CRA Part 3 Flashcards
What is active record status?
The designation given to records that are still in frequent use and needed for current operations.
What are active records?
Records that are referenced frequently in the conduct of current business.
What are aperture cards?
A card with a rectangular hole specifically designed to hold a single image on microfilm.
What is archival preservation?
The process and activities associated with maintaining records of enduring value for future generations.
What are blips in microfilm?
A mark on microfilm used for counting frames or indexing.
What is a microfilm system?
Assisted Retrieval; that uses an optical to images and to index and retrieve them.
What is a case file?
Records relating to a specific event, place, project, or other subject.
What is centralized filing?
A filing system in which all records for an organization or department are kept in one location.
What is cine mode?
The orientation of images on 16 mm microfilm in which the images run parallel to the long edge of the film.
What is climate control?
The regulation of temperature and relative humidity to retard deterioration.
What is coding in records management?
The process of assigning a code to a record to indicate its place in the file classification scheme.
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.
What are decentralized files?
Records kept in different locations throughout an organization, usually in the offices where they are created and used.
What does density refer to in micrographics?
The degree of compactness of a substance, specifically the degree of opacity of an image on film.
What are duplicate records?
Records that have the same informational content as other records.
What is electronic recordkeeping?
A system for managing records that are created, received, maintained, and used in electronic format.
What are engineering drawings?
Technical drawings that visually communicate the design and specifications of engineered items.
What are environmental controls?
See climate control.
What is a file break?
The point at which a file series is divided to create a new file.
What is a file cabinet?
A piece of office furniture with drawers designed to hold records in file folders.
What is a file classification system?
A scheme for organizing records by subject, function, or other criteria.
What are file folder barcodes?
Barcodes affixed to file folders to facilitate tracking and retrieval.
What is file integrity?
The accuracy and completeness of records, ensuring that they have not been altered or corrupted.
What is filing arrangement?
The order in which records are arranged within a file series.
What is filing equipment?
Furniture and supplies used to store and manage records, such as file cabinets, shelves, and folders.
What are filing methods?
Different ways of organizing records within a filing system, such as alphabetical, numerical, or subject-based filing.
What are filing selection criteria?
Factors considered when choosing a filing method, such as the type of records, frequency of use, and available space.
What is filing system efficiency?
The effectiveness of a filing system in terms of speed, accuracy, and ease of use.
What does human readable mean?
Information that can be understood by humans without the need for special equipment.
What is image quality?
The clarity and resolution of an image, particularly in micrographics or digital imaging.
What are inactive records?
Records that are no longer needed for current operations but must be retained for legal, historical, or other reasons.
What is information retrieval?
The process of finding and accessing information from a storage system.
What is an information retrieval system?
A system that allows users to search for and retrieve information from a collection of records.
What is large blueprint storage?
Specialized storage equipment designed to accommodate large format blueprints and drawings.
What is large document storage?
Specialized storage equipment designed to accommodate oversized documents and items.
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.
What is media selection?
The process of choosing the appropriate media for storing records, considering factors such as longevity, accessibility, and cost.
What is media stability?
The ability of a storage medium to maintain its integrity and resist degradation over time.
What are the advantages of microfilm?
Benefits of using microfilm for record storage, such as space savings, durability, and security.
What are microfilm blips?
See blips.
What is microfilm for preservation?
The use of microfilm as a long-term preservation medium for records.
What are microfilm jackets?
A plastic carrier for microfilm strips that allows for easy handling and retrieval.
What is microfilm positive polarity?
Microfilm with a positive image, where the background is dark and the text is light.
What is microfilm storage?
Specialized storage equipment and techniques for preserving and protecting microfilm.
What are the benefits of a microfilm system?
Advantages of using a microfilm system for record storage and retrieval.
What are the considerations for a microfilm system?
Factors to consider when implementing a microfilm system, such as equipment, staffing, and workflow.
What is microform storage?
See microfilm storage.
What are microforms?
A generic term for any medium, transparent or opaque, that holds highly reduced photographic images.
What is an information retrieval system?
A system that allows users to search for and retrieve information from a collection of records.
What is large blueprint storage?
