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Person—letters of given name, text XX

Identifying and definitional attributes

Metadata item type:Help on this termData Element
Short name:Help on this termLetters of given name
METeOR identifier:Help on this term349483
Registration status:Help on this termHousing assistance, Standard 23/08/2010
Health, Standard 07/12/2011
Early Childhood, Standard 21/05/2010
Homelessness, Standard 23/08/2010
Disability, Standard 07/10/2014
Children and Families, Standard 22/11/2016
Community Services (retired), Standard 27/03/2007
Definition:Help on this term

The combination of the 2nd and 3rd letters of a person's given name.

Data Element Concept:Person—letters of given name

Value domain attributes

Representational attributes

Representation class:Help on this termText
Data type:Help on this termString
Format:Help on this termXX
Maximum character length:Help on this term2

Data element attributes

Collection and usage attributes

Guide for use:Help on this term

In the two spaces the agency should record the 2nd and 3rd letters of the client’s given name.

For example: If the client’s given name is Elizabeth the reported value should be LI. If the client’s given name is Robert the reported value should be OB.

If the client’s given name includes non-alphabetic characters—for example hyphens (as in Jo-Anne) or apostrophes (as in D'Arcy), these non-alphabetic characters should be ignored when counting the position of each character.

Regardless of the length of a person’s given name, the reported value should always be two characters long. If the given name of the person is not long enough to supply the requested letters (i.e. a name of less than three 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 2-digit field. A number (rather than a letter) is used for such substitutions in order to clearly indicate that an appropriate corresponding letter from the person’s name is not available.

For example: If the person’s legal name was Jo then the value reported would be O2 because the 2 is substituting for the missing 3rd letter of the given name.

If the person’s given name is missing altogether the agency should record 99 for the two spaces associated with the given name. 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 given name and their 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 given name can be used in combination with Letters of family 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)] Housing assistance, Standard 20/06/2005, Health, Superseded 05/10/2016, Tasmanian Health, Endorsed 01/09/2016, Community Services (retired), Superseded 06/02/2012

Is formed using Person (name)—given name, text X[X(39)] Housing assistance, Standard 20/06/2005, Health, Superseded 05/10/2016, Tasmanian Health, Endorsed 01/09/2016, Community Services (retired), Superseded 06/02/2012

Is used in the formation of Record—linkage key, code 581 XXXXXDDMMYYYYN Housing assistance, Standard 23/08/2010, Health, Standard 07/12/2011, Early Childhood, Standard 21/05/2010, Homelessness, Standard 23/08/2010, Disability, Standard 07/10/2014, Community Services (retired), Standard 21/05/2010

Is used in the formation of Record—linkage key, code 581 XXXXXDDMMYYYYX Health, Standardisation pending 11/10/2017

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

Carer demographics file cluster Children and Families, Standard 22/11/2016
Community Services (retired), Recorded 10/10/2014

DSS specific attributes +

Child protection (CP) client file cluster Children and Families, Superseded 22/11/2016
Community Services (retired), Recorded 09/10/2014

DSS specific attributes +

Child protection (CP) client file cluster Children and Families, Superseded 22/11/2016

DSS specific attributes +

Child protection (CP) client file cluster Children and Families, Superseded 22/11/2016

DSS specific attributes +

Child protection (CP) client file cluster Children and Families, Standard 22/11/2016

DSS specific attributes +

Child protection (CP) client file cluster Children and Families, Candidate 11/12/2017

DSS specific attributes +

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

DSS specific attributes +

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

DSS specific attributes +

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

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

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

DSS specific attributes +

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

DSS specific attributes +

Disability Services NMDS 2011-12 Community Services (retired), 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, Superseded 28/05/2014

DSS specific attributes +

Early Childhood Education and Care: Unit Record Level NMDS 2014 Early Childhood, Superseded 01/06/2015

DSS specific attributes +

Early Childhood Education and Care: Unit Record Level NMDS 2015 Early Childhood, Standard 01/06/2015

DSS specific attributes +

Early Childhood Education and Care: Unit Record Level NMDS 2016 Early Childhood, Candidate 03/01/2018

DSS specific attributes +

Early Childhood Education and Care: Unit Record Level NMDS 2017 Early Childhood, Candidate 03/01/2018

DSS specific attributes +

Early Childhood Education and Care: Unit Record Level NMDS 2018– Early Childhood, Candidate 04/01/2018

DSS specific attributes +

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

DSS specific attributes +

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

DSS specific attributes +

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

DSS specific attributes +

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

DSS specific attributes +

Statistical linkage key 581 cluster Housing assistance, Standard 23/08/2010
Health, Standard 07/12/2011
Early Childhood, Standard 21/05/2010
Homelessness, Standard 23/08/2010
Disability, Standard 07/10/2014
Community Services (retired), Standard 21/05/2010

Statistical linkage key 581 cluster Health, Standardisation pending 11/10/2017

DSS specific attributes +
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