Vocab Flashcards
Access Control
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.
Accession
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.
Acquisition
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.
Acquisition Policy
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.
Action Plan
A sequence of steps that must be taken, or activities that must be performed well, for a strategy to succeed.
Active Preservation
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.
Active Record
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.
Administrative Access Controls
Access controls that results from administrative action that includes developing policies and procedures, providing education and training, and monitoring and evaluating use.
Administrative Metadata
Data necessary to manage and use information resources and that is typically external to information content of resources.
Administrative Record
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.
Administrative Risk
Risks related to the management of the records and information management programs, including information governance, change management, and emergency management.
Aggregator Business Model
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.
Algorithm
A step-by-step procedure for solving a problem or accomplishing some end, especially by a computer.
Alphabetic Filing System
A system in which files and documents are arranged in alphabetical order from A-Z.
Appraisal
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.
Archival Authority
Agency or program responsible for selecting and preserving archives, making them available, and approving destruction of other records.
Archives Description
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.
Archives
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.
Archives Management
The general oversight of a program to appraise, acquire, arrange, describe, preserve, authenticate, and provide access to permanently valuable records
Aka: Archives Administration
Archivist
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.
Arrangement
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.
Attribute
A characteristic of an element or data that defines its nature and provides additional information.
Audit
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.
Audit Plan
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.
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.
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.
Authenticity
Sum of qualities of a record that establishes the origins, reliability, trustworthiness, and correctness of its content.
Bar Code
A predetermined pattern of vertical lines that, when read by an optical reader, can be converted to machine-readable language.
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
Big Data
Data so large that it is difficult to process with traditional database or software techniques.
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.
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.
Born Digital
Information created in electronic format.
Built-In (Designed) Dispersal
Regular distribution of records (especially vital records) to additional locations as a method of protection.
Business Case
A type of decision-making tool used to determine the effects of a particular decision will have on profitability.
Business Classification Scheme
Tools for linking records to the context of their creation.
Business Continuity
An organizations ability to continue to operate during as well as after a disaster or disruption.
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.
Business Process
Related activities, sequential or parallel, that have been systematically implemented to prod us a specific service or product.
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
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.
Information Management
Principles and techniques to process, store, retrieve, manipulate, and control access to information so that users can find information they need.
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.
Information Technology Governance (IT Governance)
The process that ensures effective and efficient use of information in enabling an organization to achieve its goals.
Infrastructure As A Service (IAAS)
The delivery of computer infrastructure, generally virtualized platform environments, as a service.
Intangible Asset
A non-physical asset, such as patents, copyrights, franchises, customer lists, trademarks, trade names, and goodwill.
Integrity (Of A Record)
The quality of a record that is complete and unaltered from the time of creation throughout its life.
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.
Keyword Search
A type of search that looks for matching documents that contain one or more words specified by the user.
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.
Legal and Regulatory Risks
Risks related to compliance and arising from litigation.
Local Area Network
A collection of computers, printers, storage devices, and other devices connected to allow resource sharing.
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.
Long-Term Digital Preservation
A series of managed activities necessary to ensure continued access to digital materials for as long as necessary.
Long-Term Record
A record with a retention period between 10 years and permanent.
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.
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.
Media Vault
A vault designed and built to protect digital media from temperatures above 125 degrees F and 80 percent relative humidity.
Metadata
The structured information that describes, explains, locates, or otherwise makes it easier to retrieve, use, or manage information resources.
Metadata Encoding and Transmission Standard (METS)
An extensible markup language (XML) schema used to package digital objects, along with descriptive, administrative, and structural metadata.
Metadata For Records
Structured or semi-structured information that enables creation, management, and use of records through time and within and across domains.
Metadata Framework
A high-level set of instruments to establish and implement metadata specifications consistently across systems and organizations.
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.
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.
