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112 Cards in this Set
- Front
- Back
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What is access control? |
The process by which users are identified and granted certain privileges to information, systems, or resources |
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What is accession? |
The process of transferring physical custody of documentary materials to an archival institution. |
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What is acquisition? |
The process of adding to the holdings of a records center or archives by transfer under and established and legally based procedure |
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What is an acquisition policy? |
An official statement issued by an archives or manuscript repository identifying the kinds of materials it accepts and the conditions or terms that affect their acquisition. |
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What is an action plan? |
A sequence of steps that must be taken, or activitiesw that must be performed well, for a strategy to succeed |
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What is active preservation? |
An approach to digital preservation that seeks to ensure the continued accessibility of electronic records over time by actively intervening in how records are stored and managed |
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What is an active record? |
A record needed to perform current operations, subject to frequest use, and usually located near the user. |
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What are administrative access controls? |
Access controls that result from administrative action that includes developing policies and procedures, providing education and training, and monitoring and evaluating use |
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What is administrative metadata? |
Data that is necessary to manage and use information resources and that is typically external to informational content of resources |
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What is an administrative record? |
A record that is related to budget, personnel, supply, and similar administrative or facilitative operations common to all organizations |
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What is an administrative risk? |
A risk related to the management of the records and information management program, including information governance, change management, and emergency management. |
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What is an agent? |
An individual, workshop, or organization responsible for or involved in records creation, capture, and/or management process |
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What is appraisal? |
The process of evaluating records based on their current operational. regulatory, legal, fiscal, and historical significance, their informational value and their arrangement and relationship to other records |
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What is archival authority? |
Agency or program responsible for selecting and preserving archives, making them available, and approving destruction of other records |
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What is archival description? |
The process of analyzing, organizing, and recording details about the formal elements of a record or collection of records, such as creator, title, dates, extent, and contents, to facilitate the work's identification, management, and understanding |
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What is an archival system? |
An organizated collection of hardware, software, policies, procedures, and people that maintains, stores, manages, and makes available records over time |
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What are archives? |
Documents created or received and accumulated by a person or organization in the course of the conduct of business affairs and preserved because of their continuing value |
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what is archives management? |
The general oversight of a program to appraise, acquire, arrange, describe, preserve, authenticate, and provide access, to permanently valuable records. |
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What is arrangement? |
Process of organizing materials with respect to their provenance and original order to protect their context and to achieve physical or intellectual control over the materials |
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What is an attribute? |
Characteristic of an object or entity |
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What is an audit? |
Independent review and examination of records and activities to test for compliance with established policies or standards, often with recommendations for changes in controls or procedures |
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What is an audit plan? |
A description of the expected scope and conduct of the audit with sufficient detail to guide the development of the audit program; this includes a set of instructions and a means to control and record the proper execution of the work |
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What is an audit trail? |
Information in records that tracks a transaction from beginning to end, making it possible to review whether it was done according to relevant policies and standards |
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What is authenticity? |
Sum of the qualities of a record that establishes the origin, reliability, trustworthiness, and correctness of its content |
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What is a big bucket schedule? |
A type of flexible records schedule that applies disposition instructions against a large body of records grouped at a level of aggregation greater than the tradition file series or electronic system and that can be along a specific program area, functional line, or business process |
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what is big data? |
Data so large that is difficult to process with traditional database and software techniques |
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What is a boolean logic search? |
Method of searching electronic information systems that uses specific terms and symbols to refine a search and improve the chances of obtaining successful search results |
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what is a business case? |
a type of decision making tool used to determine the effects a particular decision will have on profitability |
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What is business classification? |
A classification system related to business functions (activities) that provides a systematic framework for records management |
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What is business continuity? |
An organization's ability to continue to operate in the event of a disaster or disruption |
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What is business process? |
Related activities, sequential or parallel, that have been systematically implemented to produce a specific service or product |
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What is business process analysis? |
The activity of reviewing and changing existing business practices in order to fit a new and improved automated process |
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What is BPI? |
Business process improvement-- improving quality, productivity, and response time of a business process by removing non-value-adding activities and costs through incremental enhancements |
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What is business process mapping? |
Assigning variables to given work tasks and plotting how work moves from one department to the next and from one employee to the next |
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What is BPM |
business process model-- a sequential representation of all functions associated with a specific business activity. |
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What is a business system? |
