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.
What does truncated mean?
Shortened or abbreviated.
What is a truncated search?
A search that uses a shortened or truncated version of a keyword to find variations of the term.
What are user requirements?
The needs and expectations of users for a records management system.
What is a wild card?
A special character that can be used in a search to represent any character or combination of characters.
What is the analysis phase?
The stage in a project where information is gathered and analyzed to determine needs and requirements.
What is an audit?
A systematic examination of records and information management practices to assess compliance with policies and standards.
What is the chain of custody?
The documented and unbroken transfer of evidence.
What are cloud storage services?
Services that provide off-site storage of electronic data in the cloud.
What are cloud-based repositories?
Storage locations for electronic records that are hosted in the cloud.
What is the collection phase?
The stage in the e-discovery process where relevant ESI is gathered.
What is a data center?
A facility that houses computer systems and associated components, such as telecommunications and storage systems.
What is data culling?
The process of reducing the volume of ESI to be reviewed in e-discovery by eliminating irrelevant or duplicate information.
What is discovery?
The process of identifying, preserving, collecting, and producing information in response to a legal or regulatory request.
What is a discovery order?
A court order compelling a party to produce information in a legal matter.
What is a discovery plan?
A plan outlining the steps to be taken in the discovery process.
What is e-discovery?
The process of identifying, preserving, collecting, and producing electronically stored information (ESI) in response to a legal or regulatory request.
What is electronic records disposition?
The process of permanently destroying or transferring electronic records to an archive in accordance with the records retention schedule.
What is an electronic records inventory?
A detailed listing of an organization’s electronic records, including their location, format, and retention requirements.
What is evidence preservation?
The process of protecting and safeguarding evidence, including records, from alteration, damage, or destruction.
What is a file plan?
A classification scheme that identifies and describes the different types of records created and maintained by an organization.
What is the identification phase?
The stage in the e-discovery process where potentially relevant electronically stored information (ESI) is identified.
What is litigation hold?
A directive to preserve potentially relevant information in anticipation of litigation.
What is litigation risk?
The potential for legal action or disputes related to records and information management.
What is native format?
The original format in which electronic records were created and stored.
What is the preservation phase?
The stage in the e-discovery process where relevant ESI is preserved from alteration or destruction.
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.
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.
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.
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.
What is the processing phase?
The stage in the e-discovery process where collected ESI is prepared for review and analysis.
What is the production phase?
The stage in the e-discovery process where relevant ESI is produced to the requesting party.
What is spoliation?
The intentional or negligent destruction, alteration, or concealment of evidence.
What does trustworthy mean?
The quality of being dependable and reliable.
What is back-file conversion?
The process of converting existing paper or microfilm records to electronic format.
What are conversion considerations?
Factors to consider when planning a conversion project, such as the volume of records, desired output format, and available resources.
What are conversion labor costs?
The cost of labor associated with converting records from one format or medium to another.
What is conversion planning?
The process of planning and organizing a conversion project.
What is cost-benefit analysis?
An evaluation of the costs and benefits of a proposed project or action.
What are data entry costs?
The cost of labor and resources associated with entering data into a system.
What is data migration?
The process of moving data from one information system or storage medium to another.
What are data storage costs?
The cost of storing records, including the cost of media, equipment, and facilities.
What are digital storage advantages?
The benefits of using digital storage, such as searchability, accessibility, and space efficiency.
What are digital storage disadvantages?
The drawbacks of using digital storage, such as the risk of obsolescence and the need for specialized equipment.
What is document preparation?
The process of preparing records for conversion or storage, such as removing staples and repairing tears.
What is ERMS?
Electronic Records Management System; a system for managing electronic records throughout their lifecycle.
What is filing equipment?
Furniture and other equipment used to store records, such as file cabinets, shelves, and folders.
What is filing system efficiency?
The effectiveness of a filing system in terms of speed, accuracy, and ease of use.
What is imaging indexing?
The process of indexing images within an electronic document management system.
What are imaging system costs?
The expenses associated with implementing and maintaining an imaging system.
What is the information lifecycle?
The stages that records and information go through from creation to disposition.
