memoryData storage in the form of chips, or the actual chips used to hold data; storage is used to describe memory that exists on tapes or discs.
menuA list of options, each of which performs a desired action such as choosing a command or applying a particular format to a part of a document.
metadataMetadata is information about a particular data set which may describe, for example, how, when, and by whom it was received, created, accessed, and/or…
metric paper sizeAn international measure for paper based on the subdivisions of a square meter
MICRSee magnetic ink character recognition (MICR).
microficheSheet microfilm (4 by 6) containing reduced images of 270 pages or more in a grid pattern.
microfilmA high-resolution film in roll form containing microimages To record microimages on film See also diazo microfilm, silver halide microfilm, and storage…
microfilm jacketA flat, transparent, plastic carrier with single or multiple film channels made to hold single or multiple film strips
microfilm readerA device that enlarges microimages for viewing, usually consisting of a light source, illuminating optics, microfilm holder, lens, and a screen
microfilm reader/printerA microfilm reader that has the capability of producing a hard copy of the enlarged image
microformAny miniaturized form containing micro images, such as microcards, microfiche, microfilm and aperture cards.
microformsGeneric term for all media containing microimages, such as microfilm or microfiche
micrographicstechnology and processes used to record information on microforms
microimageAn image too small to be read without magnification
mid-term retentionretention of a record for more than ten years but usually less than fifty years (overlapping with long-term retention).
middle-digit filingA numeric filing system in which the middle digits are used as the finding aid to organize the filing system See also primary-digit filing and…
migrationMoving files to another computer application or platform; may require conversion to a different format.
Minute bookA book maintained in state court that contains minute entries of all hearings and trial conducted by the judge.
Mirror ImageUsed in computer forensic investigations and some electronic discovery investigations, a mirror image is a bit-by-bit copy of a computer hard drive that…
Mirror SiteA file server containing a duplicate set of files located in a different geographic area for the purposes of managing heavy traffic, providing security…
mirroringThe duplication of data for purposes of backup or to distribute Internet or network traffic among several servers with identical data.
MIS (Management Information Systems)In general, a computer-based system that provides IT personnel with the necessary tools for categorizing, assessing, and efficiently running an…
mnemonic filingA system to classify files using codes or symbols that have an easily remembered relationship to the actual meaning or function (e.g.
mobile-aisle systemRows of shelving used for compact storage, which travel on tracks and allow one or more aisles to be opened to access the system Also referred to as…
model templateA template created to be copied and modified for the creation of new templates.
monetary valuethe commercial, insurance, or market value of a record expressed in terms of monetary currency. See commercial value; intrinsic value.
munimentsan old-fashioned term for documents that confer authorities, rights, or privileges, and they are used as evidence by which those authorities, rights, or…
NAS(1) National Academy of Sciences, Washington, DC. (2) Naval Air Station.
NAS (Network Attached Storage)NAS provides storage resources to servers and workstations over a shared or dedicated network.
NetworkThe facilities, providers and suppliers your health insurer or plan has contracted with to provide health care services.
network architecturespecifications of a network, including its topology, information encoding, transmission protocols, error detection, and correction
nodeAny device connected to network. PCs, servers, and printers are all nodes on the network.
non-current recordA record no longer required for the day-to-day conduct of an active business.
nonrecordItem that is not usually included within the scope of official records (e.g., convenience file, day file, reference material, and draft) Document not…
nonrecord materialMaterial not usually included within the definition of records, such as unofficial copies of documents that are kept only for convenience of reference…
OCR (Optical Character Recognition)A technology process that translates and converts printed matter on an image into a format that a computer can manipulate (ASCII codes, for example) and…
office of origindepartment or other organizational unit that creates or originally receives a record Also referred to as author, originating department, and originator.
office of recordAn office designated to maintain the record or official copy of a particular record in an organization
official copyA document possessing public record status, created or received by a state officer or state employee, while conducting state business and serving state…
official recordthe same as public record (q.v.) as construed in Tennessee Code Annotated §10-7-301.
offsite storageA potentially secure location, remote from the primary location, at which inactive or vital records are stored See also onsite storage.
onsite storageStorage of records on the premises of the organization See also offsite storage.
