CFR (Code of Federal Regulations)A codification of rules, including those relating to recordkeeping, published in the Federal Register by the executive and other branches of the federal…
chain indexA hierarchy of terms in a classification scheme that progresses from general to specific terms (e.g.
Chain of CustodyA process used to maintain and document the chronological history of electronic evidence.
charge-backallocation of the costs of programs, functions, or services to the groups who use them
chronological fileRecords filed in date sequence Also referred to as CHRON and chron file.
Classificationpatents are classified (organized) in the U.S. by a system using a 3 digit class and a 3 digit subclass to describe every similar grouping of patent art.
classification systemA system in which related material is filed under a major subject and its subheadings See also chain index, file classification system, subject…
classified recordIn government, a document containing information, the disclosure of which would harm the national security See also confidential record, privileged…
classifyingact of analyzing and determining the subject content of a document and then selecting the subject category under which it will be filed and/or indexed See…
climate controlmanagement of temperature and humidity where records are stored See also environmental control.
closed fileA file on which action has been completed and to which documents are unlikely to be added
closed recordany record that is deliberately protected from public inspection for any reason. See confidential record. See also open record.
codingLitigation Support: Automated or human process through which documents are examined and evaluated using predetermined codes, and the results of those…
COLDcomputer-output laser disk See enterprise report management (ERM).
Cold SiteAn alternative facility that is void of any resources or equipment and that can be used as a backup site for disaster recovery See also hot site and warm…
collateTo combine documents from two or more sets into one set that has a specified order
color codinguse of color as an identifying aid in a filing system
commercial records centerA records center that stores the records of other organizations and provides services on a for-profit, fee basis
commercial valuethe usefulness of a record or group of records as an item of trade. See intrinsic value.
compact shelvingA system of mobile shelving intended to save space and/or guarantee security
compound documentA computer-generated document comprised of a variety of data formats, such as text and graphics
CompressionCompression algorithms such as Zip and RLE reduce the size of files saving both storage space and reducing bandwidth required for access and transmission.
computer-input microformA system that converts microform images to digital images and then converts the resulting images to electronic format by optical character recognition
confidential recordA document containing information, the disclosure of which would harm the privacy of individuals or the security of the entity See also classified record…
consecutive-numeric filingA system in which consecutively numbered records are arranged in ascending number order, from the lowest number to the highest number Also referred to as…
context (of documentary material)The organizational, functional, and operational circumstances in which documentary material is created and/or received and used.
contextual informationData about the creation, receipt, storage, or use of a document and its relationship to other records See also metadata.
continuous custodyan archival principle of added value, holding that the continuous and unbroken retention of any record or set of records in the keeping and for the use of…
controlled dataAccording to UCA 63G-2-304, data on an individual collected and maintained by state government, necessary for the administration of government programs…
convenience fileAn unofficial file that is maintained for ease of access and reference Also referred to as reading file. See also reference file and working file.
ConversionThe ability, in some states, to switch your job-based coverage to an individual policy when you lose eligibility for job-based coverage.
conversion of records formatsThe process of transferring records from one physical format to another. Conversion includes changing paper to microform, optical disk, or another…
coordinate indexingAn indexing scheme by which terms may be correlated or combined to show interrelationships, the purpose of which is to facilitate more precise retrieval
copyA reproduction of an original document See also duplication.
copy managementA control function that regulates the creation, use, and disposal of duplicate records Also referred to as copy control.
copyrightThe 1976 Copyright Act permits the owner of a copyright to prevent others from reproducing, displaying, performing, or distributing ideas expressed in a…
corporate memoryThe total in-house information systems and services of an organization; established to store, organize, retrieve and disseminate all information generated…
corporate record(a) a record of any private corporation or business enterprise, (b) a record of any duly incorporated institution, (c) a record of any church or religious…
correspondenceA written communication, including letters, memos, and e-mail, addressed to a particular individual or group
correspondence managementA control function used to regulate the volume of correspondence processed and to establish uniform systems for filing maintenance and retrieval
cost avoidanceA management concept whereby approval is sought for a proposal stating that acceptance now will be less costly than a future alternative
Cost-benefit analysisA quantitative evaluation of the costs which would be incurred versus the overall benefits to society of a proposed action.
creating agencyan agency that produced or received and retained a record and that is responsible for such records proper administration and disposition; also referred to…
creatorThe organization or person responsible for the creation, accumulation, or maintenance of a series of documentary material when in working (primary) use.
CRM (Certified Records Manager)A professional records manager who has satisfactorily passed the certified records manager examination administered by the Institute of Certified Records…
cross referenceA reference (issued patent) in another class or subclass, or a reference made in a later-filed patent application to a related, earlier-filed application.
cubic feetMeasurement of volume for records and manuscripts, 1'x1'x1'; also shown as cu. ft. or c.f.
custodyDetaining of a person by lawful process or authority to assure his or her appearance to any hearing; the jailing or imprisonment of a person convicted of…
CutoffAn impervious construction by means of which water is prevented from passing through foundation material.
dataA representation of facts, concepts, or instructions in a formalized manner suitable for communication, interpretation, or processing by humans or by…
data administrationDeveloping and administering policies, procedures, practices, and plans for defining, organizing, protecting and efficiently utilizing data.
data archivinga 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 baseThe 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 dictionaryA 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 file1) A collection of data that is stored together and treated as a unit by a computer.
data migrationprocess 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 processingHandling and processing of information necessary to record the transactions of an organization.
data rangeThe period of time covered by records in a file.
data recoveryprocess of restoring information to active status from backup media of any type
data replicationprocess of duplicating data between sites to enable the continued use of data
data typeThe type of information that one field can store, for example, text, rich text, numbers, keywords, and time.
databaseIn 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…
decentralized filesFiles scattered throughout an organization; not centralized. Usually contains records that are generated and used by a single organizational unit and…
decimal-numericA numeric system for classifying records by subject in units of 10 and coded for arrangement in numeric order Note: An unlimited number of subdivisions…
DecryptionTransformation of encrypted (or scrambled) data back to original form.
deed of giftA type of disposition agreement in which documentary material is donated (and legal custody transferred) to NARA by an individual, family, or organization.
departmental storageA storage area for records in space less expensive than office space, such as a basement or warehouse.
deposit agreementA type of disposition agreement in which NARA agrees to accept physical custody of documentary material without taking legal custody of them.
Description1) The process of analyzing, organizing, and recording information that serves to identify, manage, locate, and explain documentary material, and the…
designationan indication made by applicant, in the Request for an International Application filed under the Patent Cooperation Treaty, as to the Contracting States…
destructiondefinitive obliteration of a record beyond any possible reconstitution See also disposition.
destruction holdA hold placed on the scheduled destruction of records due to foreseeable or pending litigation, governmental investigation, audit, or special…
diazo microfilmA 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 arrangementA single alphabetic filing arrangement in which all types of entries (names, subjects, titles, etc.
DigitalInformation stored as a string of ones and zeros. Opposite of analog.
digital certificateElectronic 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 signatureThe 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…
digitizeThe process of converting an analog value into a digital (numeric) representation.
digitized recordsrecords that have been converted to a digital image see imaging.