Specialized storage equipment designed to accommodate large format blueprints and drawings.
What is large document storage?
Specialized storage equipment designed to accommodate oversized documents and items.
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.
What is media selection?
The process of choosing the appropriate media for storing records, considering factors such as longevity, accessibility, and cost.
What is media stability?
The ability of a storage medium to maintain its integrity and resist degradation over time.
What are the advantages of microfilm?
Benefits of using microfilm for record storage, such as space savings, durability, and security.
What is microfilm for preservation?
The use of microfilm as a long-term preservation medium for records.
What are microfilm jackets?
A plastic carrier for microfilm strips that allows for easy handling and retrieval.
What is microfilm positive polarity?
Microfilm with a positive image, where the background is dark and the text is light.
What is microfilm storage?
Specialized storage equipment and techniques for preserving and protecting microfilm.
What are the benefits of a microfilm system?
Advantages of using a microfilm system for record storage and retrieval.
What are the considerations for a microfilm system?
Factors to consider when implementing a microfilm system, such as equipment, staffing, and workflow.
What are microforms?
A generic term for any medium, transparent or opaque, that holds highly reduced photographic images.
What is open-shelf filing?
A filing system in which records are stored on open shelves, allowing for direct access.
What is a paper filing system?
A system for managing records that are created, received, maintained, and used in paper format.
What are periodic transfers?
The regular movement of inactive records from active storage to a records center or other off-site location.
What are physical records?
Records that have a tangible form, such as paper documents, photographs, or microfilm.
What is provenance?
The origin and history of records, including their creator, custodian, and any transfers of custody.
What is a records center carton?
A sturdy box specifically designed for storing records in a records center.
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.
What is records center storage selection?
The process of choosing the appropriate storage location and method for records in a records center.
What is records creation?
The process of generating new records in the course of business activities.
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.
What are retrieval requests?
Requests from users to access and retrieve records from a storage system.
What is roll microfilm?
Microfilm supplied in rolls, typically 16 mm or 35 mm wide.
What is rolled map storage?
Specialized storage equipment designed to accommodate rolled maps and plans.
What is sorting in records management?
The process of arranging records in a predetermined order, such as alphabetical or numerical.
What are storage advantages?
Benefits of using a particular storage method or facility, such as security, accessibility, and cost-effectiveness.
What is subject filing?
A filing system in which records are organized according to their subject matter.
What is a tickler file?
A chronological file used to remind staff of upcoming tasks or deadlines.
What is a topical subject file?
A file that contains records related to a specific topic or issue.
What is transfer eligibility?
Criteria that determine when records are eligible for transfer from active to inactive storage.
What is a vertical file?
A filing system in which records are stored upright in drawers or shelves.
What is anti-virus software?
A class of program that protects computers from viruses.
What is archival preservation?
The process and activities associated with maintaining records of enduring value for future generations.
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.
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.
What is a bit?
A binary digit; the smallest unit of data in a computer.
What is a CD-ROM?
Compact Disc Read-Only Memory; a type of optical disc that is read-only.
What is climate control?
The management of temperature and humidity where records are stored.
What are cloud storage advantages?
The benefits of using cloud storage, such as scalability, accessibility, and cost-effectiveness.
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.
What is data migration?
The process of moving data from one information system or storage medium to another.
What are decentralized files?
Records kept in different locations throughout an organization, usually in the offices where they are created and used.
What is digital copying?
The process of making exact copies of electronic records.
What is digital linear tape?
A magnetic tape format that stores data sequentially along the length of the tape.
What is digital preservation?
The methodologies used to prevent technological obsolescence and/or physical deterioration of digital materials.
What is digital storage?
The use of electronic devices and media to store information in digital format.
What are the advantages of digital storage?
Benefits of using digital storage include searchability, accessibility, and space efficiency.
What is a directory?
A hierarchical list of files and folders on a computer system.
What are duplicate records?
Records that have the same informational content as other records.
What is DVD storage?
The use of digital versatile discs (DVDs) to store electronic records.
What does ECM stand for?
Enterprise Content Management; a comprehensive approach to managing an organization’s information assets.
What is electronic filing?
