HIREx Object Specifications

HIREx Data Specification - People

Overview

This specification describes the field structure and content for contact information about people in HIREx databooks. People are data objects that capture information about how a person, project, group, or organization can be contacted, how they are described, and where additional information can be obtained.

A finite set of people are defined in HIREx:

Person
An individual.
Project
One or more individuals united by a common undertaking.
Organization
One or more individuals and projects united by a common institutional structure.
Group
One or more projects or organizations united by a collaborative relationship.
Problem
One or more person, project, organization or group defined by a particular objective, task, or problem (for example, groups focused on a particular health condition).
Method
One or more person, project, organization or group defined by a particular intervention or method of dealing with one or more problems (for example, groups focused on a particular health care procedure).

Future versions of HIREx will allow users to defined their own people records.

Properties of people records, such as who to contact and how, are "core" properties if the property may be shared by all people types. HIREx databases have set fields for this core information.

People also may have properties that are unique to a particular HIREx registry or databook. These properties cannot be anticipated ahead of time. Instead, HIREx supports the definition of an unlimited number of "custom" properties for people. New classes of these "notes" fields can be created by the HIREx user at any time.

Core Data

Field	Specifications	Description
UniqueID	Number (Long) Index [size=4]; Calculated (counter)	A serial number is assigned only once. No duplicates are allowed. All ITEMS in a particular RESOURCE must be uniquely identified. Serial numbers are controlled by HIREx for a particular databook and are ignored in data transfer files.
SiteID	Number (Long) [size=4]	The combination of UniqueID and SiteID creates a unique identifier for a people record. The default value is 0 unless a site identifier is specified in the HIREx databook properties. Each registered HIREx site will have a site code.
Prefix	Text [size=10]; trim	Prefixes are selected from a pick-list (Dr., Mr., Ms., etc.). Custom values are allowed.
LastName	Text Index [size=50]; trim	Last name or surname. May be hypenated. May include spaces.
FirstName	Text Index [size=50]; trim	First or given name. May be hyphenated. Do not include initials.
SuppName	Text [size=10]; trim	First and all middle initials, in upper case, with no periods, commas or spaces.
Suffix	Text [size=50]; trim; pick list	Suffixes, degrees and qualifications are selected from a pick list (PhD, MSc, etc.). Separated by commas. Custom values allowed.
Assistant	Text [size=100]; trim	Contact person, secretary, administrative assistant.
Organization	Text Index [size=100]; trim	Primary organization, institution or administrative person for this record.
Department	Text [size=100]; trim	Section, department, or subdivision of organization.
Position	Text [size=100]; trim	Primary position, for persons. Other positions may be specified in "role" field.
Type	Text [size=30]; pick list; controlled	Selected from a pick list (PERSON, ORGANIZATION, GROUP, PROJECT, PROBLEM, METHOD). Upper case.
Keyword1	Text Index [size=255]; trim; controlled	One or more selections from a dictionary pick list. Users with ADMIN access privileges also can add to the dictionary. A name for this field is set in data-book properties.
Keyword2	Text Index [size=255]; trim; controlled	One or more selections from a dictionary pick list. Users with ADMIN access privileges also can add to the dictionary. A name for this field is set in data-book properties.
E_Mail	Text [size=100]; trim; validated	Electronic mail address, in standard Internet format.
Role	Text [size=255]; trim	Person, project, group or organization can have one or more roles described here.
Description	Text [size=255]; trim	This field allows for free entry of descriptive information. It may have different functions in different addressbooks.
URL	Text [size=255]; trim; validated	Uniform Resource Locator, in standard Internet format.
First1	Text [size=100]; trim	First line of primary street address. This is the preferred work address.
Second1	Text [size=100]; trim	Second line of primary street address.
City1	Text [size=50]; trim	City of primary work address.
Region1	Text [size=50]; trim	Region (e.g., county, province, state, territory) of primary work address.
Country1	Text [size=50]; trim	Country of primary work address.
Code1	Text [size=15]; trim	Postal code of primary work address.
First2	Text [size=100]; trim	First line of secondary street address. This is an alternate work address.
Second2	Text [size=100]; trim	Second line of secondary street address (optional).
City2	Text [size=50]; trim	City of secondary work address.
Region2	Text [size=50]; trim	Region (e.g., county, province, state, territory) of secondary work address.
Country2	Text [size=50]; trim	Country of secondary work address.
Code2	Text [size=15]; trim	Postal code of secondary work address.
First3	Text [size=100]; trim	First line of home street address.
Second3	Text [size=100]; trim	Second line of home street address (optional).
City3	Text [size=50]; trim	City of home address.
Region3	Text [size=50]; trim	Region of home address.
Country3	Text [size=50]; trim	Country of home address.
Code3	Text [size=15]; trim	Postal code of home address.
Ph1	Text [size=30]; trim; validate	First phone number. Only non-numeric characters allowed are "()-+,". Field name specified in data book properties.
Ph2	Text [size=30]; trim; validate	Second phone number. Only non-numeric characters allowed are "()-+,". Field name specified in data book properties.
Ph3	Text [size=30]; trim; validate	Third phone number. Only non-numeric characters allowed are "()-+,". Field name specified in data book properties.
Ph4	Text [size=30]; trim; validate	Fourth phone number. Only non-numeric characters allowed are "()-+,". Field name specified in data book properties.
Ph5	Text [size=30]; trim; validate	Fifth phone number. Only non-numeric characters allowed are "()-+,". Field name specified in data book properties.
Ph6	Text [size=30]; trim; validate	Sixth phone number. Only non-numeric characters allowed are "()-+,". Field name specified in data book properties.
PhExt1	Text [size=10]; trim; validate	Extension to first phone number. No non-numeric characters allowed.
PhExt2	Text [size=10]; trim; validate	Extension to second phone number. No non-numeric characters allowed.
PhExt3	Text [size=10]; trim; validate	Extension to third phone number. No non-numeric characters allowed.
PhExt4	Text [size=10]; trim; validate	Extension to fourth phone number. No non-numeric characters allowed.
PhExt5	Text [size=10]; trim; validate	Extension to fifth phone number. No non-numeric characters allowed.
PhExt6	Text [size=10]; trim; validate	Extension to sixth phone number. No non-numeric characters allowed.
BirthDate	Date/Time [size=8]; trim; validate	Date of birth in format DD/MM/YY.
FirstDate	Date/Time [size=8]; trim; validate	First contact with entity, in format DD/MM/YY.
LastDate	Date/Time [size=8]; trim; validate	Last contact with entity, in format DD/MM/YY.
NextDate	Date/Time [size=8]; trim; validate	Next planned/anticipated contact with entity, in format DD/MM/YY.
SpecDate1	Date/Time [size=8]; trim; validate	User-defined date, in format DD/MM/YY. Field name defined in databook properties.
SpecDate2	Date/Time [size=8]; trim; validate	User-defined date, in format DD/MM/YY. Field name defined in databook properties.
SpecDate3	Date/Time [size=8]; trim; validate	User-defined date, in format DD/MM/YY. Field name defined in databook properties.
SpecDate4	Date/Time [size=8]; trim; validate	User-defined date, in format DD/MM/YY. Field name defined in databook properties.
SpecDate5	Date/Time [size=8]; trim; validate	User-defined date, in format DD/MM/YY. Field name defined in databook properties.
QuickPhone	Yes/No [size=1]; trim	Binary field to indicate whether telephone numbers included on quick dial list.
Private	Logic Yes/No [size=3]; trim	Logic field to indicate whether an item is available for distribution by one or more dissemination media. At present this field can contain one of two values. The default, NO, indicates that the item is "open" for unrestricted distribution. In this case, all core fields are released for viewing in project inventories on Internet. The alternate, YES, indicates that the entry is "unlisted". It cannot be retrieved for Internet display. In future, other numeric values may be used to indicate approved distribution channels or licences. This field then becomes a link to a relational database with the release conditions information.
MasterData	Number (Integer) [size=2]; trim	Field for internal HIREx use.
Created On	Date/Time [size=8]; trim; calculated	Date record first created, in format DD/MM/YY.
Created By	Text [size=50]; trim; calculated	User at time record first created.
Updated By	Text [size=50]; trim; calculated	User at time record last modified.
Updated On	Date/Time [size=8]; calculated	Date record last modified, in format DD/MM/YY.
SoundexL	Text Index [size=4]; calculated	Calculated field with soundex code for last name.
SoundexF	Text Index [size=4]; calculated	Calculated field with soundex code for first name.
SoundexO	Text Index [size=4]; calculated	Calculated field with soundex code for organization.