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 document storage?
Specialized storage equipment designed to accommodate oversized documents and items.
What is magnetic media storage?
The use of magnetic media, such as tapes or disks, to store electronic records.
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 are microfilm advantages?
The benefits of using microfilm for record storage, such as space savings, durability, and security.
What is microfilm storage?
Specialized storage equipment and techniques for preserving and protecting microfilm.
What are microfilm system benefits?
The advantages of using a microfilm system for record storage and retrieval.
What are microfilm system considerations?
Factors to consider when implementing a microfilm system, such as equipment, staffing, and workflow.
What is micrographics implementation?
The process of implementing a micrographics system for record storage and retrieval.
What is migration testing?
The process of testing a data migration project to ensure that data is transferred accurately and completely.
What are non-standardized documents?
Documents that do not conform to a standard format or template.
What is optical disk storage?
The use of optical disks, such as CDs and DVDs, to store electronic records.
What is oxidation?
A chemical reaction that can cause the deterioration of records, particularly those stored on paper or microfilm.
What are performance statistics?
Metrics used to track the efficiency and effectiveness of a records management system.
What is a pilot installation?
A small-scale implementation of a new system or process to test its feasibility and effectiveness.
What is the principle of availability?
The concept that records should be readily available to those who need them.
What is the principle of transparency?
The concept that records and information management practices should be open and transparent.
What is quality assurance?
Processes and procedures designed to ensure the quality and accuracy of records and information.
What are records center operating procedures?
Procedures that govern the operation of a records center.
What is records center space planning?
The process of planning and allocating space in a records center.
What are records center standards?
Standards that govern the design, construction, and operation of records centers.
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 systems analysis?
The process of analyzing an organization’s records management needs and requirements.
What is scan-on-demand?
A conversion method in which records are scanned only when they are needed.
What are software selection criteria?
Factors to consider when choosing software for records management, such as functionality, compatibility, and cost.
What is spoliation?
The intentional or negligent destruction, alteration, or concealment of evidence.
What is storage capacity?
The amount of records that can be stored in a given space or using a particular storage method.
What is system implementation?
The process of putting a new system or process into operation.
What is system payback period?
The amount of time it takes for the benefits of a new system to exceed its costs.
What are system upgrades?
The process of updating or improving an existing system.
What is usability?
The ease with which records can be accessed, used, and understood.
What is vendor selection?
The process of choosing a vendor to provide records management products or services.
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 an audit?
A systematic examination of records and information management practices to assess compliance with policies and standards.
What is back-file conversion?
The process of converting existing paper or microfilm records to electronic format.
What is conversion?
The process of converting records from one format or medium to another.
What is conversion planning?
The process of planning and organizing a conversion project.
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 data storage costs?
The cost of storing records, including the cost of media, equipment, and facilities.
What is digital storage?
The use of electronic devices and media to store information in digital format.
What is document preparation?
The process of preparing records for conversion or storage, such as removing staples and repairing tears.
What does ECM stand for?
ECM stands for Enterprise Content Management; a comprehensive approach to managing an organization’s information assets.
What is electronic recordkeeping?
A system for managing records that are created, received, maintained, and used in electronic format.
What is an electronic records inventory?
A detailed listing of an organization’s electronic records, including their location, format, and retention requirements.
What is electronic vaulting?
The process of electronically transferring data off-site for backup and disaster recovery purposes.
What is employee training in records management?
Providing employees with the knowledge and skills necessary to perform their records management responsibilities.
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.
What is a file extension?
A suffix appended to a file name to indicate its format.
What is filing arrangement?
The order in which records are arranged within a file series.
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.
What is hypertext markup language?
See HTML.
What is image quality?
The clarity, resolution, and overall quality of an image, particularly in micrographics or digital imaging.
What is image system indexing?
The process of indexing images within an electronic document management system.
What is imaging indexing?
The process of indexing images within an electronic document management system.
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.
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.
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 index data backup?
The process of backing up index data to protect against data loss.
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 the information lifecycle?
The stages that records and information go through from creation to disposition.
What is media conversion?
