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Compliance Templates for Dutch Government

MetaVox includes predefined metadata templates for Dutch government compliance. These templates help organizations meet their obligations under GDPR (AVG), the Open Government Act (WOO), and the Archives Act (Archiefwet).

Available Templates

Template File Purpose
GDPR Compliance avg-compliance.json Personal data classification and processing grounds
WOO Compliance woo-compliance.json Publication status and information categories
Archives Act archiefwet-compliance.json Retention periods and selection list codes
Complete overheid-compleet.json All fields combined

Installation

  1. Go to Settings > MetaVox > Team folder Metadata
  2. Click Select JSON File under "Import & Export"
  3. Select the desired template file from /templates/compliance/
  4. Review the preview and click Confirm Import

Template Details

GDPR Compliance (avg-compliance.json)

Fields for classifying documents according to the General Data Protection Regulation (GDPR/AVG):

Field Type Description
Contains personal data Checkbox Required - indicates whether document contains personal data
Personal data category Multiselect Which categories (name/address, financial, health, etc.)
Processing ground Select GDPR legal basis (consent, contract, legal obligation, etc.)
Retention period (years) Number Maximum retention period according to GDPR
Data controller Text Who is responsible for data processing

Use case: GDPR accountability for data subject requests or Data Protection Authority inquiries.

WOO Compliance (woo-compliance.json)

Fields for classifying documents according to the Open Government Act (Wet Open Overheid):

Field Type Description
Publication status Select Required - public, partially public, not public
WOO Category Select Information category according to article 3.3
Exception ground Multiselect Reason for limited publication (articles 5.1-5.5)
WOO request received Date Date when WOO request was received
Active publication Checkbox Subject to active publication obligation
Publication date Date When document was made public

Use case: Quickly responding to WOO requests, identifying documents for proactive publication.

Archives Act (archiefwet-compliance.json)

Fields for archival and selection list compliance:

Field Type Description
Archive category Select Required - to be destroyed, permanent retention, transfer
Destruction year Number Year in which document must be destroyed
Selection list code Text Code from VNG or national selection list
Case type Text Type of case the document belongs to
Dossier status Select Open, closed, archived, destroyed
Retention period (years) Number Retention period according to selection list
Archive date Date Date of archival
Archive location Text Physical or digital location

Use case: Retention period management, preparation for transfer to archival repository.

Complete Template (overheid-compleet.json)

Combines the most important fields from all three templates for organizations that need a complete compliance package. Contains 12 fields covering the essential aspects of GDPR, WOO, and Archives Act.

Nextcloud Flow Integration

Combine MetaVox metadata with Nextcloud Flow for automation:

For detailed Flow rule examples, see Flow Integration.

GDPR (AVG)

The General Data Protection Regulation requires organizations to: - Know which personal data they process - Have a valid legal basis for processing - Not retain personal data longer than necessary

Open Government Act (WOO)

The WOO requires government organizations to: - Proactively publish certain categories of information - Be transparent about which information is/isn't public - Handle information requests promptly

Archives Act (Archiefwet)

The Archives Act sets requirements for: - Selection and appraisal of documents - Retention periods and destruction - Transfer to archival repository

Customizing Templates

The templates are a starting point. Customize them for your organization:

  1. Export current fields via MetaVox Admin
  2. Edit the JSON file
  3. Import the customized version

JSON Structure

[
  {
    "field_name": "internal_name",
    "field_label": "Display Name",
    "field_type": "select",
    "field_description": "Explanation for users",
    "field_options": [
      {"value": "Option 1"},
      {"value": "Option 2"}
    ],
    "is_required": true
  }
]

Available field types: text, textarea, number, date, select, multiselect, checkbox, url, usergroup, filelink

Date fields can optionally include a time component (includeTime: true in field_options) — see Field Types → Date. Useful for SharePoint migrations where SPFieldDateTime.DisplayFormat = DateTime columns need to round-trip lossless.

Resources

See Also