Core People Field Labels

Each type of People record (Person, Organization, Project, Group, Problem, Method) is described using similar types of information (core fields). This is because People share such properties as having one or more places from which they are controlled and one or more communications numbers through which a person or representative can be contacted. However, the most appropriate label for these core properties may be context-dependent. The primary text identifier for a people record, for example, is stored in a "lastname" field. In the case of a "person" entity, it makes sense to label this field "Last Name" or "Surname". In the case of a "project" or "group" entity, however, it makes more sense to label the field "Project name" or "Group name". HIREx data entry tools are designed to help the user by using context-sensitive field labels during data entry and editing. The following table lists those core fields for which field name labels on editing tools may vary.

Field Person Organization Project Group

Prefix Salutation (N/A) (N/A) (N/A)

LastName Last Name Name Name Name

FirstName First Name Acronym Acronym Acronym

SuppName First and middle initials (N/A) (N/A) (N/A)

Suffix Honorific (N/A) (N/A) (N/A)

Assistant Assistant Contact Contact Contact

Organization Organization Full Name Full Name Full Name

Department Department Department Department Department

Position Position (N/A) (N/A) (N/A)

BirthDate Birthdate Date Created Date Created Date Created

Field	Person	Organization	Project	Group
Prefix	Salutation	(N/A)	(N/A)	(N/A)
LastName	Last Name	Name	Name	Name
FirstName	First Name	Acronym	Acronym	Acronym
SuppName	First and middle initials	(N/A)	(N/A)	(N/A)
Suffix	Honorific	(N/A)	(N/A)	(N/A)
Assistant	Assistant	Contact	Contact	Contact
Organization	Organization	Full Name	Full Name	Full Name
Department	Department	Department	Department	Department
Position	Position	(N/A)	(N/A)	(N/A)
BirthDate	Birthdate	Date Created	Date Created	Date Created

Custom Data

Custom fields may be created for any People record. The user must define a class of "notes" by giving the new field a name and setting some default properties for the field (such as whether the field contains information that should be restricted from general distribution). Once a class of notes (a custom "field") has been defined, then the user can attach information of this type to any people record.