The process of converting records from one media to another (e.g., paper to digital, microfilm to digital).
What is metadata?
Data that describes and provides information about other data, such as the creator, date, or subject of a record.
What is a mirror database?
An exact copy of a database that is maintained as a backup or for disaster recovery purposes.
What is native format?
The original format in which electronic records were created and stored.
What is online storage?
A storage method in which records are stored on a device or system that is directly accessible to users.
What are performance statistics?
Metrics used to track the efficiency and effectiveness of a records management system.
What are periodic transfers?
The regular movement of inactive records from active storage to a records center or other off-site location.
What is a pilot system?
A small-scale implementation of a new system or process to test its feasibility and effectiveness.
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.
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.
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.
What is a proprietary format?
A file format that is owned and controlled by a specific vendor or company.
What is quality assurance?
Processes and procedures designed to ensure the quality and accuracy of records and information.
What is records structure?
The manner in which records are organized and formatted, including their physical and logical characteristics.
What is a search engine?
A software program that allows 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 is system development?
The process of designing, building, and implementing a new information system.
What are system upgrades?
The process of updating or improving an existing system.
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 is vendor selection?
The process of choosing a vendor to provide records management products or services.
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.
What are access hours?
The times when records are accessible to users.
What is accession rate?
The rate at which records are added to a collection or repository.
What is accessioning?
The process of formally accepting records into a collection or repository.
What are acid-free boxes?
Storage boxes that are made from acid-free materials to protect records from deterioration.
What are active records?
Records that are in current use and frequently accessed.
What is activity ratio?
A measure of the frequency with which records are accessed.
What are barcodes?
A machine-readable code made up of a pattern of bars and spaces.
What are barcoding benefits?
The advantages of using barcodes for record management, such as improved tracking and retrieval efficiency.
What is business continuity?
The ability of an organization to continue operating during and after a disruption or disaster.
What are catwalks?
Narrow walkways or platforms that provide access to records stored in high-density shelving systems.
What is climate control?
The regulation of temperature and relative humidity to retard deterioration.
What is a commercial records center?
A company that provides off-site storage and management services for records.
What are the advantages of a commercial records center?
The benefits of using a commercial records center, such as reduced costs and improved security.
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.
What are commercial records center costs?
The expenses associated with using a commercial records center, including storage fees, retrieval fees, and other service charges.
What is commercial records center evaluation?
The process of assessing the suitability and performance of a commercial records center.
What is the commercial records center location?
The physical location of a commercial records center.
What is a commercial records center RFI?
Request for Information; a document used to gather information from potential commercial records center vendors.
What are commercial records center services?
The services offered by a commercial records center, such as storage, retrieval, and destruction of records.
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 is compartmentalizing records center?
The practice of dividing a records center into separate compartments or areas for different types of records or security levels.
What are costs in records management?
The expenses associated with records management, including the cost of labor, equipment, and supplies.
What are cubic terms?
Units of measurement for volume, such as cubic feet or cubic meters.
What is data archiving?
The process of moving inactive or obsolete records offline.
What is the definition of a data center?
A facility that houses computer systems and associated components, such as telecommunications and storage systems.
What are data retention schedules?
A document that outlines how long different types of records should be retained.
What are de facto standards?
Standards that have been established through common practice or widespread adoption, rather than through a formal process.
What is destruction authorization?
The process of obtaining approval to destroy records.
What are destruction methods?
Different ways of destroying records, such as shredding, pulping, or incineration.
What is a disposition area?
A designated area in a records center where records are prepared for destruction or transfer to an archive.
What is electronic vaulting?
The process of electronically transferring data off-site for backup and disaster recovery purposes.
What is employee training in records management?
Providing employees with the knowledge and skills necessary to perform their records management responsibilities.
What are environmental controls?
The regulation of temperature, relative humidity, and other environmental factors to preserve records and prevent deterioration.
What is feeder aisle size?
The width of the aisles between rows of shelving in a records center.
What is fiduciary responsibility?
A legal or ethical obligation to act in the best interests of another party.
What are filing guides?
Dividers used in a filing system to separate different sections or categories of records.
