Records Management — page 6 of 8

Records Management terms

501. private records the records of any non-governmental corporate entity or individual.
502. 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…
503. procedure The rules for the conduct of a lawsuit; there are rules of civil, criminal, evidence, bankruptcy, and appellate procedure.
504. processing activities needed to prepare documents for use and/or storage. Generally includes documentation, physical preparation, coding, and filing
505. program record A record relating to the mission or the unique, substantive functions of an office.
506. program records Records created or received and maintained by an agency in the conduct of the substantive functions for which it is responsible.
507. 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…
508. proprietary information Information that is not generally known and that has competitive value, e.g., trade secrets and business information not generally known.
509. proprietary software data processing software that is obtained under a license and that is protected by copyright or trade secret laws.
510. 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…
511. 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…
512. protective storage use of special fire-resistant and environmentally controlled records protection equipment and vaults designed for the protection of the media being stored
513. provenance The geographical and/or genetic origin of an individual.
514. 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…
515. public data According to UCA 63G-2-301, data on individuals collected and maintained by a governmental entity, necessary for the administration of government…
516. 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.
517. 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…
518. publication Any document that is available to the public anywhere in the world. MPEP 2128, MPEP 2128.01, MPEP 2128.02.
519. 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…
520. pulverization A method of destroying records using a device that renders documents into small, random-shaped particles
521. Purge To remove information that has no further value from a file, usually according to a records retention schedule
522. random filing filing of entities without regard to a particular order or pattern, used with an indexing system for locating them
523. reading file See convenience file.
524. record All the documents and evidence plus transcripts of oral proceedings in a case.
525. record book a well-bound, durable book or ledger into which record copies of legal instruments and record copies of other records are registered or entered.
526. record copy original copy of an international application filed under the Patent Cooperation Treaty maintained by the International Bureau of the World Intellectual…
527. record group A body of organizationally related records established with regard to the administrative history, the complexity and the volume of the records of the…
528. record schedule Instructions for what to do with public records that are no longer needed for current government business.
529. record series A description of a particular set of records within a file plan. Each category has retention and disposition data associated with it, applied to all…
530. record series number See series number.
531. record type The intellectual form of the documentary material, such as letter, memo, greeting card, or portrait.
532. Recorder The public official who keeps records of transactions that affect real property in the area. Sometimes known as a "Registrar of Deeds" or "County Clerk."
533. records All recorded information, regardless of media or physical characteristics, made or received and maintained by an organization or institution in pursuance…
534. records administration the same as records management (q.v.).
535. records analysis section The section of the Utah State Archives and Records Service which provides records management education and services to Utah's state and local government…
536. records analyst A records practitioner who examines and evaluates the systems and procedures involved in creating, processing, storing, and disposing of records
537. records appraisal See appraisal.
538. records center An area for lower-cost storage, maintenance, and reference use of semiactive records pending their ultimate disposition
539. records coordinator Individual responsible for coordinating records management activities within a department and acting as liaison between the department and the records…
540. records creation the recording of information on or in any medium.
541. records creator See [a href="##"]Creator[/a].
542. records disposition See disposition.
543. records disposition authorization the formal, recorded approval of a decision to retain or to destroy a record or set of records, together with the justification for that decision; and, it…
544. records disposition schedule a list of records or record series and the terms for which each must be retained in the control of their originating office before being transferred to…
545. records inventory A detailed listing that includes the types, locations, dates, volumes, equipment, classification systems, and usage data of an organization's records in…
546. records lifecycle An archival concept that describes the lifespan of a record, from its creation or receipt to its final disposition.
547. records lifecycle data All data collected by NARA that pertains to the records throughout their lifecycle.
548. records lifecycle transaction An activity performed on documentary material in their existence that changes their status in the records lifecycle.
549. records management Records Management is the planning, controlling, directing, organizing, training, promoting and other managerial activities involving the lifecycle of…
550. records management analyst The agency person responsible for operation of an agencywide records management program.
551. records management manual A publication that defines the scope of the records management program, its authority, the services it provides, and an introduction to concepts
552. records management policy Mandated guidelines for managing records within an organization
553. records management program the systematic, accountable application of records management to the records of any state or local agency.
554. records manager The records manager is responsible for the implementation of a records management program in keeping with the policies and procedures that govern that…
555. records manager or records officer a person designated to be responsible for carrying out an agencys records management program.
