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Records Management - a verb is to inspect, examine, comprehend, read, see, or hear a public record, no matter what its medium or storage condition, so as to understand and use it for information or evidence; as a noun it is the means, opportunity, privilege, right, or effective accomplishment of such use of a public record. "Comprehend" is used here with the intent of including Braille and other means of making information known for the blind. See public access.
Tennessee State Library and Archives - Cite This Source - This Definition - The availability of or the permission to consult records.
State of California - Cite This Source - This Definition - right, opportunity, or means of finding, using, or retrieving information
ARMA - Cite This Source - This Definition - Browse Related Terms: access restriction, access, to provide, classified record, confidential record, intranet, privileged record, public access, restricted access, screening, security classification, usability
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Records Management - See use copy.
ARMA - Cite This Source - This Definition - Browse Related Terms: action copy, authentic copy, certified copy, copy, copy control, copy management, duplication, hard copy, preservation copy, record copy, records transmission, use copy, work copy
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Records Management - as a verb is for a government archives or other archives to receive and accept legal title, dominion, and custody of a record or other historical material, and it requires physical transfer and a formal record of the transfer of the material property of the record into the keeping and legal control of the archives; as a noun it is the accomplishment of such action, and it is also any discrete quantity of records from one records originator or successor received and accepted into the archives by one recorded transaction.
Tennessee State Library and Archives - Cite This Source - This Definition - As a verb, the processes supporting the transfer of legal custody of documentary material to NARA from the creator (or the creator's legal representative, successor, or heir), including the generation, execution, and processing of deeds of gift, the standard forms, or other appropriate legal documents. As a noun, the body of documentary material for which legal custody is transferred by one act of accessioning.
NARA - Cite This Source - This Definition - process of transferring physical custody of documentary materials to an archival institution
Note: May also include transfer of legal custody.
See also acquisition.
ARMA - Cite This Source - This Definition - (1) The act and procedures involved in the taking of records or papers into the physical custody of an archival agency or a records center. In records center operations, transfer of legal title is not involved. (2) The materials involved in such a transfer of custody.
State of California - Cite This Source - This Definition - Browse Related Terms: accessions, deed of gift, deposit agreement, disposition instruction, donated material, records lifecycle data, records lifecycle transaction, RTS (Records Transfer Sheet), transfer, transferring entity
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Records Management - An identified restriction that controls how access can be provided to documentary material and information about the documentary material, and how the material can be stored. Restrictions may apply to all or part of the documentary material, and may be based on national security considerations, donor restrictions, court orders, Freedom of Information Act (FOIA) exemptions, or other statutory or regulatory provisions.
NARA - Cite This Source - This Definition - Browse Related Terms: Access, access, to provide, classified record, confidential record, intranet, privileged record, public access, restricted access, screening, security classification, usability
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Records Management - The process of reviewing documentary material to determine what material or parts of material must be withheld from a requestor because of access restrictions, and the process of implementing those decisions to release, redact, or withdraw, or withhold materials. This includes systematic review, mandatory review, FOIA review, special access review, and review of records of concern.
NARA - Cite This Source - This Definition - Browse Related Terms: archival processing, baseline, equity holder, Redaction, refer equities, release (full release, partial release), review determination, withdraw material, withhold material
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Records Management - To make available (in accordance with all applicable access restrictions) documentary material, copies of documentary material or information about documentary material through activities such as reference services, providing reproductions, and producing exhibitions and public programs.
NARA - Cite This Source - This Definition - Browse Related Terms: Access, access restriction, classified record, confidential record, intranet, privileged record, public access, restricted access, screening, security classification, usability
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Records Management - Paper that has a reserve of an alkaline substance added for the purpose of counteracting any acid that may be introduced into the paper later
Note: The buffering is effective only as long as free alkali remains. Papers that are to remain acid-free for long periods of time (e.g., 500 years) should have approximately 3 percent precipitated carbonate by weight of paper.
ARMA - Cite This Source - This Definition - Browse Related Terms: acid-free paper, acid-neutral, working papers
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Records Management - In principle, papers that contain no free acid and have a pH value of 7.0 or greater. In practice, papermakers consider a paper having a pH value of 6.0 or greater to be acid-free
Also referred to as acid-neutral.
Note: Such papers may be produced from cotton fibers, rags, esparto, jute, chemical wood pulps, or virtually any other fiber, with special precautions being taken during manufacture to eliminate any active acid that might be present in the paper pulp. Acid-free paper may become acidic through contact with acidic material or atmospheric pollutants.
ARMA - Cite This Source - This Definition - Browse Related Terms: acid-free/alkaline-buffered paper, acid-neutral, working papers
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Records Management - The process of adding to the holdings of a records center or archives by transfer under an established and legally based procedure, by deposit, purchase, gift, or bequest An addition so acquired
See also accession.
