Records Management — page 7 of 8

Records Management terms

601. RIM Records and information management.
602. RIM (records and information management) field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use, and disposition of records, including…
603. risk management The process, distinct from risk assessment, of weighing policy alternatives, in consultation with all interested parties, considering risk assessment and…
604. RM Radioman (USN term). 250
605. RM (records management) See records and information management (RIM).
606. Rolling Disposal Request (RM6) A disposal request form implemented with the intent to provide an agency with the State Record Committee’s annual revolving approval to dispose of…
607. RRS records retention schedule See retention schedule.
608. RRS (records retention schedule) See retention schedule.
609. RTS (Records Transfer Sheet) The form required by the State Records Center to accompany all semi-active records which will be maintained in the Records Center or permanent records…
610. 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…
611. sampling The process of digitizing analog information to identify relevant information.
612. 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…
613. screen A screen is a set of criteria against which you measure stocks or other investments to find those that meet your criteria.
614. 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…
615. secondary subject subdivision of a primary subject in a hierarchal file classification system See also subheading.
616. Secure area a locked space (for example, cabinet, vault or room) with access restricted to personnel authorized by the laboratory director.
617. security classification A classification placed on records limiting their accessibility to those having specific authority to retrieve or use them See also restricted access.
618. 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.
619. selective retention See appraisal.
620. 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…
621. semiactive record A record that is infrequently referred to but is still needed for reference See also active record and inactive record.
622. sequential filing See consecutive-numeric filing.
623. serial filing See consecutive-numeric filing.
624. series A configuration of an electrical circuit in which the positive lead is connected to the negative lead of another energy producing, conducting, or…
625. 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…
626. set of documentary material Documentary material grouped together, either physically or virtually, for any purpose. Sets may be hierarchical in nature.
627. shadowing A method of data replication that maintains an exact copy of electronic records, typically by continuously capturing changes and applying them at the…
628. shelf life period of time before deterioration renders materials unusable or the content of no value
629. short-term retention retention of a record for less than ten (10) years.
630. sign-out See check-out.
631. 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…
632. snaking A system of filing records continuously, from one row to another, in a winding format
633. 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…
634. source document The original from which a copy is made A document containing information entered into a computer during data entry; an input record
635. source documents Documents intended for microfilming or which provide input data for machine-readable records systems.
636. specifications Documented requirements containing the particulars with which a system or project must conform
637. Spoliation Generally, the intentional or negligent destruction or alteration of evidence when there is current litigation or an investigation or there is reasonable…
638. stability Tendency of systems, especially ecosystems, to persist, relatively unchanged, through time; also, persistence of a component of a system.
639. staging area A designated area where construction equipment is temporarily stored (usually only during the construction phase).
640. Standard a statement that describes an acceptable level of performance, excellence, or attainment in that particular activity.
641. state record the same as public record (q.v.).
642. 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…
643. Storage Media Any removable device that stores data. See magnetic or optical storage media.
644. straight numeric filing See consecutive-numeric filing.
645. structure (of documentary material) The physical or logical form of a documentary material or a set of documentary material.
646. 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
647. subheading A secondary heading used as the division of a subject to delineate a particular group under the major heading See also secondary subject.
648. subject classification system A plan for the classification and coding of documents by subject See also classification system, file classification system, and taxonomy.
649. subject entry A heading under a person, place, or thing that represents the content of the item being indexed
650. subject filing A file system in which each document relates to a specific subject matter and is arranged in alphabetic order by subject
651. subseries A division of records within a larger system that is readily separable in terms of physical form, type, subject, or filing arrangement
652. substantive records See program records.
653. 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.
654. sunshine laws See Freedom of Information Act.
655. suspension order See legal hold.
656. tab A part of a file guide or folder that extends from the body and is used for a label
657. Target In diagnostic tests, the molecule or nucleic acid sequence assayed in a sample.
658. Taxonomy The science of categorization, or classification, of things based on a predetermined system.
659. Template a standard shape that the race car must comply to be within the NASCAR rules. The template closely resembles the shape of the factory car.
