Cps Office Admin Chapter 2

Front 1

List of records in an archive that controls access to documents and retrieval of documents from the archive. (2)

Back 1

Accession register

Front 2

Proof that the document is the work of the stated author or source. (2)

Back 2

Authenticity

Front 3

Authentication technique that matches unique physical characteristics of a person against a database. (2)

Back 3

Biometric identification system

Front 4

Facility that houses records being retained for research or historical value. (2)

Back 4

Business archive

Front 5

Procedures to be followed when any records need to be borrowed from hard-copy files. (2)

Back 5

Charge-out (tracking) system

Front 6

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)

Back 6

Coding

Front 7

Identifying alphabetic letters, numbers, or topics with specific colors to aid in filing and locating specific records and files. (2)

Back 7

Color coding

Front 8

Maintenance of information contained in business records so that it is used only for intended purposes. (2)

Back 8

Confidentiality

Front 9

Printed or electronically imaged data on a business form; information that remains the same on each document. (1, 2)

Back 9

Constant information

Front 10

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)

Back 10

Cross-reference

Front 11

Process of decoding data that has been encrypted into a secret format. (2)

Back 11

Decryption

Front 12

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)

Back 12

Digital signature

Front 13

Procedures that permit a person to go directly to the storage system (file cabinet or computer storage) and a locate a file. (2)

Back 13

Direct access

Front 14

Translation of data into a secret code that is unintelligible without a deciphering device. (2)

Back 14

Encryption

Front 15

Characteristic of records and files that remain factual, accurate, and truthful. (2)

Back 15

Files integrity

Front 16

Deciding what names, numbers, or character strings need to be used in filing a record. )2=

Back 16

Indexing

Front 17

Procedures that require a person to consult a relative index to locate the name, subject, or number under which a file is stored. (2)

Back 17

Indirect access

Front 18

Examining a record to ensure that it has been released for filing by an appropriate authority within the firm. (2)

Back 18

Inspecting

Front 19

Procedures embedded in software programs to restrict individual access to records. (2)

Back 19

Logical security

Front 20

Words in an area of a document that appear to the reader as a solid line and can only be read under magnification. (2)

Back 20

Microprinting

Front 21

Assignment of user IDs (string of characters) to gain access to records. (2)

Back 21

Passwords

Front 22

Procedures that restrict access to records through the use of hardware, facilities, or electronic storage. (2)

Back 22

Physical security

Front 23

Code known only to the recipient of a message that is used to decode (decrypt) the message. (2)

Back 23

Private key

Front 24

Code available to everyone that is used as the basis for encrypting a message. (2)

Back 24

Public key

Front 25

Depository for an organization's vital, inactive, and/or active records. (2)

Back 25

Records center

Front 26

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)

Back 26

Relative index

Front 27

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)

Back 27

Variable information