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Definition 1: The availability of, or the permission to consult, records.
Definition 2: The ability or opportunity to obtain security-classified or administratively controlled information or records. See also ADMINISTRATIVELY CONTROLLED INFORMATION, CLASSIFIED INFORMATION.
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Definition 1: The transfer of the legal and physical custody of permanent records from an agency to the National Archives. See also BLOCK (1),PERMANENT RECORDS, SCHEDULED TRANSFER, TRANSFER (1).
Definition 2: The transfer of agency records to a Federal records center for temporary storage. The agency retains legal custody of the records. See also RETIREMENT, TRANSFER (1). (3) The records so transferred. Also called accessioned records.
Definition 3: The records so transferred. Also called accessioned records.
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Definition: See ACCESSION (3)
Preferred Term: ACCESSION
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Definition: Specified records accumulated by collecting, disbursing, and certifying officers and required by the General Accounting Office (GAO) for audit purposes. Also known as site audit records.
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Definition: Records adding to, or extending, a series or system of permanent records previously accessioned by the National Archives.
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Definition: The copy of a document sent to the agency, office, or individual responsible for taking action. See also COPY (1).
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Preferred Term: CURRENT RECORDS
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Definition: A standard of sufficiently and properly recording actions and/or decisions. See also DOCUMENTATION (1).
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Definition: A record of the conduct of U.S. Government business that is complete and accurate to the extent required to document the organization, functions, policies, decisions, procedures, and essential transactions of the agency and that is designed to furnish the information necessary to protect the legal and financial rights of the Government and of persons directly affected by the agency's activities.
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Definition: A set of documents that is the basis for any Federal agency administrative action, including, but not limited to, rulemaking. Under the Administrative Procedure Act (APA), any judicial review of a final agency action is based on the administrative record. Administrative actions that are not rules may include denials of citizens' petitions, individual permit decisions, and exemption decisions. These actions are typically based in an administrative record.
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Definition: A set of documents which form the basis for selection of a response action under Section 113(j) of the Comprehensive Environmental Response, Compensation, and Liability Act of 1980 (CERCLA), as amended by the Superfund Amendments and Reauthorization Act of 1986 (SARA). Judicial review of any issue concerning the adequacy of any response action is limited to the record.
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Definition: Those records created by several or all Federal agencies in performing common facilitative functions that support the agency's mission activities, but do not directly document the performance of mission functions. Administrative records relate to activities such as budget and finance, human resources, equipment and supplies, facilities, public and congressional relations, and contracting.
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Definition: The usefulness of records in conducting an agency's current business. Includes fiscal value and legal value, which are usually analyzed separately when records are evaluated for disposition.
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Definition: Privileged or other nonsecurity-classified information in records sometimes bearing designations, such as "For Official Use Only," to prevent its unauthorized disclosure. See also CLOSED FILE (2).
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Preferred Term: INFORMATION TECHNOLOGY MANAGER
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Definition: Photographs of the earth, other planetary bodies, or the atmosphere that have been taken from airborne vehicles to evaluate, measure, or map selected features of the landscape or the sky. Also involve related indexes.
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Definition: Documentary materials of an executive agency that, based on Federal case law, are subject to the Freedom of Information Act (FOIA).
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Preferred Term: RECORDS MANAGEMENT OFFICER
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Preferred Term: COMPREHENSIVE RECORDS SCHEDULE, RECORDS SCHEDULE
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Preferred Term: MACRODATA
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Definition: In microform records, very small spots forming on silver gelatin film as a result of air pollution, improper packaging, or inadequate storage conditions. Also called measles, microspots, red spots, or redox blemishes.
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Definition: Unlawfully transferring records or losing custody of them to an unauthorized organization or person.
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Definition: A classification system in which subjects are arranged in alphabetical order regardless of their relationship to one another. For example, the subjects "adobe houses" and "adrenalin" would immediately follow "administration."
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Definition: A classification system in which letters are assigned to main divisions and numbers to subdivisions. For example, "P5" might stand for "Personnel -- Employment."
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Definition: A U.S. standards organization composed of representatives from industry, technical societies, consumer organizations, and government agencies.
Acronym: ANSI
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Definition: A binary code representing each letter, number, or other symbol with a unique 7-bit code. See also CODE (1).
Acronym: ASCII
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Definition: Representing data by measuring a continuous physical variable, such as the rotation of hands on a clock, in contrast to a digital clock.
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Definition: An 80-column tabulating sized card with a hole, or aperture, containing usually one frame of 35-mm microfilm. Generally used for engineering drawings, maps and charts, and x rays.
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Definition: A specific use of computer, micrographic, or other information technology, such as in payroll or inventory control.
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Definition: The process of determining the value and thus the final disposition of records, making them either temporary or permanent. See also EVALUATION (1).
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Definition: Drawings and related records depicting the concepts and precise measurements needed to plan and build static structures, such as buildings, bridges, and canals, as well as those needed to complete other public works projects and produce such objects as weapons and machines. Include design and construction drawings and related records. Also include computer-aided design (CAD), computer-aided manufacturing (CAM), and computer-aided engineering (CAE) system records that relate to architecture and engineering and need to be managed like other electronic records.
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Definition: See ARCHIVES (2).
Preferred Term: ARCHIVES
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Definition: See ARCHIVES (3).
Preferred Term: ARCHIVES
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Definition: A photographic film that meets the standards for archival film described in NARA's micrographic regulations and that is suitable for the preservation of permanent records when stored in accordance with those regulations.
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Definition: The ability of material, such as processed prints or film, to resist deterioration sufficiently to meet standards for permanent records.
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Definition: See ARCHIVES (1).
Preferred Term: PERMANENT RECORDS
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Definition: See ARCHIVES (3).
Preferred Term: ARCHIVES
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Definition: The standards to be met by a type of recording material or process in order for this material to have and retain specified characteristics necessary for permanent records.
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Definition: Conditions suitable for preserving permanent records.
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Definition 1: The noncurrent records of an organization preserved because of their continuing, or enduring, value. "National Archives of the United States" means those records that have been determined by the Archivist of the United States to have sufficient historical or other value to warrant their continued preservation by the Federal Government and that have been transferred to the Archivist's legal custody. See also PERMANENT RECORDS, STANDARD FORM 258.
