |
| Faculty of Agriculture | 1604 |
| Faculty of Architecture and Planning | 1605 |
| Faculty of Arts and Social Sciences | 1606 |
| Faculty of Computer Science | 1607 |
| Faculty of Dentistry | 1608 |
| Faculty of Engineering | 1609 |
| Faculty of Graduate Studies | 1610 |
| Faculty of Health | 1611 |
| College of Continuing Education | 1612 |
| Faculty of Law | 1613 |
| Faculty of Management | 1614 |
| Faculty of Medicine | 1615 |
| Faculty of Science | 1616 |
| Libraries | 1617 |
| Office of International Relations | 1618 |
| Executive Director, Provost Office | 1619 |
| Ombudsperson | 1620 |
Example Office IDs
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The following table provides some sample Office IDs
| ISO 3166-1 alpha-3 country code for Canada (CAN), followed by a hyphen | Canadian Library Symbol for the Killam Memorial Library (NSHD), followed by a solidus | Four-digit numerical code to uniquely identify each faculty or high-level unit | Full name of department or unit | Office ID | Notes |
|---|---|---|---|---|---|
| CAN- | CAN-NSHD/ | CAN-NSHD/1617 | University Libraries | CAN-NSHD/1617 | |
| CAN- | CAN-NSHD/ | CAN-NSHD/1617 | University Libraries, Office of the Dean | CAN-NSHD/1617-01 |
Related terms
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