CRA Part 3 Flashcards
1
Q
What is active record status?
A
The designation given to records that are still in frequent use and needed for current operations.
2
Q
What are active records?
A
Records that are referenced frequently in the conduct of current business.
3
Q
What are aperture cards?
A
A card with a rectangular hole specifically designed to hold a single image on microfilm.
4
Q
What is archival preservation?
A
The process and activities associated with maintaining records of enduring value for future generations.
5
Q
What are blips in microfilm?
A
A mark on microfilm used for counting frames or indexing.
6
Q
What is a microfilm system?
A
Assisted Retrieval; that uses an optical to images and to index and retrieve them.
7
Q
What is a case file?
A
Records relating to a specific event, place, project, or other subject.
8
Q
What is centralized filing?
A
A filing system in which all records for an organization or department are kept in one location.
9
Q
What is cine mode?
A
The orientation of images on 16 mm microfilm in which the images run parallel to the long edge of the film.
10
Q
What is climate control?
A
The regulation of temperature and relative humidity to retard deterioration.
11
Q
What is coding in records management?
A
The process of assigning a code to a record to indicate its place in the file classification scheme.
12
Q
What is commercial records center storage integrity?
A
The extent to which a commercial records center maintains the accuracy, completeness, authenticity, and reliability of the records it stores.
13
Q
What are decentralized files?
A
Records kept in different locations throughout an organization, usually in the offices where they are created and used.
14
Q
What does density refer to in micrographics?
A
The degree of compactness of a substance, specifically the degree of opacity of an image on film.
15
Q
What are duplicate records?
A
Records that have the same informational content as other records.
16
Q
What is electronic recordkeeping?
A
A system for managing records that are created, received, maintained, and used in electronic format.
17
Q
What are engineering drawings?
A
Technical drawings that visually communicate the design and specifications of engineered items.
18
Q
What are environmental controls?
A
See climate control.
19
Q
What is a file break?
A
The point at which a file series is divided to create a new file.
20
Q
What is a file cabinet?
A
A piece of office furniture with drawers designed to hold records in file folders.
21
Q
What is a file classification system?
A
A scheme for organizing records by subject, function, or other criteria.
22
Q
What are file folder barcodes?
A
Barcodes affixed to file folders to facilitate tracking and retrieval.
23
Q
What is file integrity?
A
The accuracy and completeness of records, ensuring that they have not been altered or corrupted.
24
Q
What is filing arrangement?
A
The order in which records are arranged within a file series.
25
What is filing equipment?
Furniture and supplies used to store and manage records, such as file cabinets, shelves, and folders.
26
What are filing methods?
Different ways of organizing records within a filing system, such as alphabetical, numerical, or subject-based filing.
27
What are filing selection criteria?
Factors considered when choosing a filing method, such as the type of records, frequency of use, and available space.
28
What is filing system efficiency?
The effectiveness of a filing system in terms of speed, accuracy, and ease of use.
29
What does human readable mean?
Information that can be understood by humans without the need for special equipment.
30
What is image quality?
The clarity and resolution of an image, particularly in micrographics or digital imaging.
31
What are inactive records?
Records that are no longer needed for current operations but must be retained for legal, historical, or other reasons.
32
What is information retrieval?
The process of finding and accessing information from a storage system.
33
What is an information retrieval system?
A system that allows users to search for and retrieve information from a collection of records.
34
What is large blueprint storage?
Specialized storage equipment designed to accommodate large format blueprints and drawings.
35
What is large document storage?
Specialized storage equipment designed to accommodate oversized documents and items.
36
What is the maximum-minimum method?
A method of transferring records in which a file is transferred when it reaches its maximum capacity, and new files are started at a minimum capacity.
37
What is media selection?
The process of choosing the appropriate media for storing records, considering factors such as longevity, accessibility, and cost.
38
What is media stability?
The ability of a storage medium to maintain its integrity and resist degradation over time.
39
What are the advantages of microfilm?
Benefits of using microfilm for record storage, such as space savings, durability, and security.
40
What are microfilm blips?
See blips.
41
What is microfilm for preservation?
The use of microfilm as a long-term preservation medium for records.
42
What are microfilm jackets?
A plastic carrier for microfilm strips that allows for easy handling and retrieval.
43
What is microfilm positive polarity?
Microfilm with a positive image, where the background is dark and the text is light.
44
What is microfilm storage?
Specialized storage equipment and techniques for preserving and protecting microfilm.
45
What are the benefits of a microfilm system?
Advantages of using a microfilm system for record storage and retrieval.
46
What are the considerations for a microfilm system?
Factors to consider when implementing a microfilm system, such as equipment, staffing, and workflow.
47
What is microform storage?
See microfilm storage.
48
What are microforms?
A generic term for any medium, transparent or opaque, that holds highly reduced photographic images.
49
What is an information retrieval system?
A system that allows users to search for and retrieve information from a collection of records.
50
What is large blueprint storage?
Specialized storage equipment designed to accommodate large format blueprints and drawings.
51
What is large document storage?
Specialized storage equipment designed to accommodate oversized documents and items.
52
What is the maximum-minimum method?
A method of transferring records in which a file is transferred when it reaches its maximum capacity, and new files are started at a minimum capacity.
53
What is media selection?
The process of choosing the appropriate media for storing records, considering factors such as longevity, accessibility, and cost.
54
What is media stability?
The ability of a storage medium to maintain its integrity and resist degradation over time.
55
What are the advantages of microfilm?
Benefits of using microfilm for record storage, such as space savings, durability, and security.
56
What is microfilm for preservation?
The use of microfilm as a long-term preservation medium for records.
57
What are microfilm jackets?
A plastic carrier for microfilm strips that allows for easy handling and retrieval.
58
What is microfilm positive polarity?
Microfilm with a positive image, where the background is dark and the text is light.
59
What is microfilm storage?
Specialized storage equipment and techniques for preserving and protecting microfilm.
60
What are the benefits of a microfilm system?
Advantages of using a microfilm system for record storage and retrieval.
61
What are the considerations for a microfilm system?
Factors to consider when implementing a microfilm system, such as equipment, staffing, and workflow.
62
What are microforms?
A generic term for any medium, transparent or opaque, that holds highly reduced photographic images.
63
What is open-shelf filing?
A filing system in which records are stored on open shelves, allowing for direct access.
64
What is a paper filing system?
A system for managing records that are created, received, maintained, and used in paper format.
65
What are periodic transfers?
The regular movement of inactive records from active storage to a records center or other off-site location.
66
What are physical records?
Records that have a tangible form, such as paper documents, photographs, or microfilm.
67
What is provenance?
The origin and history of records, including their creator, custodian, and any transfers of custody.
68
What is a records center carton?
A sturdy box specifically designed for storing records in a records center.
69
What is records center safety?
Measures taken to ensure the safety of staff and records in a records center, such as fire prevention and emergency procedures.
70
What is records center storage selection?
The process of choosing the appropriate storage location and method for records in a records center.
71
What is records creation?
The process of generating new records in the course of business activities.
72
What is the reduction ratio in micrographics?
In micrographics, the ratio of the size of the original document to the size of the image on microfilm.
73
What are retrieval requests?
Requests from users to access and retrieve records from a storage system.
74
What is roll microfilm?
Microfilm supplied in rolls, typically 16 mm or 35 mm wide.
75
What is rolled map storage?
Specialized storage equipment designed to accommodate rolled maps and plans.
76
What is sorting in records management?
The process of arranging records in a predetermined order, such as alphabetical or numerical.
77
What are storage advantages?
Benefits of using a particular storage method or facility, such as security, accessibility, and cost-effectiveness.
78
What is subject filing?
A filing system in which records are organized according to their subject matter.
79
What is a tickler file?
A chronological file used to remind staff of upcoming tasks or deadlines.
80
What is a topical subject file?