The process of capturing, managing, and storing records in electronic format.
What are the advantages of electronic filing?
Benefits of using electronic filing include searchability, accessibility, and space efficiency.
What are electronic filing selection criteria?
Factors to consider when choosing an electronic filing system include functionality, scalability, and cost.
What is electronic recordkeeping?
A system for managing records that are created, received, maintained, and used in electronic format.
What is electronic vaulting?
The process of electronically transferring data off-site for backup and disaster recovery purposes.
What is encryption?
The process of converting electronic data into a form that cannot be easily read without a decryption key.
What are environmental controls?
The regulation of temperature, relative humidity, and other environmental factors to preserve records and prevent deterioration.
What is file integrity?
The property of a record being complete, accurate, and unaltered.
What is filing equipment?
Furniture and other equipment used to store records, such as file cabinets, shelves, and folders.
What are filing selection criteria?
Factors considered when choosing a filing method include the type of records, frequency of use, and available space.
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.
What is hard disk storage?
The use of hard disk drives to store electronic records.
What are hardware and software?
The physical components (hardware) and the programs and instructions (software) that make up a computer system.
What is image quality?
The clarity, resolution, and overall quality of an image, particularly in micrographics or digital imaging.
What are imaging system benefits?
The advantages of using an imaging system for record storage and retrieval include improved searchability, accessibility, and space efficiency.
What are inactive records?
Records that are no longer needed for current operations but must be retained for legal, historical, or other reasons.
What is information management?
The process of managing information assets throughout their lifecycle.
What is information retrieval?
The process of finding and accessing information from a storage system.
What is magnetic media storage?
The use of magnetic media, such as tapes or disks, to store electronic records.
What is a master file plan?
A comprehensive plan that outlines the organization and classification of all records within an organization.
What is media conversion?
The process of converting records from one media to another (e.g., paper to digital, microfilm to digital).
What is media selection?
The process of choosing the appropriate media for storing records, considering factors such as longevity, accessibility, and cost.
What is media stability?
The ability of a storage medium to maintain its integrity and resist degradation over time.
What is metadata?
Data that describes and provides information about other data, such as the creator, date, or subject of a record.
What is migration?
The process of transferring records from one system or storage medium to another.
What does OCR stand for?
Optical Character Recognition; technology that converts scanned images of text into machine-readable text.
What is an optical disk jukebox?
A storage device that holds multiple optical disks and can automatically load and unload them as needed.
What is a paper filing system?
A system for managing records that are created, received, maintained, and used in paper format.
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.
What are performance statistics?
Metrics used to track the efficiency and effectiveness of a records management system.
What is a petabyte?
A unit of digital storage equal to 1,024 terabytes.
What is the principle of availability?
The concept that records and information should be readily available to those who need them.
What is records center storage selection?
The process of choosing the appropriate storage location and method for records in a records center.
What does ROM stand for?
Read-Only Memory; computer memory that can be read but not written to.
What is security in records management?
Measures taken to protect records from unauthorized access, loss, or damage.
What is sequential access?
A method of accessing data in which records must be read in a linear sequence from beginning to end.
What are software selection criteria?
Factors to consider when choosing software for records management, such as functionality, compatibility, and cost.
What is storage?
The act and facilities associated with maintaining records for future use.
What is storage capacity?
The amount of records that can be stored in a given space or using a particular storage method.
What is storage media?
The material on which records are stored, such as paper, microfilm, or magnetic tape.
What is storage technology?
The methods and equipment used to store and preserve records.
What does TIFF stand for?
Tagged Image File Format; a standard file format for storing raster images.
What is usability?
The ease with which records can be accessed, used, and understood.
What does USB stand for?
Universal Serial Bus; a standard interface for connecting peripherals to a computer.
What is access control?
The framework of policy, processes, and tools to control access to a resource or physical facility.
What is data manipulation?
The process of changing data or its representation.
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.
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.
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.
What is digital storage?
The use of electronic devices and media to store information in digital format.
What are the disadvantages of digital storage?
The drawbacks of using digital storage include the risk of obsolescence and the need for specialized equipment.
What is file structure naming?