Definition 2: The organization or agency responsible for appraising, accessioning, preserving, and making available permanent records. Also called archival agency. In the U.S. Government, the National Archives and Records Administration (NARA).
Definition 3: One or more buildings, or portions thereof, where permanent records are located after being accessioned by an archival agency. Also called archival depository or archival repository. See also DEPOSITORY.
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Definition: The management or direction of the program of an archival agency, including the following basic functions: appraisal, accessioning, preservation, arrangement, description, reference service, and such public programs as education, exhibits, and publications.
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Definition: In electronic records, the process of creating a backup copy of computer files, especially for long-term storage.
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Definition: A person responsible for, or engaged in, one or more of the functions listed under archives administration.
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Definition: The head of the National Archives and Records Administration (NARA).
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Definition: In files management, the act or result of placing records in a particular order or sequence. See also CLASSIFICATION (1).
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Definition: A trade and professional organization concentrating on applications of micrographic, optical, and computer technology and systems. Formerly the National Micrographics Association. See also AMERICAN NATIONAL STANDARDS INSTITUTE (ANSI), INTERNATIONAL STANDARDIZATION ORGANIZATION (ISO).
Acronym: AIIM
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Definition: Records in pictorial or aural form. Include still and motion pictures; graphic materials, such as posters and original art; audio and video recordings; and combinations of media, such as slide-tape productions.
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Definition: See EVALUATION (2).
Preferred Term: EVALUATION
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Preferred Term: AUTOMATIC DATA PROCESSING
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Definition: An information system that usually involves the use of a computer. Often used as a synonym for an electronic records system.
Acronym: AIS
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Definition: Systematically performing a series of actions with data by using automatic machines, primarily electronic digital computers. Also called automated data processing. Often used as a synonym for electronic data processing (EDP). See also DATA PROCESSING, ELECTRONIC RECORDS, INFORMATION TECHNOLOGY MANAGER.
Acronym: ADP
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Definition: The opacity of the noninformation area of a microform. See also DENSITY (2).
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Definition: Making a copy of a computer file for use if the original is lost, damaged, or destroyed. Sometimes called archiving.
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Definition: A series of rectangular marks and spaces in a planned pattern. Used in records management to encode indexing information.
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Definition: In microform records, a transparent plastic material, such as cellulose triacetate or polyester, on which a photographic emulsion or other material may be placed.
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Definition: A code using two distinct characters, normally 0 and 1. See also CODE (1).
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Definition: The small unit of information (usually either a 0 or a 1) recognizable by a computer. A combination of binary digit.
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Definition: A method of generating images by representing a picture image as a matrix of dots or picture elements, such as in an optical disk system. Also called raster graphics.
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Definition: In microform records, an optical mark, usually rectangular, located below and/or above an image on a roll of microfilm and used to count images or frames automatically.
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Definition 1: One or more chronological segments of cutoff, or closed, records that are in the same series and are dealt with as a unit for disposition purposes, especially during the transfer of permanent records to the National Archives. For example, a transfer of records in 5-year blocks.
Definition 2: In electronic records, a grouping of data stored as a unit on an external storage medium and dealt with as a unit by the computer for input or output.
Definition 3: The records of an agency, organizational component, or functional area. See also ACCESSION, CUTOFF, PERMANENT RECORDS, TRANSFER.
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Definition: An agency's need to conduct its business, maintain a record of its essential activities and decisions for its own use, support oversight and audit of those activities, fulfill legal requirements, and permit appropriate public access.
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Definition: The number of bits representing a character to a computer, normally 8 bits.
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Definition: A photographic device with an optical system that is used for exposing light-sensitive material.
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Definition: First-generation microfilm.
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Definition: A device that functions as both a camera and a processor. See also PROCESSOR (3).
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Definition: Graphic representations drawn to scale of selected features of the earth's surface and atmosphere and of other planets and planetary satellites. Include maps, charts (hydrographic/nautical, weather, and aeronautical), photomaps, orthophotomaps, atlases, cartograms, globes, relief models, and related records, such as field survey notes, map history case files, and finding aids. Also include digital cartographic records, such as geographic information system records, which are managed like other electronic records. See also REMOTE-SENSING IMAGERY RECORDS.
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Definition: Records, regardless of media, documenting a specific action, event, person, place, project, or other matter. Include personnel, project, and transaction files, which are types of case files.
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Definition: Background or support files, such as worksheets, questionnaires, rough notes, calculations, or drafts, used to prepare or analyze case file documents. Often bulky when in paper form.
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Preferred Term: NITRATE FILM
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Definition: A film base of transparent plastic that is relatively nonflammable but has some difficulty keeping its original size and shape.
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Definition: Files accumulated by several offices or organizational units and maintained and supervised in one location. Also called centralized files.
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Definition: The component of a computer system that interprets and carries out program instructions.
Acronym: CPU
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Preferred Term: CENTRAL FILES
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Definition: In electronic records, any symbol, such as a number, letter, or punctuation mark, that represents data and that, when encoded, can be processed or stored by a computer system.
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Definition: The act and result of recording the removal and loan of a document or a file to indicate its location. Usually involves the use of a form, such as OF 23.
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Preferred Term: CARTOGRAPHIC RECORDS
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Preferred Term: READING FILES
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Preferred Term: READING FILES
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Definition 1: The process of determining the sequence or order in which to arrange documents. See also ARRANGEMENT, FILE DESIGNATION.
Definition 2: The process or result of identifying records containing national security information. See also CLASSIFIED INFORMATION, DECLASSIFICATION.
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Definition: Records or information requiring, for national security reasons, safeguards against unauthorized disclosure. See also CLOSED FILE (2).
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Definition 1: A file unit or series containing documents on which action has been completed and to which more documents are not likely to be added.
Definition 2: A file unit or series to which access is limited or denied. See also ADMINISTRATIVELY CONTROLLED INFORMATION, CLASSIFIED INFORMATION.
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Definition: A technology that allows users to access and use shared data and computing services via the Internet or a Virtual Private Network (VPN). It gives users access to resources without having to build infrastructure to support these resources within their own environments or networks.
