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27 Cards in this Set
- Front
- Back
accession register
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List of records in an archive that controls access to documents and retrieval of documents from the archive
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authenticity
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Proof that the document is the work of the stated author or source.
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biometric identification system
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Authentication technique that matches unique physical characteristics of a person against a databse.
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business archive
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Facility that houses records being retained for research or historical value.
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charge-out (tracking) system
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Procedures to be followed when any records need to be borrowed from hard-copy files.
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coding
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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.
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color coding
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Identifying alphabetic letters, numbers, or topics with specific colors to aid in filing and locating specific records and files.
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confidentiality
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Maintenance of information contained in business records so that it is used only for intended purposes.
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constant information
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Printed or electronically imaged data on a business form; information that remains the same on each document.
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cross-reference
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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.
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decryption
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Process of decoding data that has been encrypted into a secret format.
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digital signature
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Proof in the form of identify information, document fingerprints, and date/time information that a document has never been altered since it was signed.
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direct access
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Procedures that permit a person to go directly to the storage system (file cabinet or computer storage) and locate a file.
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encryption
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Translation of data into a secret code that is unintelligible with a deciphering device.
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files integrity
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Characteristic of records and files that remain factual, accurate, and truthful.
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indexing
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Deciding what names, numbers, or charater strings need to be used in filing a record.
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indirect access
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Procedures that require a person to consult a relative index to locate the name, subject, or number under which a file is stored.
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inspecting
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Examining a record to ensure that it has been released for filing by an appropriate authroity within the firm.
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logical security
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Procedures embedded in software programs to restric individual access to records.
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microprinting
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Words in an area of a document that appear to the reader as a solid line and can only be read under magnification.
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passwords
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Assignment of user IDs (string of characters) to gain access to records.
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physical security
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Procedures that restrict access to records through the use of hardware, facilities, or electronic storage.
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private key
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Code known only to the recipient of a messge that is used to decode (decrypt) the message.
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public key
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Code available to everyone that is used as the basis for encrypting a message.
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records center
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Depository for an organization's vital, inactive, and/or active records.
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relative index
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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 nubmer have been assigned.
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variable information
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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.
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