Vocab Flashcards
1
Q
Access Control
A
The process by which users are identified and granted certain privileges to information, systems, or resources; can allow or deny access to a physical environment or an electronic environment.
2
Q
Accession
A
Process of accepting legal and physical control of materials, documenting information about them in a register database, or log, and establishing parameters for their use.
3
Q
Acquisition
A
Process of adding to the holdings of a records center or archives by transfer under an established and legally based procedure, by deposit, purchase, gift, or bequest.
4
Q
Acquisition Policy
A
An official statement issued by an archives or manuscript repository identifying the kinds of materials it accepts and the conditions or terms that affects their acquisition. It serves as a basic document for the guidance of archival staff and organizations and persons interested in donating their records or papers.
5
Q
Action Plan
A
A sequence of steps that must be taken, or activities that must be performed well, for a strategy to succeed.
6
Q
Active Preservation
A
An approach to digital preservation that seeks to ensure the continued accessibility of electronic records over time by actively intervening in how records are stored and managed.
7
Q
Active Record
A
A readily accessible record related to current, ongoing, or in-process activities and referred to on a regular basis to respond to day-to-day operational requirements. AKA: Current Records.
8
Q
Administrative Access Controls
A
Access controls that results from administrative action that includes developing policies and procedures, providing education and training, and monitoring and evaluating use.
9
Q
Administrative Metadata
A
Data necessary to manage and use information resources and that is typically external to information content of resources.
10
Q
Administrative Record
A
A records that is related to budget, personnel, supply, audit, accounting, or similar support operations common to all organizations; the offices record of decisions, proceedings, or process.
11
Q
Administrative Risk
A
Risks related to the management of the records and information management programs, including information governance, change management, and emergency management.
12
Q
Aggregator Business Model
A
A networked model where a firm collects the information about a particular good or service provider(s), makes the providers their partners, and sells the goods or services under their own brand.
13
Q
Algorithm
A
A step-by-step procedure for solving a problem or accomplishing some end, especially by a computer.
14
Q
Alphabetic Filing System
A
A system in which files and documents are arranged in alphabetical order from A-Z.
15
Q
Appraisal
A
1: The evaluation of a record series or an individual record’s value for retention or archival purposes, based upon its current or predicted use(s) for administrative, legal, regulatory, fiscal, research, evidentiary, or historical purposes. AKA: Records Appraisal
2: Analysis of the business context, business activities and risks, to enable decision-making on what records to creat and capture, and how to ensure that appropriate management of records over time.
16
Q
Archival Authority
A
Agency or program responsible for selecting and preserving archives, making them available, and approving destruction of other records.
17
Q
Archives Description
A
The process of analyzing, organize, and recording details about the formal elements of a record or collection of records, such as creator, title, dates, extent, and contents to facilitate the work’s identification, management, and understanding; the product of such process.
18
Q
Archives
A
The no current records created or received and accumulated by a person or organization in the course of the conduct of affairs and preserved because of their continuing or enduring value; an institution or a division within an institution responsible for collecting, organizing, preserving, and providing access to records of enduring value.
19
Q
Archives Management
A
The general oversight of a program to appraise, acquire, arrange, describe, preserve, authenticate, and provide access to permanently valuable records
Aka: Archives Administration
20
Q
Archivist
A
An individual responsible for appraising, acquiring, arranging, describing, preserving, and providing access to records of enduring value, according to the principles of provenance, original order, and collective control to protect the materials’ authority and context.
21
Q
Arrangement
A
Process of organizing materials to reflect their provenance and original order in order to protect their context and to achieve physical or intellectual control over the materials; the original action and sequence of items within a collection.
22
Q
Attribute
A
A characteristic of an element or data that defines its nature and provides additional information.
23
Q
Audit
A
A review of information related activities to ensure that sufficient policies, procedures, and control are in place and complied with to meet all operational, legal, and regulatory obligations and to identify where and how improvements should be made.
24
Q
Audit Plan
A
A description of the expected scope and conduct of the audit with sufficient detail to guide the development of the audit program; this includes a set of instructions and a means to control and record the proper execution of the work.
25
Audit Trail
Information in records that tracks a transaction from beginning to end, making it possible to review whether it was done according to relevant policies and standards.
26
Augmented Reality (AR)
A type of virtual reality that aims to duplicate the worlds environment in a computer. A system generates a composite view for the user that is the combination of the real scene viewed by the user and virtual scene generated by the computer that augments then scene with additional information.