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Definition 1: See FILE CODES.
Definition 2: In electronic records, a set of rules to convert data to a form that computers can process. Also called a computer code. Examples include ASCII (American Standard Code for Information Interchange) and EBCDIC (Extended Binary Coded Decimal Interchange Code).
Definition 3: A computer program.
Definition 4: A systematically arranged collection of laws or regulations, such as the United States Code (U.S.C.) or the Code of Federal Regulations (CFR).
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Definition: See CODE (3).
Acronym: CFR
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Definition: In electronic records, a guidebook identifying and explaining the codes used in a computer file or data base. See also DOCUMENTATION (3).
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Definition 1: The process of putting abbreviated file designations on documents. See also FILE CODES, FILE DESIGNATION.
Definition 2: The process of converting data to a form that a computer can process.See also CODE (2) and (3).
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Definition: A relatively small optical disk on which text, data, sounds, visual images, and the like can be recorded digitally and then scanned, decoded, and transmitted by a laser beam to a computer monitor, television set, or playback device.
Acronym: CD
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Definition: A compact disk combining audiovisual, text/data, software storage, and retrieval capabilities.
Acronym: CD-I
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Definition: A schedule or collection of schedules based on NARA-approved disposition authorities and issued as a directive or manual to cover all the records of an independent agency or department, or those of a bureau, service, or office within a department. Should also include instructions for nonrecord materials, whose disposition is based on agency needs.
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Definition: An electronic device designed to accept data (input), perform prescribed mathematical and logical operations at high speed (processing), and supply the results of these operations (output). A digital computer processes data as numbers and includes mainframe computers, minicomputers, and microcomputers. In contrast, an analog computer represents data by measurable quantities, such as voltages.
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Acronym: CAD
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Acronym: CAE
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Acronym: CAM
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Definition: The organizational structure of a computer system, including hardware and software.
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Definition: A computer system that keeps track of documents as they circulate through an agency.
Acronym: CAL SYSTEM
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Definition: A records storage and retrieval system, normally microfilm-based, that uses a computer for indexing, automatic markings such as blips or bar codes for identification, and automatic devices for reading those markings and, in some applications, for transporting the film for viewing.
Acronym: CAR SYSTEM
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Definition: See CODE (2) and CODE (3).
Preferred Term: CODE
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Definition: Microfilm containing data suitable for direct input into a computer.
Acronym: CIM
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Definition: Microfilm containing data converted and recorded directly from a computer. Generally used instead of hard copy printouts.
Acronym: COM
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Definition: A device for converting data from a computer into human-readable language and recording it onto microfilm.
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Preferred Term: PRINTOUT
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Definition 1: A systematic plan for the automatic solution of a problem by a computer.
Definition 2: A sequence of instructions enabling a computer to solve a problem. See also SOFTWARE.
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Definition: The protection of the information and physical assets of a computer system.
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Definition: A configuration, or working combination, of hardware, software, and data communication devices.
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Preferred Term: ARCHITECTURAL AND ENGINEERING RECORDS
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Definition: Instituting policies and procedures to mitigate the effects of potential emergencies or disasters on an agency's operations and records. Contingency planning is part of the continuity of operations planning required under Federal Preparedness Circulars and other guidance issued by the Federal Emergency Management Agency (FEMA) and Executive Order 12656.
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Definition: Records scheduled for final disposition at some unspecified future time after the occurrence of a particular event, such as the decommissioning of a vessel, the sale of property, or the destruction of a building.
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Definition: See PERMANENT RECORDS, PRESERVATION, RECORDS.
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Definition: The lasting value of records, especially of permanent records.
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Definition: The capability to continue to operate, or rapidly resume operations, in an emergency or threat of an emergency. Activities may include the activation of a crisis management headquarters at the national or regional level; the evacuation of work force personnel from their normal operating locations; the selection and occupation of a relocation site able to support the continuation of essential activities; and the provisioning of ADP, logistics, and telecommunications support by temporary use of nonstandard or alternate means.
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Definition: A form, such as OF 22, used to replace a record that has been moved to another location in the file. Often indicates that correspondence has been brought forward from a cutoff subject file for attachment to correspondence in the current year's file.
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Preferred Term: CONTRACTOR RECORDS
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Definition: Data produced and/or maintained by a contractor for a Federal agency and required to provide adequate and proper documentation of that agency's programs and to manage them effectively. Also called contractor data.
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Definition: Nonrecord copies of correspondence, completed forms, and other documents kept solely for ease of access and reference.
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Definition 1: A reproduction of the contents of an original document, prepared simultaneously or separately and usually identified by function or by method of creation. Copies identified by function include action copy, information or reference copy, official file copy, reading or chronological file copy, suspense or tickler file copy, and stock copy. Copies identified by method of creation include carbon copy, electrostatic copy, mimeograph copy, and ribbon copy.
Definition 2: In electronic records, the action or result of reading data from a source, leaving the source data unchanged, and writing the same data elsewhere on a medium that may differ from the source.
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Definition: Letters, postcards, memorandums, notes, telecommunications, and any other form of addressed, written communications that are sent and received. See also GENERAL CORRESPONDENCE FILES, TRANSITORY CORRESPONDENCE FILES.
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Preferred Term: GENERAL CORRESPONDENCE FILES
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Preferred Term: RECORDS CREATION
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Definition: In files management, a finding aid, such as OF 21, directing a user from one place in a file to another when a particular document must be retrievable under more than one filing feature. See also INDEX (1).
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Definition: Records necessary to conduct the current business of an office and therefore generally maintained in office space and equipment.
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Definition: Guardianship, or control, of records, including both physical possession (physical custody) and legal responsibility (legal custody), unless one or the other is specified.
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Definition: Breaking, or ending, files at regular intervals, usually at the close of a fiscal or calendar year, to permit their disposal or transfer in complete blocks and, for correspondence files, to permit the establishment of new files. Case files are generally cut off at the end of the year in which the case is closed. Cutoff is sometimes abbreviated as COFF and is also called file cutoff or file break. See also BLOCK (1).
Acronym: COFF
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Definition: The periodic removal of obsolete copies of vital records and their replacement with copies of current vital records. This may occur daily, weekly, quarterly, annually or at other designated intervals.