A file that contains records related to a specific topic or issue.
81
What is transfer eligibility?
Criteria that determine when records are eligible for transfer from active to inactive storage.
82
What is a vertical file?
A filing system in which records are stored upright in drawers or shelves.
83
What is anti-virus software?
A class of program that protects computers from viruses.
84
What is archival preservation?
The process and activities associated with maintaining records of enduring value for future generations.
85
What is archiving?
The process of moving inactive or obsolete records offline where they cannot be modified but remain available for use until they are eligible for destruction.
86
What is automatic categorization?
The process of using electronic systems to encode rules and apply them to records in order to categorize and sort them.
87
What is a bit?
A binary digit; the smallest unit of data in a computer.
88
What is a CD-ROM?
Compact Disc Read-Only Memory; a type of optical disc that is read-only.
89
What is climate control?
The management of temperature and humidity where records are stored.
90
What are cloud storage advantages?
The benefits of using cloud storage, such as scalability, accessibility, and cost-effectiveness.
91
What is data archiving?
The process of moving inactive or obsolete records offline where they cannot be modified but remain available for use until they are eligible for destruction.
92
What is data migration?
The process of moving data from one information system or storage medium to another.
93
What are decentralized files?
Records kept in different locations throughout an organization, usually in the offices where they are created and used.
94
What is digital copying?
The process of making exact copies of electronic records.
95
What is digital linear tape?
A magnetic tape format that stores data sequentially along the length of the tape.
96
What is digital preservation?
The methodologies used to prevent technological obsolescence and/or physical deterioration of digital materials.
97
What is digital storage?
The use of electronic devices and media to store information in digital format.
98
What are the advantages of digital storage?
Benefits of using digital storage include searchability, accessibility, and space efficiency.
99
What is a directory?
A hierarchical list of files and folders on a computer system.
100
What are duplicate records?
Records that have the same informational content as other records.
101
What is DVD storage?
The use of digital versatile discs (DVDs) to store electronic records.
102
What does ECM stand for?
Enterprise Content Management; a comprehensive approach to managing an organization's information assets.
103
What is electronic filing?
The process of capturing, managing, and storing records in electronic format.
104
What are the advantages of electronic filing?
Benefits of using electronic filing include searchability, accessibility, and space efficiency.
105
What are electronic filing selection criteria?
Factors to consider when choosing an electronic filing system include functionality, scalability, and cost.
106
What is electronic recordkeeping?
A system for managing records that are created, received, maintained, and used in electronic format.
107
What is electronic vaulting?
The process of electronically transferring data off-site for backup and disaster recovery purposes.
108
What is encryption?
The process of converting electronic data into a form that cannot be easily read without a decryption key.
109
What are environmental controls?
The regulation of temperature, relative humidity, and other environmental factors to preserve records and prevent deterioration.
110
What is file integrity?
The property of a record being complete, accurate, and unaltered.
111
What is filing equipment?
Furniture and other equipment used to store records, such as file cabinets, shelves, and folders.
112
What are filing selection criteria?
Factors considered when choosing a filing method include the type of records, frequency of use, and available space.
113
What is full-text search?
The ability to search for records based on any words or phrases contained within the full text of the record.
114
What is hard disk storage?
The use of hard disk drives to store electronic records.
115
What are hardware and software?
The physical components (hardware) and the programs and instructions (software) that make up a computer system.
116
What is image quality?
The clarity, resolution, and overall quality of an image, particularly in micrographics or digital imaging.
117
What are imaging system benefits?
The advantages of using an imaging system for record storage and retrieval include improved searchability, accessibility, and space efficiency.
118
What are inactive records?
Records that are no longer needed for current operations but must be retained for legal, historical, or other reasons.
119
What is information management?
The process of managing information assets throughout their lifecycle.
120
What is information retrieval?
The process of finding and accessing information from a storage system.
121
What is magnetic media storage?
The use of magnetic media, such as tapes or disks, to store electronic records.
122
What is a master file plan?
A comprehensive plan that outlines the organization and classification of all records within an organization.
123
What is media conversion?
The process of converting records from one media to another (e.g., paper to digital, microfilm to digital).
124
What is media selection?
The process of choosing the appropriate media for storing records, considering factors such as longevity, accessibility, and cost.
125
What is media stability?
The ability of a storage medium to maintain its integrity and resist degradation over time.
126
What is metadata?
Data that describes and provides information about other data, such as the creator, date, or subject of a record.
127
What is migration?
The process of transferring records from one system or storage medium to another.
128
What does OCR stand for?
Optical Character Recognition; technology that converts scanned images of text into machine-readable text.
129
What is an optical disk jukebox?
A storage device that holds multiple optical disks and can automatically load and unload them as needed.
130
What is a paper filing system?
A system for managing records that are created, received, maintained, and used in paper format.
131
What does PDF stand for?
Portable Document Format; a file format that preserves the visual appearance of a document and can be viewed on multiple computer platforms.
132
What are performance statistics?
Metrics used to track the efficiency and effectiveness of a records management system.
133
What is a petabyte?
A unit of digital storage equal to 1,024 terabytes.
134
What is the principle of availability?
The concept that records and information should be readily available to those who need them.
135
What is records center storage selection?
The process of choosing the appropriate storage location and method for records in a records center.
136
What does ROM stand for?
Read-Only Memory; computer memory that can be read but not written to.
137
What is security in records management?
Measures taken to protect records from unauthorized access, loss, or damage.
138
What is sequential access?
A method of accessing data in which records must be read in a linear sequence from beginning to end.
139
What are software selection criteria?
Factors to consider when choosing software for records management, such as functionality, compatibility, and cost.
140
What is storage?
The act and facilities associated with maintaining records for future use.
141
What is storage capacity?
The amount of records that can be stored in a given space or using a particular storage method.
142
What is storage media?
The material on which records are stored, such as paper, microfilm, or magnetic tape.
143
What is storage technology?
The methods and equipment used to store and preserve records.
144
What does TIFF stand for?
Tagged Image File Format; a standard file format for storing raster images.
145
What is usability?
The ease with which records can be accessed, used, and understood.
146
What does USB stand for?
Universal Serial Bus; a standard interface for connecting peripherals to a computer.
147
What is access control?
The framework of policy, processes, and tools to control access to a resource or physical facility.
148
What is data manipulation?
The process of changing data or its representation.
149
What is data migration?
The process of moving data from one information system or storage medium to another while maintaining the record's authenticity, integrity, reliability, and usability.
150
What are data retention schedules?
A comprehensive list of records series titles, indicating for each series the length of time it is to be maintained.
151
What is a database?
A set of structured data elements consisting of at least one file, or a group of integrated files, usually stored in one location and made available to multiple users simultaneously.
152
What is digital storage?
The use of electronic devices and media to store information in digital format.
153
What are the disadvantages of digital storage?
The drawbacks of using digital storage include the risk of obsolescence and the need for specialized equipment.
154
What is file structure naming?
The process of assigning names to files and folders in a structured manner to facilitate organization and retrieval.
155
What is a folder retention suffix?
A suffix appended to a file name to indicate its retention period.
156
What is metadata?
Data that describes and provides information about other data.
157
What is the principle of integrity?
The concept that records and information should be complete, accurate, and protected from unauthorized alteration.
158
What is semi-structured data?
Any data lacking discrete descriptions of the data type or structure.
159
What does SQL stand for?
Structured Query Language; a standardized language for managing and querying relational databases.
160
What is structured data?
Information with a high degree of organization.
161
What is unstructured data?
Any data lacking a data structure or having a data structure not easily readable by machine.
162
What is unstructured information?
Any information that has no identifiable structure of any kind.
163
What is the accuracy ratio?
A measure of the accuracy of information retrieval, calculated as the number of relevant records retrieved divided by the total number of records retrieved.
