Supersedes MCF v1 (G8). Complete instrument family index. 62 instruments, 49 type codes, 47 office prefixes.
The instrument
Gazette No. 62 — Master Conventions File v2
Secretariat Code and Language Standards — Authoritative Reference
5 April 2026 (Date of Registration)
Gazette No.: GZT001-050400-000062 [now GZT001-260109-000062]
Register Entry No.: REG001-050400-000062
Conventions Record: CNV001-050400-000061-V2
Tracking Code: RG1209-050400-000061 Status: Perfected — Registered and Published
MASTER CONVENTIONS FILE V2
Secretariat Code and Language Standards — Authoritative Reference
This instrument is the consolidated conventions schedule for the Secretariat system. It sets out the preferred language, numbering, office naming, registry families, record categories, record-code structure, tracking logic, statuses, visibility classes, relationship vocabulary, and branch logic to keep the entire institutional system coherent. It supersedes all prior informal usage.
Be it known and placed on record:
That the Secretariat of the Mohawk Nation of Grand River hereby enters in the Register the Master Conventions File v2, being the authoritative reference document for all code conventions, language standards, and structural rules governing the Secretariat’s administrative and record systems. This document is assigned Record Code CNV001.
1. CORE INSTITUTIONAL CONVENTIONS
(1) The Mohawk Nation of Grand River is the source of authority. (2) The Secretariat is the administrative instrument through which that authority is expressed. (3) The Register of the Nation is the permanent and authoritative official record. (4) The Gazette is the formal publication stream of official acts. (5) Specialized branches exist within the continuity of the Register. (6) Every official thing must be identifiable by a stable family code or record code. (7) Every official act must be tied to authority, office, branch, status, and handling path. (8) No official act should appear as a loose item without record structure.
2. PUBLIC LANGUAGE CONVENTIONS
2.1 Retired Term
The former shorthand “6x6x6” is discontinued in public-facing use.
2.2 Preferred Terms
Record Code · Certificate Code · Extract Code · Registration Code · Tracking Code · Three-Block Record Format
2.3 Public Numbering Rule
Gazette publication begins at Gazette No. 1. The number 0 is reserved for master, index, control, placeholder, or non-public administrative purposes. Internal Gazette and Register instance numbering begins at 000001.
Note: Gazette No. 0 in the current Register (Establishment of the Register of the Nation) predates this convention and is grandfathered. No renumbering of existing entries will occur.
3. RECORD CODE CONVENTION
3.1 General Rule
Family codes identify the object record. Tracking codes identify the handling event. Type codes identify the kind of act. Status identifies the standing of the record.
3.2 Three-Block Record Code Format
Preferred: [CATEGORY]-[SSSS]-[TTDDDD]-[NNNNNN]
Simplified (existing branches): [CATEGORY]-[SSDDDD]-[NNNNNN]
3.3 Tracking Code Format
Conventions v4 format: [OFFICE][SYSTEM][TYPE]-[YYMMDD]-[D][NNNNN]
Current operative format: [OFFICE][SYS][TYPE]-[SSMMDD]-[NNNNNN]
The transition from the current operative format to the Conventions v4 format will be logged as a separate gazette entry when adopted. Instruments already entered in the Register under the current format are not affected.
4. DIRECTION CODES
| | | |
| :-: | :-: | :-: |
| *Code* | *Name* | *Meaning* |
| *T* | *Transmitted* | Outgoing standard dispatch |
| *R* | *Received* | Incoming, logged on receipt |
| *I* | *Internal* | Inter-office, not externally dispatched |
| *S* | *Served* | Formal legal service |
| *D* | *Dispatched* | Registered mail / courier / tracked |
| *L* | *Logged* | Administrative logging event |
L was previously defined as ‘Lodged’. Updated to ‘Logged’ per this conventions schedule. Lodging with a court is now captured by type code 04 (Mandamus / Legal Order) or type 35 (Evidence Inventory / Submission) combined with direction S (Served).
5. OFFICE PREFIX CONVENTIONS
5.1 Core Active Prefixes
| | | | |
| :-: | :-: | :-: | :-: |
| *Prefix* | *Office* | *Prefix* | *Office* |
| *SG* | Secretary-General | *TG* | Treasurer General |
| *RG* | Registrar General | *LT* | Director of Lands and Territory |
| *AG* | Attorney General | *DC* | Director of Crown Relations |
| *IG* | Inspector General | *CM* | Director of Communications |
| *SY* | Surveyor General | *CP* | Chief of Police |
Note: SY replaces SV for Surveyor General. CM replaces CR for Director of Communications. CR now designates Commissioner of Records.