27
Authenticity
Sum of qualities of a record that establishes the origins, reliability, trustworthiness, and correctness of its content.
28
Bar Code
A predetermined pattern of vertical lines that, when read by an optical reader, can be converted to machine-readable language.
29
Big Bucket Schedule
A type of flexible records schedule that applies disposition instructions against a large body of records grouped at the level of aggregation crater than the traditional file series or electronic system and that can be along a specific program, functional line, or business process.
Aka: Large Aggregation Schedule
30
Big Data
Data so large that it is difficult to process with traditional database or software techniques.
31
Blog
An online journal with regular chronological entries written by one or more individuals that may provide readers with the ability to comment on postings.
32
Boolean Logic Search
Method of searching electronic information systems that uses specific terms and symbols to refine a search and improve the chances of obtaining successful search results.
33
Born Digital
Information created in electronic format.
34
Built-In (Designed) Dispersal
Regular distribution of records (especially vital records) to additional locations as a method of protection.
35
Business Case
A type of decision-making tool used to determine the effects of a particular decision will have on profitability.
36
Business Classification Scheme
Tools for linking records to the context of their creation.
37
Business Continuity
An organizations ability to continue to operate during as well as after a disaster or disruption.
38
Business Continuity Plan
The documented plan that defines the resources, actions, tasks, and data required to manager the disaster prevention, emergency preparedness, disaster response and recovery, and business resumption process in the event of a business interruption.
39
Business Process
Related activities, sequential or parallel, that have been systematically implemented to prod us a specific service or product.
40
Information Governance Maturity Model
Defines characteristics of five levels of record keeping programs based on the eight principles as well as a foundation of standards, best practices, and legal/regulatory requirements
41
Information Governance Professional (IGP)
An individual who has the strategic perspective, knowledge, and skills to lead an organizations information governance initiatives, leverage information for maximum value, reduce costs, and mitigate risks associated with using and governing information assets.
42
Information Management
Principles and techniques to process, store, retrieve, manipulate, and control access to information so that users can find information they need.
43
Information Technology
The use of hardware and software, especially digital computers, to capture, process, store, and disseminate complex data in many forms, including audio, images, and texts.
44
Information Technology Governance (IT Governance)
The process that ensures effective and efficient use of information in enabling an organization to achieve its goals.
45
Infrastructure As A Service (IAAS)
The delivery of computer infrastructure, generally virtualized platform environments, as a service.
46
Intangible Asset
A non-physical asset, such as patents, copyrights, franchises, customer lists, trademarks, trade names, and goodwill.
47
Integrity (Of A Record)
The quality of a record that is complete and unaltered from the time of creation throughout its life.
48
Kaizen
An action plan that involves organizing events focuses on improving specific areas within the company. A philosophy that espouses building a corporate culture where all employees are actively engaged in suggesting and implementing improvements.
49
Keyword Search
A type of search that looks for matching documents that contain one or more words specified by the user.
50
Lean
A tool used by business to streamline the manufacturing and production process by eliminating unnecessary and wasteful steps that do not add value to the finished product.
51
Legal and Regulatory Risks
Risks related to compliance and arising from litigation.
52
Local Area Network
A collection of computers, printers, storage devices, and other devices connected to allow resource sharing.
53
Logical Access Control
Found in database, applications, servers, and even in transit. Access to critical data is determined by a persons role, and the need for access is reviewed regularly.
54
Long-Term Digital Preservation
A series of managed activities necessary to ensure continued access to digital materials for as long as necessary.
55
Long-Term Record
A record with a retention period between 10 years and permanent.
56
Mashups
In the web environment, a combination of information, media, or tools from two or more sources that previously had no relation to each other, which results in new content or a new service.
57
M-DISC
A natural stone-like substance used as a “write once read forever” (WORF) medium in which files are laser-engraved and cannot be overwritten, erased, or corrupted by natural processes.
58
Media Vault
A vault designed and built to protect digital media from temperatures above 125 degrees F and 80 percent relative humidity.
59
Metadata
The structured information that describes, explains, locates, or otherwise makes it easier to retrieve, use, or manage information resources.
60
Metadata Encoding and Transmission Standard (METS)
An extensible markup language (XML) schema used to package digital objects, along with descriptive, administrative, and structural metadata.
