Administrative Value - The usefulness of a record to the originating group in the conduct of its business.

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.

Authentication - 1. The verification of the identity of a person or process. 2. In a communication system, authentication verifies that messages really come from their stated source. 3. The act of establishing that a record has been finalized and is ready for distribution as evidence of the organization's activities.

Backup - 1. The process of duplicating information primarily for protection in case the original is lost or destroyed. 2. A copy of the record.

Blind Copy - A copy of a document sent to a person without notifying the other recipients.

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.

Copyright - The right vested by law in the author of a document and his/her heirs or assignees to publish or reproduce the document.

Database - A collection of related data stored on a computer system that can be manipulated or extracted for use with various applications but managed independently of them.

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.

Destruction - See Records Destruction.

Digital - Use of binary code (ones and zeros) to record information on magnetic media.

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.

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.

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.

Document Management (DM) - A management control system used to regulate the creation, use, and maintenance of electronically created documents. Also referred to as electronic document management.

Electronic Mail (E-Mail) - A system that enables users to compose, transmit, receive, and manage electronic messages and images across networks and through gateways connecting to other local area networks.

Electronic Record/Document - A record stored on electronic storage media that can be readily accessed or changed.

Encryption - Any procedure used in cryptography in order to prevent unauthorized use.

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.

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.

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.

Fiscal Value - 1. Pertains to financial matters in general. 2. Value attributed to a records series that documents financial transactions. Such records are usually required for audit purposes.

Hard Copy - Printed paper copy of a record that can be read without use of mechanical assistance.

Historical Value - Records that are retained permanently for purposes of enduring value and not necessarily for business purposes.

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.

Internet - A worldwide network of computers that allows public access to send, store, and receive electronic information over public networks. It is a network of networks.

Intranet - A private Internet network set up within an organization behind a firewall for use, depending on security clearance, by employees, business partners, customers, or general Internet users.

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.

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.

Long-Term Record - Records that have historical significance; records having continuing value to the organization.

Metadata - Data describing stored data; that is, data describing the structure, data elements, interrelationships, and other characteristics of electronic records. Record profile data.

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.

Multipurpose Internet Mail Extension (MIME) - A standard for multipart electronic messages and documents on the World Wide Web. MIME provides the ability to transfer nontextual data such as graphics, audio, and fax. It uses mimencode to encode binary data into base 64 using a subset of ASCII.

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.

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. Source: North Carolina General Statutes 132-1

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.

Record Copy - The official copy of a record that is retained for legal, operational, or historical purposes, sometimes the original.

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.

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.

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.

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.

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.

Retention Period - The time period records must be kept according to operational, historical, legal, regulatory, and fiscal requirements.

Simple Mail Transfer Protocol (SMTP) - 1. Internet mail is routed between servers using this method. It allows dissimilar e-mail packages/platforms to communicate with each other. 2. A protocol used to transfer e-mail between computers, usually over Ethernet. It is a server-to-server protocol, so other protocols are used to access the messages.

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.

Source:
Guideline for Managing E-mail. Prairie Village, Kansas: ARMA International, c2000.