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Glossary

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A Sizes

The most common paper size used for general printing (UK), stationery and publications.

Access

Right, opportunity, means of finding, using or retrieving information. (International Standard ISO/TR15489-1, Clause 3.1)

Access Controls

A range of measures and processes to ensure that entry to a system, network or premises is restricted to authorised users.

Access Copy

A copy or reproduction or records or archival material that is used specifically for information sharing and/or to protect originals from damage or theft.

Accession

The acquisition of a group of records or materials that are physically and legally transferred to a repository or archives. Also refers to the documentation of the transfer the records or materials into a registry or database.

Accountability

The principle that individuals, organizations and the community are responsible for their actions and may be required to explain them to others. (International Standard ISO/TR15489-1, Clause 3.2)

Accounts Payable

Accounts payable is money owed by a business to its suppliers shown as a liability on a company’s balance sheet.

Accounts Receivable

Accounts receivable is a legally enforceable claim for payment held by a business for goods supplied and/or services rendered that customers/clients have ordered but not paid for. These are generally in the form of invoices raised by a business and delivered to the customer for payment within an agreed time frame.

Active records

Records in frequent use, regardless of their date of creation, required for current business relating to the administration or function of the organisation. Such records are usually maintained in office space and equipment close to hand. Also known as current records.

Activity

Each function of an organisation may be broken down into a number of ‘activities’, a term used in the sense of a class of actions that are taken in accomplishing a specific function. The activities in turn may be broken down into a number of transactions.

Administrative Records

Administrative records are common to most organizations. Examples include routine correspondence or interoffice communications; records relating to human resources, equipment and supplies, and facilities; reference materials, routine activity reports, work assignments, appointment books, and telephone logs.

Aggregation

Accumulated or collected records that are organised into groupings or series.

Algorithm

A mathematical programming procedure that solves a particular task or recurrent problem.

Alphanumeric

The combination of letters and numbers, usually this term is used in relation to the formation of passwords.

Analogue

Analog describes something that is continuously variable. In this context, analogue refers to non-digital materials such as paper records, audio-cassettes, and traditional silver-based photographs.

Anonymised Information

Information that in no way directly identifies an individual and cannot be used to determine their identity. It requires the removal of their name, address and any other details which may lead to identification.

Appraisal

The process of establishing the value of a record in order to establish retention periods.

Archives

Archives refers to both records and materials that are appraised to have archival value in addition to the physical place where archival materials and records are stored.

Asset

Anything which has value to the business, its operations or the ability to continue supplying services.

Attribute Extraction

Extracting data values from a document by using the visual representation to identify data elements of interest and providing a field label to the data element. Inclusive or exclusive delimiters can be set to select data elements and filters the output.

Audit

A planned and documented activity to investigate, examine, or evaluate compliance with established policies, procedures, and gauge the effectiveness of practices.

Authenticity

An authentic record is on that is must have been created by the individual represented as the creator.

Author

The person or system that created a document.

Authority Lists

A listing of the terms that are approved for use within an organisation to describe certain business related attributes.

Automatic Document Feeder (ADF)

A device that holds a stack of originals and feeds them automatically, one at a time to the exposure glass for scanning/copying.

Automatic Reverse Document Feeder (ARDF)

A document feeder capable of copying both sides of an original.

Automatic Start

Allows the user to enter copy functions/commands during the warm-up period. After warm-up is completed, copying will begin automatically.