61
Metadata For Records
Structured or semi-structured information that enables creation, management, and use of records through time and within and across domains.
62
Metadata Framework
A high-level set of instruments to establish and implement metadata specifications consistently across systems and organizations.
63
Metadata Schema
A logical plan showing the relationship between metadata elements, normally establishing rules for the use and management of metadata specifically as regards the semantics, the syntax and the optionality of values.
64
Microblog
An internet service that delivers and store limited text messages. Unlike email, which is generally “pushed” service, these messages can be “pulled” through user subscription to a particular topic. The character length limitations make it ideal for using with mobile devices, such as smartphones.
65
Microfilm
A high-resolution film in roll form containing or mounted into aperture cards containing microimages; the action of recording microimages on film.
66
Migration
Process of moving records from on hardware or software configuration to another without changing the format.
67
Mission Statement
A written declaration of an organizations core purpose and focus that normally remained unchanged over time. Properly crafted serve as filters to separate what is important from what is not, clearly state which markets will be served and how, and communicate a sense of intended direction to the entire organization.
68
Ontology
A working model of entities and interactions in some particular domain of knowledge or practice, such as transportation.
69
Operational Vaule
The usefulness or significance of records to support ancillary operations and management of an organization.
70
Passive Preservation
An approach to digital preservation that ensures continuing integrity of and controlled access to digital objects along with their associated metadata. The original digital objects are kept intact without changing the technologies used to store or process them.
71
Performance Monitoring
Method to continually measure performance and provide ongoing feedback to employees and workgroups on their progress toward reaching their goals.
72
Personal Identifiable Information (PII)
Information by which an individual may be identified, including an individuals name, social security number, date or place of birth, financial history, and employment information.
73
Physical Access Controls
Limit access to physical and electronic assets through the use of strategies and tools.
74
Platform As A Service (PAAS)
A common reference to the layer of cloud technology architecture that contains all application infrastructure services, which are also known as middleware in other contexts.
75
Policy Based Data Preservation
A set of elements - purpose, properties, policies, procedures, state information, assessment criteria, and federation - that are integrated into the preservation system as actionable rules and executable computer procedures.
76
Preservation
The process and operation involved in ensuring the technical and intellectual survival of authentic records through time.
77
Primary Value (Of Records)
The value of records derived from the original use that caused them to be created.
78
Program Audits
Systematic studies conducted to assess how well a program or operation is working.
79
Proprietary Information (PI)
Intangible information asserts including copyrights, patents, software programs, source code, and algorithms.
80
Protected Health Information (PHI)
Any information on a health condition that can be linked to a specific person.
81
Provenance
The origin or source of something. Information regarding the origins, custody, and ownership of an item or collection.
82
Radio Frequency Identification (RFID)
A technology that uses radio frequencies and a data tag to identify, track, locate, and manage items.
83
Really Simple Syndication (RSS)
Form of web based coding that allows information from a site to be displayed on a computer or other webpage as a continuous stream of information.
84
Record
Any recorded information, regardless of medium or characteristics, made or received by an organization in pursuance of legal obligations or in the transaction of business.
85
Record Group (Archives)
A collection of records that share the same provenance and are of a convenient size for administration.
86
Records And Information Management (RIM)
Field of management responsible for establishing and implementing policies, systems, and procedures to capture, create, access, distribute, use, store, secure, retrieve, and ensure disposition of an organizations records and information.
87
Records Capture
Ensuring that a record becomes fixed so that it cannot be altered or deleted and that it is stored in a location where it can be retrieved, accessed, preserved, and managed.
88
Records Center
1: (Digital Records) A storage device with lower operating costs, which may be online or off-line depending on the speed and frequency of access required for the records.
2: (Paper Records)An area for lower-cost storage, maintenance, and reference use of a semi-active records pending their ultimate disposition.
89
Records Classification
The process used to categorize or group records into retrieval units.
90
Records Classification Scheme
A tool used to classify records and other business information based on the business activities that generate records. AKA File Plan.
91
Records Continuum
A model of archival science that emphasizes overlapping characteristics of record keeping, evidence, transaction, and identity of the creator.
92
Records Control Risks
Risks related to records classification, records retention and disposition, and records storage.
93
Records Disaster
A sudden and unexpected event, which results in the loss of records and information essential to an organizations continued operation.