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Definition: Symbols, or representations, of facts or ideas that can be communicated, interpreted, or processed by manual or automated means. Often associated with electronic data or with statistics or measurements.
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Definition: The comprehensive management of an organization's data, such as by ensuring consistent definitions of data elements and coordinating the development of data dictionaries.
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Definition: In electronic records, a set of data, consisting of at least one file or of a group of integrated files, usually stored in one location and made available to several users at the same time for various applications.
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Definition: A software system used to access and retrieve data stored in a data base.
Acronym: DBMS
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Definition: An organized collection of information about the definition, structure, and use of data in an organization.
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Definition: In electronic records, a combination of characters or bytes referring to one separate item of information, such as name, address, or age.
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Definition: A specific area of an electronic record allocated for a particular category of data, usually one data element, such as a name.
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Definition 1: In electronic records, an organized collection of data, usually arranged in logical records that are stored together and treated as a unit by a computer.
Definition 2: In electronic records, related numeric, textual, or graphic information that is organized in a strictly prescribed form and format. Used in contrast to text documents that may be recorded on electronic media. See also TEXT DOCUMENTS.
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Definition: Systematically performing a series of actions with data. May be done by manual, mechanical, electromechanical, or electronic (primarily computer) means. Often used interchangeably with automatic data processing (ADP).
Acronym: DP
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Definition: A group of related records that are organized and treated as a unit. Also used interchangeably with data file.
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Preferred Term: READING FILES
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Definition: The process of detecting and eliminating mistakes in computer programs or other software. Also called troubleshooting.
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Definition: A system for classifying records by subject, developed in units of 10 and coded for arrangement in numerical order.
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Definition: The process or result of determining that information no longer requires classification for national security reasons. See also CLASSIFICATION (2).
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Definition: The process of permanently removing, erasing, or obliterating recorded information from a medium, especially a magnetic tape or disk, which then may be reused. In electronic records, sometimes called scratching or erasing.
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Definition 1: In electronic records, the compactness of data stored on a computer medium, such as a disk or tape, or displayed on a computer screen.
Definition 2: In microform records, the light-absorbing or light-reflecting quality of microimages.
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Definition: A place where records are kept and made available for use. Also called repository. See also ARCHIVES (3).
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Definition 1: In records management, the process of giving a written account of the contents and characteristics of a record series or system.
Definition 2: In archives administration, the process of preparing finding aids. See also INVENTORY (3).
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Preferred Term: ARCHITECTURAL AND ENGINEERING RECORDS
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Definition: In records management, the major type of disposal action. Methods of destroying records include selling or salvaging the record medium and burning, pulping, shredding, macerating, or discarding with other waste materials.
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Preferred Term: VALID TRANSACTION FILES
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Definition: A film-processing step that makes visible the latent image of an exposed photographic emulsion.
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Definition: In microform records, film containing images produced by exposing an emulsion of diazonium salts to ultraviolet light and then ammonia fumes for the purpose of copying a master microform.
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Definition: Representing data as discrete variables in the form of numerical characters, as in a digital clock or a digital computer.
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Acronym: DAT
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Definition: See CARTOGRAPHIC RECORDS, ELECTRONIC RECORDS.
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Definition: A written instruction communicating policy and/or procedure in the form of orders, regulations, bulletins, circulars, handbooks, manuals, notices, numbered memorandums, and similar issuances.
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Definition: An unexpected occurrance inflicting widespread destruction and distress and having long-term adverse effects on agency operations. Each agency defines what a long-term adverse effect is in relation to its most critical program.
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Definition: A copy of a record that excludes all exempted information; that is, information deleted or otherwise concealed under provisions of the Freedom of Information Act (FOIA) or the Privacy Act. Also called a public use file.
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Preferred Term: TEMPORARY RECORDS
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Definition 1: The actions taken regarding temporary records after their retention periods expire and consisting usually of destruction or occasionally of donation. See also DESTRUCTION, DISPOSING OF, DISPOSITION (1), DONATION (1), FINAL DISPOSITION, TEMPORARY RECORDS.
Definition 2: Also, when so specified, the actions taken regarding nonrecord materials when no longer needed, especially their destruction. See also DISPOSITION (2).
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Preferred Term: DISPOSITION AUTHORITY
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Definition: A document providing one-time approval for the disposal of records no longer accumulating and having no further value. Now incorporated into an SF 115. See also DISPOSAL (1).
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Preferred Term: RECORDS SCHEDULE
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Definition: Carrying out disposal, which includes either the destruction or the donation of temporary records but not the transfer of permanent records to the National Archives. See also DISPOSAL (1).
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Definition 1: The actions taken regarding records no longer needed for current Government business. These actions include transfer to agency storage facilities or Federal records centers, transfer from one Federal agency to another, transfer of permanent records to the National Archives, and disposal of temporary records. Disposition is the third stage of the records life cycle. See also DISPOSAL (1), FINAL DISPOSITION, LIFE CYCLE OF RECORDS, RETENTION PERIOD, RETIREMENT, SCHEDULED RECORDS, SCHEDULING, TRANSFER, UNSCHEDULED RECORDS.
Definition 2: The actions taken regarding nonrecord materials when no longer needed, including screening and destruction. See also DISPOSITION INSTRUCTIONS (2), SCHEDULING.
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Definition 1: Legal approval empowering an agency to transfer permanent records to the National Archives or carry out the disposal of temporary records. Must be obtained from NARA and also, for certain records proposed as temporary, from the General Accounting Office (GAO).
Definition 2: The agency's approval of disposition instructions for nonrecord materials.
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Definition 1: Directions for cutting off records and carrying out their disposition in compliance with NARA's regulations.
Definition 2: Directions for screening nonrecord materials and carrying out their disposal when no longer needed by the agency.
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Definition: See ITEM (2).
Preferred Term: ITEM
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Definition: Policies and practices designed to achieve effective and efficient disposition of records by scheduling them, ensuring their proper storage, and ensuring the prompt disposal of temporary records and the timely transfer of permanent records to the National Archives. Essential elements include issuing an up-to-date program directive; developing, implementing, and maintaining an accurate, current, and comprehensive records schedule; properly training those taking part in disposition activities; publicizing the program; and evaluating the results.