organized collection of hardware, software, supplies, policies, procedures, and people that stores, processes, and provides access to an organization's business information |
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What is a chronological filing system? |
A filing system set up by date and used to organize business records such as invoices, purchase orders, and bills of lading |
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What is classification? |
The systematic identification and arrangement of business activities and/or records into categories according to logically structured conventions, methods, and procedural rules represented in a classification system |
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What is cloud computing? |
Model for enabling ubiquitous, convenient, on-demand network access to a shared pool of configurable computing resources that can be rapidly provisioned and released with minimal management effort or service provider interaction |
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What is cloud digital preservation? |
service providing digital preservation of information and data |
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What is cloud storage? |
Storage of data online in the cloud wherein a company's data is stored in and accessible from multiple distributed and connected resources that comprise a cloud |
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What is a cold site? |
An alternative facility that is void of any resources ir equipment and that can be used as a backup site for disaster recovery |
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What is compliance? |
certification or confirmation that the doer of an action or the manufacturer or supplier if a product meets the requirements of accepted practices, legislation, prescribed rules and regulations, specified standards, or the terms of a contract. |
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What is conceptual analysis? |
A term that can be applied to all examinations of message content; a category of content analysis |
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What is a conceptual model? |
Data model that represents an abstract view of the real world |
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What is content analysis? |
A research tool used to determine the presence of certain words or concepts within texts and sets of texts |
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What is content management? |
Techniques to set policies and supervise the creation, organization, access, and use of large quantities of information, especially in different formats and applications throughout an organization |
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What is content standard? |
Set of formal rules that specify the content, order, and syntax of information to promote consistency |
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What is controlled vocabulary? |
A limited set of terms and phrases used as headings in indexes and as access points in catalogs |
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What is conversion? |
The process of changing records from one medium to another or from one format to another |
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What are dark archives? |
A collection of materials preserved for future use but with no current access |
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What is a data map? |
A comprehensive and defensible inventory of an organization's electronically stored information that includes all the relevent IT systems and media and the responsible business units, data stewards, and custodians |
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What is a data mart? |
A specific, subject-oriented respository of data gathered from operational data and other sources and designed to serve the needs of a particular community of knowledge workers |
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What is a data warehouse? |
A central aggregation of data (that can be distributed physically) that starts from an analysis of what data already exists and how it can be collected and later used |
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What is de facto standard? |
A consistent method of doing something that has been established by practice |
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What is de jure standard? |
A consistent manner of doing something established by a deliberate process |
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What is derivative dispersal? |
The intentional distribution of records (with or without malice) |
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What is designed dispersal? |
Regular distribution of records (especially vital) to additional locations as a method of protection |
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What is destruction? |
The process of eliminating or deleting records beyond any possible reconstruction |
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What are digital archives? |
A specialized storage repository and service with supporting data and storage services used to secure, retain, and protect digital information for extended periods of time, but not long-term |
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What is digital preservation? |
Ensuring that consumers can access, examine, resuse, and interpret digital information and verify it as authentic over any period of time, including long term. |
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What is digital rot? |
The gradual decay of storage media or the degredation of software over time |
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What is a disaster recovery plan? |
A written and approved course od action to take after disaster strikes that details how an organization will restore critical business functions and reclaim damaged or threatened records |
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What is discovery? |
Required disclosure of relevant items in the possession of one party to the opposing party during the course of legal action |
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What is dispersal? |
Transfer of duplicate copies of vital records to locations beyond those where the originals are housed |
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What is disposition? |
Range of processes associated with implementing records retention, destruction, or transfer decisions that are documented in disposition authorities or other instruments |
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What is a document? |
Recorded information or object that can be treated as a unit |
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What is document management? |
Techniques used to regulate the creation, use, and maintenance of documents according to established policies and procedures |
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What is a DMS? |
Document management system-- computer system and software to store, manage, and track electronic documents and electronic images of paper-based information captured through the use of a document scanner |
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What is DTD? |
Document type definition-- a set of rules that specify the structure of a document and the tags used to define that structure and that can be used to validate whether a document is well-formed |
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What is a duplex numeric system? |
A coding system using numbers with two or more parts seperated by a dash, space, or comma |
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What is a dynamic website? |
a website that can use a single URL to generate content that changes based on a number of factors |
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What is evaluation? |
Assessing the value of records, especially regarding their destruction |
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What is faceted classication? |
A system for organizing materials into categories based on a systematic combination of mutually exclusive and collectively exhaustive characteristics of the materials and displaying the characteristics in a manner that shows their relationships |