164
What are alphabetic filing rules?
Rules that govern the arrangement of records in an alphabetical filing system.
165
What is alphabetical filing?
A filing system in which records are arranged in alphabetical order.
166
What is an analytical index?
A list of headings, organized into groups based on similar characteristics rather than in alphabetical order, that points to information relevant to the heading in materials organized in some other manner.
167
What is automatic categorization?
The process of electronically categorizing records based on defined rules.
168
What is an auxiliary index?
An index that is subordinate to the main index.
169
What are barcodes?
A machine-readable code made up of a pattern of bars and spaces.
170
What are case files?
A file containing records relating to a specific action, event, person, place, project, or other subject.
171
What is classifying?
The process of analyzing records and assigning them to appropriate categories or series.
172
What is coding?
The process of assigning codes to records to facilitate their classification and retrieval.
173
What are color coded files?
A filing system that uses color to distinguish different categories or types of files.
174
What is color coding?
See color coded files.
175
What is contextual search?
A search that takes into account the context in which keywords appear, such as the surrounding words or the structure of the document.
176
What is controlled language?
A simplified and standardized form of a natural language that is used to improve the accuracy and consistency of information retrieval.
177
What are data entry costs?
The expenses associated with entering data into a computer system, including labor, equipment, and software costs.
178
What are data retention schedules?
A document that outlines how long different types of records should be retained.
179
What is a detailed index advantage?
The benefits of using a detailed index, such as improved searchability and retrieval accuracy.
180
What is dictionary arrangement?
A filing arrangement in which all records are filed alphabetically, regardless of their type or category.
181
What is a dictionary-type index?
An index that provides definitions or explanations for the terms it lists.
182
What is digital storage?
The use of electronic devices and media to store information.
183
What is direct access?
A retrieval method that allows records to be accessed directly without the need for an index.
184
What are electronic filing selection criteria?
Factors to consider when choosing an electronic filing system, such as functionality, scalability, and cost.
185
What are engineering drawings?
Technical drawings that visually communicate the design and specifications of engineered items.
186
What is a file break?
The point at which a file series is broken down into smaller segments.
187
What is file breakdown?
See file break.
188
What is a file classification system?
A scheme for organizing records by subject, function, or other criteria.
189
What is file integrity?
The property of a record being complete, accurate, and unaltered from the time of creation.
190
What is filing arrangement?
The order in which records are arranged within a file series.
191
What is a filing index?
An index that lists the codes or headings used in a filing system and their corresponding locations.
192
What are filing methods?
Different ways of organizing records within a filing system, such as alphabetical, numerical, or subject-based filing.
193
What are filing selection criteria?
Factors considered when choosing a filing method, such as the type of records, frequency of use, and available space.
194
What is filing system efficiency?
The effectiveness of a filing system in terms of speed, accuracy, and ease of use.
195
What is a functional filing system?
A filing system in which records are organized according to the function or activity they relate to.
196
What is geographic filing?
A filing system in which records are organized by geographic location.
197
What is a glossary?
A list of terms and their definitions, often specific to a particular field or subject.
198
What are hierarchical file systems?
File systems that organize files and folders in a hierarchical structure.
199
What is hierarchical filing?
A filing system in which records are arranged in a hierarchical order, from general to specific.
200
What is a hierarchical index?
An index that is organized in a hierarchical structure, with broader terms subdivided into narrower terms.
201
What is hierarchical storage?
A storage management technique that moves data between different storage media based on frequency of use.
202
What is image system indexing?
The process of indexing images within an electronic document management system.
203
What is imaging indexing?
See image system indexing.
204
What are index methods?
Different ways of creating and organizing indexes, such as alphabetical, numerical, or keyword-based indexing.
205
What is indexing?
The process of creating an ordered list of terms or headings that point to the location of information within a body of records.
206
What is indirect access?
A retrieval method that requires the use of an index or other finding aid to locate records.
207
What is an information retrieval system?
A system that allows users to search for and retrieve information from a collection of records.
208
What is keyboard indexing editing?
The process of creating and editing index entries using a keyboard.
209
What is microfilm storage?
Specialized storage equipment and techniques for preserving and protecting microfilm.
210
What is a minimal index advantage?
The benefits of using a minimal index, such as simplicity and ease of maintenance.
211
What is a naming convention?
A set of rules or guidelines for naming files, folders, or other objects within a system.
212
What is numeric filing?
A filing system in which records are arranged numerically.
213
What is a numerical index?
An index that uses numbers to identify and locate records.
214
What are primary subject categories?
The main categories used to classify records in a subject filing system.
215
What is quality assurance?
Processes and procedures designed to ensure the quality and accuracy of records and information.
216
What are retrieval requests?
Requests from users to access and retrieve records from a storage system.
217
What is a secondary record?
A copy or duplicate of a record that is not considered the official record.
218
What are subject files?
A file containing records relating to a specific subject.
219
What is subject filing?
A filing system in which records are organized by subject matter.
220
What is taxonomy?
A hierarchical classification scheme.
221
What is terminal digit filing?
A numeric filing system that uses the last few digits of a record number as the primary filing unit.
222
What is a tickler file?
A chronological file used to remind staff of upcoming tasks or deadlines.
223
What is a topical subject file?
A file that contains records related to a specific topic or issue.
224
What is a uniform classification system?
A standardized classification scheme used across an organization or industry.
225
What is accessibility?
The ease with which records can be accessed and retrieved.
226
What is an activity ratio?
A measure of the frequency with which records are accessed, calculated as the number of records accessed divided by the total number of records in the system.
227
What is a barcode?
A machine-readable code made up of a pattern of bars and spaces, used to identify and track items.
228
What is a boolean search?
A search that uses keywords and connectors (AND, OR, NOT) to combine or exclude terms.
229
What is charge-out?
The process of recording the removal of a record from a filing system.
230
What is color-coding?
A filing system that uses color to distinguish different categories or types of files.
231
What is controlled language?
A simplified and standardized form of natural language used to improve the accuracy and consistency of information retrieval.
232
What is a controlled vocabulary?
A standardized set of terms used to describe and classify records.
233
What are convenience files?
Copies of records kept in a location for the convenience of users.
234
What is conversion?
The process of changing records from one format or medium to another.
235
What is a cross-reference?
A notation in a filing system that directs users to related records filed under a different heading or location.
236
What is e-discovery relevant information?
Information that is relevant to a legal or regulatory matter and may be subject to discovery.
237
What is e-discovery searching?
The process of searching electronic records for information relevant to a legal or regulatory matter.
238
What is efficiency ratio?
A measure of the efficiency of a filing system.
239
What is an efficiency ratio?
A measure of the efficiency of a filing system, calculated as the number of records retrieved per unit of time or effort.
240
What is employee training?
Providing employees with the knowledge and skills necessary to perform their records management responsibilities.
241
What is frequency of use?
How often records are accessed or used.
242
What is a header search?
A search that focuses on the header or metadata of a record.
243
What is indexing?
The process of creating a list of terms or headings that point to the location of information within a body of records.
244
What is inventory control?
The process of tracking and managing the records held by an organization.
245
What is keyword indexing?
The process of creating an index using keywords extracted from the text of records.
246
What is a keyword search?
A search that uses keywords to find relevant records.
247
What is a KWIC index?
Key Word In Context; an index that displays keywords in the context of the surrounding text.
248
What is a KWOC index?
Key Word Out of Context; an index that lists keywords separately from the context in which they appear.
249
What is metadata as finding aid?
The use of metadata to help users locate and retrieve records.
250
What are open-shelf files?
A filing system in which records are stored on open shelves, allowing for direct access.
251
What are physical records?
Records that have a tangible form, such as paper documents, photographs, or microfilm.
252
What is the principle of availability?
The concept that records should be readily available to those who need them.
253
What is a proximity search?