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Preferred Term: RECORDS SCHEDULE
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Definition: A docket serves as the repository for the collection of documents or information related to a particular agency action or activity (more information http://www.epa.gov/dockets/).
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Definition 1: Recorded information regardless of physical form or characteristics. Often used interchangeably with record.
Definition 2: An individual record or an item of nonrecord materials or of personal papers. See also NONRECORD MATERIALS, PERSONAL PAPERS, RECORDS.
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Definition 1: In audiovisual records, a nonfiction motion picture film having a theme or viewpoint but drawing its material from actual events and using editing and sound to enhance the theme.
Definition 2: In audiovisual records, still photographs having a theme or viewpoint but showing actual situations realistically. See also AUDIOVISUAL RECORDS.
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Definition: A collective term for records, nonrecord materials, and personal papers that refers to all media on which information is recorded, regardless of the nature of the medium or the method or circumstances of recording.
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Definition 1: The act or process of substantiating by recording actions and/or decisions. See also ADEQUACY OF DOCUMENTATION.
Definition 2: See DOCUMENT (1)
Definition 3: Records required to plan, develop, operate, maintain, and use electronic records. Included are systems specifications, file specifications, codebooks, file layouts, user guides, and output specifications. See also CODEBOOK, MASTER FILES, PROCESSING FILES, USER GUIDE.
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Preferred Term: RECORDKEEPING REQUIREMENTS
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Preferred Term: RECORDKEEPING REQUIREMENTS
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Definition 1: In records management, the transfer of temporary records from a Federal agency to an eligible person or organization after the authorized retention period has expired. Requires NARA's approval. See also DISPOSAL (1)
Definition 2: The process of transferring recorded information from one storage device to another, such as from a disk to a tape. See also BACKING UP, PRINTOUT.
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Preferred Term: DRY SILVER FILM
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Definition: In microform records, a nongelatin silver film developed by applying heat rather than a liquid. Also called dry-process silver film. In contrast to silver gelatin film, it is of nonarchival quality. See also SILVER GELATIN FILM.
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Definition: A film-processing step of removing water from photographic material.
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Definition 1: In electronic records, the process of copying recorded information from internal memory to an external storage medium, such as a magnetic tape or a printout, for backup, analysis, or some other purpose.
Definition 2: In electronic records, the process of transferring recorded information from one storage device to another, such as from a disk to a tape. See also BACKING UP, PRINTOUT
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Definition: A system for arranging records by adding assigned numbers associated with subordinate headings to those associated with main headings. For example, 2 Communications; 2-1 Mail; and 2-1-1 Postage.
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Definition: A copy of a paper document, microform, or magnetic tape or disk.
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Definition: In microform records, either of two camera films exposed at the same time.
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Preferred Term: AUTOMATIC DATA PROCESSING
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Definition: As used in this bulletin, an electronic record created using word processing or electronic mail software that remains in storage on the computer system after the recordkeeping copy is produced.
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Definition: The communication or transmission of data as electronic messages according to established rules and formats in order to transact business.
Acronym: EDI
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Definition: See AUTOMATIC DATA PROCESSING (ADP).
Preferred Term: AUTOMATIC DATA PROCESSING
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Definition: Recorded information that is recorded in a form that requires a computer or other machine to process it. Includes word processing documents; electronic mail messages; documents released under the Electronic Freedom of Information Act amendments; documents transmitted via Electronic Data Interchange; Internet and intranet postings; numerical and textual spreadsheets and databases; electronic files; optical images; software; and information systems.
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Definition: The process or result of sending and receiving messages in electronic form via remote computer terminals.
Acronym: E-MAIL
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Definition: The video transmission of digitized images. Also called microfacsimile or videomicrographics.
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Definition: Any information that is recorded in a form that only a computer can process and that satisfies the definition of a Federal record in 44 U.S.C. 3301.
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Definition: The creation, maintenance and use, and disposition of records created and stored by using a computer.
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Definition: An electronic system in which records are collected, organized, and categorized to facilitate their preservation, retrieval, use, and disposition.
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Definition: Any information system that produces, processes, or stores records by using a computer. Often called an automated information system.
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Definition: A situation or an occurrance of a serious nature, developing suddenly and unexpectedly, and demanding immediate action. This is generally of short duration, for example, an interruption of normal agency operations for a week or less. It may involve electrical failure or minor flooding caused by broken pipes.
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Definition: Eliminating records under abnormal circumstances, as provided by law or regulations. These circumstances involve a state of war or impending hostilities and also a continuing menace to life, health, or property.
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Definition: That type of vital records essential to the continued functioning or reconstitution of an organization during and after an emergency. Included are emergency plans and directive(s), orders of successions, delegations of authority, staffing assignments, selected program records needed to continue the most critical agency operations, as well as related policy or procedural records that assist agency staff in conducting operations under emergency conditions and for resuming normal operations after an emergency.
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Definition: A suspension of light-sensitive chemicals in a viscous medium to form a coating on photographic film or plates.
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Preferred Term: ARCHITECTURAL AND ENGINEERING RECORDS
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Preferred Term: DELETING
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Preferred Term: VITAL RECORDS
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Definition 1: In records disposition, the process of assessing the value of records to recommend or determine their retention periods, making the records either temporary or permanent.
Definition 2: The inspection, audit, or review of records management programs, either by the agency or by NARA and/or GSA, to ensure compliance with applicable laws and regulations.
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Definition: The usefulness of records in documenting the organization, functions, and activities of the agency creating or receiving them. Considered by NARA in appraising records for permanent retention.
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Definition: Any executive department or independent establishment in the executive branch of the U.S. Government, including any wholly owned Government corporation.
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Definition: The act, process, or result of allowing light to reach photosensitive material.
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Definition: A binary code representing each letter, number, or other symbol with a unique 8-bit code. See also CODE (1).
Acronym: EBCDIC
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Definition: Facilitative documents are documents or messages that are exchanged to facilitate an action, decision, or transaction, but are not needed for the adequate and proper documentation of the Agency's activities.
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Definition 1: An exact copy of a document, drawing, photograph, or the like.
