Records Management terms starting with P

54 terms

paperwork management Collectively, the techniques of managing the creation, maintenance and disposition of records. Also agency programs incorporating such techniques.
Payback Period The amount of time required before the savings resulting from your system equal the system cost.
pending file File of materials held for further action
periodic transfer process of moving records between active, semiactive, and inactive storage sites on a scheduled basis
peripheral devices Devices attached to a computer, such as printers, disk drives, mice, etc.
permanent record A record that has been determined to have sufficient historical, administrative, legal, fiscal, or other value to warrant continuing preservation
permanent records See archives.
permanent retention retention of a record indefinitely, for centuries rather than mere decades.
permanent value that a record is of such enduring usefulness that it justifies the public cost to preserve it in an archival medium such as paper or microfilm, and…
persistent format A data type, which may be simple or complex, that is independent of specific hardware or software, such that an object in this data type can be…
personal file Material belonging to an individual that was not created or received in the conduct of business while in the employ of an organization
personal papers the records or archives of a private individual or family.
phonetic index A listing organized by the sound of a word rather than its spelling
photographic records Records that take the form of pictures or photographs, sometimes with related textual records.
Physical custody a form of child custody that grants one parent the right to live with the child.
physical inventory process of identifying all tangible records of an organization See also records inventory.
pick list A list containing specific records that are to be retrieved
PKI Public Key Infrastructure - a system of administrative procedures and methods, combined with secure information technologies, that is used to manage…
PKI (public key infrastructure) The laws, policies, standards, and software that regulate or manipulate certificates and public and private keys.
Policy The contract form issued by the company to explain the coverage provided. It is a legal document.
policy manual A publication that states the course of action to be followed by an organization, unit, or department in conducting its activities.
preservation The process of ensuring retention and protection from destruction or deletion all potentially relevant evidence, including electronic metadata.
preservation and access level (pal) The related services for preservation and access to a set of electronic records maintained in the ERA system.
preservation and access plan A plan, based on the results of a preservation assessment, indicating the activities to be undertaken in preserving specific documentary material or sets…
preservation assessment 1) The review of documentary material to determine their current condition and potential need for preservation processing. 2) The results of this review.
preservation copy A copy of documentary material used solely in the processes and operations involved in the stabilization and protection of documentary material against…
preservation order See legal hold.
preservation process A process appropriate for ensuring the continued existence, accessibility, and authenticity of documentary material over time.
primary subject main topical heading in a hierarchal file classification system See also main heading.
primary-digit filing A numeric filing system in which the first digits are used as the method of organizing and finding in a records management system See also middle-digit…
private data According to UCA 63G-2-302, data on an individual collected and maintained by a governmental entity, necessary for the administration of government…
private key In secure communication, an algorithmic pattern used to encrypt messages that only the corresponding public key can decrypt.
private record Record in the private sector as opposed to a record in the public (government) sector See also public record.
private records the records of any non-governmental corporate entity or individual.
privileged record A record that contains information that is accessible only to those authorized to view it See also classified record, confidential record, and restricted…
procedure The rules for the conduct of a lawsuit; there are rules of civil, criminal, evidence, bankruptcy, and appellate procedure.
processing activities needed to prepare documents for use and/or storage. Generally includes documentation, physical preparation, coding, and filing
program record A record relating to the mission or the unique, substantive functions of an office.
program records Records created or received and maintained by an agency in the conduct of the substantive functions for which it is responsible.
project file An assembly of records and other data regardless of media (e.g., hardcopy, electronic, film) that pertains to a set of activities or pursuits designated…
proprietary information Information that is not generally known and that has competitive value, e.g., trade secrets and business information not generally known.
proprietary software data processing software that is obtained under a license and that is protected by copyright or trade secret laws.
proprietary system a system that is exclusive to and relies solely upon the support of a single vendor and that may very well not be compatible with any other system or…
protected data A record that is classified protected as provided by UCA 63G-2-305. Protected records usually contain non-personal data and are only accessible by those…
protective storage use of special fire-resistant and environmentally controlled records protection equipment and vaults designed for the protection of the media being stored
provenance The geographical and/or genetic origin of an individual.
public access The access privilege in an access control list (ACL) that includes Depositor access and No Access and that allows reading, writing, and copying public…
public data According to UCA 63G-2-301, data on individuals collected and maintained by a governmental entity, necessary for the administration of government…
public key An encryption key associated with a Notes ID that is used to verify an electronic signature, encrypt a message, or identify an authenticating user.
public record A record available to the public A record made by a public officer or a government agency in the course of the performance of a duty See also private…
publication Any document that is available to the public anywhere in the world. MPEP 2128, MPEP 2128.01, MPEP 2128.02.
published public record any public record in any medium, whether print, electronic format, motion picture, audio recording, video recording, or the like, that has been prepared…
pulverization A method of destroying records using a device that renders documents into small, random-shaped particles
Purge To remove information that has no further value from a file, usually according to a records retention schedule