Records Management — page 4 of 8

Records Management terms

301. forms digest process of creating a form, based on forms analysis, that meets the requirements of its potential use
302. forms management/control function that establishes standards for the creation, design, analysis, revision, procurement, and warehousing of all forms within an organization…
303. Freedom of Information Act A U.S. federal law created to ensure public access to government records A term commonly used to refer to this type of legislation Also referred to as…
304. Freedom of Information Act (FOIA) Request A request, made based on the provisions of the Freedom of Information Act, for access to restricted information in Federal records held by NARA, including…
305. freeze drying process of stabilizing water-soaked documents by freezing them to prevent further damage from water in its liquid state See also vacuum drying, vacuum…
306. freeze notice See legal hold.
307. frozen records A suspension of the records destruction process because of special circumstances such as an audit, court order, or investigation See also destruction hold…
308. FTP File Transfer Protocol (ADP/Internet term).
309. FTP (File Transfer Protocol) An Internet protocol that enables the transfer of files between computers over a network or the Internet.
310. full-text search The ability to search a data file for specific words, numbers and/or combinations or patterns thereof.
311. Fumigation A pattern of plume dispersion produced when a convective boundary layer grows upward into a plume trapped in a stable layer.
312. functional classification system See structured-functional filing system.
313. functional records schedule Schedules that categorize records series by the business function to which they pertain rather than by the program units where they are maintained
314. gateway An element that contained a node on the SDS backbone network as well as on some other network(s) and would have performed protocol and format conversions…
315. general records Records that are common to many agencies within the same organization or type of government.
316. general records schedule A records schedule governing specified series of records common to several or all agencies or administrative units of a corporate body, which are…
317. general schedule A records retention schedule covering records common to several or all of the departments of an organization.
318. Generation The electricity generated by a system as recorded by a KWH meter, recorded in KWH or MWH.
319. geographic filing system classification of records by geographic location usually arranged by numeric code or in alphabetic order
320. government record or governmental record the same as public record.
321. guide A divider or finding aid with a projecting tab used in files to identify a section and to facilitate reference See also file guide and finding aid.
322. hard copy Synonymous with paper
323. hardware The physical components of a computer system-the computer, plotters, printers, terminals, digitizers, and so on.
324. Heading In a tunnel, a digging face and its work area.
325. hierarchical data model organization of files based on relationships established along progressive levels of a tree structure, or hierarchy
326. hierarchical description The principal of archival description in which documentary material is described in aggregates at various prescribed hierarchical levels.
327. historical value determination that records possess value in documenting the history of an organization and are thus worthy of permanent preservation See also…
328. Hold Used to indicate that a certain amount of a customer's balance may not be withdrawn until an item has been collected, or until a specific check or debit…
329. hold notice See legal hold.
330. holding area Structure that habitually attracts and holds bass.
331. holdings overall volume and type of records stored in a records center or other repository
332. hot site An alternate facility that has the equipment and resources to immediately recover the business functions affected by the occurrence of a disaster See also…
333. housekeeping records Records of an organization that relate to budget, fiscal, personnel, supply and similar administrative or facilitative operations normally common to most…
334. hybrid system A renewable energy system that includes two different types of technologies that produce the same type of energy; for e.g.
335. ICR Integrated Contracting Report.
336. ICR (Intelligent Character Recognition) The conversion of scanned images (bar codes or patterns of bits) to computer recognizable codes (ASCII characters and files) by means of software/programs…
337. imaging (IH-muh-jing) In medicine, a process that makes pictures of areas inside the body.
338. imaging (a drive) See mirror image.
339. inactive file A record used infrequently, generally less than every three months.
340. Inactive Record Inactive records are those Records related to closed, completed, or concluded activities.
341. inactive records Those records no longer needed to conduct business. Usually those records referred to no more than once per cubic foot per month.
342. Index Statistical measure of the state of the stock market or economy based on the performance of stocks or other components.
343. indexing Universal term for Coding and Data Entry.
344. indirect access A method of access to records requiring prior use of an external index See also direct access.
345. indirect entry A principle of indexing wherein headings are incorporated under a hierarchical structure leading from broad to specific concepts See also direct entry and…
346. Information Accusatory document, filed by a prosecutor, detailing misdemeanor charges against a party.
347. information management The application of planning and standards to the creation, use, retrieval, retention, conversion, disposition, and preservation of information resources…
348. information services See information systems (IS).
349. information system A system which provides input, storage, processing, communications, output, and control functions in relation to information and data.
350. informational value The value of records that derive form the information they contain. See also administrative value, evidential value.
351. ingest The process of moving records into the ERA system.
