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Glossary

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Titlesort descending
Data Units of information such as facts and figures.
Data Flow Mapping Process of documenting the flow of information from one physical location to another and the method by which it “flows”. Data flows may be by email, fax, post/courier, text or portable electronic or removable media.
Data ForgeTM

Data ForgeTM is a highly flexible, scalable and integrated Information Management platform which is able to affect enterprise-wide change to document and business processes.

The platform is used to discover, classify, search, control and store any document which may exist in your organisation – be it physical or electronic – with speed, accuracy and functionality never before achievable.

Data Protection Act UK 1998 Regulates the processing of information relating to individuals, including the holding, obtaining, recording, use or disclosure of such information.
Declassification The process of making previously restricted materials available for general consultation.
Decryption The process of decoding data that has been encrypted into a secret format. Decryption requires a secret key or password.
Decryption A procedure which reverses transcription by translating cipher text into plain text by means of either a code or a cryptographic system.
Defensible Disposal The process of identifying and permanently disposing of data.
Description The process of capturing, analysing, organizing and recording information that serves to identify, manage, locate and explain archival materials and the context of records.
Desktop Copier The dimensions, weight or design of these units allow them to be supported by a desk or optional stand.
Destruction The act of permanently disposing of records.
Developer The substance that carries the toner in the developer unit. Through the friction of the developer the toner particles are charged, which will cause attraction to the oppositely charged drum.
Development Process by which toner is applied to the image on the photoconductor drum.
Digital Signature A digital code that can be attached to an electronic document to uniquely identify the creator/sender
Digitisation Digitisation
Disaster Mitigation Strategy Written policies, procedures and information designed to mitigate the impact of threats to an organisation’s records and to recover them in the event of a disruption to daily operations. See Vital Records, Risk Analysis and Assessment and Risk Management.
Disaster Recovery The operation of restoring record collections and related operations after a disaster.
Disaster Recovery Plan Part of the business continuity plan that is implemented following a serious incident affecting the provision of services. It should detail how services will be brought back online within a set time frame and inform staff of alternative methods of service provision.
Disclosure The complete divulging or provision of access to data.
Disclosure The process of making records available for public access.
Disposal The transfer of records, especially noncurrent records, to their final state, either destruction or transfer to an archives.
Disposition A range of processes associated with implementing records retention, destruction or transfer decisions which are documented in disposition authorities or other instruments.
Distributed Management Distributed management is an electronic recordkeeping strategy whereby the agency which created the electronic records maintains them in their computing environment, migrating them to new hardware and software platforms as that environment changes. It addresses technological change by exploiting the creating agency’s need to periodically migrate current data to new platforms: electronic records of longer-term value are transferred at the same time.
DL Envelope A standard envelope size measuring 110mm x 220mm. They take A4 sheets, folded into three.
Document A piece of written, printed, or electronic matter that provides information or evidence or that serves as an official record.
Document Any recorded information or object which can be treated as a unit. Records are considered a subset of documents that have specific attributes. See also Record(s).
DPI Dots per inch, which indicate the resolution of images. The more dots per inch, the higher the resolution and the better quality the image. 300dpi is the ideal resolution for print.
DPI Stands for dots per inch and reflects the photocopiers resolution; the higher the DPI the better the quality of the copy.
Drum The heart of a copier on which the image is formed. It consists of an aluminium core with multiple layers of light and charge sensitive material such as selenium, or an organic based material.
Drum The drum is the part of the photocopier that actually forms the image on the paper.
Duplex Printing on both sides of a sheet of paper.
Duplex Duplexing is the process of printing, copying or scanning images on both sides of a piece of paper, without user interaction.
Duplex Copying This is the technical term for double sided printing.
Duplication In records management terms, this refers to the act of making a new set of records when one already exists. Prevention of duplication is one of the requirements of good information quality.