The process of assigning names to files and folders in a structured manner to facilitate organization and retrieval.
What is a folder retention suffix?
A suffix appended to a file name to indicate its retention period.
What is metadata?
Data that describes and provides information about other data.
What is the principle of integrity?
The concept that records and information should be complete, accurate, and protected from unauthorized alteration.
What is semi-structured data?
Any data lacking discrete descriptions of the data type or structure.
What does SQL stand for?
Structured Query Language; a standardized language for managing and querying relational databases.
What is structured data?
Information with a high degree of organization.
What is unstructured data?
Any data lacking a data structure or having a data structure not easily readable by machine.
What is unstructured information?
Any information that has no identifiable structure of any kind.
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.
What are alphabetic filing rules?
Rules that govern the arrangement of records in an alphabetical filing system.
What is alphabetical filing?
A filing system in which records are arranged in alphabetical order.
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.
What is automatic categorization?
The process of electronically categorizing records based on defined rules.
What is an auxiliary index?
An index that is subordinate to the main index.
What are barcodes?
A machine-readable code made up of a pattern of bars and spaces.
What are case files?
A file containing records relating to a specific action, event, person, place, project, or other subject.
What is classifying?
The process of analyzing records and assigning them to appropriate categories or series.
What is coding?
The process of assigning codes to records to facilitate their classification and retrieval.
What are color coded files?
A filing system that uses color to distinguish different categories or types of files.
What is color coding?
See color coded files.
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.
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.
What are data entry costs?
The expenses associated with entering data into a computer system, including labor, equipment, and software costs.
What are data retention schedules?
A document that outlines how long different types of records should be retained.
What is a detailed index advantage?
The benefits of using a detailed index, such as improved searchability and retrieval accuracy.
What is dictionary arrangement?
A filing arrangement in which all records are filed alphabetically, regardless of their type or category.
What is a dictionary-type index?
An index that provides definitions or explanations for the terms it lists.
What is digital storage?
The use of electronic devices and media to store information.
What is direct access?
A retrieval method that allows records to be accessed directly without the need for an index.
What are electronic filing selection criteria?
Factors to consider when choosing an electronic filing system, such as functionality, scalability, and cost.
What are engineering drawings?
Technical drawings that visually communicate the design and specifications of engineered items.
What is a file break?
The point at which a file series is broken down into smaller segments.
What is file breakdown?
See file break.
What is a file classification system?
A scheme for organizing records by subject, function, or other criteria.
What is file integrity?
The property of a record being complete, accurate, and unaltered from the time of creation.
What is filing arrangement?
The order in which records are arranged within a file series.
What is a filing index?
An index that lists the codes or headings used in a filing system and their corresponding locations.
What are filing methods?
Different ways of organizing records within a filing system, such as alphabetical, numerical, or subject-based filing.
What are filing selection criteria?
Factors considered when choosing a filing method, such as the type of records, frequency of use, and available space.
What is filing system efficiency?
The effectiveness of a filing system in terms of speed, accuracy, and ease of use.
What is a functional filing system?
A filing system in which records are organized according to the function or activity they relate to.
What is geographic filing?
A filing system in which records are organized by geographic location.
What is a glossary?
A list of terms and their definitions, often specific to a particular field or subject.
What are hierarchical file systems?
File systems that organize files and folders in a hierarchical structure.
What is hierarchical filing?
A filing system in which records are arranged in a hierarchical order, from general to specific.
What is a hierarchical index?
An index that is organized in a hierarchical structure, with broader terms subdivided into narrower terms.
What is hierarchical storage?
A storage management technique that moves data between different storage media based on frequency of use.
What is image system indexing?
The process of indexing images within an electronic document management system.
What is imaging indexing?
See image system indexing.
What are index methods?
Different ways of creating and organizing indexes, such as alphabetical, numerical, or keyword-based indexing.
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.
What is indirect access?
A retrieval method that requires the use of an index or other finding aid to locate records.
What is an information retrieval system?
A system that allows users to search for and retrieve information from a collection of records.
What is keyboard indexing editing?
The process of creating and editing index entries using a keyboard.
What is microfilm storage?