5.2 Extended Prefix Schedule — Available for Activation
| | | | |
| :-: | :-: | :-: | :-: |
| *Prefix* | *Office* | *Prefix* | *Office* |
| *DS* | Deputy Secretary-General | *CS* | Chief of Staff |
| *DR* | Deputy Registrar | *RT* | Registrar of Titles |
| *CR* | Commissioner of Records | *NP* | Notary Public / Commissioner for Oaths |
| *SL* | Solicitor General | *DJ* | Director of Jurisdiction |
| *CT* | Counsel to the Secretariat | *DX* | Director of External Relations |
| *IA* | Intergovernmental Affairs Officer | *DY* | Deputy Surveyor |
| *LP* | Director of Land Use and Planning | *ES* | Director of Environmental Stewardship |
| *RW* | Director of Riparian and Water Rights | *DT* | Deputy Treasurer |
| *TF* | Director of Trust and Fiduciary Affairs | *RV* | Director of Revenue |
| *FA* | Director of Finance and Accounts | *DP* | Deputy Chief of Police |
| *PS* | Director of Public Safety | *EO* | Enforcement Officers |
| *PX* | Press Secretary | *RF* | Records and FOI Officer |
| *IN* | Director of Infrastructure | *TR* | Director of Transportation |
| *UE* | Director of Utilities and Energy | *PW* | Director of Public Works |
| *HO* | Director of Housing | *HS* | Director of Health and Social Services |
| *ED* | Director of Education | *CA* | Director of Cultural Affairs |
| *EC* | Director of Economic Development | *TC* | Director of Trade and Commerce |
| *BR* | Director of Business Relations | *AV* | Council of Advisors |
| *HA* | Hereditary Advisors | | |
6. STATUS CODE CONVENTIONS
| | |
| :-: | :-: |
| *SS* | *Status* |
| *10* | Replaced / Superseded |
| *11* | Detained / Restricted |
| *12* | Rejected |
| *13* | Provisional |
| *14* | Issued |
| *15* | Received / Logged |
| *00* | Undefined / Not Set |
| *01* | Active / Valid / Current |
| *02* | Pending |
| *03* | Verified / Confirmed |
| *04* | Under Review |
| *05* | Perfected / Entered / Fully Effected / Registered and Published |
| *06* | Suspended |
| *07* | Expired |
| *08* | Revoked / Invalid |
| *09* | Archived / Closed |
7. VISIBILITY CONVENTIONS
| | |
| :-: | :-: |
| *Class* | *Meaning and Default Application* |
| *Public* | Fully accessible. Default for Gazette entries. |
| *Public Extract Only* | Summary accessible; full record restricted. Default for Register summaries. |
| *Restricted* | Authorized personnel only. Trust ledgers and characterization records. |
| *Internal* | Secretariat staff only. |
| *Sensitive* | Medical, biometric, banking, criminal, and security-sensitive data. |
| *Sealed* | Highest restriction. Requires specific authority to access. |
8. RECORD CATEGORY FAMILIES
The following family codes identify the class of object record. These are not tracking codes. Full schema for each family is defined in the 24-family schema schedule.