Definition 2: A method or device for transmitting such a copy via telephone or radio for reproduction elsewhere. See also TELECOMMUNICATIONS.
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Preferred Term: FACSIMILE
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Definition: Any executive agency or any establishment in the legislative or judicial branch of the U.S. Government, except for the Supreme Court, the Senate, the House of Representatives, and the Architect of the Capitol and any activities under the Architect's direction.
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Definition: U.S. Government standards issued by the Department of Commerce's National Institute of Standards and Technology (NIST) for computer hardware, software, and systems.
Acronym: FIPS
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Definition: Regulations on information resources management issued by GSA and applicable to Federal agencies.
Acronym: FIRMR
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Definition: GSA regulations. The part formerly applying to records management has been superseded by the Federal Information Resources Management Regulations and NARA records management regulations.
Acronym: FPMR
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Definition: A records center operated by NARA. See also RECORDS CENTER, STANDARD FORM 135.
Acronym: FRC
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Preferred Term: MICROFICHE
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Preferred Term: DATA FIELD
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Definition 1: Usually an accumulation of records or nonrecord materials arranged according to a plan. Sometimes an accumulation of personal papers so arranged.
Definition 2: A unit, such as a folder, microform, or electronic medium, containing such records, nonrecord materials, or personal papers.
Definition 3: Storage equipment, such as a filing cabinet.
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Preferred Term: CUTOFF
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Definition: Numbers or symbols used to abbreviate lengthy file titles. See also CODING (1).
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Definition: See COPY (1).
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Preferred Term: CUTOFF
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Definition: A distinguishing symbol, subject, name, number, or date controlling the placement of a document in a filing system. See also CLASSIFICATION (1), CODING (1).
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Preferred Term: FILE TYPES
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Definition: In electronic records, the arrangement and structure of data in a file, including the sequence and size of its components.
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Definition 1: A plan designating the physical location(s) at which an agency's files are to be maintained, the specific types of files to be maintained there, and the organizational element(s) having custodial responsibility.
Definition 2: A document containing the identifying number, title or description, and disposition authority of files held in an office.
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Definition: Any location in an organization at which records are maintained for current use.
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Definition: Categories or classes of files. Include case, case working, general correspondence, reading, transitory correspondence, convenience, and technical reference files, along with vital records and special records. Each of these types is defined in this glossary.
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Definition: A collective term usually applied to all records and nonrecord materials of an office or agency.
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Definition: A files custodian, or records custodian, is an individual who has been assigned responsibility or is accountable for the operation of a file station or, in some cases, a particular records series.
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Definition: Taking corrective action to make sure that office files are properly organized and maintained, rapidly retrievable, complete, and ready for appropriate disposition.
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Preferred Term: INVENTORY
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Preferred Term: FILES MANAGEMENT
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Definition: Applying records management principles and techniques to filing practices in order to organize and maintain documentary materials properly, retrieve them rapidly, ensure their completeness, and make their disposition easier.
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Preferred Term: DIRECTIVE
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Preferred Term: FILES MANAGEMENT
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Definition: Putting documents into their place in accordance with a plan, or filing system.
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Definition: A characteristic by which a document is filed and found, such as a number, date, title, name, or subject.
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Definition: A set of policies and procedures for organizing and identifying files or documents to speed their retrieval, use, and disposition. Sometimes called recordkeeping system.
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Definition: The end of the records life cycle in which temporary records are disposed of and permanent records are transferred to the National Archives. See also DISPOSAL (1).
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Definition: Indexes or other lists, whether manual or automated, that are designed to make it easier to locate relevant files or retrieve information. See also INDEX (2).
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Definition: The usefulness of records in documenting an agency's financial transactions and obligations. See also ADMINISTRATIVE VALUE, LEGAL VALUE.
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Definition: A film-processing step that makes the material no longer light-sensitive in order to stabilize the developed image.
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Definition: A target, generally with markings, photographed to index microfilm. Also called flash target.
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Preferred Term: FLASH CARD
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Definition: In electronic records, a simple two-dimensional arrangement of data elements used in data bases to store all necessary descriptive information about the data in a location within the file itself.
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Definition: Microform consisting of microfiche, microfilm jackets, aperture cards, or microcards (micro-opaques).
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Preferred Term: PLANETARY CAMERA
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Preferred Term: SUSPENSE FILES
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Preferred Term: ADMINISTRATIVELY CONTROLLED INFORMATION
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Definition: A document with a fixed arrangement of captioned spaces designed for entering and extracting prescribed information. Categories of forms include internal, interagency, public use, standard, and optional.
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Definition 1: The shape, size, style, and general makeup of a particular record.
Definition 2: In electronic records, the arrangement of data for computer input or output, such as the number and size of data fields in a logical record or the spacing and letter size used in a document. Also called layout. See also FILE LAYOUT, RECORD LAYOUT.
Definition 3: In microform records, the placement of microimages within a given microform (image arrangement) or the arrangement of images in relation to the edges of the film (image orientation).
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Definition: In records disposition, those temporary records that cannot be destroyed on schedule because special circumstances, such as a court order or an investigation, require a temporary extension of the approved retention period.
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Definition: The characteristic action or specific purpose of an organization or person.
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Definition: The division of records into categories and subcategories to reflect the programs, activities, and transactions carried out by the organization accumulating the records.
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Definition: In electronic records, a description of an organization's computer processing needs to fulfill its responsibilities and to support users in performing tasks relating to those responsibilities.
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Definition: In electronic records, a detailed description of the hardware, software, communications, and human resources needed for an information system to be built, installed, tested, operated, and maintained. Also called specifications.
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Definition: See DISPOSITION AUTHORITY (1).
Acronym: GAO
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Definition: Records arranged and filed according to their general informational, or subject, content. Mainly letters and memorandums but also forms, reports, and other material, all relating to program and administrative functions, not to specific cases. Also called central, correspondence, or subject files. See also ADMINISTRATIVE RECORDS, CORRESPONDENCE, PROGRAM RECORDS, READING FILES, TRANSITORY CORRESPONDENCE FILES.
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Definition: A NARA-issued schedule governing the disposition of specified records common to several or all agencies.