A search that looks for keywords that appear near each other in a document.
254
What is radio frequency identification?
A technology that uses radio waves to identify and track objects.
255
What is refiling?
The process of returning records to their proper location in a filing system after they have been used.
256
What is retrieval efficiency?
A measure of how quickly and accurately records can be retrieved from a storage system.
257
What are retrieval requests?
Requests from users to access records.
258
What is a search?
The process of looking for and retrieving information from a storage system.
259
What are search engines?
Software programs that allow users to search for information on the internet or within a specific database.
260
What is search optimization?
The process of improving the searchability of electronic records.
261
What are searching techniques?
Different methods for searching for information, such as keyword searches, Boolean searches, and proximity searches.
262
What does semantic mean?
Relating to the meaning of words and phrases.
263
What is a string search?
A search that looks for a specific sequence of characters within a document.
264
What is system development?
The process of designing, building, and implementing a new information system.
265
What does truncated mean?
Shortened or abbreviated.
266
What is a truncated search?
A search that uses a shortened or truncated version of a keyword to find variations of the term.
267
What are user requirements?
The needs and expectations of users for a records management system.
268
What is a wild card?
A special character that can be used in a search to represent any character or combination of characters.
269
What is the analysis phase?
The stage in a project where information is gathered and analyzed to determine needs and requirements.
270
What is an audit?
A systematic examination of records and information management practices to assess compliance with policies and standards.
271
What is the chain of custody?
The documented and unbroken transfer of evidence.
272
What are cloud storage services?
Services that provide off-site storage of electronic data in the cloud.
273
What are cloud-based repositories?
Storage locations for electronic records that are hosted in the cloud.
274
What is the collection phase?
The stage in the e-discovery process where relevant ESI is gathered.
275
What is a data center?
A facility that houses computer systems and associated components, such as telecommunications and storage systems.
276
What is data culling?
The process of reducing the volume of ESI to be reviewed in e-discovery by eliminating irrelevant or duplicate information.
277
What is discovery?
The process of identifying, preserving, collecting, and producing information in response to a legal or regulatory request.
278
What is a discovery order?
A court order compelling a party to produce information in a legal matter.
279
What is a discovery plan?
A plan outlining the steps to be taken in the discovery process.
280
What is e-discovery?
The process of identifying, preserving, collecting, and producing electronically stored information (ESI) in response to a legal or regulatory request.
281
What is electronic records disposition?
The process of permanently destroying or transferring electronic records to an archive in accordance with the records retention schedule.
282
What is an electronic records inventory?
A detailed listing of an organization's electronic records, including their location, format, and retention requirements.
283
What is evidence preservation?
The process of protecting and safeguarding evidence, including records, from alteration, damage, or destruction.
284
What is a file plan?
A classification scheme that identifies and describes the different types of records created and maintained by an organization.
285
What is the identification phase?
The stage in the e-discovery process where potentially relevant electronically stored information (ESI) is identified.
286
What is litigation hold?
A directive to preserve potentially relevant information in anticipation of litigation.
287
What is litigation risk?
The potential for legal action or disputes related to records and information management.
288
What is native format?
The original format in which electronic records were created and stored.
289
What is the preservation phase?
The stage in the e-discovery process where relevant ESI is preserved from alteration or destruction.
290
What is the principle of accountability?
A Generally Accepted Recordkeeping Principle®: A senior executive (or a person of comparable authority) shall oversee the information governance program and delegate responsibility for records and information management to appropriate individuals.
291
What is the principle of integrity?
A Generally Accepted Recordkeeping Principle®: An information governance program shall be constructed so that the information assets generated by or managed for the organization have a reasonable and suitable guarantee of authenticity and reliability.
292
What is the principle of protection?
A Generally Accepted Recordkeeping Principle®: An information governance program shall be constructed to ensure a reasonable level of protection to information assets that are private, confidential, privileged, secret, classified, or essential to business continuity.
293
What is the principle of transparency?
A Generally Accepted Recordkeeping Principle®: An organization's business processes and activities, including its information governance program, shall be documented in an open and verifiable manner, and that documentation shall be available to all personnel and appropriate interested parties.
294
What is the processing phase?
The stage in the e-discovery process where collected ESI is prepared for review and analysis.
295
What is the production phase?
The stage in the e-discovery process where relevant ESI is produced to the requesting party.
296
What is spoliation?
The intentional or negligent destruction, alteration, or concealment of evidence.
297
What does trustworthy mean?
The quality of being dependable and reliable.
298
What is back-file conversion?
The process of converting existing paper or microfilm records to electronic format.
299
What are conversion considerations?
Factors to consider when planning a conversion project, such as the volume of records, desired output format, and available resources.
300
What are conversion labor costs?
The cost of labor associated with converting records from one format or medium to another.
301
What is conversion planning?
The process of planning and organizing a conversion project.
302
What is cost-benefit analysis?
An evaluation of the costs and benefits of a proposed project or action.
303
What are data entry costs?
The cost of labor and resources associated with entering data into a system.
304
What is data migration?
The process of moving data from one information system or storage medium to another.
305
What are data storage costs?
The cost of storing records, including the cost of media, equipment, and facilities.
306
What are digital storage advantages?
The benefits of using digital storage, such as searchability, accessibility, and space efficiency.
307
What are digital storage disadvantages?
The drawbacks of using digital storage, such as the risk of obsolescence and the need for specialized equipment.
308
What is document preparation?
The process of preparing records for conversion or storage, such as removing staples and repairing tears.
309
What is ERMS?
Electronic Records Management System; a system for managing electronic records throughout their lifecycle.
310
What is filing equipment?
Furniture and other equipment used to store records, such as file cabinets, shelves, and folders.
311
What is filing system efficiency?
The effectiveness of a filing system in terms of speed, accuracy, and ease of use.
312
What is imaging indexing?
The process of indexing images within an electronic document management system.
313
What are imaging system costs?
The expenses associated with implementing and maintaining an imaging system.
314
What is the information lifecycle?
The stages that records and information go through from creation to disposition.
315
What is an information retrieval system?
A system that allows users to search for and retrieve information from a collection of records.
316
What is large document storage?
Specialized storage equipment designed to accommodate oversized documents and items.
317
What is magnetic media storage?
The use of magnetic media, such as tapes or disks, to store electronic records.
318
What is media conversion?
The process of converting records from one media to another (e.g., paper to digital, microfilm to digital).
319
What is media selection?
The process of choosing the appropriate media for storing records, considering factors such as longevity, accessibility, and cost.
320
What are microfilm advantages?
The benefits of using microfilm for record storage, such as space savings, durability, and security.
321
What is microfilm storage?
Specialized storage equipment and techniques for preserving and protecting microfilm.
322
What are microfilm system benefits?
The advantages of using a microfilm system for record storage and retrieval.
323
What are microfilm system considerations?
Factors to consider when implementing a microfilm system, such as equipment, staffing, and workflow.
324
What is micrographics implementation?
The process of implementing a micrographics system for record storage and retrieval.
325
What is migration testing?
The process of testing a data migration project to ensure that data is transferred accurately and completely.
326
What are non-standardized documents?
Documents that do not conform to a standard format or template.
327
What is optical disk storage?
The use of optical disks, such as CDs and DVDs, to store electronic records.
328
What is oxidation?
A chemical reaction that can cause the deterioration of records, particularly those stored on paper or microfilm.
329
What are performance statistics?
Metrics used to track the efficiency and effectiveness of a records management system.
330
What is a pilot installation?
A small-scale implementation of a new system or process to test its feasibility and effectiveness.
331
What is the principle of availability?
The concept that records should be readily available to those who need them.
332
What is the principle of transparency?
The concept that records and information management practices should be open and transparent.
333
What is quality assurance?
Processes and procedures designed to ensure the quality and accuracy of records and information.
334
What are records center operating procedures?