ARMA - Cite This Source - This Definition - Browse Related Terms: freeze notice, Hold, hold notice, holding area, holdings, litigation hold, preservation order, research center, staging area, suspension order
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Records Management - a formal term for documents that are officially-certified records of actions, transactions, and proceedings, usually of a governing authority, but also (by analogy) of individuals; they are also certificates attesting to the official recognition or sanction of a status, state of being, or condition, such as certificates of birth, marriage, divorce, death, education, etc.; acta include both muniments and warrants (q.v.). Examples include minutes of meetings, registers of official actions, declarations, laws, regulations, oaths of office, ordinances, annotated dockets that record actions taken, bills of sale, mortgages, liens, leases, etc.
Tennessee State Library and Archives - Cite This Source - This Definition - Browse Related Terms: Agency, disposal authority, Draft, legal instrument, muniments, records center, records disposition authorization, retrieval ratio, Rolling Disposal Request (RM6), successor agency, warrant
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Records Management - That copy of a communication directed to a particular agency, office, or individual responsible for action, as opposed to an information copy.
State of California - Cite This Source - This Definition - Browse Related Terms: access copy, authentic copy, certified copy, copy, copy control, copy management, duplication, hard copy, preservation copy, record copy, records transmission, use copy, work copy
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Records Management - Records that are required for day-to-day business and are subject to frequent use; generally referred to more than once per month per file drawer.
State of Utah - Cite This Source - This Definition - any record that is retained by an agency in its own immediate custody for ready reference in order to conduct current business. Also called current record.
Tennessee State Library and Archives - Cite This Source - This Definition - A record used on a daily, weekly, or monthly basis.
State of Montana - Cite This Source - This Definition - A record needed to be readily available for the daily, weekly, monthly, semi-annual, or annual activity of a organization. Usually considered those records that are referred to more than once per cubic foot per month.
State of California - Cite This Source - This Definition - A record needed to perform current operations, subject to frequent use, and usually located near the user
Also referred to as current record.
See also inactive record and semiactive record.
ARMA - Cite This Source - This Definition - Browse Related Terms: active record, current record, inactive records, non-current record, reference analysis, semiactive record
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Records Management - A record relating to budget, personnel/payroll, purchasing, legal, financial and similar operational functions common to agency offices.
State of Montana - Cite This Source - This Definition - A record that is related to budget, personnel, supply, and similar administrative or facilitative operations common to all organizations
See also operational record.
ARMA - Cite This Source - This Definition - Browse Related Terms: administrative retention criteria, general records, housekeeping records, operational record, photographic records, program record, program records, record group, records survey, substantive records, working copy
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Records Management - standards or rules concerned with the availability of records for long-term administrative consistency and continuity, as well as for day-to-day operations of individual program units
ARMA - Cite This Source - This Definition - Browse Related Terms: administrative record, general records, housekeeping records, operational record, photographic records, program record, program records, record group, records survey, substantive records, working copy
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Records Management - In appraisal, the usefulness of records for the conduct of current and/or future administrative business needs.
State of Utah - Cite This Source - This Definition - The usefulness of a record to the current operations of an agency of government.
Tennessee State Library and Archives - Cite This Source - This Definition - In appraisal, the usefulness of records to the originating or succeeding agency for conducting business. See also evidential value, informational value.
State of California - Cite This Source - This Definition - The usefulness of a record in the conduct of an organization's business The value of a record for the purpose for which it was created
See also evidential value, fiscal value, historical value, intrinsic value, legal value, and value.
ARMA - Cite This Source - This Definition - Browse Related Terms: archival value, commercial value, enduring value, evidential value, fiscal value, historical value, Information, informational value, Intrinsic value, legal value, long-term record, market value, monetary value, oral history, permanent record, permanent value, research value, shelf life, transitory record, Value
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Records Management - An organizational entity of government, either executive, legislative or judicial, that is defined by law and has decision-making authority. Can be an office, department, board, commission, or other separate unit.
State of Utah - Cite This Source - This Definition - any department, division, board, bureau, commission, council, committee, authority, task force, instrumentality, or other separate unit of state or local government created or established by the constitution or by state law, county resolution, municipal ordinance, or pursuant thereto, including the legislative branch, the executive branch, and the judicial branch of state or local government; it may also be used more loosely to refer to any entity or instrumentality that created a record for use as a tool in its work.
Tennessee State Library and Archives - Cite This Source - This Definition - Browse Related Terms: acta (plural), disposal authority, Draft, legal instrument, muniments, records center, records disposition authorization, retrieval ratio, Rolling Disposal Request (RM6), successor agency, warrant
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Records Management - Retention schedule which specifies the approved disposition of a record series unique in purpose and function to its creating agency.
State of Utah - Cite This Source - This Definition - Browse Related Terms: disposition schedule, functional records schedule, general records schedule, general schedule, inventory, Item, nonrecord, Purge, record schedule, Records Retention Schedule, records schedule, reference materials, Retention Schedule, RRS, RRS (records retention schedule), schedule, unscheduled records