Foundational / Publication / Register
REG001 Register Entry | GZT001 Gazette Entry | REG002 Master / Control / Index | HTE001 Handling Timeline Extract | CRT001 Certificates / Certified Extracts
Neutral Anchors
PER001 Person Record | ENT001 Entity Record | OFF001 Office Record | OFR001 Officer Identity | PAR001 Parcel Record | TIT001 Title / Interest Record | INS001 Instrument Record | EVD001 Evidence Record | ADR001 Address / Location Record | EVT001 Event Record
Identity / Standing / Lineage
RID001 Resident Identity | CID001 Resident Card | LMC001 Loyalist Mohawk Certification | BRC001 Birth Record | NIR001 National Insurance Record | TRP001 Temporary Resident Permit | FAR001 Foreign Alien Record | WPR001 Work Permit Record
Land Registry
LRI001 Land Registry Entry | LIN001 Land Instrument | SUR001 Survey File | PRO001 Provisional Land Entry | EAS001 Easement Record | RIP001 Riparian Rights Record | NOT001 Notice of Interest | LDC001 Location Determination Certificate | JDC001 Jurisdiction Determination Certificate | LJC001 Combined Determination Certificate
Trust / Treasury
TRG001 Trust Register Entry | TIN001 Trust Instrument | TAC001 Trust Account Record | HTA001 Haldimand Lands Trust Account Record | NTA001 National Treasury Account Record | REV001 Revenue / Receipt | DIS001 Disposition | SET001 Settlement / Distribution | BAL001 Balance / Outstanding | ACC001 Accounting / Reconciliation
Transport / Insurance
DRV001 Driver Credential | VEH001 Vehicle Record | VRG001 Vehicle Registration | PLT001 Plate / Identifier Record | INSR01 Insurance Policy | ICR001 Insurance Claim | FLT001 Fleet Record | CAR001 Carrier / Operator Entity
Office and Governance
ATT001 Attestation | APP001 Appointment | DEL001 Delegation | OAT001 Oath | VAC001 Vacancy Notice | ACT001 Activation Notice | REM001 Removal / Resignation
Handling / Correspondence / Workflow
CORR01 Correspondence Record | SRV001 Service Record | RCP001 Receipt Record | RPL001 Reply / Response Record | HTE001 Handling Timeline Extract
Characterization / Liability
TDT001-TDT005 Trustee de son tort | OEL001-OEL005 Office-holder under encroaching legislation | TTL001-TTL003 Title-holder / defective title | LND001-LND003 Landowner / occupier | BEN001-BEN003 Beneficiary | VTR001-VTR005 Valid trustee / tenant / office-holder
Benefits / Programs
BENF01 Benefit / Program Participation | WEL001 Welfare | HSG001 Housing Program | EDU001 Education Support
Public and Reference Documents
REF001 Reference Document | HDB001 Handbook | RUL001 Rulebook | CNV001 Conventions | TMP001 Template Index | SCH001 Schema Schedule
9. RELATIONSHIP VOCABULARY
Use the following controlled terms for record links: issued_to / issued_by / held_by / owns / owned_by / occupies / occupied_by / resides_at / previously_resided_at / spouse_of / child_of / parent_of / sibling_of / appointed_to / reports_to / member_of / beneficiary_of / insured_by / registered_under / referenced_in / attached_to / linked_to / burdened_by / notice_to / served_on / replied_to / supersedes / revoked_by / validated_by
10. MAIL CONVENTIONS
Official Domain: @mohawkgrandriver.org
| | |
| :-: | :-: |
| *Mailbox* | *Use* |
| *Office mailboxes* | secretary.general@ / registrar.general@ / attorney.general@ / inspector.general@ / surveyor.general@ / treasurer.general@ |
| *Branch mailboxes* | register@ / gazette@ / landregistry@ / trustregister@ / certificates@ / notices@ / records@ / foi@ / communications@ / transport@ / insurance@ |
| *Public intake* | info@ / contact@ / office@ / service@ |
| *System mail* | notifications@ / tracking@ / validation@ / no-reply@ |
Use stable institutional names and dots. Avoid casual abbreviations or person-dependent public addresses where an office address is more appropriate.
11. FINAL CONVENTION
The whole system must remain intelligible as one ordered institutional graph. Authority originates in the Nation. It is expressed through the Secretariat. It is recorded through the Register. It is published where appropriate through the Gazette. It is specialized through Land Registry, Trust Register, identity, transport, determination, and certificate branches. It is made traceable through record codes, type codes, system codes, direction logic, statuses, handling paths, and controlled relationships.
When in doubt, choose the form that preserves continuity, reduces redundancy, makes authority legible, and keeps every act tied to office, record, and status.
EXECUTION
Executed under the authority of the Secretariat of the Mohawk Nation of Grand River.
Benjamin Doolittle UE, Secretary-General
Date
CERTIFICATION OF THE REGISTRAR GENERAL
I certify that this instrument has been duly received, examined, and entered in the Register of the Nation of the Mohawk Nation of Grand River Secretariat.
Gazette No.: GZT001-050400-000062 [now GZT001-260109-000062]
Register Entry No.: REG001-050400-000062
Conventions Record Code: CNV001-050400-000061-V2
Supersedes: Master Conventions File v1 (Full Conventions List) and all prior informal usage of 6x6x6 terminology
Cross-Reference: All 62 entries in the Register (G0-G61) are governed by the conventions recorded herein
Jesse Butler UE, Registrar General
Date of Registration
This instrument forms part of the permanent record of the Secretariat.
Mohawk Nation of Grand River · Grand River Territory
Published in the Two Row Times — Publication of Record