Procedures that govern the operation of a records center.
335
What is records center space planning?
The process of planning and allocating space in a records center.
336
What are records center standards?
Standards that govern the design, construction, and operation of records centers.
337
What is records center storage selection?
The process of choosing the appropriate storage location and method for records in a records center.
338
What is records systems analysis?
The process of analyzing an organization's records management needs and requirements.
339
What is scan-on-demand?
A conversion method in which records are scanned only when they are needed.
340
What are software selection criteria?
Factors to consider when choosing software for records management, such as functionality, compatibility, and cost.
341
What is spoliation?
The intentional or negligent destruction, alteration, or concealment of evidence.
342
What is storage capacity?
The amount of records that can be stored in a given space or using a particular storage method.
343
What is system implementation?
The process of putting a new system or process into operation.
344
What is system payback period?
The amount of time it takes for the benefits of a new system to exceed its costs.
345
What are system upgrades?
The process of updating or improving an existing system.
346
What is usability?
The ease with which records can be accessed, used, and understood.
347
What is vendor selection?
The process of choosing a vendor to provide records management products or services.
348
What is archiving?
The process of moving inactive or obsolete records offline where they cannot be modified but remain available for use until they are eligible for destruction.
349
What is an audit?
A systematic examination of records and information management practices to assess compliance with policies and standards.
350
What is back-file conversion?
The process of converting existing paper or microfilm records to electronic format.
351
What is conversion?
The process of converting records from one format or medium to another.
352
What is conversion planning?
The process of planning and organizing a conversion project.
353
What is data archiving?
The process of moving inactive or obsolete records offline where they cannot be modified but remain available for use until they are eligible for destruction.
354
What is data migration?
The process of moving data from one information system or storage medium to another.
355
What are data storage costs?
The cost of storing records, including the cost of media, equipment, and facilities.
356
What is digital storage?
The use of electronic devices and media to store information in digital format.
357
What is document preparation?
The process of preparing records for conversion or storage, such as removing staples and repairing tears.
358
What does ECM stand for?
ECM stands for Enterprise Content Management; a comprehensive approach to managing an organization's information assets.
359
What is electronic recordkeeping?
A system for managing records that are created, received, maintained, and used in electronic format.
360
What is an electronic records inventory?
A detailed listing of an organization's electronic records, including their location, format, and retention requirements.
361
What is electronic vaulting?
The process of electronically transferring data off-site for backup and disaster recovery purposes.
362
What is employee training in records management?
Providing employees with the knowledge and skills necessary to perform their records management responsibilities.
363
What does extensible markup language refer to?
A markup language that defines a set of rules for encoding documents in a format that is both human-readable and machine-readable.
364
What is a file extension?
A suffix appended to a file name to indicate its format.
365
What is filing arrangement?
The order in which records are arranged within a file series.
366
What does HTML stand for?
HTML stands for Hypertext Markup Language; a standardized system for tagging text files to achieve font, color, graphic, and hyperlink effects on World Wide Web pages.
367
What is hypertext markup language?
See HTML.
368
What is image quality?
The clarity, resolution, and overall quality of an image, particularly in micrographics or digital imaging.
369
What is image system indexing?
The process of indexing images within an electronic document management system.
370
What is imaging indexing?
The process of indexing images within an electronic document management system.
371
What are the benefits of an imaging system?
The advantages of using an imaging system for record storage and retrieval, such as improved searchability, accessibility, and space efficiency.
372
What are the costs associated with an imaging system?
The expenses associated with implementing and maintaining an imaging system, including hardware, software, and labor costs.
373
What are inactive records?
Records that are no longer needed for current operations but must be retained for legal, historical, or other reasons.
374
What is index data backup?
The process of backing up index data to protect against data loss.
375
What is indexing?
The process of creating a list of terms or headings that point to the location of information within a body of records.
376
What is the information lifecycle?
The stages that records and information go through from creation to disposition.
377
What is media conversion?
The process of converting records from one media to another (e.g., paper to digital, microfilm to digital).
378
What is metadata?
Data that describes and provides information about other data, such as the creator, date, or subject of a record.
379
What is a mirror database?
An exact copy of a database that is maintained as a backup or for disaster recovery purposes.
380
What is native format?
The original format in which electronic records were created and stored.
381
What is online storage?
A storage method in which records are stored on a device or system that is directly accessible to users.
382
What are performance statistics?
Metrics used to track the efficiency and effectiveness of a records management system.
383
What are periodic transfers?
The regular movement of inactive records from active storage to a records center or other off-site location.
384
What is a pilot system?
A small-scale implementation of a new system or process to test its feasibility and effectiveness.
385
What is the principle of availability?
A Generally Accepted Recordkeeping Principle®: An organization shall maintain its information assets in a manner that ensures their timely, efficient, and accurate retrieval.
386
What is the principle of integrity?
A Generally Accepted Recordkeeping Principle®: An information governance program shall be constructed so that the information assets generated by or managed for the organization have a reasonable and suitable guarantee of authenticity and reliability.
387
What is the principle of retention?
A Generally Accepted Recordkeeping Principle®: An organization shall maintain its information assets for an appropriate time, taking into account their legal, regulatory, fiscal, operational, and historical requirements.
388
What is a proprietary format?
A file format that is owned and controlled by a specific vendor or company.
389
What is quality assurance?
Processes and procedures designed to ensure the quality and accuracy of records and information.
390
What is records structure?
The manner in which records are organized and formatted, including their physical and logical characteristics.
391
What is a search engine?
A software program that allows users to search for information on the internet or within a specific database.
392
What is search optimization?
The process of improving the searchability of electronic records.
393
What is system development?
The process of designing, building, and implementing a new information system.
394
What are system upgrades?
The process of updating or improving an existing system.
395
What does TIFF stand for?
Tagged Image File Format; a standard file format for storing raster images.
396
What is usability?
The ease with which records can be accessed, used, and understood.
397
What is vendor selection?
The process of choosing a vendor to provide records management products or services.
398
What does XML stand for?
Extensible Markup Language; a markup language that defines a set of rules for encoding documents in a format that is both human-readable and machine-readable.
399
What are access hours?
The times when records are accessible to users.
400
What is accession rate?
The rate at which records are added to a collection or repository.
401
What is accessioning?
The process of formally accepting records into a collection or repository.
402
What are acid-free boxes?
Storage boxes that are made from acid-free materials to protect records from deterioration.
403
What are active records?
Records that are in current use and frequently accessed.
404
What is activity ratio?
A measure of the frequency with which records are accessed.
405
What are barcodes?
A machine-readable code made up of a pattern of bars and spaces.
406
What are barcoding benefits?
The advantages of using barcodes for record management, such as improved tracking and retrieval efficiency.
407
What is business continuity?
The ability of an organization to continue operating during and after a disruption or disaster.
408
What are catwalks?
Narrow walkways or platforms that provide access to records stored in high-density shelving systems.
409
What is climate control?
The regulation of temperature and relative humidity to retard deterioration.
410
What is a commercial records center?
A company that provides off-site storage and management services for records.
411
What are the advantages of a commercial records center?
The benefits of using a commercial records center, such as reduced costs and improved security.
412
What are commercial records center contracts?
Agreements between an organization and a commercial records center that outline the services to be provided and the associated costs.
413
What are commercial records center costs?
The expenses associated with using a commercial records center, including storage fees, retrieval fees, and other service charges.
414
What is commercial records center evaluation?
The process of assessing the suitability and performance of a commercial records center.
415
What is the commercial records center location?
The physical location of a commercial records center.
416
What is a commercial records center RFI?
Request for Information; a document used to gather information from potential commercial records center vendors.
417
What are commercial records center services?
The services offered by a commercial records center, such as storage, retrieval, and destruction of records.
418
What is commercial records center storage integrity?