352. integrity (of a record) quality of being whole and unaltered from loss, tampering, or corruption
353. Intellectual Property Creations of the mind - creative works or ideas embodied in a form that can be shared or can enable others to recreate, emulate, or manufacture them.
354. interface (1) A shared boundary defined by common physical interconnection characteristics, signal characteristics, and meanings of interchanged signals.
355. interfile To place an item in its proper place within an existing body of materials
356. intranet A private network that uses Internet-related technologies to provide services within an organization.
357. intrinsic value A company's intrinsic value, or underlying value, is used to calculate its projected worth.
358. Inventory a detailed accounting of all items within a specified location. Examples include but are not limited to: evidence in the evidence vault, evidence in the…
359. inverted entry A heading with the natural order of words transposed so that it is sorted under a word that normally appears at the end See also direct entry and indirect…
360. IS Information System.
361. IS (information systems) infrastructure, processes, and technologies used to store, generate, manipulate, and transmit information to support an organization Also referred to as…
362. IT information technology
363. IT (information technology) See information systems (IS).
364. item A column of information in an attribute table, for example, a single attribute of a record in an INFO data file.
365. Jukebox A mass storage device that holds optical discs and loads them into a drive.
366. Keyword Java sets aside words as keywords - these words are reserved by the language itself and therefore are not available as names for variables or methods.
367. lateral filing File system in which files are accessed side to side, not front to back. Also used to describe furniture built to support this type of file system See…
368. Legacy Data Information in the development process that may have significant resources invested into it that has been produced and/or stored on software and/or…
369. legacy system Software and/or hardware that has become obsolete or been replaced, but which continues to store data
370. Legal custody a form of child custody that grants one parent the right to make decisions about the child's upbringing.
371. Legal Hold A legal hold is a communication issued as a result of current or anticipated litigation, audit, government investigation or other such matter that…
372. legal instrument a deed of conveyance, court judgment, decree, or other similar public record of an official judicial, legislative, executive, or administrative action or…
373. legal value usefulness of a record in complying with statutes and regulations, as evidence in legal proceedings, as legal proof of business transactions, or to…
374. letter-by-letter arrangement A sorting technique that orders entries based on each character in a heading without regard for spaces or punctuation See also word-by-word arrangement.
375. life cycle (of a record) distinct phases of a record's existence, from creation to final disposition
376. linear foot A measurement used to calculate space requirements Note: A linear foot measures twelve inches for documents stored on edge. See also filing inch.
377. linear measurement A measurement of records on a shelf or in a drawer typically expressed in filing inches or linear feet See also filing inch.
378. litigation hold See legal hold.
379. Local Government A legally-established unit of government at a level below state or territory government, including but not limited to, county, city, town, or village.
380. locator A tool that helps a user locate and access information throughout a system of records
381. log When you log off; disconnect from the game.
382. Long Term Retention Retention of data for 5 years to satisfy requirements for local studies and to support litigation.
383. long-term record Records that have enduring value to the organization
384. lookup table A special tabular data file containing additional attributes for features stored in an associated feature attribute table.
385. lossless compression Exact construction of image, bit-by-bit, with no loss of information.
386. lossy compression Reduces storage size of image by reducing the resolution and color fidelity while maintaining minimum acceptable standard for general use.
387. machine readable records records that cannot be viewed or understood without help of some electro-mechanical device such as a computer.
388. machine-readable record Digitized and coded information that, in order to be understood, must be translated by a computer or other type of equipment
389. magnetic media Any storage medium in which different patterns of magnetization are used to represent stored bits or bytes of information See also optical disk and…
390. magnetic tape A magnetically coated strip of plastic on which analog or digital data can be encoded See also storage media.
391. mail management application of records management principles and techniques to the flow of mail within the organization
392. main heading In indexing, the heading under which a related group of subheadings or other subdivisions belong See also primary subject.
393. mainframe A class of powerful, general purpose computers that can manage large amounts of data at high speed.
394. maps and charts Graphic representation at a reduced scale of selected physical and cultural features of the surface of the earth and other planetary bodies.
395. Market Value The price that the market - any market - sets at a particular time as the price at which an asset can be bought or sold.
396. master Pertaining to microforms, the master is the original film from which duplicates are made.
397. material integrity the original shape, form, context, content, structure and substance of a record in the specific physical property and material form in which it was…
398. Media Any organization in the business of informing the public with news or commentary.
399. mediated search A search for documentary material or information about documentary material during which the person searching is assisted by NARA personnel.
400. medium (pl.: media) 1. In plant tissue culture, a term for the liquid or solid formulation upon which plant cells, tissues or organs develop.