Acronym: GRS
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Definition: See EVALUATION (2).
Acronym: GSA
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Definition: See CARTOGRAPHIC RECORDS, ELECTRONIC RECORDS.
Acronym: GIS RECORDS
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Definition: Information created, collected, processed, transmitted, disseminated, used, stored, preserved permanently, or disposed of by the Federal Government.
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Definition 1: Recorded information copied from a computer onto paper or some other durable surface, such as microfilm. To be distinguished from a temporary image on a display screen and from the electronic information on a magnetic tape or disk(ette) or in the computer's main memory. See also OUTPUT RECORDS.
Definition 2: Recorded information copied from microfilm onto paper and made readable without a special device.
Definition 3: A paper record that may later be filmed or digitized.
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Definition: A computer system's physical equipment, including the central processing unit (CPU), control unit, memory, input/output devices, and storage devices.
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Definition: Any classification system in which records are arranged under primary (first-level) categories and then, as necessary, under secondary (second-level) and further subdivisions.
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Preferred Term: PERMANENT RECORDS
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Definition: Electronic files copied from inactive master files for long-term or permanent retention.
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Definition: Agency space assigned for the temporary storage of records after their cutoff and removal from office space but before their destruction or their transfer to a Federal or agency records center or to the National Archives. Also called staging area.
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Preferred Term: ADMINISTRATIVE RECORDS
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Definition 1: A representation of information produced by radiant energy, such as light.
Definition 2: A unit of information, such as a drawing or a page of text.
Definition 3: An object's optical counterpart produced by a lens, mirror, or other optical system.
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Preferred Term: MICROIMAGING SYSTEMS
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Preferred Term: MICROIMAGING SYSTEMS
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Preferred Term: MICROIMAGING SYSTEMS
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Preferred Term: SCANNING
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Preferred Term: NONCURRENT RECORDS
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Definition 1: A separate collection of cards, extra copies of documents, cross-reference sheets, or other forms arranged differently from the related record series to make it easier to locate relevant documents. See also CROSS-REFERENCE.
Definition 2: A manual or automated listing arranged differently from a related record series or system to speed retrieval of relevant files. See also FINDING AIDS.
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Definition 1: Facts or data communicated or received. See also RECORDED INFORMATION.
Definition 2: Processed data. See also DATA, GOVERNMENT INFORMATION.
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Definition: Information control is the safeguarding of EPA information to protect confidentiality and ensure integrity of the records, and at the same time, make the information accessible for use by EPA organizations, staff, and the public, as appropriate. Document control is the system used to facilitate access to, retrieval and follow-up, and return of the information.
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Definition: A nonrecord copy sent to individuals or offices interested in, but not acting on, a matter. See also COPY (1).
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Definition: The administration, use, and transmission of information and the application of theories and techniques of information science to create, modify, or improve information handling systems.
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Definition: The planning, budgeting, organizing, directing, training, and controlling associated with the creation, maintenance and use, and disposition of information as well as with related resources, or assets, such as personnel, equipment, funds, and technology. Includes data processing, telecommunications, and records management.
Acronym: IRM
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Definition: The organized collection, processing, transmission, and dissemination of information in accordance with defined procedures, whether automated or manual. Also called a record system or a system. Most often refers to a system containing electronic records, which involves input or source documents, records on electronic media, and output records, along with related documentation and any indexes. See also DOCUMENTATION (3).
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Definition: The organizational structure of an information system, including necessary application systems, computer equipment, a communications network, and related software.
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Preferred Term: NA FORM 14028, INFORMATION SYSTEM DESCRIPTION
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Definition: The program official responsible for overseeing the creation and use of records in an information system. Also called program manager.
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Definition: The ADP official responsible for overseeing the purchase and technical operation of an information system. Also called ADP manager.
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Definition: The usefulness of records in documenting the persons, places, things, or matters dealt with by an agency, in contrast to documenting the agency's organization, functions, and activities. Considered by NARA in appraising records for permanent retention.
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Definition: In electronic records, data to be entered into a computer for processing.
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Definition: Nonelectronic documents designed and used to create, update, or modify records in an electronic medium; or electronic records containing data used to update a separate computer file. Sometimes called source records or source documents.
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Definition: See EVALUATION (2).
Preferred Term: EVALUATION
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Definition 1: In electronic records: Combining various pieces of hardware and software, often acquired from different vendors, into a unified system.
Definition 2: In electronic records: Combining computer programs into a unified software package so that all programs can share common data.
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Preferred Term: COMPACT DISK--INTERACTIVE
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Definition: Duplicate film used to make more copies.
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Definition: A standards-setting organization with representatives from many nations. See also AMERICAN NATIONAL STANDARDS INSTITUTE (ANSI), ASSOCIATION FOR INFORMATION AND IMAGE MANAGEMENT (AIIM).
Acronym: ISO
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Definition: In archives administration, the value of those permanent records that should be preserved in their original form rather than as copies.
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Definition 1: A survey of agency records and nonrecord materials that is conducted primarily to develop records schedules and also to identify various records management problems, such as improper applications of recordkeeping technology.
Definition 2: The results of such a survey.
Definition 3: In archives administration, a type of finding aid for accessioned permanent records. See also DESCRIPTION (2).
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Definition 1: A document.
Definition 2: A separately numbered entry describing records on an SF 115, Request for Records Disposition Authority. Usually consists of a record series or part of an information system. See also STANDARD FORM 115.
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Definition: A cabinet that is part of an automated optical disk system storing disks, using robotics for retrieval, and having one or more computer drives.
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Preferred Term: FORMAT
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Definition: Legal and financial rights records are that type of vital records essential to protect the legal and financial rights of the Government and of the individuals directly affected by its activities. Examples include accounts receivable records, social security records, payroll records, retirement records, and insurance records.
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Preferred Term: CUSTODY
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Definition: The usefulness of records in documenting legally enforceable rights or obligations, both those of the Federal Government and those of persons directly affected by the agency's activities.
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Definition: The management concept that records pass through three stages: creation, maintenance and use, and disposition. See also DISPOSITION (1).
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Definition: A system for linking together computers, terminals, printers, and other equipment, usually within the same office or building.
