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A Sizes

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


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.


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.


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)

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.


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.


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


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


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


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.


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


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.


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.


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


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


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.