What is filing system efficiency?
The effectiveness of a filing system in terms of speed, accuracy, and ease of use.
What are fire codes?
Regulations that govern fire safety in buildings, including records centers.
What are floor load requirements?
The amount of weight that a floor in a records center must be able to support.
What is growth assessment?
An evaluation of the rate at which an organization’s records are growing.
What is a high reference rate?
A high frequency of retrieval requests for records.
What are hydraulic lifts?
Mechanical lifts used to access records stored in high-density shelving systems.
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 index data backup?
The process of backing up index data to protect against data loss.
What is an information retrieval system?
A system that enables users to search for and retrieve information from a collection of records.
What is insurance coverage in the context of records?
Insurance policies that protect against the loss or damage of records.
What is interfiling?
The process of inserting new records into an existing filing sequence.
What is inventory control?
The process of tracking and managing the records held by an organization.
What is ladder height?
The height of ladders used to access records stored in high-density shelving systems.
What does locating lost records involve?
The process of finding records that have been misplaced or lost.
What are location considerations?
Factors to consider when choosing a location for a records center, such as accessibility, security, and environmental conditions.
What is magnetic media storage?
The use of magnetic media, such as tapes or disks, to store electronic records.
What is metadata?
Data that describes and provides information about other data, such as the creator, date, or subject of a record.
What is microfilm storage?
Specialized storage equipment and techniques for preserving and protecting microfilm.
What is mobile shelving?
A type of shelving that can be moved to create aisles for access, allowing for high-density storage of records.
What is open-shelf filing?
A filing system in which records are stored on open shelves, allowing for direct access.
What are operating costs?
The ongoing expenses associated with running a records center, such as utilities, maintenance, and labor costs.
What are operating procedures?
Procedures that govern the day-to-day operations of a records center.
What is optical disk storage?
The use of optical disks, such as CDs and DVDs, to store electronic records.
What is outsourcing?
The practice of contracting with a third-party vendor to provide records management services.
What are pallets?
Wooden or plastic platforms used to store and transport boxes of records.
What is a paper filing system?
A system for managing records that are created, received, maintained, and used in paper format.
What are performance statistics?
Metrics used to track the efficiency and effectiveness of a records management system.
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.
What are periodic transfers?
The regular movement of inactive records from active storage to a records center or other off-site location.
What are permanent removal fees?
Fees charged by a commercial records center for the permanent removal and destruction of records.
What does perpetual mean?
Never ending or changing.
What is the perpetual method?
A method of transferring records in which records are transferred continuously as they become inactive.
What is a pick list?
A list of records or files to be retrieved from storage.
What are platform ladders?
A type of ladder with a platform at the top for users to stand on while accessing records.
What is point loading?
The concentration of weight or pressure on a specific point of a storage system.
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.
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.
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.
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.
What is a prism?
A transparent optical element that refracts light.
What is quality assurance?
Processes and procedures designed to ensure the quality and accuracy of records and information.
What are records center activities?
The various activities that take place in a records center, such as accessioning, storage, retrieval, and disposition of records.
What is the records center administrative area?
A designated area in a records center for administrative functions, such as receiving and processing records.
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.
What are records center benefits?
See records center advantages.
What is records center box inventory?
A detailed list of the boxes of records stored in a records center, including their contents and location.
What is a records center building?
The physical structure that houses a records center.
What are records center burglar alarms?
Security systems designed to detect and deter burglaries in a records center.
What is a records center carton?
A sturdy cardboard box used to store records in a records center.
What is records center construction?
The process of designing and building a records center.
What are records center duties?
The responsibilities of records center staff, such as accessioning, storing, retrieving, and disposing of records.
What is records center lighting?
The type and intensity of lighting used in a records center.
What are records center objectives?
The goals and purposes of a records center, such as providing secure and efficient storage and retrieval of records.
What are records center operating procedures?
Procedures that govern the day-to-day operations of 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 security?
Measures taken to protect records in a records center from unauthorized access, loss, or damage.
What is records center shelf numbering?
A system for assigning unique numbers to shelves in a records center to facilitate the location of records.
What is records center shelving?
