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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.
right, opportunity, or means of finding, using, or retrieving information
The availability of or the permission to consult records.
- Browse Related Terms: access, archives management, closed record, digital certificate, evidential integrity, government record or governmental record, intranet, official record, open record, permanent value, PKI, private record, project file, public access, publication, records appraisal, records management manual, records retention, state record, working paper
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See use copy.
- Browse Related Terms: access copy, diazo microfilm, dispersal, duplication, master, model template, record book, register, registration of a template, Replication, work copy
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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.
- Browse Related Terms: access restriction, access, to provide, Freedom of Information Act (FOIA) Request, nonrecord material, open records laws, Policy, preservation and access plan, procedure, refer equities, Risk Management, sunshine laws, withdraw material, withhold material
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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.
- Browse Related Terms: access review, archival processing, Audit, Audit Trail, baseline, data recovery, equity holder, file maintenance, preservation assessment, records lifecycle transaction, release (full release, partial release), review determination
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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.
- Browse Related Terms: access restriction, access, to provide, Freedom of Information Act (FOIA) Request, nonrecord material, open records laws, Policy, preservation and access plan, procedure, refer equities, Risk Management, sunshine laws, withdraw material, withhold material
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process of transferring physical custody of documentary materials to an archival institution Note: May also include transfer of legal custody. See also acquisition.
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.
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.
- Browse Related Terms: accession, accessions, archival description, chain of custody, custody, deed of gift, deposit agreement, disposition instruction, donated material, expunge material, records creator, records lifecycle data, remove material, replevin, tracking, transfer, transfer custody, transferring entity, transmittal list
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(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.
- Browse Related Terms: accession, accessions, archival description, chain of custody, custody, deed of gift, deposit agreement, disposition instruction, donated material, expunge material, records creator, records lifecycle data, remove material, replevin, tracking, transfer, transfer custody, transferring entity, transmittal list
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principle that individuals, organizations, and the community are responsible for their actions and may be required to explain them to others
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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.
- Browse Related Terms: acid-free paper, acid-free/alkaline-buffered paper, acid-neutral, authentically preserve, authenticity, file integrity, integrity (of a record), reliability, Turnaround Time, working papers
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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.
- Browse Related Terms: acid-free paper, acid-free/alkaline-buffered paper, acid-neutral, authentically preserve, authenticity, file integrity, integrity (of a record), reliability, Turnaround Time, working papers
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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.
- Browse Related Terms: Acquisition, continuous custody, cubic feet, destruction moratorium, destruction suspension, finding aids, freeze notice, Hold, hold notice, litigation hold, microfilm jacket, preservation order, records storage box, screening, staging area, suspension order, vault
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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.
- Browse Related Terms: acta (plural), Agency, CFR (Code of Federal Regulations), Freedom of Information Act, legal instrument, local government, muniments, public record, Recorder, records, transcript book, warrant
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That copy of a communication directed to a particular agency, office, or individual responsible for action, as opposed to an information copy.
- Browse Related Terms: action copy, agency of origin or agency of creation, creating agency, departmental storage, files, office of record, official copy, originating agency, program records, record copy, successor agency
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A record used on a daily, weekly, or monthly basis.
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.
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.
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.
- Browse Related Terms: active record, archival integrity, current record, fond, inactive file, inactive records, non-current record, outsourcing, personal file, policy manual, record, semiactive record
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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.
- Browse Related Terms: active records, data type, filing inch, linear foot, linear measurement
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A record relating to budget, personnel/payroll, purchasing, legal, financial and similar operational functions common to agency offices.
A record that is related to budget, personnel, supply, and similar administrative or facilitative operations common to all organizations See also operational record.
- Browse Related Terms: administrative record, archives administration, copy management, general records, housekeeping records, operational record, program record, record group, Vital Record, vital records center, working copy
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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
- Browse Related Terms: Accountability, administrative retention criteria, archival authority, archives, archivist, CA, CA (Certified Archivist), description, records coordinator, records management analyst, records management policy, Records Manager, records manager or records officer, records officer, sample records, substantive records
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The usefulness of a record to the current operations of an agency of government.
In appraisal, the usefulness of records to the originating or succeeding agency for conducting business. See also evidential value, informational value.
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.
In appraisal, the usefulness of records for the conduct of current and/or future administrative business needs.
- Browse Related Terms: administrative value, Appraisal, commercial value, evidential value, fiscal value, historical value, informational value, legal value, oral history, permanent record, research value, Value
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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.
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.
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