660. temporary record A record of short-term value that can be destroyed immediately or after a specified time period
661. terminal-digit filing A system of numeric filing using the last two or three digits right to left of each number as the primary division under which the record is filed See…
662. tertiary subject subdivision of a secondary subject in a hierarchal file classification system
663. tickler file A file arranged by date to facilitate selection of records for disposal when they become due.
664. topical filing system See dictionary arrangement.
665. Tracking The act of generating and maintaining a time history of an object's position and any other features of interest.
666. transaction file See case file.
667. transcript book the same as record book.
668. transfer In a transfer, a 401(k) or IRA custodian or trustee moves the assets in your existing account directly to the custodian or trustee of your new account.
669. transfer custody Change of custody, ownership, and/or responsibility for records
670. transfer movement Moving records from one location to another
671. transferring Moving inactive records to the records center on a regular schedule.
672. transferring entity The organization or person that transfers physical custody of a group of documentary material to NARA (including to a Federal records center).
673. transformation (TRANZ-for-MAY-shun) In medicine, the change that a normal cell undergoes as it becomes malignant.
674. transitory record A record that has little or no documentary or evidential value and that need not be set aside for future use
675. transmittal list A document that lists the records being transferred from one area to another Note: A transmittal list may also transfer legal responsibility for and the…
676. truncate The act of cutting off the decimal point and number to its right. This does not include rounding The act of shortening or abbreviating by cutting off the…
677. turnaround time the total time a Service Request is in the laboratory, from its receipt at Evidence Intake until a formal report is issued
678. unscheduled records Records for which no retention period ("schedule") has yet been determined
679. Usability qualities of a record that allow it to be accessed, processed, and understood over time
680. use copy A reproduction of a document created to protect the original from wear or loss Also referred to as access copy and work copy.
681. use reference A notation in a list or thesaurus that prescribes the preferred heading and notes other headings that are not to be used
682. vacuum drying treatment of water-soaked documents by extracting the water under high vacuum to prevent further damage See also freeze drying.
683. vacuum freeze drying process of stabilizing water-soaked documents by freezing them to prevent further damage from water in its liquid state and subsequently drying them under…
684. vacuum thermal drying treatment of water-soaked documents by drying under high vacuum and high temperature to prevent further damage See also freeze drying.
685. valuation Valuation is the process of estimating the value, or worth, of an asset or investment.
686. Value In determining the monetary equivalent for assets and gifts, value is a good faith estimate of the fair market value if the exact value is neither known…
687. vault A fire-resistive enclosure used entirely for storing particularly valuable holdings or material with special preservation needs
688. vaulting Storing records in a completely fire-resistive enclosure to be used exclusively for storage.
689. vertical filing File system in which files are accessed from front to back or from side to side Note: Also used to describe furniture built to support this type of file…
690. Vital Record A record that is essential to the organizations operation or to the reestablishment of the organization after a disaster.
691. vital records Records necessary to the life or continuity of an organization.
692. vital records center A repository for housing records classified as vital to an organization's operations.
693. Warm Site An alternative facility that has the equipment and resources available to recover business functions in the event of a disaster See also cold site and hot…
694. warrant A certificate giving the holder the right to purchase a security (such as a stock) at a set price within a specified period of time.
695. watermark A translucent mark in paper incorporated during manufacture for purposes of identification or protection of a document A mark that is imprinted on a…
696. weeding process of identifying and removing unwanted materials from records or files
697. withdraw material To deny public access to documentary material on the basis of an informed decision rather than in response to a formal access request.
698. withhold material To deny public access to documentary material on the basis of a formal review and pursuant to the provisions of some controlling authority, such as the [a…
699. word-by-word arrangement A method of filing that treats each word as an individual filing unit See also letter-by-letter arrangement.
700. work copy See use copy.