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Person—letters of family name, text XXX

Identifying and definitional attributes

Metadata item type:Help on this termData Element
Short name:Help on this termLetters of family name
METeOR identifier:Help on this term349481
Registration status:Help on this termCommunity Services, Standard 27/03/2007
Housing assistance, Standard 23/08/2010
Health, Standard 07/12/2011
Early Childhood, Standard 21/05/2010
Homelessness, Standard 23/08/2010
Definition:Help on this term

The combination of 2nd, 3rd and 5th letters of a person's family name.

Data element concept attributes

Identifying and definitional attributes

Data element concept:Person—letters of family name
METeOR identifier:Help on this term349493
Registration status:Help on this termCommunity Services, Standard 27/03/2007
Housing assistance, Standard 23/08/2010
Health, Standard 07/12/2011
Early Childhood, Standard 21/05/2010
Homelessness, Standard 23/08/2010
Definition:Help on this termA specific combination of letters selected from the person's family name (surname).
Object class:Help on this termPerson
Property:Help on this termLetters of family name

Value domain attributes

Identifying and definitional attributes

Value domain:Text XXX
METeOR identifier:Help on this term349505
Registration status:Help on this termCommunity Services, Standard 27/03/2007
Housing assistance, Standard 23/08/2010
Health, Standard 07/12/2011
Early Childhood, Standard 21/05/2010
Homelessness, Standard 23/08/2010
Definition:Help on this termA combination of alphanumeric characters.

Representational attributes

Representation class:Help on this termText
Data type:Help on this termString
Format:Help on this termXXX
Maximum character length:Help on this term3

Data element attributes

Collection and usage attributes

Guide for use:Help on this term

In the three spaces, the agency should record the 2nd, 3rd and 5th letters of the client’s family name.

For example: If the client’s family name is Brown, the reported value should be RON. If the client’s family name is Thompson, the reported value should be HOP.

If the client’s family name includes non-alphabetic characters—for example hyphens (as in Lee-Archer), apostrophes (as in O’Mara) or blank spaces (as in De Vries)—these non-alphabetic characters should be ignored when counting the position of each character.

Regardless of the length of a person’s name, the reported value should always be three characters long. If the legal family name is not long enough to supply the requested letters (i.e. a legal family name of less than five letters) then agencies should substitute the number ‘2’ to reflect the missing letters. The placement of a number ‘2’ should always correspond to the same space that the missing letter would have within the 3-digit field. A number (rather than a letter) is used for such a substitution in order to clearly indicate that an appropriate corresponding letter from the person’s name is not available.

For example: If a person’s family name is Farr, then value reported would be AR2 because the 2 is substituting for a missing 5th letter of the family name. Similarly, if the person’s family name was Hua, then the value reported would be UA2 because the 2 is substituting for the missing 5th letter of the family name.

If a client’s family name is missing altogether the agency should record the number 999 for all three spaces associated with the family name, (not the number 2). In some cultures it is traditional to state the family name first. To overcome discrepancies in recording/reporting that may arise as a result of this practice, agencies should always ask the person to specify their legal first given name and their legal family name separately. These should then be recorded as first given name and family name as appropriate, regardless of the order in which they may be traditionally given.

Comments:Help on this term

The selected Letters of family name can be used in combination with Letters of given name, Date of birth and Sex to develop a statistical linkage key to facilitate the linkage of records for statistical purposes only. This key will also enable linkage to other related databases that either have the same linkage key or the fundamental information to form the same key. The linkage is to assist research and analysis of the data, not for tracking of individuals through the system for case management.

The provision of letters of a person’s name can be a sensitive issue because of privacy and confidentiality concerns. The use of this information will be in accordance with privacy principles.

Relational attributes

Related metadata references:Help on this term

Is formed using Person (name)—family name, text X[X(39)] Community Services, Superseded 06/02/2012, Housing assistance, Standard 20/06/2005, Health, Standard 04/05/2005, Tasmanian Health, Draft 23/07/2012

Is used in the formation of Record—linkage key, code 581 XXXXXDDMMYYYYN Community Services, Standard 21/05/2010, Housing assistance, Standard 23/08/2010, Health, Standard 07/12/2011, Early Childhood, Standard 21/05/2010, Homelessness, Standard 23/08/2010

Implementation in Data Set Specifications:Help on this term
All attributes +

Child protection and support services (CPSS) client cluster Community Services, Standard 30/04/2008

DSS specific attributes +

Children's Services NMDS Community Services, Superseded 21/05/2010

DSS specific attributes +

Commonwealth State/Territory Disability Agreement NMDS (July 2008) Community Services, Superseded 11/11/2009

Commonwealth State/Territory Disability Agreement NMDS - 1 July 2006 Community Services, Superseded 14/12/2008

Disability Services NMDS 2009-10 Community Services, Superseded 15/12/2011

DSS specific attributes +

Disability Services NMDS 2010-11 Community Services, Superseded 15/12/2011

DSS specific attributes +

Disability Services NMDS 2011-12 Community Services, Superseded 13/03/2013

DSS specific attributes +

Early Childhood Education and Care: Unit Record Level NMDS 2011 Early Childhood, Superseded 09/03/2012

DSS specific attributes +

Early Childhood Education and Care: Unit Record Level NMDS 2012 Early Childhood, Superseded 08/04/2013

DSS specific attributes +

Early Childhood Education and Care: Unit Record Level NMDS 2013 Early Childhood, Standard 08/04/2013

DSS specific attributes +

Early Childhood Education and Care: Unit Record Level NMDS 2014 Early Childhood, Candidate 09/04/2014

DSS specific attributes +

Juvenile Justice Client file cluster Community Services, Standard 14/09/2009

DSS specific attributes +

Juvenile Justice Client file cluster Community Services, Standardisation pending 16/12/2013

DSS specific attributes +

Juvenile Justice NMDS 2007 Community Services, Superseded 19/05/2010

DSS specific attributes +

SAAP Client Collection National Minimum Data Set Community Services, Retired 01/07/2011

DSS specific attributes +

Statistical linkage key 581 cluster Community Services, Standard 21/05/2010
Housing assistance, Standard 23/08/2010
Health, Standard 07/12/2011
Early Childhood, Standard 21/05/2010
Homelessness, Standard 23/08/2010

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