Specialized storage equipment and techniques for preserving and protecting microfilm.
What is a minimal index advantage?
The benefits of using a minimal index, such as simplicity and ease of maintenance.
What is a naming convention?
A set of rules or guidelines for naming files, folders, or other objects within a system.
What is numeric filing?
A filing system in which records are arranged numerically.
What is a numerical index?
An index that uses numbers to identify and locate records.
What are primary subject categories?
The main categories used to classify records in a subject filing system.
What is quality assurance?
Processes and procedures designed to ensure the quality and accuracy of records and information.
What are retrieval requests?
Requests from users to access and retrieve records from a storage system.
What is a secondary record?
A copy or duplicate of a record that is not considered the official record.
What are subject files?
A file containing records relating to a specific subject.
What is subject filing?
A filing system in which records are organized by subject matter.
What is taxonomy?
A hierarchical classification scheme.
What is terminal digit filing?
A numeric filing system that uses the last few digits of a record number as the primary filing unit.
What is a tickler file?
A chronological file used to remind staff of upcoming tasks or deadlines.
What is a topical subject file?
A file that contains records related to a specific topic or issue.
What is a uniform classification system?
A standardized classification scheme used across an organization or industry.
What is accessibility?
The ease with which records can be accessed and retrieved.
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.
What is a barcode?
A machine-readable code made up of a pattern of bars and spaces, used to identify and track items.
What is a boolean search?
A search that uses keywords and connectors (AND, OR, NOT) to combine or exclude terms.
What is charge-out?
The process of recording the removal of a record from a filing system.
What is color-coding?
A filing system that uses color to distinguish different categories or types of files.
What is controlled language?
A simplified and standardized form of natural language used to improve the accuracy and consistency of information retrieval.
What is a controlled vocabulary?
A standardized set of terms used to describe and classify records.
What are convenience files?
Copies of records kept in a location for the convenience of users.
What is conversion?
The process of changing records from one format or medium to another.
What is a cross-reference?
A notation in a filing system that directs users to related records filed under a different heading or location.
What is e-discovery relevant information?
Information that is relevant to a legal or regulatory matter and may be subject to discovery.
What is e-discovery searching?
The process of searching electronic records for information relevant to a legal or regulatory matter.
What is efficiency ratio?
A measure of the efficiency of a filing system.
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.
What is employee training?
Providing employees with the knowledge and skills necessary to perform their records management responsibilities.
What is frequency of use?
How often records are accessed or used.
What is a header search?
A search that focuses on the header or metadata of a record.
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.
What is inventory control?
The process of tracking and managing the records held by an organization.
What is keyword indexing?
The process of creating an index using keywords extracted from the text of records.
What is a keyword search?
A search that uses keywords to find relevant records.
What is a KWIC index?
Key Word In Context; an index that displays keywords in the context of the surrounding text.
What is a KWOC index?
Key Word Out of Context; an index that lists keywords separately from the context in which they appear.
What is metadata as finding aid?
The use of metadata to help users locate and retrieve records.
What are open-shelf files?
A filing system in which records are stored on open shelves, allowing for direct access.
What are physical records?
Records that have a tangible form, such as paper documents, photographs, or microfilm.
What is the principle of availability?
The concept that records should be readily available to those who need them.
What is a proximity search?
A search that looks for keywords that appear near each other in a document.
What is radio frequency identification?
A technology that uses radio waves to identify and track objects.
What is refiling?
The process of returning records to their proper location in a filing system after they have been used.
What is retrieval efficiency?
A measure of how quickly and accurately records can be retrieved from a storage system.
What are retrieval requests?
Requests from users to access records.
What is a search?
The process of looking for and retrieving information from a storage system.
What are search engines?
Software programs that allow users to search for information on the internet or within a specific database.
What is search optimization?
The process of improving the searchability of electronic records.
What are searching techniques?
Different methods for searching for information, such as keyword searches, Boolean searches, and proximity searches.
What does semantic mean?
Relating to the meaning of words and phrases.
What is a string search?
A search that looks for a specific sequence of characters within a document.
What is system development?
The process of designing, building, and implementing a new information system.