Person—letters of family name, text XXX

Identifying and definitional attributes
Metadata item type:	Data Element
Short name:	Letters of family name
METEOR identifier:	349481
Registration status:	Children and Families, Standard 22/11/2016 Community Services (retired), Standard 27/03/2007 Disability, Standard 07/10/2014 Early Childhood, Standard 21/05/2010 Health, Standard 07/12/2011 Homelessness, Standard 23/08/2010 Housing assistance, Standard 23/08/2010 Youth Justice, Standard 15/02/2022
Definition:	The combination of 2nd, 3rd and 5th letters of a person's family name.
Data Element Concept:	Person—letters of family name

Value domain attributes
Representational attributes
Representation class:	Text
Data type:	String
Format:	XXX
Maximum character length:	3
Data element attributes
Collection and usage attributes
Guide for use:	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:	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:	Is used in the formation of Record—linkage key, code 581 XXXXXDDMMYYYYN Community Services (retired), Standard 21/05/2010 Disability, Standard 07/10/2014 Early Childhood, Standard 21/05/2010 Health, Superseded 25/01/2018 Homelessness, Superseded 10/08/2018 Housing assistance, Standard 23/08/2010 Is used in the formation of Record—linkage key, code 581 XXXXXDDMMYYYYX Health, Standard 25/01/2018 Homelessness, Standard 10/08/2018 Is formed using Person (name)—family name, text X[X(39)] Community Services (retired), Superseded 06/02/2012 Health, Superseded 05/10/2016 Housing assistance, Standard 20/06/2005 Tasmanian Health, Standard 01/09/2016
Implementation in Data Set Specifications: All attributes +	Carer demographics file cluster Community Services (retired), Recorded 10/10/2014 Children and Families, Standard 22/11/2016 DSS specific attributes + Implementation start date: 01/07/2011 Implementation end date: 30/06/2013 DSS specific information: 'Letters of carer's name' is collected as one item in cell number 2 in the Carer demographics file of the CP NMDS. The 2nd, 3rd and 5th letters of the carer's family name are combined with the 2nd and 3rd letters of the carer's given name to obtain the 5 digit letters of the carer's name. Child protection (CP) client file cluster Community Services (retired), Recorded 09/10/2014 Children and Families, Superseded 22/11/2016 DSS specific attributes + Implementation start date: 01/07/2011 Implementation end date: 30/06/2013 DSS specific information: 'Letters of name' is collected as one item in cell number 2 in the Client file of the CP National minimum data set (NMDS). The 2nd, 3rd and 5th letters of the client's family name are combined with the 2nd and 3rd letters of the client's given name to obtain the 5 digit letters of the client's name. For children who were unborn at the time of the notification and who were subsequently born by 31 August, letters of name should reflect the name given to the child following birth. Child protection (CP) client file cluster Children and Families, Superseded 22/11/2016 DSS specific attributes + Implementation start date: 01/07/2012 Implementation end date: 30/06/2014 DSS specific information: 'Letters of name' is collected as one item in cell number 2 in the Client file of the CP National minimum data set (NMDS). The 2nd, 3rd and 5th letters of the client's family name are combined with the 2nd and 3rd letters of the client's given name to obtain the 5 digit letters of the client's name. For children who were unborn at the time of the notification and who were subsequently born by 31 August, letters of name should reflect the name given to the child following birth. Child protection (CP) client file cluster Children and Families, Superseded 22/11/2016 DSS specific attributes + Implementation start date: 01/07/2013 Implementation end date: 30/06/2015 DSS specific information: 'Letters of name' is collected as one item in cell number 2 in the Client file of the CP National minimum data set (NMDS). The 2nd, 3rd and 5th letters of the client's family name are combined with the 2nd and 3rd letters of the client's given name to obtain the 5 digit letters of the client's name. For children who were unborn at the time of the notification and who were subsequently born by 31 August, letters of name should reflect the name given to the child following birth. Child protection (CP) client file cluster Children and Families, Superseded 20/04/2018 DSS specific attributes + Implementation start date: 01/07/2014 Implementation end date: 30/06/2016 DSS specific information: 'Letters of name' is collected as one item in cell number 2 in the Client file of the CP National minimum data set (NMDS). The 2nd, 3rd and 5th letters of the client's family name are combined with the 2nd and 3rd letters of the client's given name to obtain the 5 digit letters of the client's name. For children who were unborn at the time of the notification and who were subsequently born by 31 August, letters of name should reflect the name given to the child following birth. Child protection (CP) client file cluster Children and Families, Superseded 20/01/2021 DSS specific attributes + Implementation start date: 01/07/2015 Implementation end date: 30/06/2017 DSS specific information: 'Letters of name' is collected as one item in cell number 2 in the Client file of the CP National minimum data set (NMDS). The 2nd, 3rd and 5th letters of the