Records Management terms starting with S

46 terms

sample records Copies of a representative group of records provided by the creator or a custodian to NARA to support the review of a proposed disposition agreement, an…
sampling The process of digitizing analog information to identify relevant information.
schedule (SKEH-jool) In clinical trials, the step-by-step plan for how patients are to be treated; for example, the drug or type of radiation therapy that is to be…
screen A screen is a set of criteria against which you measure stocks or other investments to find those that meet your criteria.
screening (SKREEN-ing) Checking for disease when there are no symptoms. Since screening may find diseases at an early stage, there may be a better chance of curing…
secondary subject subdivision of a primary subject in a hierarchal file classification system See also subheading.
Secure area a locked space (for example, cabinet, vault or room) with access restricted to personnel authorized by the laboratory director.
security classification A classification placed on records limiting their accessibility to those having specific authority to retrieve or use them See also restricted access.
security copy A copy made in order to preserve the information in case the original is lost, damaged, or destroyed See also backup and vital record.
selective retention See appraisal.
self-describing An entity whose data structure, form, or layout provides both definitions and values for the data or formats of the object A self-describing entity can be…
semiactive record A record that is infrequently referred to but is still needed for reference See also active record and inactive record.
sequential filing See consecutive-numeric filing.
serial filing See consecutive-numeric filing.
series A configuration of an electrical circuit in which the positive lead is connected to the negative lead of another energy producing, conducting, or…
series number This number is a unique identifier assigned by the Utah State Archives to each record series created and maintained by each state and local government…
set of documentary material Documentary material grouped together, either physically or virtually, for any purpose. Sets may be hierarchical in nature.
shadowing A method of data replication that maintains an exact copy of electronic records, typically by continuously capturing changes and applying them at the…
shelf life period of time before deterioration renders materials unusable or the content of no value
short-term retention retention of a record for less than ten (10) years.
sign-out See check-out.
silver halide microfilm Archival quality polyester-based film containing images produced by exposure of light sensitive silver halide crystals suspended in a gelatin emulsion See…
snaking A system of filing records continuously, from one row to another, in a winding format
sort The arrangement of documents in the sequence in which they are to be filed or stored Things that have been put in a particular order The action of…
source document The original from which a copy is made A document containing information entered into a computer during data entry; an input record
source documents Documents intended for microfilming or which provide input data for machine-readable records systems.
specifications Documented requirements containing the particulars with which a system or project must conform
Spoliation Generally, the intentional or negligent destruction or alteration of evidence when there is current litigation or an investigation or there is reasonable…
stability Tendency of systems, especially ecosystems, to persist, relatively unchanged, through time; also, persistence of a component of a system.
staging area A designated area where construction equipment is temporarily stored (usually only during the construction phase).
Standard a statement that describes an acceptable level of performance, excellence, or attainment in that particular activity.
state record the same as public record (q.v.).
statute of limitations A statute which limits the right of a plaintiff to file an action unless it is done within a specified time period after the occurrence which gives rise…
Storage Media Any removable device that stores data. See magnetic or optical storage media.
straight numeric filing See consecutive-numeric filing.
structure (of documentary material) The physical or logical form of a documentary material or a set of documentary material.
structured-functional filing system A filing system in which records are under primary subject headings according to the basic activities or functions of the organization
subheading A secondary heading used as the division of a subject to delineate a particular group under the major heading See also secondary subject.
subject classification system A plan for the classification and coding of documents by subject See also classification system, file classification system, and taxonomy.
subject entry A heading under a person, place, or thing that represents the content of the item being indexed
subject filing A file system in which each document relates to a specific subject matter and is arranged in alphabetic order by subject
subseries A division of records within a larger system that is readily separable in terms of physical form, type, subject, or filing arrangement
substantive records See program records.
successor agency an agency that is authorized by law to accept and maintain the legal title, custody, and dominion of records that were created by another agency.
sunshine laws See Freedom of Information Act.
suspension order See legal hold.