Records Management terms starting with D

69 terms

data A representation of facts, concepts, or instructions in a formalized manner suitable for communication, interpretation, or processing by humans or by…
data administration Developing and administering policies, procedures, practices, and plans for defining, organizing, protecting and efficiently utilizing data.
data archiving a process of transferring information from on-line storage devices such as fixed magnetic disk drives to off-line storage media such as magnetic tape or…
data base The information and/or data physically stored in a record center or electronically stored in machine form; implies a system that permits access to and…
data dictionary A catalog of all data held in a database, or a list of items giving data names and structures. Also referred to as DD/D for data dictionary/directory.
data file 1) A collection of data that is stored together and treated as a unit by a computer.
data migration process by which electronic data is copied from one medium format or one system to another, preserving its content and relationships so as to make it…
data processing Handling and processing of information necessary to record the transactions of an organization.
data range The period of time covered by records in a file.
data recovery process of restoring information to active status from backup media of any type
data replication process of duplicating data between sites to enable the continued use of data
data type The type of information that one field can store, for example, text, rich text, numbers, keywords, and time.
database In electronic records a database is a set of data elements consisting of at least one file, or of a group of integrated files, usually stored in one…
DBMS Database Management System.
DBMS (database management system) Software that controls the storage, modification, and retrieval of data stored in a database
decentralized files Files scattered throughout an organization; not centralized. Usually contains records that are generated and used by a single organizational unit and…
decimal-numeric A numeric system for classifying records by subject in units of 10 and coded for arrangement in numeric order Note: An unlimited number of subdivisions…
Decryption Transformation of encrypted (or scrambled) data back to original form.
deed of gift A type of disposition agreement in which documentary material is donated (and legal custody transferred) to NARA by an individual, family, or organization.
departmental storage A storage area for records in space less expensive than office space, such as a basement or warehouse.
deposit agreement A type of disposition agreement in which NARA agrees to accept physical custody of documentary material without taking legal custody of them.
Description 1) The process of analyzing, organizing, and recording information that serves to identify, manage, locate, and explain documentary material, and the…
designation an indication made by applicant, in the Request for an International Application filed under the Patent Cooperation Treaty, as to the Contracting States…
destruction definitive obliteration of a record beyond any possible reconstitution See also disposition.
destruction hold A hold placed on the scheduled destruction of records due to foreseeable or pending litigation, governmental investigation, audit, or special…
destruction moratorium See destruction hold.
destruction notice A formal notification of the scheduled destruction of records
destruction suspension See destruction hold.
diazo microfilm A type of non-archival quality film processed by exposure to ammonia and used as a medium for use copies of master microforms See also microfilm and…
dictionary arrangement A single alphabetic filing arrangement in which all types of entries (names, subjects, titles, etc.
Digital Information stored as a string of ones and zeros. Opposite of analog.
digital certificate Electronic records that contain keys used to decrypt information, especially information sent over a public network like the Internet.
digital component (of documentary material) A bit stream which is necessary to reproduce documentary material and requires specific identification because it is stored separately or in a specific…
digital signature The electronic equivalent of a handwritten signature, a digital signature is a unique block of text that verifies a user's identity and is appended to a…
digitize The process of converting an analog value into a digital (numeric) representation.
digitized records records that have been converted to a digital image see imaging.
direct access The ability of an electric power consumer to purchase electricity from a supplier of their choice without being physically inhibited by the owner of the…
direct entry selection of natural word order when formulating and indexing a term consisting of two or more words (for example, "diazo microfilm" rather than…
directives management application of records management principles and techniques to general instructions, bulletins, policies/procedures, or other official issuances
disaster recovery plan A written and approved course of action to take after a disaster strikes that details how an organization will restore critical business functions and…
Discovery This is when the Court orders each party (each side) to give each other information about the facts before the trial, to avoid surprise.
disk The visible surface of the sun (or any heavenly body) projected against the sky.
dispersal transfer of duplicate copies of vital records to locations beyond those where the originals are housed See also built-in dispersal and mirror site.
Disposal A term used in some countries, including the U.S., to mean that an application has been abandoned, denied (rejected) or allowed (granted).
disposal authority The legal authorization for the disposal of records granted by the Department of General Services.
disposal list A document providing one-time authorization for the legal destruction of specified nonrecurring series.
disposal period The length of time, based on an event or a chronological period, during which a series is retained before its authorized disposal.
dispose To carry out disposition instructions to destroy or donate temporary records after their retention period expires or other documentary material without…
disposition The court's final determination of a lawsuit, the outcome of the case.
disposition agreement A general term that includes all types of agreements (records schedules, deeds of gift, deposit agreements) that contain disposition instructions.
disposition instruction The instructions contained in a disposition agreement that mandate what is to be done with documentary material at certain points in their lifecycle.
disposition period The time period scheduled for the cutoff, transfer to a records center, destruction or transfer to the State Archives. See also retention period.
disposition schedule retention schedule.
DM Dire Maul or Deadmines (if in Westfall)
DM (document management) Techniques used to regulate the creation, use, and maintenance of documents according to established policies and procedures See also electronic document…
docket A log containing brief entries of court proceedings.
document Fed. R. Civ. P. 34(a) defines a document as including writings, drawings, graphs, charts, photographs, phonorecords, and other data compilations.
Document Imaging The conversion of paper based documents to electronic images of the documents through a scan.
documentary material Records (temporary or permanent), nonrecord material, personal papers or artifacts that refer to all media containing recorded information, regardless of…
documentation An organized set of information that explains the requirements needed to use and maintain a system, process, or project
donated material Documentary material that has been transferred into NARA's legal custody via a deed of gift from a person or non-Federal organization.
Draft A signed, written order by which one party (the drawer) instructs another party (the drawee) to pay a specified sum to a third party (the payee), at sight…
dublin core an international metadata standard consisting of a 15-element set to describe a wide range of resources about the creation of a document.
duplex-numeric A coding system using numbers with two or more parts separated by a dash, space, or comma Note: An unlimited number of items may be included under any one…
duplicate 1. Pertaining to microforms, a duplicate is a working copy other than the master or security copy, which is administratively useful to an agency.
duplication Multiple occurrence of: 1. A DNA sequence within a defined length of DNA; or 2. A specific segment in the same chromosome or genome.
durability degree to which a storage medium retains its original strength or properties, especially under conditions of heavy, sustained use See also archival…
DVD See digital versatile disc (DVD).
DVD (digital versatile disc) Optical storage media that can store up to 4.7 GB of data, or the equivalent of 7 CDs, on a single-sided, single-layer disc, or up to 8.