client's family name are combined with the 2nd and 3rd letters of the client's given name to obtain the 5 digit letters of the client's name. For children who were unborn at the time of the notification and who were subsequently born by 31 August, letters of name should reflect the name given to the child following birth. Child protection (CP) client file cluster Children and Families, Superseded 03/11/2021 DSS specific attributes + DSS specific information: 'Letters of name' is collected as one item in cell number 2 in the Client file of the CP National minimum data set (NMDS). The 2nd, 3rd and 5th letters of the client's family name are combined with the 2nd and 3rd letters of the client's given name to obtain the 5 digit letters of the client's name. For children who were unborn at the time of the notification and who were subsequently born by 31 August, letters of name should reflect the name given to the child following birth. Child protection (CP) client file cluster Children and Families, Standard 03/11/2021 DSS specific attributes + DSS specific information: 'Letters of name' is collected as one item in cell number 2 in the Client file of the CP National minimum data set (NMDS). The 2nd, 3rd and 5th letters of the client's family name are combined with the 2nd and 3rd letters of the client's given name to obtain the 5 digit letters of the client's name. For children who were unborn at the time of the notification and who were subsequently born by 31 August, letters of name should reflect the name given to the child following birth. Child protection and support services (CPSS) client cluster Community Services (retired), Standard 30/04/2008 DSS specific attributes + Implementation start date: 22/06/2007 Child protection and support services (CPSS) client DSS Pilot (2010) Community Services (retired), Recorded 19/08/2011 DSS specific attributes + DSS specific information: The 2nd, 3rd and 5th letters of the client's family name are combined with the 2nd and 3rd letters of the client's given name to obtain the 5 digit letters of the client's name. Child protection client alias cluster Community Services (retired), Recorded 19/08/2011 DSS specific attributes + DSS specific information: The 2nd, 3rd and 5th letters of the client's family name are combined with the 2nd and 3rd letters of the client's given name to obtain the 5 digit letters of the client's name. Children's Services NMDS Community Services (retired), Superseded 21/05/2010 DSS specific attributes + DSS specific information: In the Children's Services NMDS, this is a specific combination of letters selected from the child’s family name/surname to provide a child identifier within and across child care or preschool services and to assist with record linkage. Commonwealth State/Territory Disability Agreement NMDS - 1 July 2006 Community Services (retired), Superseded 14/12/2008 Commonwealth State/Territory Disability Agreement NMDS (July 2008) Community Services (retired), Superseded 11/11/2009 Disability Services NMDS 2009-10 Community Services (retired), Superseded 15/12/2011 DSS specific attributes + Implementation start date: 01/07/2009 Disability Services NMDS 2010-11 Community Services (retired), Superseded 15/12/2011 DSS specific attributes + Implementation start date: 01/07/2010 Disability Services NMDS 2011-12 Community Services (retired), Superseded 13/03/2013 DSS specific attributes + Implementation start date: 01/07/2011 Early Childhood Education and Care: Unit Record Level NMDS 2011 Early Childhood, Superseded 09/03/2012 DSS specific attributes + Implementation start date: 01/07/2011 DSS specific information: Should be reported for the child only, i.e. information not required for teachers. Early Childhood Education and Care: Unit Record Level NMDS 2011 Early Childhood, Superseded 09/03/2012 DSS specific attributes + Implementation start date: 01/07/2011 DSS specific information: Should be reported for the child only, i.e. information not required for teachers. Early Childhood Education and Care: Unit Record Level NMDS 2012 Early Childhood, Superseded 08/04/2013 DSS specific attributes + Implementation start date: 01/07/2012 DSS specific information: Should be reported for the child only, i.e. information not required for teachers. Early Childhood Education and Care: Unit Record Level NMDS 2013 Early Childhood, Superseded 28/05/2014 DSS specific attributes + Implementation start date: 01/07/2013 DSS specific information: Should be reported for the child only, i.e. information not required for teachers. Early Childhood Education and Care: Unit Record Level NMDS 2014 Early Childhood, Superseded 01/06/2015 DSS specific attributes + Implementation start date: 01/07/2014 DSS specific information: Should be reported for the child only. Early Childhood Education and Care: Unit Record Level NMDS 2015 Early Childhood, Superseded 24/07/2018 DSS specific attributes + Implementation start date: 01/07/2015 DSS specific information: Should be reported for the child only. Early Childhood Education and Care: Unit Record Level NMDS 2016 Early Childhood, Superseded 24/07/2018 DSS specific attributes + Implementation start date: 01/07/2016 Implementation end date: 30/06/2017 DSS specific information: Should be reported for the child only. Early Childhood Education and Care: Unit Record Level NMDS 2017 Early Childhood, Superseded 24/07/2018 DSS specific