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Glossary

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Saddle-Stitch When the pages of a printed document (i.e. magazine) are bound together using metal staples.
Safe Harbour Provision of a statute or a regulation that specifies that certain conduct will be deemed not to violate a given rule.
Safe Haven Secure physical location or agreed set of administrative arrangements within the organisation to ensure confidential personal information is communicated safely and securely. It is a safeguard for confidential information which enters or leaves the organisation whether this is by fax, post or other means. Any members of staff handling confidential information, whether paper based or electronic, must adhere to the safe haven principles.
Scan Once Print Many (SOPM) Single scan systems scans the document once and prints multiple copies.
Scan(ning) The action of digitally capturing an image using an electronic scanner.
Scanned image The digital representation of a physical document.
Scanner An optical device that transforms an analogue image into a graphics image readable by a computer.
SDK Software developers kit. Allows consumers the ability to add custom programming to the MFP.
Secondary storage Low cost, warehouse style storage used for semi active and inactive records. See also Local Archive.
Semi-active Records Records which are referred to infrequently and therefore are typically stored away from the work area.
Sensitive Data/Information Category of personal information that is usually held in confidence and whose loss, misdirection or loss of integrity could impact adversely on individuals, the organisation or on the wider community.
Sentencing The act of applying a retention schedule to records.
Series Records that are arranged or maintained as a unit as a result of the same accumulation or activity or because of some other relationship arising out of their creation, receipt and/or use.
Serious Untoward Incident (SUI) Any incident involving actual or potential loss of personal information that could lead to identity fraud or have other significant impact on individuals.
Service-level Agreement (SLA)

A service-level agreement (SLA) is a part of a service contract where a service is formally defined. Particular aspects of the service - scope, quality, responsibilities - are agreed between the service provider and the service user.

Significant Event Event or incident of particular interest to the organisation, requiring consideration and discussion, possibly highlighting areas where improvements can be made.
Simplex As opposed to duplex, means single sided printing.
Single Document Feeder (SPF) The document must be manually pulled through the feed mechanism each time a copy is needed.
Single Instance Altering an attribute within a grouping process and applying it to other instances of related documents or materials.
Sorter A device which is added to the copier for use when producing collated copies.
Sorter When photocopying large documents, a sorter can automatically collate the different pages in the right order. Some sorters can also staple or magazine-fold documents.
Standards A benchmark or reference to establish desirable quality or practice.
Stock Paper or card to be printed on.
Structure The manner in which elements are organised, interrelated, and, displayed. Along with content and context, structure is one of the three fundamental aspects of a record.
Structured Data Data that resides in a fixed field within a record or file. This includes data contained in relational databases and spreadsheets.
Subject Access Request A written, signed request from an individual to see information held on them, a right given under the Data Protection Act 1998 for example.
Subject Matter Expert A knowledge required to evaluate documents or identify their context.
Substantive Records Records related to the core activities of an organisation i.e. those activities which are unique to the organisation or office.
Subtractive Primary Colours These are the three primary colours that all modern printers mix in different quantities to create their infinite range of colour tones. Sometimes referred to with the abbreviation CMY, they are: cyan, magenta and yellow. The abbreviation CMYK refers to the three primary colours and black.