Open AccessThe ability to send or wheel electric power to a customer over a transmission and distribution system that is not owned by the power generator (seller).
open recordany record that is open to public inspection.
open standardscomputer operating standards that permit inter-communication and migration of data among different kinds of proprietary systems.
open systemsAn environment that allows interchangeability and integrated operation between software systems from different vendors.
open-shelf filingA system wherein files are placed on shelves without any doors or drawers. Side- or end-tab file folder labels and guides are used to locate the file…
operating systemSoftware which directs the overall activity of a computer (e.g. MS-DOS , Windows , Linux , etcetera).
operational recordRecords that relate to the substantive activities an organization undertakes to accomplish its mission or mandate See also administrative record.
optical diskA digital data storage technology that uses optical media to store information.
optical scannerAn input device that scans paper or another medium to a digital image (e.g., TIFF and EPS) that can be stored, displayed, and manipulated on a computer
oral historyA method of gathering and preserving historical information through recorded interviews with participants in past events and ways of life
original orderThe arrangement of records established by the creator, preserved by NARA in order to preserve existing relationships, evidential significance, and the…
original recordA primary or first-generation record or one that is designated as the official record
originatorThe acronym for the agency that is the original source of the data. The source for nearly all map layers created by OCTO that are not part of the…
outcardA device used to physically replace material that has been removed from a file that indicates what was taken, by whom, and when
outsourcingprocess of contracting out certain activities of an organization
paperwork managementCollectively, the techniques of managing the creation, maintenance and disposition of records. Also agency programs incorporating such techniques.
Payback PeriodThe amount of time required before the savings resulting from your system equal the system cost.
pending fileFile of materials held for further action
periodic transferprocess of moving records between active, semiactive, and inactive storage sites on a scheduled basis
peripheral devicesDevices attached to a computer, such as printers, disk drives, mice, etc.
permanent recordA record that has been determined to have sufficient historical, administrative, legal, fiscal, or other value to warrant continuing preservation
permanent retentionretention of a record indefinitely, for centuries rather than mere decades.
permanent valuethat 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 formatA 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 fileMaterial belonging to an individual that was not created or received in the conduct of business while in the employ of an organization
personal papersthe records or archives of a private individual or family.
phonetic indexA listing organized by the sound of a word rather than its spelling
photographic recordsRecords that take the form of pictures or photographs, sometimes with related textual records.
Physical custodya form of child custody that grants one parent the right to live with the child.
physical inventoryprocess of identifying all tangible records of an organization See also records inventory.
pick listA list containing specific records that are to be retrieved
PKIPublic 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.
PolicyThe contract form issued by the company to explain the coverage provided. It is a legal document.
policy manualA publication that states the course of action to be followed by an organization, unit, or department in conducting its activities.
preservationThe 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 planA plan, based on the results of a preservation assessment, indicating the activities to be undertaken in preserving specific documentary material or sets…
preservation assessment1) The review of documentary material to determine their current condition and potential need for preservation processing. 2) The results of this review.
preservation copyA copy of documentary material used solely in the processes and operations involved in the stabilization and protection of documentary material against…
preservation processA process appropriate for ensuring the continued existence, accessibility, and authenticity of documentary material over time.
primary subjectmain topical heading in a hierarchal file classification system See also main heading.
primary-digit filingA 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 dataAccording to UCA 63G-2-302, data on an individual collected and maintained by a governmental entity, necessary for the administration of government…
private keyIn secure communication, an algorithmic pattern used to encrypt messages that only the corresponding public key can decrypt.
private recordRecord in the private sector as opposed to a record in the public (government) sector See also public record.