94
Records Inventory
A detailed listing that includes the types, locations, dates, volumes, equipment, classification systems, and usage data of an organizations records.
95
Records Lifecycle
The span of time of a record from its creation or receipt, through its useful life, to its final disposition, whether that disposition is destruction or retention as a historical record.
96
Records Management Policy
Mandated guidelines for managing records within an organization.
97
Records Management Procedures
Sets of steps, instructions, and/or other methodologies to follow in order to complete records management tasks in predictable and orderly way.
98
Records Management Strategic Plan
A blueprint for constructing or improving a records and information management program, a plan to effectively manage the lifecycle of records and information, a road map for effectively preserving historical and archival records, and a tool for developing a system that ensures delivery of the right information to the right person at the right time.
99
Records Retention Schedule
A comprehensive list of records series titles, indicating for each series the length of time it is to be maintained. AKA Records Retention and Disposition Schedule.
100
Record Series
A group of related records filed/used together as a unit and evaluated as a unit for retention purposes.
101
Regulation
The process of controlling something through rule or procedures; a rule that is issued by an authorized government agency and that has the force of law.
102
Relation Content Analysis
A method of content analysis that goes beyond determining the presence of concepts to looking for meaningful (semantic) relationships between those concepts. AKA Semantic Analysis.
103
Relational Database
Information that has been organized, structured, and stored into tables of rows and columns (flat files) so that related data elements from different tables can be manipulated and extracted for various purposes.
104
Relational Database Management System(s) (RDBMS)
A type of database management system (DBMS) that stores data in the form of related tables.
105
Reliability
The quality of being trustworthy over time.
106
Repository
A place where things can be stored and maintained; a storehouse.
107
Request For Information (RFI)
Request made typically during project planning phase where a buyer cannot clearly identify product requirements, specifications, and purchase options. Clearly indicate that award of a contract will not automatically follow.
108
Request For Proposal (RFP)
Document used in sealed-bid procurement procedures through which a purchaser advises the potential suppliers of (1) statement and scope of work, (2) specifications, (3) schedules or time lines, (4) contract type, (5) data requirements, (6) terms and conditions, (7) description of goods and/or services to be procured, (8) general criteria used in evaluation procedure, (9) special contractual requirements, (10) technical goals, (11) instructions for preparation of technical, management, and/or costs proposals. Are publicly advertised and supplies respond with a detailed proposal, not just with a price quotation.
109
Request For Quotation (RFQ)
Document used in soliciting price and delivery quotations that meet minimum quality specifications for a specific quantity of specific goods and/or services.
110
Respect Des Fonds
Archival principle dictates that records of different origins (provenance) be kept separate to preserve their context.
111
Reverse Index Search
Tells you what documents contain the word you are searching for.
112
Rights Management
A system that identifies intellectual property rights relevant to particular works and that can provide individuals with access to those works on the basis of permissions to the individuals.
113
Risk Analysis
Process to comprehend the nature of risk and to determine the level of risk.
114
Risk Appetite
Amount and type of risk that an organization is willing to pursue and retain.
115
Risk Assessment
Overall process of risks identification, risk analysis, and risk evaluation.
116
Risk Capacity
The amount and type of risk an organization is able to support in pursuit of its business objectives.
117
Risk Level
Magnitude of a risk or combination of risks, expressed in terms of the combination of consequences and their likelihood.
118
Risk Management
The identification, assessment, and prioritization of risks followed by coordinated and economical application of resources to minimize, monitor, control the probability and/or impact of undesired events.
119
Risk Mitigation
A systematic reduction in the extent of exposure to a risk and/or the likelihood of its occurrence. AKA Risk Reduction.
120
Risk Tolerance
Organizations or stakeholders readiness to bear the risk after treatment in order to achieve its objectives.
121
Schema
A formal description of data structure.
122
Secondary Value (Of Records)
The usefulness or significance of records based on purposes other than that for which they were originally created.
123
Semantic Analysis
Analysis that goes beyond determining the precedent mince of concepts to looking for meaningful (semantic) relationships between those concepts. AKA Relational Content Analysis.
124
Semantic Search
Search that will search and discover the meaning of words and not just their occurrence.
125
Semantic Web
An extension of the current World Wide Web that catalogs information on a webpage and reprocesses it so that other machines including computers can understand the information.
126
Semantics
Refers to the meaning of words
127
Semi-Structured Data
Unstructured data that has been organized and/or has metadata attached that describes its contents.
