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29 Cards in this Set

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  • Back
Those records that are accessed and utilized in the current administration of business functions. (1)
Active records
A form that consists of a format where information remains the same on each document. (1 & 2)
Constant information
Number of tabs (projections) extending across a set of file folders: single cut (1 tab), 3rd cut (3 tabs), 5th cut (5 tabs). (1)
Cuts
Maintenance of accurate information or data within the system. (1)
Data integrity
A sheet of film containing miniature images arranged in rows and columns on a card. (1)
Fiche
Inserts for file drawers that indicate file sections and serve as dividers for groups of records. (1)
Guides
Documents that contribute to the continued smooth operation of an organization and can be replaced or duplicated if lost or destroyed in a disaster but with a considerable expenditure of time and money. (1)
Important records
Those records no longer referred to on a regular basis but still of limited importance. (1)
Inactive records
Card that contains reference information indicating where the original file or document in a numberic or alphanumeric classification system is located. (1)
Index record
File folder that includes all correspondence for one correspondent, subject, or account. (1)
Individual folder
Efficient searching of document content through the use of an index of words (descriptors) contained in the document. (1)
Intelligent retrieval
Any record that contains reduced images on film. (1)
Microform
File folder at the end of a file group that houses the group of records that have not yet been assigned individual file folders. (1)
Miscellaneous folder
Documents that are not necessary for the restoration of the business and have no predictable value. (1)
Nonessential records
Documents prepared for the organization's convenience or temporary use but that normally are not saved and are disposed of after use. (1)
Nonrecords
Process whereby a document is scanned and the data converted to digital form for processing by the computer. (1)
Optical Character Recognition (OCR)
Folder inserted into a file when someone shares out an entire file folder of documents. (1)
Out folder
The physical movement of records from active storage to semiactive or inactive storage as of a specific date each year. (1)
Periodic transfer
The physical movement of records from active storage to semiactive or inactive storage at any time an event has been completed or a case closed. (1)
Perpetual transfer
Card record used to record or post information that updates, changes, deletes, or adds data to the record. (1)
Posted record
The appraisal assigned to records that are active in nature and needed for current operations. (1)
Primary value
Process of automatically deleting the contents of an electronically stored record. (1)
Purging
Official documents of the company or organization valuable enough to be retained and stored in a format for future use and distribution. (1)
Records
Card containing reference info for files using a numeric or alphanumeric classification system; backup for numeric & alphanumeric systems that consists of cards file alphabetically, providing a complete list of names or subjects already included in the filing system; individual cards or computer listing of all names in alphabetic order to which numbers have been assigned. (1,2,3)
Relative index
The appraisal assigned to records that may have historical or archival importance and are held in semiactive or inactive storage. (1)
Secondary value
Projection on a file folder or guide for placement of a label with a typed caption. (1) Bill for a meal function normally paid by whoever benefits from the business association. (12)
Tab
Documents used in the operation of the organization that can be easily replaced. (1)
Useful records
Data to be filled in and inserted on a business form; information that is inserted on a document and changes each time the form is filled in. (1 & 2)
Variable information
Documents that are essential for the effective, continuous operation of the firm and are irreplaceable. (1)
Vital records