The extent to which a commercial records center maintains the accuracy, completeness, authenticity, and reliability of the records it stores.
419
What is compartmentalizing records center?
The practice of dividing a records center into separate compartments or areas for different types of records or security levels.
420
What are costs in records management?
The expenses associated with records management, including the cost of labor, equipment, and supplies.
421
What are cubic terms?
Units of measurement for volume, such as cubic feet or cubic meters.
422
What is data archiving?
The process of moving inactive or obsolete records offline.
423
What is the definition of a data center?
A facility that houses computer systems and associated components, such as telecommunications and storage systems.
424
What are data retention schedules?
A document that outlines how long different types of records should be retained.
425
What are de facto standards?
Standards that have been established through common practice or widespread adoption, rather than through a formal process.
426
What is destruction authorization?
The process of obtaining approval to destroy records.
427
What are destruction methods?
Different ways of destroying records, such as shredding, pulping, or incineration.
428
What is a disposition area?
A designated area in a records center where records are prepared for destruction or transfer to an archive.
429
What is electronic vaulting?
The process of electronically transferring data off-site for backup and disaster recovery purposes.
430
What is employee training in records management?
Providing employees with the knowledge and skills necessary to perform their records management responsibilities.
431
What are environmental controls?
The regulation of temperature, relative humidity, and other environmental factors to preserve records and prevent deterioration.
432
What is feeder aisle size?
The width of the aisles between rows of shelving in a records center.
433
What is fiduciary responsibility?
A legal or ethical obligation to act in the best interests of another party.
434
What are filing guides?
Dividers used in a filing system to separate different sections or categories of records.
435
What is filing system efficiency?
The effectiveness of a filing system in terms of speed, accuracy, and ease of use.
436
What are fire codes?
Regulations that govern fire safety in buildings, including records centers.
437
What are floor load requirements?
The amount of weight that a floor in a records center must be able to support.
438
What is growth assessment?
An evaluation of the rate at which an organization's records are growing.
439
What is a high reference rate?
A high frequency of retrieval requests for records.
440
What are hydraulic lifts?
Mechanical lifts used to access records stored in high-density shelving systems.
441
What are inactive records?
Records that are no longer needed for current operations but must be retained for legal, historical, or other reasons.
442
What is index data backup?
The process of backing up index data to protect against data loss.
443
What is an information retrieval system?
A system that enables users to search for and retrieve information from a collection of records.
444
What is insurance coverage in the context of records?
Insurance policies that protect against the loss or damage of records.
445
What is interfiling?
The process of inserting new records into an existing filing sequence.
446
What is inventory control?
The process of tracking and managing the records held by an organization.
447
What is ladder height?
The height of ladders used to access records stored in high-density shelving systems.
448
What does locating lost records involve?
The process of finding records that have been misplaced or lost.
449
What are location considerations?
Factors to consider when choosing a location for a records center, such as accessibility, security, and environmental conditions.
450
What is magnetic media storage?
The use of magnetic media, such as tapes or disks, to store electronic records.
451
What is metadata?
Data that describes and provides information about other data, such as the creator, date, or subject of a record.
452
What is microfilm storage?
Specialized storage equipment and techniques for preserving and protecting microfilm.
453
What is mobile shelving?
A type of shelving that can be moved to create aisles for access, allowing for high-density storage of records.
454
What is open-shelf filing?
A filing system in which records are stored on open shelves, allowing for direct access.
455
What are operating costs?
The ongoing expenses associated with running a records center, such as utilities, maintenance, and labor costs.
456
What are operating procedures?
Procedures that govern the day-to-day operations of a records center.
457
What is optical disk storage?
The use of optical disks, such as CDs and DVDs, to store electronic records.
458
What is outsourcing?
The practice of contracting with a third-party vendor to provide records management services.
459
What are pallets?
Wooden or plastic platforms used to store and transport boxes of records.
460
What is a paper filing system?
A system for managing records that are created, received, maintained, and used in paper format.
461
What are performance statistics?
Metrics used to track the efficiency and effectiveness of a records management system.
462
What is the periodic method?
A method of transferring records to a records center in which transfers occur at fixed intervals, such as monthly or annually.
463
What are periodic transfers?
The regular movement of inactive records from active storage to a records center or other off-site location.
464
What are permanent removal fees?
Fees charged by a commercial records center for the permanent removal and destruction of records.
465
What does perpetual mean?
Never ending or changing.
466
What is the perpetual method?
A method of transferring records in which records are transferred continuously as they become inactive.
467
What is a pick list?
A list of records or files to be retrieved from storage.
468
What are platform ladders?
A type of ladder with a platform at the top for users to stand on while accessing records.
469
What is point loading?
The concentration of weight or pressure on a specific point of a storage system.
470
What is the principle of accountability?
A Generally Accepted Recordkeeping Principle®: A senior executive (or a person of comparable authority) shall oversee the information governance program and delegate responsibility for records and information management to appropriate individuals. The organization adopts policies and procedures to guide personnel and ensure that the program can be audited.
471
What is the principle of availability?
A Generally Accepted Recordkeeping Principle®: An organization shall maintain its information assets in a manner that ensures their timely, efficient, and accurate retrieval.
472
What is the principle of compliance?
A Generally Accepted Recordkeeping Principle®: An information governance program shall be constructed to comply with applicable laws, other binding authorities, and the organization's policies.
473
What is the principle of protection?
A Generally Accepted Recordkeeping Principle®: An information governance program shall be constructed to ensure a reasonable level of protection to information assets that are private, confidential, privileged, secret, classified, or essential to business continuity.
474
What is a prism?
A transparent optical element that refracts light.
475
What is quality assurance?
Processes and procedures designed to ensure the quality and accuracy of records and information.
476
What are records center activities?
The various activities that take place in a records center, such as accessioning, storage, retrieval, and disposition of records.
477
What is the records center administrative area?
A designated area in a records center for administrative functions, such as receiving and processing records.
478
What are records center advantages?
The benefits of using a records center for storing and managing inactive records, such as reduced costs and improved security.
479
What are records center benefits?
See records center advantages.
480
What is records center box inventory?
A detailed list of the boxes of records stored in a records center, including their contents and location.
481
What is a records center building?
The physical structure that houses a records center.
482
What are records center burglar alarms?
Security systems designed to detect and deter burglaries in a records center.
483
What is a records center carton?
A sturdy cardboard box used to store records in a records center.
484
What is records center construction?
The process of designing and building a records center.
485
What are records center duties?
The responsibilities of records center staff, such as accessioning, storing, retrieving, and disposing of records.
486
What is records center lighting?
The type and intensity of lighting used in a records center.
487
What are records center objectives?
The goals and purposes of a records center, such as providing secure and efficient storage and retrieval of records.
488
What are records center operating procedures?
Procedures that govern the day-to-day operations of a records center.
489
What is records center safety?
Measures taken to ensure the safety of staff and records in a records center, such as fire prevention and emergency procedures.
490
What is records center security?
Measures taken to protect records in a records center from unauthorized access, loss, or damage.
491
What is records center shelf numbering?
A system for assigning unique numbers to shelves in a records center to facilitate the location of records.
492
What is records center shelving?
The type of shelving used in a records center to store records.
493
What is records center space planning?
The process of planning and allocating space in a records center.
494
What are records center sprinklers?
Fire suppression systems that use sprinklers to extinguish fires in a records center.
495
What are records center standards?
Standards that govern the design, construction, and operation of records centers.
496
What is records center storage selection?
The process of choosing the appropriate storage location and method for records in a records center.
497
What is a records center workforce?
The staff who work in a records center.
498
What is reference accessibility?
The ease with which users can access records for reference purposes.
499
What are reference requests?
Requests from users to access records for reference purposes.
500
What are refiles?
The process of returning a record to its proper location in a filing system after use.
501
What is retrieval requests?
