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27 Cards in this Set

  • Front
  • Back
List of records in an archive that controls access to documents and retrieval of documents from the archive. (2)
Accession register
Proof that the document is the work of the stated author or source. (2)
Authentication technique that matches unique physical characteristics of a person against a database. (2)
Biometric identification system
Facility that houses records being retained for research or historical value. (2)
Business archive
Procedures to be followed when any records need to be borrowed from hard-copy files. (2)
Charge-out (tracking) system
Making notations on a record to indicate exactly how the record will be stored (names, numbers, or character strings). (2) Procedure used in research to assign a number to each response classification. (8)
Identifying alphabetic letters, numbers, or topics with specific colors to aid in filing and locating specific records and files. (2)
Color coding
Maintenance of information contained in business records so that it is used only for intended purposes. (2)
Printed or electronically imaged data on a business form; information that remains the same on each document. (1, 2)
Constant information
Card, sheet, or folder used whenever a record could be filed in more than one place in the files to indicate the location of the original document or complete file. (2)
Process of decoding data that has been encrypted into a secret format. (2)
Proof in the form of identity information, document fingerprints, and date/time information that a document has never been altered since it was signed. (2)
Digital signature
Procedures that permit a person to go directly to the storage system (file cabinet or computer storage) and a locate a file. (2)
Direct access
Translation of data into a secret code that is unintelligible without a deciphering device. (2)
Characteristic of records and files that remain factual, accurate, and truthful. (2)
Files integrity
Deciding what names, numbers, or character strings need to be used in filing a record. )2=
Procedures that require a person to consult a relative index to locate the name, subject, or number under which a file is stored. (2)
Indirect access
Examining a record to ensure that it has been released for filing by an appropriate authority within the firm. (2)
Procedures embedded in software programs to restrict individual access to records. (2)
Logical security
Words in an area of a document that appear to the reader as a solid line and can only be read under magnification. (2)
Assignment of user IDs (string of characters) to gain access to records. (2)
Procedures that restrict access to records through the use of hardware, facilities, or electronic storage. (2)
Physical security
Code known only to the recipient of a message that is used to decode (decrypt) the message. (2)
Private key
Code available to everyone that is used as the basis for encrypting a message. (2)
Public key
Depository for an organization's vital, inactive, and/or active records. (2)
Records center
Card containing reference information for files using a numeric or alphanumeric classification system; a backup for numeric and alphanumeric systems that consists of cards filed 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
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