Glossary

Glossary of Terms, (IRMT, 2009)

A

Access: The right, opportunity or means of finding, using or retrieving information.

Administrative value: Records with administrative value are those needed to determine the policy and procedures necessary to carry out the activities of an organization. For example, policy documents, procedure directives, rules and regulations

Appraisal: The process of determining the value of records for further use, for whatever purpose, and the length of time for which that value will continue. Also referred to as evaluation, review or selection

Archival value: Records with archival value are those which should be preserved permanently.

B

Bar code: A type of code used on labels to be read by an electronic scanner. Each bar code is unique and identifies a specific item, file or box.

Business: The core functions of an organization, intended to contribute to the achievement of the organization’s mission.

C

Capture: In a computer environment, the deliberate actions that results in the storage of a record in a record-keeping system, including the registration and classification of the record and the addition of metadata about the record. For certain business activities, these actions may be designed into electronic systems so that the capture of records into record-keeping systems takes place when those records are created.

Creation of records: The first phase of a record’s life cycle in which a record is made or received and then captured in a record-keeping system for action or for its evidentiary value. Also referred to as generation of records.

D

Destruction: The disposal of records through incineration, pulping, shredding, deletion or another method, so that it is impossible to reconstruct the records.

Disposal: In a records and archives environment, the actions taken to fulfil the requirements outlined in appraisal reports and retention and disposal schedules to retain, destroy or transfer records. Note that disposal is not synonymous with destruction, though destruction may be one disposal option. Also known as disposition.

E

Evidence: In a legal environment, information or proof admitted into judicial proceedings and relevant to a specific case to establish an alleged or disputed fact.

Evidential value: In a records and archives environment, the value of records or archives in providing authentic and reliable information on decisions, actions, transactions and communications made by the organization that created the records.

F

Fiscal value: Records of fiscal value are those relating to the financial transactions of an organization and especially those required for audit purpose. For example, contracts, guarantees, bonds and documents related to settlement of claims and loans

L

Legal value: Records with legal value are those required to define the rights and obligations of an organization, its staff and individuals and organizations with which it deals. For example, agreements, certificates and contracts. If necessary, legal advice should be sought as to the legal value of individual records;

O

Operational value: Records with operational value are those documenting the activities and transactions of an organization. For example, routine correspondence and technical data;

P

Preservation: In a records and archives environment, the act of protecting records against damage or deterioration. The term is most often used to refer to the passive protection of archival material in which the item is not subject to any physical or chemical treatment.

R

Record: In a records and archives environment, documentary evidence, regardless of form or medium, created, received, maintained and used by an organization (public or private) or an individual in pursuance of legal obligations or in the transaction of business.

Records Management: A field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposal of records. Records management includes processes for capturing and maintaining records as evidence of and information about business activities and transactions.

Repository: A storage facility, physical or electronic, where records are held for safekeeping. With reference to paper-based records, a repository is a building or part of a building in which records or archives are preserved and made available for consultation. Also known as an archival repository or archives. Note: To avoid confusion with the use of the term ‘archives’ to refer to records with ongoing value, the term ‘archives’ is not used to refer to a repository.

Retention and disposal schedule: A document identifying the records of an organization or administrative unit and specifying which records should be preserved permanently as archives and which can be destroyed after a certain period as obsolete or superseded. The retention and disposal schedule provides ongoing authorization for the transfer of records from offices to records centers, along with the destruction of obsolete records and the preservation of archival materials. Also known as a disposal list, disposition schedule, records schedule, retention schedule or transfer schedule.

S

Storage: In a computer environment, the area within a computer system where data can be left on a longer term basis while it is not needed for processing.