The type of shelving used in a records center to store records.
What is records center space planning?
The process of planning and allocating space in a records center.
What are records center sprinklers?
Fire suppression systems that use sprinklers to extinguish fires in a records center.
What are records center standards?
Standards that govern the design, construction, and operation of records centers.
What is records center storage selection?
The process of choosing the appropriate storage location and method for records in a records center.
What is a records center workforce?
The staff who work in a records center.
What is reference accessibility?
The ease with which users can access records for reference purposes.
What are reference requests?
Requests from users to access records for reference purposes.
What are refiles?
The process of returning a record to its proper location in a filing system after use.
What is retrieval requests?
Requests from users to access and retrieve records from a storage system.
What are scheduled records?
Records that have been assigned a retention period and disposition instructions according to a records retention schedule.
What are screening boxes?
Boxes used to temporarily store records that are being screened for confidential or sensitive information.
What is security in the context of records centers?
Measures taken to protect records from unauthorized access, loss, or damage.
What is seismic stability?
The ability of a storage system or facility to withstand earthquakes or other seismic events.
What are service priorities?
The order in which different types of records or users are given priority for service or access.
What is shelving?
Furniture or structures used to store records, typically consisting of horizontal shelves supported by vertical supports.
What is shelving stability?
The ability of shelving to support the weight of stored records without collapsing or deforming.
What is sorting?
The process of arranging records in a predetermined order, such as alphabetical or numerical.
What is a space numbering system?
A system for assigning unique numbers or codes to storage locations in a records center.
What is stack area layout?
The arrangement of shelving and aisles in a records center storage area.
What are steel shelving units?
Shelving units made from steel, often used in records centers due to their strength and durability.
What are storage advantages?
The benefits of using a particular storage method or facility, such as security, accessibility, and cost-effectiveness.
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 are table top carts?
Carts with a flat top surface that can be used to transport records or boxes of records.
What is transfer eligibility?
Criteria that determine when records are eligible for transfer from active to inactive storage.
What are transfer lists?
Lists of records that are being transferred to a records center or archive.
What is underground storage?
Storage facilities that are located underground, often used for security or environmental reasons.
What is vault storage?
Secure storage areas, often with reinforced walls and doors, used to protect valuable or confidential records.
What is vendor selection?
The process of choosing a vendor to provide records management products or services.
What is access control?
The framework of policy, processes, and tools to control access to a resource or physical facility.
What is an air gap?
A security measure in which a computer or network is physically isolated from other networks to prevent unauthorized access.
What is an algorithm?
A set of rules or instructions for performing a task or solving a problem.
What are backups?
Copies of records or data that are created and stored separately to protect against data loss.
What is big data?
Extremely large and complex data sets that cannot be easily managed or analyzed using traditional data processing methods.
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.
What is business continuity?
The ability of an organization to continue operating during and after a disruption or disaster.
What is climate control?
The regulation of temperature and relative humidity to retard deterioration.
What is cloud computing?
The delivery of computing services, including servers, storage, databases, networking, software, analytics, and intelligence, over the Internet (‘the cloud’).
What are cloud computing services?
See cloud computing.
What is co-hosting?
A data center arrangement in which multiple organizations share space and infrastructure.
What is a co-located data center?
A data center that is located in the same facility as another data center or business operation.
What is a dark data center?
A data center that is designed to operate with minimal human intervention.
What is a data center?
A facility that houses computer systems and associated components, such as telecommunications and storage systems.
What is data center design?
The process of planning and designing a data center.
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.
What are data center services?
The services offered by a data center, such as server hosting, data storage, and network management.
What are data center standards?
Standards that govern the design, construction, and operation of data centers.
What is a data lake?
A centralized repository that allows you to store all your structured and unstructured data at any scale.
What is data migration?
The process of moving data from one information system or storage medium to another.
What is data mining?
The process of analyzing large data sets to identify patterns, trends, and anomalies.
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.
What is demarcation?
The process of establishing boundaries or limits between different systems or areas of responsibility.
What is digital storage?
The use of electronic devices and media to store information in digital format.
What is disaster recovery?