Requests from users to access and retrieve records from a storage system.
502
What are scheduled records?
Records that have been assigned a retention period and disposition instructions according to a records retention schedule.
503
What are screening boxes?
Boxes used to temporarily store records that are being screened for confidential or sensitive information.
504
What is security in the context of records centers?
Measures taken to protect records from unauthorized access, loss, or damage.
505
What is seismic stability?
The ability of a storage system or facility to withstand earthquakes or other seismic events.
506
What are service priorities?
The order in which different types of records or users are given priority for service or access.
507
What is shelving?
Furniture or structures used to store records, typically consisting of horizontal shelves supported by vertical supports.
508
What is shelving stability?
The ability of shelving to support the weight of stored records without collapsing or deforming.
509
What is sorting?
The process of arranging records in a predetermined order, such as alphabetical or numerical.
510
What is a space numbering system?
A system for assigning unique numbers or codes to storage locations in a records center.
511
What is stack area layout?
The arrangement of shelving and aisles in a records center storage area.
512
What are steel shelving units?
Shelving units made from steel, often used in records centers due to their strength and durability.
513
What are storage advantages?
The benefits of using a particular storage method or facility, such as security, accessibility, and cost-effectiveness.
514
What is storage capacity?
The amount of records that can be stored in a given space or using a particular storage method.
515
What is storage media?
The material on which records are stored, such as paper, microfilm, or magnetic tape.
516
What are table top carts?
Carts with a flat top surface that can be used to transport records or boxes of records.
517
What is transfer eligibility?
Criteria that determine when records are eligible for transfer from active to inactive storage.
518
What are transfer lists?
Lists of records that are being transferred to a records center or archive.
519
What is underground storage?
Storage facilities that are located underground, often used for security or environmental reasons.
520
What is vault storage?
Secure storage areas, often with reinforced walls and doors, used to protect valuable or confidential records.
521
What is vendor selection?
The process of choosing a vendor to provide records management products or services.
522
What is access control?
The framework of policy, processes, and tools to control access to a resource or physical facility.
523
What is an air gap?
A security measure in which a computer or network is physically isolated from other networks to prevent unauthorized access.
524
What is an algorithm?
A set of rules or instructions for performing a task or solving a problem.
525
What are backups?
Copies of records or data that are created and stored separately to protect against data loss.
526
What is big data?
Extremely large and complex data sets that cannot be easily managed or analyzed using traditional data processing methods.
527
What does biometric refer to?
Relating to the measurement and analysis of unique physical or behavioral characteristics, such as fingerprints or facial recognition, for identification or authentication purposes.
528
What is business continuity?
The ability of an organization to continue operating during and after a disruption or disaster.
529
What is climate control?
The regulation of temperature and relative humidity to retard deterioration.
530
What is cloud computing?
The delivery of computing services, including servers, storage, databases, networking, software, analytics, and intelligence, over the Internet ('the cloud').
531
What are cloud computing services?
See cloud computing.
532
What is co-hosting?
A data center arrangement in which multiple organizations share space and infrastructure.
533
What is a co-located data center?
A data center that is located in the same facility as another data center or business operation.
534
What is a dark data center?
A data center that is designed to operate with minimal human intervention.
535
What is a data center?
A facility that houses computer systems and associated components, such as telecommunications and storage systems.
536
What is data center design?
The process of planning and designing a data center.
537
What is data center infrastructure?
The physical and logical components that support the operation of a data center, such as power, cooling, and networking systems.
538
What are data center services?
The services offered by a data center, such as server hosting, data storage, and network management.
539
What are data center standards?
Standards that govern the design, construction, and operation of data centers.
540
What is a data lake?
A centralized repository that allows you to store all your structured and unstructured data at any scale.
541
What is data migration?
The process of moving data from one information system or storage medium to another.
542
What is data mining?
The process of analyzing large data sets to identify patterns, trends, and anomalies.
543
What is a data warehouse?
A large store of data accumulated from a wide range of sources within a company and used to guide management decisions.
544
What is demarcation?
The process of establishing boundaries or limits between different systems or areas of responsibility.
545
What is digital storage?
The use of electronic devices and media to store information in digital format.
546
What is disaster recovery?
The process of restoring data and systems after a disruption or disaster.
547
What is electronic recordkeeping?
A system for managing records that are created, received, maintained, and used in electronic format.
548
What is e-vaulting?
The process of electronically transferring data off-site for backup and disaster recovery purposes.
549
What is hierarchical storage management?
A storage management technique that moves data between different storage media based on frequency of use.
550
What is humidity?
The amount of moisture in the air.
551
What are inactive records?
Records that are no longer needed for current operations but must be retained for legal, historical, or other reasons.
552
What is an information retrieval system?
A system that enables users to search for and retrieve information from a collection of records.
553
What is magnetic media storage?
The use of magnetic media, such as tapes or disks, to store electronic records.
554
What is native format?
The original format in which electronic records were created and stored.
555
What is a network?
A group of interconnected computers and devices that can communicate with each other.
556
What is online storage?
A storage method in which records are stored on a device or system that is directly accessible to users.
557
What is an outage?
A period of time when a system or service is unavailable.
558
What are periodic transfers?
The regular movement of inactive records from active storage to a records center or other off-site location.
559
What is redundancy?
The duplication of critical components or systems to ensure continued operation in the event of a failure.
560
What is a search engine?
A software program that allows users to search for information on the internet or within a specific database.
561
What is security in the context of records?
Measures taken to protect records from unauthorized access, loss, or damage.
562
What is seismic stability?
The ability of a storage system or facility to withstand earthquakes or other seismic events.
563
What is site selection?
The process of choosing a location for a records center or data center.
564
What is storage technology?
The methods and equipment used to store and preserve records.
565
What is transfer eligibility?
Criteria that determine when records are eligible for transfer from active to inactive storage.
566
What is a click-through agreement?
An online agreement that requires users to click a button or check a box to indicate their acceptance of the terms.
567
What is cloud computing?
A model for enabling ubiquitous, convenient, on-demand network access to a shared pool of configurable computing resources (e.g., networks, servers, storage, applications, and services) that can be rapidly provisioned and released with minimal management effort or service provider interaction.
568
What are cloud computing services?
Specific services offered via cloud computing, such as software as a service (SaaS), platform as a service (PaaS), and infrastructure as a service (IaaS).
569
What is cloud computing storage?
Data storage services offered via cloud computing.
570
What are the advantages of cloud storage?
Benefits of using cloud storage for records, such as scalability and flexibility in terms of storage and costs.
571
What is cloud storage data retention?
Policies and procedures for retaining data stored in the cloud, including data retention schedules and legal holds.
572
What are cloud storage internal controls?
Processes and procedures implemented within an organization to manage risks associated with cloud storage, such as access controls, encryption, and data backup and recovery.
573
What is cloud storage security?
Measures taken to protect data stored in the cloud from unauthorized access, loss, or damage.
574
What are cloud storage services?
Services that provide off-site storage of electronic data in the cloud.
575
What are cloud-based repositories?
Storage locations for electronic records that are hosted in the cloud.
576
What are contracts?
A legally binding agreement between two or more parties.
577
What is cost-benefit analysis?
The process of evaluating the costs and benefits of a proposed project or action.
578
What are cyclical capacity demands?
Fluctuations in storage needs that occur on a regular cycle, such as seasonal variations or project-based fluctuations.
579
What are data retention schedules?
A document that outlines how long different types of records should be retained.
580
What is digital storage?
The use of electronic devices and media to store information in digital format.
581
What is document preparation?
The process of preparing records for conversion or storage, such as removing staples and repairing tears.
582
What are electronic filing selection criteria?
Factors to consider when choosing an electronic filing system, such as functionality, scalability, and cost.
583
What is electronic records disposition?
The process of permanently destroying or transferring electronic records to an archive in accordance with the records retention schedule.