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What is a file plan? |
A classication scheme describing different types of files maintained in an office, how they are identified, where they should be stored, and how they should be indexed for retrieval, and a reference to the approved disposition for each file |
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What is full text search? |
The ability of a system to provide search and retrieval of documents based on a search of the complete text within the documents, not just on keywords |
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What is a functional classification system? |
A classification system related to business functions that proveds a systematic framework for records management |
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What is a functions thesaurus? |
A classification tool built from the business classification scheme listing the terms in alphabetical order |
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What is GARP? |
Generally accepted recordkeeping principles: -accountability -integrity -protection -compliance -availability -retention -disposition -transparency |
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What is a geographic filing system |
The classification of records by geographic location usually arranged by numeric code or in alphabetic order |
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What is governance? |
System, structures, tone, and behaviours by which the organization is directed and controlled and accountability clearly defined |
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What is a hot site? |
An alternate facility that has the equiment and resources to immediately recover the business functions affected by the occurance of a disaster |
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What is an inactive record? |
A record no longer needed to conduct current business but is preserved until it meets the end of its retention period |
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What is an index? |
An ordered list of controlled language terms that points to the location of information related to each term |
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What is indexing? |
The process of establishing access points to facilitate retrieval of records and/or information |
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What is information? |
Data that has been given value through analysis, interpretation, or compilation in a meaningful form |
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What is record integrity? |
Quality of being whole and unaltered from loss, tampering, or corruption |
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What are legal and regulatory risks? |
Risks related to compliance and arising from litigation |
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What is a legal hold? |
A communication issued as a result of current or anticipated litigation, audit, government investigation, or other such matter that suspends the normal disposition or processing of records |
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What is an M-DISC |
a natural stone-like substance used as a "write once, read forever" medium on which files are laser-engraved and cannot be overwritten, erased, or corrupted by natural processes |
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What is a media vault |
A vault designed and built to protect digital media from temperatures above 125 degrees and 80% humidity |
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What is metadata? |
Data describing context, content, and structure of records and their management through time |
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What is microfilm? |
A high-resolution film in roll form containing microimages |
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What is migration? |
The act of moving records from one system to another while maintaining the record's authenticity, integrity, reliability, and usability |
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What is a numeric filing system? |
Any classification system designed to arrange records based on numbers that are assigned or taken directly from a record (such as purchase order) |
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What is operational value? |
The usefulness or significance of records to support ancillary operations and management of an organization |
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What is passive preservation? |
An approach to digital preservation that ensures continuing integrity of and controlled access to digital objects along with their associated metadata. The original objects are kept intact without changing the technologies used to store or process them |
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What are physical access controls? |
Controls that limit access to physical and electronic assets through the use of strategies and tools -fingerprint scanners -vaults -safes |
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What is policy-based data preservation? |
A set of elements that are integrated into the preservation system and act as actionable rules and executable computer procedures -purpose -properties -policies -procedures -state information -assessment criteria -federation |
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What is preservation? |
Process and operations involved in ensuring the technical and intellectual survival of authentic records through time. |
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What is primary value? |
The value of records derived from the original use that caused them to be created |
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What is records capture? |
Ensuring a record becomes fixed so that is cannot be altered or deleted and that it is stored in a location where it can be retrieved, accessed, preserved, and managed |
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What is respect des fonds? |
The archival prinicple that dictates that records of different origins should be kept separate to preserve their context |
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what is a patent? |
a government authority or license conferring a right or title for a set period, especially the sole right to exclude others from making, using, or selling an invention |
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what is a trademark? |
a symbol, work, or words legally registered or established by use as representing a company or product |
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what is a trade name? |
a name that has the status of a trademark |
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what is a trade secret? |
a secret device or technique used by a company in manufactuing its products |
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what are the questions that an intellectual property protection program must answer? |
-what infomation do we create and need to protect? -who creates, accesses and manages the information? -where is the information stored? -when is the information created and for how long does it need to be protected? -how do we organize the information to maximize its use and ensure adequate protection? |
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what is a corporate taxonomy? |
hierarchical classification of entities of interest of an enterprise, organization or administration, used to classify documents, digital assets and other information. |
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what is a public record? |
a record that is not considered confidential and generally pertains to the conduct of government |
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what is a proprietary record? |
record containing information that should be kept secret to the company and not be allowed to be viewed by another party. |
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what is a confidential record? |
record that contains information that for one or more reasons should only be disclosed to specific people or groups. |