The process of restoring data and systems after a disruption or disaster.
What is electronic recordkeeping?
A system for managing records that are created, received, maintained, and used in electronic format.
What is e-vaulting?
The process of electronically transferring data off-site for backup and disaster recovery purposes.
What is hierarchical storage management?
A storage management technique that moves data between different storage media based on frequency of use.
What is humidity?
The amount of moisture in the air.
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 an information retrieval system?
A system that enables users to search for and retrieve information from a collection of records.
What is magnetic media storage?
The use of magnetic media, such as tapes or disks, to store electronic records.
What is native format?
The original format in which electronic records were created and stored.
What is a network?
A group of interconnected computers and devices that can communicate with each other.
What is online storage?
A storage method in which records are stored on a device or system that is directly accessible to users.
What is an outage?
A period of time when a system or service is unavailable.
What are periodic transfers?
The regular movement of inactive records from active storage to a records center or other off-site location.
What is redundancy?
The duplication of critical components or systems to ensure continued operation in the event of a failure.
What is a search engine?
A software program that allows users to search for information on the internet or within a specific database.
What is security in the context of records?
Measures taken to protect records from unauthorized access, loss, or damage.
What is seismic stability?
The ability of a storage system or facility to withstand earthquakes or other seismic events.
What is site selection?
The process of choosing a location for a records center or data center.
What is storage technology?
The methods and equipment used to store and preserve records.
What is transfer eligibility?
Criteria that determine when records are eligible for transfer from active to inactive storage.
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.
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.
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).
What is cloud computing storage?
Data storage services offered via cloud computing.
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.
What is cloud storage data retention?
Policies and procedures for retaining data stored in the cloud, including data retention schedules and legal holds.
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.
What is cloud storage security?
Measures taken to protect data stored in the cloud from unauthorized access, loss, or damage.
What are cloud storage services?
Services that provide off-site storage of electronic data in the cloud.
What are cloud-based repositories?
Storage locations for electronic records that are hosted in the cloud.
What are contracts?
A legally binding agreement between two or more parties.
What is cost-benefit analysis?
The process of evaluating the costs and benefits of a proposed project or action.
What are cyclical capacity demands?
Fluctuations in storage needs that occur on a regular cycle, such as seasonal variations or project-based fluctuations.
What are data retention schedules?
A document that outlines how long different types of records should be retained.
What is digital storage?
The use of electronic devices and media to store information in digital format.
What is document preparation?
The process of preparing records for conversion or storage, such as removing staples and repairing tears.
What are electronic filing selection criteria?
Factors to consider when choosing an electronic filing system, such as functionality, scalability, and cost.
What is electronic records disposition?
The process of permanently destroying or transferring electronic records to an archive in accordance with the records retention schedule.
What is filing equipment?
Furniture and other equipment used to store records, such as file cabinets, shelves, and folders.
What is filing system efficiency?
The effectiveness of a filing system in terms of speed, accuracy, and ease of use.
What is hard disk storage?
The use of hard disk drives to store electronic records.
What are hybrid cloud services?
Cloud computing services that combine on-premises infrastructure with cloud-based resources.
Who are infrastructure providers?
Companies that provide the underlying infrastructure for cloud computing, such as servers, storage, and networking.
What is a multi-tenant model?
A cloud computing model in which multiple customers share the same infrastructure and resources.
What is a network?
A group of two or more computer systems linked together.
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.
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.
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.
What is a private cloud?
A cloud computing environment that is dedicated to a single organization or entity.
What is SaaS?
Software as a Service; a cloud computing service model in which software applications are delivered over the Internet.
What is security in records management?
Measures taken to protect records and information from unauthorized access, use, disclosure, disruption, modification, or destruction.
What are software selection criteria?
Factors to consider when choosing software for records management, such as functionality, compatibility, and cost.
What is user collaboration?
The ability of multiple users to work together on records and information.
What is vendor selection?
The process of choosing a vendor to provide records management products or services.
What is accessioning?
The process of formally accepting records into a collection or repository.
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 acid-neutral folders?
File folders that are made from acid-neutral materials to protect records from deterioration.