584
What is filing equipment?
Furniture and other equipment used to store records, such as file cabinets, shelves, and folders.
585
What is filing system efficiency?
The effectiveness of a filing system in terms of speed, accuracy, and ease of use.
586
What is hard disk storage?
The use of hard disk drives to store electronic records.
587
What are hybrid cloud services?
Cloud computing services that combine on-premises infrastructure with cloud-based resources.
588
Who are infrastructure providers?
Companies that provide the underlying infrastructure for cloud computing, such as servers, storage, and networking.
589
What is a multi-tenant model?
A cloud computing model in which multiple customers share the same infrastructure and resources.
590
What is a network?
A group of two or more computer systems linked together.
591
What is the principle of availability?
A Generally Accepted Recordkeeping Principle®: An organization shall maintain its information assets in a manner that ensures their timely, efficient, and accurate retrieval.
592
What is the principle of protection?
A Generally Accepted Recordkeeping Principle®: An information governance program shall be constructed to ensure a reasonable level of protection to information assets that are private, confidential, privileged, secret, classified, or essential to business continuity.
593
What is the principle of retention?
A Generally Accepted Recordkeeping Principle®: An organization shall maintain its information assets for an appropriate time, taking into account their legal, regulatory, fiscal, operational, and historical requirements.
594
What is a private cloud?
A cloud computing environment that is dedicated to a single organization or entity.
595
What is SaaS?
Software as a Service; a cloud computing service model in which software applications are delivered over the Internet.
596
What is security in records management?
Measures taken to protect records and information from unauthorized access, use, disclosure, disruption, modification, or destruction.
597
What are software selection criteria?
Factors to consider when choosing software for records management, such as functionality, compatibility, and cost.
598
What is user collaboration?
The ability of multiple users to work together on records and information.
599
What is vendor selection?
The process of choosing a vendor to provide records management products or services.
600
What is accessioning?
The process of formally accepting records into a collection or repository.
601
What is the accuracy ratio?
A measure of the accuracy of information retrieval, calculated as the number of relevant records retrieved divided by the total number of records retrieved.
602
What are acid-neutral folders?
File folders that are made from acid-neutral materials to protect records from deterioration.
603
What are acid-neutral storage boxes?
Storage boxes that are made from acid-neutral materials to protect records from deterioration.
604
What are active records?
Records that are in current use and frequently accessed.
605
What is archival preservation?
The process and activities associated with maintaining records of enduring value for future generations.
606
Who are authorized users?
Individuals who have permission to access certain records or information.
607
What are barcoding benefits?
The advantages of using barcodes for record management, such as improved tracking and retrieval efficiency.
608
What is business continuity?
The ability of an organization to continue operating during and after a disruption or disaster.
609
What is a certificate of destruction?
A document that certifies that records have been destroyed in accordance with applicable laws and regulations.
610
What are commercial records center agreements?
Contracts between an organization and a commercial records center that outline the services to be provided and the associated costs.
611
What are commercial records center contracts?
See commercial records center agreements.
612
What is commercial records center evaluation?
The process of assessing the suitability and performance of a commercial records center.
613
What is commercial records center storage integrity?
The extent to which a commercial records center maintains the accuracy, completeness, authenticity, and reliability of the records it stores.
614
What are contracts?
A legally binding agreement between two or more parties.
615
What is data destruction?
The process of securely and permanently destroying records or data.
616
What is electronic records disposition?
The process of permanently destroying or transferring electronic records to an archive in accordance with the records retention schedule.
617
What are emergency procedures?
Procedures that outline the steps to be taken in the event of an emergency, such as a fire or flood.
618
What is employee training?
Providing employees with the knowledge and skills necessary to perform their records management responsibilities.
619
What is an exit fee?
A fee charged by a commercial records center for the removal of records from their facility.
620
What does filing system efficiency refer to?
The effectiveness of a filing system in terms of speed, accuracy, and ease of use.
621
What are fire codes?
Regulations that govern fire safety in buildings, including records centers.
622
What is halon?
A gas that is used in fire suppression systems to extinguish fires.
623
What are inactive records?
Records that are no longer needed for current operations but must be retained for legal, historical, or other reasons.
624
What is indexing?
The process of creating a list of terms or headings that point to the location of information within a body of records.
625
What is the information lifecycle?
The stages that records and information go through from creation to disposition.
626
What is information retrieval?
The process of finding and accessing information from a storage system.
627
What is interfiling?
The process of inserting new records into an existing filing sequence.
628
What is inventory control?
The process of tracking and managing the records held by an organization.
629
What is keypad entry?
A method of entering data into a system using a keypad.
630
What is open-shelf filing?
A filing system in which records are stored on open shelves, allowing for direct access.
631
What are performance statistics?
Metrics used to track the efficiency and effectiveness of a records management system.
632
What are periodic transfers?
The regular movement of inactive records from active storage to a records center or other off-site location.
633
What are permanent removal fees?
Fees charged by a commercial records center for the permanent removal and destruction of records.
634
What are physical records?
Records that have a tangible form, such as paper documents, photographs, or microfilm.
635
What are platform ladders?
A type of ladder with a platform at the top for users to stand on while accessing records.
636
What is the principle of availability?
A Generally Accepted Recordkeeping Principle®: An organization shall maintain its information assets in a manner that ensures their timely, efficient, and accurate retrieval.
637
What is the principle of disposition?
A Generally Accepted Recordkeeping Principle®: An organization shall provide secure and appropriate disposition for information assets no longer required to be maintained by applicable laws and the organization's policies.
638
What is the principle of protection?
A Generally Accepted Recordkeeping Principle®: An information governance program shall be constructed to ensure a reasonable level of protection to information assets that are private, confidential, privileged, secret, classified, or essential to business continuity.
639
What is quality assurance?
Processes and procedures designed to ensure the quality and accuracy of records and information.
640
What are records center activities?
The various activities that take place in a records center, such as accessioning, storage, retrieval, and disposition of records.
641
What is a records center box inventory?
A detailed list of the boxes of records stored in a records center, including their contents and location.
642
What are records center duties?
The responsibilities of records center staff, such as accessioning, storing, retrieving, and disposing of records.
643
What are records center operating procedures?
Procedures that govern the day-to-day operations of a records center.
644
What does records center safety entail?
Measures taken to ensure the safety of staff and records in a records center, such as fire prevention and emergency procedures.
645
What is records center security?
Measures taken to protect records in a records center from unauthorized access, loss, or damage.
646
What is records center shelf numbering?
A system for assigning unique numbers to shelves in a records center to facilitate the location of records.
647
What is records center shelving?
The type of shelving used in a records center to store records.
648
What are records center sprinklers?
Fire suppression systems that use sprinklers to extinguish fires in a records center.
649
What are records center standards?
Standards that govern the design, construction, and operation of records centers.
650
What is records center storage selection?
The process of choosing the appropriate storage location and method for records in a records center.
651
What is reference accessibility?
The ease with which users can access records for reference purposes.
652
What is reference analysis?
The process of analyzing reference requests to identify trends and improve service.
653
What is refiled?
The process of returning records to their proper location in a filing system after use.
654
What is retrieval efficiency?
A measure of how quickly and accurately records can be retrieved from a storage system.
655
What are retrieval requests?
Requests from users to access records.
656
What does RFID stand for?
Radio Frequency Identification; the use of radio waves to identify and track objects.
657
What are transfer cases?
Containers used to transport records to a records center or archive.
658
What is transfer eligibility?
Criteria that determine when records are eligible for transfer from active to inactive storage.
659
What is turnaround time?
The amount of time it takes to fulfill a retrieval request.
660
What are user surveys?
Surveys used to gather feedback from users about their records management needs and experiences.
661
What is vendor selection?
The process of choosing a vendor to provide records management products or services.