556. records migration the transmission of records from one electronic processing system to another, whether from a prior system to a successor system or from one contemporary…
557. records officer In Utah, an agency-appointed person whose responsibilities include the development and oversight of records management programs and who serves as the…
558. records protection safeguarding of records against unauthorized access, theft, intentional or unintentional destruction, damage, or alteration
559. records retention the holding or keeping of records and maintaining them in good condition and readily accessible for agency use and/or public inspection.
560. Records Retention Schedule A plan for the management of records, listing types of records and how long they should be kept; the purpose is to provide continuing authority to dispose…
561. records retention term, aka records retention period the designated lifetime of a record or record series prescribed by law or by a public records commission in a records disposition authorization.
562. records retirement See disposition.
563. records schedule See retention schedule.
564. records series A group of related records filed/used together as a unit and evaluated as a unit for retention purposes, e.g.
565. records storage box A box that is normally used to hold approximately one cubic foot of records and that measures 10 in. x 12 in. x 15 in
566. records survey A broad overview of the quantity and type of records within an organization, which is usually completed prior to a detailed inventory See also records…
567. records transmission any transfer, communication, broadcast, or publication of any record, any part of any record, or any group of records or any simulations or copies thereof…
568. redaction A portion of an image or document is intentionally concealed to prevent disclosure of specific portions.
569. reduction ratio relationship between the dimensions of the original or master and the corresponding dimensions of the microfilmed or photocopied image
570. refer equities For material which NARA does not have the authority to declassify, the process of consulting with, and requesting declassification authority and…
571. reference A document that discloses subject matter that is material to a determination of the patentability of a claimed invention. MPEP 2126, MPEP 2126.
572. reference analysis A statistical breakdown of requests for records during a specific period to determine usage of individual types of records
573. reference file A file containing non-record copies of documents that is maintained for information purposes See also convenience file and working file.
574. reference materials Items needed in-house to complete work, usually considered as non-records and not included in a records inventory or on a records retention schedule
575. refile process of returning a record to its proper place
576. register a record book; it is also the county official charged with keeping record copies of legal instruments such as property deeds and other records.
577. registration of a template Official approval of a template by NARA, and placement of the template in the ERA template repository. Once registered, the template can be used.
578. release (full release, partial release) A review determination that the material may be accessed by the public, either in full or in part.
579. Reliability The consistency of a measure or question in obtaining very similar or identical results when used repeatedly; for example, if you repeated a blood test…
580. relocation site See cold site, hot site, and warm site.
581. remove material To remove documentary material from NARA's physical custody and maintain its audit trail or other information about it.
582. replevin An action for the recovery of a possession that has been wrongfully taken.
583. Replication The in vivo synthesis of double-stranded DNA by copying from a single-stranded template.
584. Repository A centralized database stored on a computer that houses specific information.
585. research center A reference service providing secure and controlled public access to the holdings of the Utah State Archives, a records management library, and a computer…
586. research value The usefulness of records for research by the government, business and other private organizations and by scholars in the humanities, social and physical…
587. Resolution See DPI.
588. respect des fonds a French, archival term for the principle that the integrity of records from one functional source must not be broken, and that records from one source…
589. Restoration The process of returning, as nearly as possible, a building or any of its parts to its original form and condition.
590. restricted access A limitation on access to records or to information of a specified type imposed by general or specific requirements See also classified record…
591. retention to keep and maintain a record for its useful life. See short-term retention; long-term retention; mid-term retention; and permanent retention.
592. retention period Generally speaking, the precinct election records must be preserved by the authority to whom they are distributed: (1) in an election involving a federal…
593. retention program A system established and maintained to define retention periods for records in an organization
594. retention schedule See Records Retention Schedule.
595. retrieval The process of locating and withdrawing a record from a filing system or records center The action of accessing information from stored data on a computer…
596. retrieval (of documentary material) The process of locating material, getting material from storage and preparing them for presentation or output.
597. retrieval ratio time required to locate a record, which is determined by dividing the total minutes used to retrieve items by the total number of requests
598. review determination A decision reached in an access review as to whether material will be fully released, partially released, redacted, withdrawn, or withheld.
599. RFID See radio frequency identification (RFID).
600. RFID (radio frequency identification) Technology that uses radio frequencies to identify, track, locate, and manage items See also bar code.