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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.
  
  
  1. Alphanumeric code with a maximum of 16 characters
     
     
  2. Valid symbols are A-Z, 0-9, solidus, hyphen-minus, and colon

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:

1. The first sub-unit of the identifier is the ISO 3166-1 alpha-3 country code for Canada (CAN), followed by a hyphen.
   
   
2. The second sub-unit of the identifier is the Canadian Library Symbol for the Killam Memorial Library (NSHD), followed by a solidus.
   
   
3. 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. 
   
   
4. 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.

Example Office IDs

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The following table provides some sample Office IDs

Related terms

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Archival authority record

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