Administrative Value
- The usefulness or significance of records to support ancillary
operations and management of an organization. (2)
Archiving - 1. Used
for electronic records, it is the procedure for transferring
information from an active file to an inactive file, storage
medium, or facility. 2. Act of creating a backup copy of computer
files. (1)
Authentication -
1. The judgment that something is genuine, based on internal
and external evidence, including its physical characteristics,
structure, content, and context. (2)
Backup
- 1. The process of duplicating information primarily for
protection in case the original is lost or destroyed. 2. A
copy of the record. (1)
Contextual Information
- Information that is in addition to the actual text of the
document such as date sent, sender's identity, addressee's
identity, routing information, and return receipts. (1)
Continuing Value - The enduring usefulness or significance of records,
based on the administrative, legal, fiscal, evidential, or
historical information they contain, justifying their on-going
preservation. (2)
Delete
- A function that enables a user to initiate action to remove
all or part of a previously entered text, field, or record
from display and indexing. May or may not be a permanent removal.
(1)
Discovery Proceedings
- Once a legal action has been initiated, either party, under
the rules of discovery, has the opportunity to inspect documents
in the possession of the other party. Actual process also
includes interrogatories. (1)
Disposition - The
actions taken with regard to records as determined through
their appraisal. Actions might include transfer to storage,
destruction, or preservation for archival purposes. (1)
Document - 1. Recorded
information regardless of medium or characteristics. Frequently
used interchangeably with the word record. 2. A single record
item (letter, memorandum, form, or report) consisting of one
or more pages. (1)
Evidential Value
- The value of those records of an organization that is necessary
to provide legal, authentic, and adequate documentation of
its structure and functioning. (1)
File Classification System
- A logical and systematic arrangement for classifying records
into subject groups or categories based on some definite scheme
of natural relationships representing numbers, letters, or
key words for identification. (1)
File Management -
The creating, retrieving, and updating of records within a
file, including housekeeping activities on the contents. Also
could include the analysis of the filing equipment to determine
the most efficient at the most economical price and reviewing
the classification system. (1)
Filtering - A pattern through which data is passed. Only data that matches the pattern
is allowed to pass through the filter. (4)
Fiscal Value - 1.
Pertains to financial matters in general. 2. Value attributed
to a record series that documents financial transactions.
Such records are usually required for audit purposes. (1)
Hard Copy
- 1. A document made using durable media, in human-readable
form. ‚ 2. A printout. (2)
Historical Value
‚ 1. Records that are retained permanently for purposes of
enduring value and not necessarily for business purposes.
(1) 2. The usefulness or significance of records for understanding
the past. (2)
Information Technology (IT)
- 1. Any tool, device, or process based on technology applied
to an information handling function or to any part of the
information life cycle. 2. Name of the computer information
department in certain organizations. (1)
Intellectual property rights -
1. A group of intangible rights that protect creative works,
including copyright, trademarks, patents, publicity rights,
performance rights, rights against unfair competition. (2)
Legal Value
- 1. Value inherent in records that provide legal proof of
business transactions. 2. The value of records in demonstrating
compliance with legal statutory and regulatory requirements.
(1)
Local Area Network (LAN)
- A data communication network intended to allow several computers,
connected through one computer within a limited geographic
area, to share data and software. (1)
Long-Term Record
- Records that have historical significance; records having
continuing value to the organization. (1)
Metadata
- Data describing stored data; that is, data describing the
structure, data elements, interrelationships, and other characteristics
of electronic records. Record profile data. (1)
Migration - Moving
from one electronic system to another, usually in upgrading
hardware or software without having to undergo a major conversion
or re-inputting of data. (1)
Nonrecord
- 1. Items that are not usually included within the scope
of official records, e.g., convenience file, day file, reference
materials, drafts, etc. 2. Documents not required to be retained
and therefore not appearing on a records retention schedule.
(1)
Permanent Value -
The ongoing usefulness or significance of records,
based on the administrative, legal, fiscal, evidential, or
historical information they contain, that justifies their
continued preservation. (2)
Public Record - All
documents, papers, letters, maps, books, photographs, films,
sound recordings, magnetic or other tapes, electronic data-processing
records, artifacts, or other documentary material, regardless
of physical form or characteristics, made or received pursuant
to law or ordinance in connection with the transaction of
public business by any agency of North Carolina government
or its subdivisions. (3)
Record
- Recorded information, regardless of medium or characteristics,
made or received by an organization that is evidence of its
operations and has value requiring its retention for a specific
period of time. (1)
Record Copy - The
official copy of a record that is retained for legal, operational,
or historical purposes, sometimes the original. (1)
Records Appraisal
- The process of evaluating records based on their current
operational, regulatory, legal, fiscal, and historical significance,
their information value, arrangement, and their relationship
to other records. (1)
Records Destruction
- 1. The disposal of records of no further value by incineration,
maceration, pulping, or shredding. 2. The definitive obliteration
of a record beyond any possible reconstitution. (1)
Records Management
- The systematic control of all records from their creation,
or receipt, through their processing, distribution, organization,
storage, and retrieval to their ultimate disposition. (1)
Records Retention Schedule (RRS)
- A comprehensive list of records series titles, indicating
for each series the length of time it is to be maintained.
May include retention in active office areas, inactive storage
areas, and when and if such series may be destroyed or formally
transferred to another entity such as an archives for historical
preservation. (1)
Records Series -
A group of identical or related records that are normally
used and filed as a unit, and that permit evaluation as a
unit for retention scheduling purposes. (1)
Retention Period
- The time period records must be kept according to operational,
historical, legal, regulatory, and fiscal requirements. (1)
Server ‚ A computer or device on a network manages network resources. For example,
a file server is a computer and storage device
dedicated to storing files. (4)
Vital Record
- A record identified as essential for the continuation or
survival of the organization if disaster strikes. Such records
are necessary to re-create the organization's legal and financial
status and to determine the rights and obligations of employees,
customers, stockholders, and citizens. (1)
Sources:
1) Guideline for Managing E-mail. Prairie Village, Kansas:
ARMA International, c2000.
2) A Glossary of Archival and Records Terminology. Richard
Pearce Moses. SAA, c. 2004. www.archivist.org/glossary
3) North Carolina General Statutes 132-1. http://www.ncga.state.nc.us/Statutes/GeneralStatutes/HTML/ByChapter/Chapter_132.html.
4) Webopedia Online Dictionary. http://www.webopedia.com