128
Service Level Agreement
A contract between an application service provider and the end user that stipulates and commits the ASP to required level of service. Should contain a specified level of service, support options, enforcement, or penalty provisions for services not provided, a guaranteed level of system performance as relates to downtime or uptime, specified level of customer support, and what software or hardware will be provided and for what fee.
129
SMART Objectives
A set of goals that are characterized by being specific, measurable, available at an acceptable cost, relevant, and time-bound. Typically used in a business context by project managers when initially evaluating and setting goals for a project.
130
Social Bookmarking
A method for strong and managing bookmarks of webpages with individually chosen keywords; also the sharing of this data.
131
Software As A Service (SAAS)
Delivery of software over the internet, eliminating the need to install the software on the organizations own computer.
132
Static Website
A website that uses Uniform Resource Locators (URLs) to point to fixed content.
133
Strategic Plan
A broadly defined plan aimed at creating a desired future.
134
Structural Metadata
Information about the relationship between the parts that make up a compound object.
135
Structured Data
Data organized in a way that makes it identifiable, such as a database structured in the form of columns and rows.
136
Structured Search
Method of using the structure of a document to help users find the right documents in a large collection of documents.
137
Subject Filing System
A file system in which each document relates to a specific subject matter and is arranged in alphabetical order by subject.
138
SWOT Analysis
Situation analysis in which internal strengths and weaknesses of an organization, and external opportunities and threats faced by it are closely examined to chart a strategy.
139
System Of Engagement
A type of system characterized by interactions, immediacy, and accessibility, collaboration, and conversations. AKA Social Business Systems
140
System Of Record
A type of system characterized by transactions, accuracy, and completeness, authored content, and documents (text and graphics). Examples are systems to manage Human Resources, order processing, customer relationships, and supply chain management.
141
Taxonomy
A collection room of controlled vocabulary terms used to describe an organizations information components.
142
Text Content Analysis Tools
Tools that provide statistics about the text (written content)-such as word count, number of sentences, and reading ease - to help users improve their writing.
143
Topic Map
An international industry standard (ISO 13250) for technology that enables information management and interchange.
144
Transfer (Custody)
The change in custody, ownership, and/or responsibility for records.
145
Transient Data
Data created within an application session that passes quickly into and out of existence producing results beyond itself; at the end of the session, it is discarded or reset back to its default and not stored in a database.
146
Transitory Records
Records needed for a short time that can be acted upon and then destroyed.
147
Trend Spotting
The process of systematically monitoring and assessing both the internal and external environments to identify changes taking place over the short or long term, analyzing their implications for the organization, and interpreting their impacts on professional practice.
148
Trusted Digital Repository
One whose mission is to provide reliable, long-term access to managed digital resources to its designated community, now and in the future.
149
Unstructured Data
A generic label for describing any corporate information that is not in a database.
150
Vector Search Method
Considers a search query a vector in keyword space and then scores the items located based on the distance from your query, calculated by counting the number of times keywords appears in each document, the size of the document, and the density of the keywords in the document. AKA Vector Space Search Model.
151
Taxonomy
A collection room of controlled vocabulary terms used to describe an organizations information components.
152
Text Content Analysis Tools
Tools that provide statistics about the text (written content)-such as word count, number of sentences, and reading ease - to help users improve their writing.
153
Topic Map
An international industry standard (ISO 13250) for technology that enables information management and interchange.
154
Transfer (Custody)
The change in custody, ownership, and/or responsibility for records.
155
Transient Data
Data created within an application session that passes quickly into and out of existence producing results beyond itself; at the end of the session, it is discarded or reset back to its default and not stored in a database.
156
Transitory Records
Records needed for a short time that can be acted upon and then destroyed.
157
Trend Spotting
The process of systematically monitoring and assessing both the internal and external environments to identify changes taking place over the short or long term, analyzing their implications for the organization, and interpreting their impacts on professional practice.
158
Trusted Digital Repository
One whose mission is to provide reliable, long-term access to managed digital resources to its designated community, now and in the future.
159
Unstructured Data
A generic label for describing any corporate information that is not in a database.
160
Vector Search Method
Considers a search query a vector in keyword space and then scores the items located based on the distance from your query, calculated by counting the number of times keywords appears in each document, the size of the document, and the density of the keywords in the document. AKA Vector Space Search Model.