attributes + Implementation start date: 01/07/2017 Implementation end date: 30/06/2018 DSS specific information: Should be reported for the child only. Early Childhood Education and Care: Unit Record Level NMDS 2018 Early Childhood, Superseded 02/12/2020 DSS specific attributes + Implementation start date: 01/07/2018 DSS specific information: Should be reported for the child only. Early Childhood Education and Care: Unit Record Level NMDS 2019 Early Childhood, Superseded 02/12/2020 DSS specific attributes + Implementation start date: 01/07/2019 DSS specific information: Should be reported for the child only. Early Childhood Education and Care: Unit Record Level NMDS 2020 Early Childhood, Superseded 25/10/2021 DSS specific attributes + Implementation start date: 01/07/2020 DSS specific information: Should be reported for the child only. Early Childhood Education and Care: Unit Record Level NMDS 2021 Early Childhood, Superseded 05/07/2022 DSS specific attributes + Implementation start date: 01/07/2021 DSS specific information: Should be reported for the child only. Early Childhood Education and Care: Unit Record Level NMDS 2022 Early Childhood, Standard 05/07/2022 DSS specific attributes + Implementation start date: 01/07/2022 DSS specific information: Should be reported for the child only. Juvenile Justice Client file cluster Youth Justice, Superseded 23/08/2022 DSS specific attributes + DSS specific information: 'Letters of name' is collected as one item in cell number 2 and is a specific combination of the 2nd, 3rd and 5th letters of the person's family name and the 2nd and 3rd letters of the person's given name. Juvenile Justice Client file cluster Community Services (retired), Standard 14/09/2009 Youth Justice, Superseded 24/03/2023 Juvenile Justice NMDS 2007 Community Services (retired), Superseded 19/05/2010 DSS specific attributes + Implementation start date: 01/07/2005 Public Housing and State Owned and Managed Indigenous housing (PH & SOMIH) DSS 2018- Housing assistance, Standard 10/05/2019 DSS specific attributes + Implementation start date: 01/07/2018 SAAP Client Collection National Minimum Data Set Community Services (retired), Retired 01/07/2011 DSS specific attributes + DSS specific information: This data element should be collected for the client and for each accompanying child. Safety in care (SC) file cluster Children and Families, Superseded 03/11/2021 DSS specific attributes + DSS specific information: 'Letters of name' is collected as one item in cell number 2 in the Safety in care file of the CP National minimum data set (NMDS). The 2nd, 3rd and 5th letters of the client's family name are combined with the 2nd and 3rd letters of the client's given name to obtain the 5 digit letters of the client's name. For children who were unborn at the time of the notification and who were subsequently born by 31 August, letters of name should reflect the name given to the child following birth. Safety in care (SC) file cluster Children and Families, Superseded 11/05/2023 DSS specific attributes + DSS specific information: 'Letters of name' is collected as one item in cell number 2 in the Safety in care file of the CP National minimum data set (NMDS). The 2nd, 3rd and 5th letters of the client's family name are combined with the 2nd and 3rd letters of the client's given name to obtain the 5 digit letters of the client's name. For children who were unborn at the time of the notification and who were subsequently born by 31 August, letters of name should reflect the name given to the child following birth. Safety in care (SC) file cluster Children and Families, Standard 11/05/2023 DSS specific attributes + DSS specific information: 'Letters of name' is collected as one item in cell number 2 in the Safety in care file of the CP National minimum data set (NMDS). The 2nd, 3rd and 5th letters of the client's family name are combined with the 2nd and 3rd letters of the client's given name to obtain the 5 digit letters of the client's name. For children who were unborn at the time of the notification and who were subsequently born by 31 August, letters of name should reflect the name given to the child following birth. Statistical linkage key 581 cluster Community Services (retired), Standard 21/05/2010 Housing assistance, Standard 23/08/2010 Early Childhood, Standard 21/05/2010 Homelessness, Superseded 10/08/2018 Health, Superseded 25/01/2018 Disability, Standard 07/10/2014 Statistical linkage key 581 cluster Health, Superseded 17/12/2021 Homelessness, Standard 10/08/2018 DSS specific attributes + Implementation start date: 01/07/2018 Statistical linkage key 581 cluster Health, Standard 17/12/2021 DSS specific attributes + Implementation start date: 01/07/2018 Youth Justice Client file cluster Youth Justice, Superseded 23/08/2022 DSS specific attributes + DSS specific information: 'Letters of name' is collected as one item in cell number 2 and is a specific combination of the 2nd, 3rd and 5th letters of the person's family name and the 2nd and 3rd letters of the person's given name. Youth Justice Client file cluster Youth Justice, Standard 15/02/2022 DSS specific attributes + DSS specific information: 'Letters of name' is collected as one item in cell number 2 and is a specific combination of the 2nd, 3rd and 5th letters of the person's family name and the 2nd and 3rd letters of the person's given name.