术语表

A

right, opportunity,

means of finding,

using, or

retrieving information

ion= acquisition

the process of transferring physical custody of

documentary materials to an archival institution.

3. accrual= accretion

an accession of records added to a series already

held by an archival institution.

ition

the process of adding to the holdings of a records

center or archives by transfer under an established

and legally based procedure, by deposit, purchase,

gift or bequest.

record

a record needed to perform current operations,

subject to frequent use, and usually located near the

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user.

see

the name of the organization to which or individual

to whom a record is addressed.

individual, workgroup or organization responsible

for or involved in record creation, capture and/or

records management processes.

sal

the process of evaluating recorded based on their

current operational, regulatory, legal, fiscal, or

historical significance; informational value;

arrangement, and relationship to other records.

al agency/authority/institution/program

Agency responsible for selecting, acquiring and

preserving archives, making them available, and

approving destruction of other records.

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al integrity

the principle that a body of records resulting from

the same activity must be preserved as a group,

without division, separation, or addition to protect

the evidential and informational value that can be

discerned from its context.

11. archival reference code

the combination of letters and numbers all allocated

to groups or series of archival materials, or to

individual archival items, in order to identify and

control the materials

ing

To conduct all activities related to caring for records

of continuing value.

ticity

the sum of the qualities of a record that establish the

origin, reliability, trustworthiness, and correctness

of its content.

B

3

le conversion

the process of changing legacy documents and

records from one format, storage media, application

and/or system to another.

to duplicate information primarily for protection in

case the original is lost or destroyed.

code

a type of code used on labels to be read by

electronic scanner. Each bar code is unique and

identifies a specific item, file or box.

C

.

Certified archivist

2. case file

a file containing standardized contents related to a

specific action, event, person, place, project or

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subject. Sometimes referred to as a project file or

dossier.

ied copy

A copy of a document attested to be a true copy by

the official custodian of the original document.

logical file

Records filed in date sequence. Also referred to

CHRON and chron-file.

fication

In a records and archives environment, the process

of identifying and arranging business activities and

the resulting records into categories according to

logically structured conventions, methods and

procedural rules.

fied (confidential/secret)records

Records that have been restricted in their circulation

and access because they contain information that

needs to be protected from unauthorized access.

Classified records may bear security markings such

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as “confidential”, “secret” or “top secret”.

nce

cial records center

A records center that stores the records of other

organizations and provides services on a for-profit,

fee basis.

t shelving

A system of mobile shelving intended to save space

and/or guarantee security.

10. conservation

In a records and archives environment, the intrusive

protection of archival material, by the minimal

physical and chemical treatments necessary to resist

further deterioration, that will not adversely affect

the integrity of the original.

tual information

information that is in addition to the actual text of

the document such as date sent, sender's identity,

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addressee's identity, routing in formation and return

receipts.

12. continuum

a record-keeping concept referring to a consistent

and coherent process of records management

throughout the life of records, from the design and

development of record- keeping systems through the

creation and preservation of the records, to their

retention and use as archives.

t records

Records regularly used for the conduct of the

current business of an organization or individual.

Also known as active records.

D

t

the process of placing documents in the custody of

an archival institution without transfer of legal title.

ption

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in a records and archives environment, the process

of capturing, analyzing, organizing, and recording

information that serves to identify, manage, locate

and explain records and the contexts and records

systems that produced them.

3. destruction

the disposal of records through incineration,

pulping, shredding, deletion or another method, so

that it is impossible to reconstruct the records.

4. digitize

To convert a source document into a binary format

that may be processed electronically.

zation

in a records and archives environment, the

conversion of analogue materials (such as paper

documents) into digital form so that they can be

stored and accessed electronically. The process of

digitization involves converting characters or

images into binary digits to create digital files.

al

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In a records and archives environment, the actions

taken to fulfill the requirements outlined in

retention and disposal schedules to retain, appraisal

or transfer records . Note that disposal is not

synonymous with destruction, though destruction

may be one disposal option. Also known as

disposition.

disposal schedule

E

1. electronic document management system (EDMS)

A system consisting of software, hardware, policies,

and processes to automate the preparation,

organization, tracking, and distribution of electronic

documents.

onic records management system (ERMS)

An automated system used to manage the creation,

use, maintenance and disposition of electronically

created records for the purposes of providing

evidence of business activities. These systems

maintain appropriate contextual

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information(metadata)and links between records to

support their value as evidence. The primary

purpose of an electronic records management

system is the capture and management of electronic

records. See also Electronic document and records

management(EDRMS)

onic archiving

storage of electronic information in an independent

physical or logical space where the information is

protected from loss, alteration and deterioration.

4. electronic vaulting

disaster planning service that involves moving data

over a network to a secure remote site according to

an established schedule.

5. enclosures

storage container, specifically archival-quality

containers such as acid-free envelops, folders or

boxes, used to hold records and archives and protect

them from hazardous elements.

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F

ted archives

A group of archives that has agreed to provide

access to their holdings via one or more common

finding aids.

An organized unit of records grouped together

because they relate to the same subject, activity or

transaction.

3. file conversion

g aid

A document that lists and describes a body of

records or archives.

5. freeze drying

The process of stabilizing water-soaked documents

by freezing them to prevent further damage from

water in its liquid state. See also vacuum drying,

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vacuum freeze drying, and vacuum thermal drying.

tion

The process of exposing records to a poisonous

vapor to destroy insects, mold, mildew, and other

destructive biological infestations.

onal appraisal

In a records and archives environments, the process

of assessing the enduring value of records by

determining the functions of the body to be

documented, identifying which offices or

individuals created records in carrying out those

functions and selecting the records that provide the

most complete and concise documentation of the

functions.

G

1. generation

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the degree of remoteness of a copy, usually

photographic, from the original. Subsequent

generations can incur degradation of the image.

ment information location service(GILS)

A federal government service to help the general

public locate and access government information

throughout the federal government. GILS describes

the information available in those resources and

provides assistance in obtaining that information.

GILS uses network technology and international

standards for information search and retrieval.

In a records and archives environment, the primary

division in the arrangement of records and archives

at the level of the independent originating

organization. Also known as archives group, fonds

or record group.

H

1. hard copy

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synonymous with paper

2. holdings

the overall volume and type of records stored in a

record center or other repository.

3. hot site

an alternate facility that has the equipment and

resources to immediately recover the business

functions affected by the occurrence of a disaster.

4. inactive record/ non-current record

a record no longer needed to conduct current

business but preserved until it meets the end of its

retention period.

ng

In a records and archives environment, the process

of establishing terms to describe and provide access

to records and archives. Note: The terms are usually

organized in alphabetical order.

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7. information security

preservation of confidentiality, integrity and

availability of information; in addition, other

properties such as authenticity, accountability, non-

repudiation, and reliability can also be involved.

8. informational value

in a records and archives environment, the

secondary value of records or archives for reference

and research; the informational value of records

derives from the information contained in them and

may be incidental to their original purpose.

9. integrity

the characteristic of a record as defined in ISO

15489 that indicates it is complete and unaltered.

10. intellectual property

an idea, secret, mark, or expression that has

property rights created through intellectual and/or

discovery efforts of a creator and that are generally

protectable under patent, trademark, copyright, or

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