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27 Cards in this Set

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