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29 Cards in this Set
- Front
- Back
Active records
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Those records that are accessed and utilized in the current administration of business functions.
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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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Cuts
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Number of tabs (projections) extending across a set of folders.
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Data Integrity
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Maintenance of accurate information or data within the system.
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Fiche
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A sheet of film containing miniature images arranged in rows and columns on a card.
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Guides
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Inserts for file drawers that indicate file sections and serve as dividers for groups of records.
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Important records
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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.
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Inactive records
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Those records no longer referred to on a regular basis but still of limited importance.
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Index record
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Card that contains reference information indicating where the original file or document in a numeric or alphanumeric classification system is located.
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Individual folder
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File folder that includes all correspondence for one correspondent, subject, or account.
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Intelligent retrieval
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Efficient searching of document content through the use of an index of words (descriptors) contained in the document.
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Microform
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Any record that contains reduced images on film.
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Miscellaneous folder
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File folder at the end of a file group that houses the group of records that have not yet been assigned individual folders.
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Nonessential records
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Documents that are not necessary for the restoration of the business and have no predictable value.
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Nonrecords
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Documents prepared for the organization's convenience or temporary use but that normally or not saved and are disposed of after use.
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Optical character recognition (OCR)
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Process whereby a document is scanned and the data converted to digital form for processing by the computer.
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Out folder
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Folder inserted into a file when someone charges out an entire file folder of documents.
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Periodic transfer
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The physical movement of records from active storage to semiactive or inactive storage as of a specific date each year.
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Perpetual transfer
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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.
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Posted record
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Card record used to record or post information that updates, changes, deletes, or adds data to the record.
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Primary value
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The appraisal assigned to records that are active in nature and needed for current operations.
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Purging
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Process of automatically deleting the contents of an electronically stored record.
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Records
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Official documents of the company or organization valuable enough to be retained and stored in a format for future use and distribution.
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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 numbers have been assigned.
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Secondary value
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The appraisal assigned to records that may have historical or archival importance and are held in semiactive or inactive storage.
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Tab
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Projection on a file folder or guide for placement of a label with a typed caption.
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Useful records
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Documents used in the operation of the organization that can be easily replaced.
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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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Vital records
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Documents that are essential for the effective, continuous operation of the firm and are irreplaceable.
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