What are acid-neutral storage boxes?
Storage boxes that are made from acid-neutral materials to protect records from deterioration.
What are active records?
Records that are in current use and frequently accessed.
What is archival preservation?
The process and activities associated with maintaining records of enduring value for future generations.
Who are authorized users?
Individuals who have permission to access certain records or information.
What are barcoding benefits?
The advantages of using barcodes for record management, such as improved tracking and retrieval efficiency.
What is business continuity?
The ability of an organization to continue operating during and after a disruption or disaster.
What is a certificate of destruction?
A document that certifies that records have been destroyed in accordance with applicable laws and regulations.
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.
What are commercial records center contracts?
See commercial records center agreements.
What is commercial records center evaluation?
The process of assessing the suitability and performance of a commercial records center.
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 contracts?
A legally binding agreement between two or more parties.
What is data destruction?
The process of securely and permanently destroying records or data.
What is electronic records disposition?
The process of permanently destroying or transferring electronic records to an archive in accordance with the records retention schedule.
What are emergency procedures?
Procedures that outline the steps to be taken in the event of an emergency, such as a fire or flood.
What is employee training?
Providing employees with the knowledge and skills necessary to perform their records management responsibilities.
What is an exit fee?
A fee charged by a commercial records center for the removal of records from their facility.
What does filing system efficiency refer to?
The effectiveness of a filing system in terms of speed, accuracy, and ease of use.
What are fire codes?
Regulations that govern fire safety in buildings, including records centers.
What is halon?
A gas that is used in fire suppression systems to extinguish fires.
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 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 the information lifecycle?
The stages that records and information go through from creation to disposition.
What is information retrieval?
The process of finding and accessing information from a storage system.
What is interfiling?
The process of inserting new records into an existing filing sequence.
What is inventory control?
The process of tracking and managing the records held by an organization.
What is keypad entry?
A method of entering data into a system using a keypad.
What is open-shelf filing?
A filing system in which records are stored on open shelves, allowing for direct access.
What are performance statistics?
Metrics used to track the efficiency and effectiveness of a records management system.
What are periodic transfers?
The regular movement of inactive records from active storage to a records center or other off-site location.
What are permanent removal fees?
Fees charged by a commercial records center for the permanent removal and destruction of records.
What are physical records?
Records that have a tangible form, such as paper documents, photographs, or microfilm.
What are platform ladders?
A type of ladder with a platform at the top for users to stand on while accessing records.
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.
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.
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.
What is quality assurance?
Processes and procedures designed to ensure the quality and accuracy of records and information.
What are records center activities?
The various activities that take place in a records center, such as accessioning, storage, retrieval, and disposition of records.
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.
What are records center duties?
The responsibilities of records center staff, such as accessioning, storing, retrieving, and disposing of records.
What are records center operating procedures?
Procedures that govern the day-to-day operations of a records center.
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.
What is records center security?
Measures taken to protect records in a records center from unauthorized access, loss, or damage.
What is records center shelf numbering?
A system for assigning unique numbers to shelves in a records center to facilitate the location of records.
What is records center shelving?
The type of shelving used in a records center to store records.
What are records center sprinklers?
Fire suppression systems that use sprinklers to extinguish fires in a records center.
What are records center standards?
Standards that govern the design, construction, and operation of records centers.
What is records center storage selection?
The process of choosing the appropriate storage location and method for records in a records center.
What is reference accessibility?
The ease with which users can access records for reference purposes.
What is reference analysis?
The process of analyzing reference requests to identify trends and improve service.
What is refiled?
The process of returning records to their proper location in a filing system after use.
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 does RFID stand for?
Radio Frequency Identification; the use of radio waves to identify and track objects.
What are transfer cases?
Containers used to transport records to a records center or archive.
What is transfer eligibility?
Criteria that determine when records are eligible for transfer from active to inactive storage.
What is turnaround time?
The amount of time it takes to fulfill a retrieval request.
What are user surveys?
Surveys used to gather feedback from users about their records management needs and experiences.
What is vendor selection?
The process of choosing a vendor to provide records management products or services.