Acronym: LAN
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Definition: In electronic records, a collection of related data elements, referring to one person, place, thing, or event, that are treated as a unit and have either a fixed or variable length.
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Preferred Term: ELECTRONIC RECORD
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Definition: Aggregated, or summarized, data.
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Definition: In microform records, the expression of how much an optical device enlarges an object. Usually stated as 16x, 24x, etc. or as 16:1, 24:1, etc.
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Definition: A large digital computer, normally able to process and store more data than a minicomputer and far more than a microcomputer, designed to do so faster than a minicomputer and much faster than a microcomputer, and often serving as the center of a system with many users. Also called a mainframe. See also COMPUTER, MICROCOMPUTER, MINICOMPUTER.
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Definition 1: An organization's procedures for accumulating, processing, storing, and retrieving valuable information.
Definition 2: Management aided by automatic data processing (ADP).
Acronym: MIS
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Preferred Term: OMB CIRCULAR NO. A-130, MANAGEMENT OF FEDERAL INFORMATION RESOURCES
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Definition: A paper form made up of a number of sheets interleaved with carbon paper.
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Preferred Term: CARTOGRAPHIC RECORDS
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Definition: In electronic records, relatively long-lived computer files containing an organized and consistent set of complete and accurate data. Usually updated periodically. See also DOCUMENTATION (3).
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Definition: A microform, usually first-generation or camera film, used to produce duplicates or intermediates.
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Preferred Term: AGING BLEMISHES
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Definition: The physical form of recorded information. Includes paper, film, disk, magnetic tape, and other materials on which information can be recorded.
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Definition: A written communication much like a letter but having no salutation or complimentary ending. Usually used within or between offices of the same organization.
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Definition: Data about the data, that is, the description of the data resources, its characteristics, location, usage, and so on. Metadata is used to identify, describe, and define user data.
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Definition: A chemical dye formed during the testing of the archival (permanent) quality of processed microimages.
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Definition: A sheet of translucent paper stock with multiple microimages in a grid pattern. See also MICROCARD.
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Definition: An opaque card containing miniaturized pages photographically reproduced in a grid pattern by rows, like the numbers on a calendar.
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Definition: A very small digital computer, normally able to process and store less data than a minicomputer and far less than a mainframe while doing so less rapidly than a minicomputer and far less rapidly than a mainframe. Includes desktop, laptop, and hand-held models. Also called a personal computer. See also COMPUTER, MAINFRAME COMPUTER, MINICOMPUTER.
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Definition: A photographic reproduction so small that a magnifying device is needed to read or view the image. Also called a microphotograph.
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Preferred Term: RESOLUTION TARGET
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Definition: Unaggregated, or unsummarized, data.
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Preferred Term: ELECTRONIC MICROIMAGE TRANSMISSION
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Definition: A card-sized transparent sheet of film with miniaturized images (microimages) arranged in a grid pattern. Usually contains a title readable without a magnifying device. Sometimes abbreviated as fiche. See also ULTRAFICHE.
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Definition 1: Raw (unexposed and unprocessed) fine-grain, high-resolution film suitable for use in micrographics.
Definition 2: Fine-grain, high-resolution film containing microimages. See also CAMERA FILM, DIAZO FILM, DRY SILVER FILM, SAFETY FILM, SILVER GELATIN FILM, VESICULAR FILM.
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Definition: The process of recording microimages on film.
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Definition: Any form containing greatly reduced images, or microimages, usually on microfilm. Roll, or generally serialized, microforms include microfilm on reels, cartridges, and cassettes. Flat, or generally unitized, microforms include microfiche, microfilm jackets, aperture cards, and microcards, or micro-opaques. See also MICROIMAGE.
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Definition: A records management technology concerned with producing and using microforms.
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Definition: An image too small to be read without a magnifying device or other special equipment.
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Definition: Systems constituting a bridge between traditional microforms and electronic records. Include stand- alone micrographics, computer-assisted retrieval (CAR), computer input microfilm (CIM), computer output microfilm (COM), electronic microimage transmission, and optical disk (OD) systems. Also called image processing or image management systems.
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Preferred Term: MICROCOPY
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Preferred Term: AGING BLEMISHES
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Definition: In electronic records, the process or result of moving files from one computer system to another.
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Definition: A small digital computer, normally able to process and store less data than a mainframe but more than a microcomputer while doing so less rapidly than a mainframe but more rapidly than a microcomputer.
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Definition: A classification system in which records are coded by symbols to remind the user of the subject; for example, COM for communications and PER for personnel. These symbols are usually arranged alphabetically.
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Definition: An electronic records inventory form that may be used to provide the necessary data for NARA's initial appraisal of agency information systems not covered by the General Records Schedules. This or a similar form is to be attached to a Standard Form 115 when scheduling such electronic records.
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Definition: A form that may be used to provide information to accompany the transfer of permanent electronic records to the National Archives. This or a similar form is to be attached to a Standard Form 258 when transferring such records. This information was formerly provided on the Standard Form 277, Computer Magnetic Tape File Properties, which has been discontinued.
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Preferred Term: ARCHIVES
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Definition: A NARA-operated central clearinghouse for most current audiovisual materials produced by or for the Federal Government. These materials are made available for sale and rental to Federal agencies and the public.
Acronym: NAC
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Acronym: NIST
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Definition: Any occurrence, including natural disaster, military attack, technological emergency, or other emergency, that seriously degrades or threatens the national security of the United States, as defined in Executive Order 12656.
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Definition: Film in which the dark portions of the original image appear light and the light portions dark. Used as the master copy from which positive copies can be made.
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Definition: Transparent plastic no longer produced as a film base because it is very flammable. Also called cellulose nitrate or nitrocellulose film.
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Preferred Term: NITRATE FILM
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Definition: Records no longer required to conduct agency business and therefore ready for final disposition. See also CURRENT RECORDS, FINAL DISPOSITION, PERMANENT RECORDS, SEMICURRENT RECORDS.
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Preferred Term: PERSONAL PAPERS
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Preferred Term: TEMPORARY RECORDS
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Preferred Term: NONRECORD MATERIALS
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Definition: U.S. Government-owned documentary materials excluded from the legal definition of records or not meeting the requirements of that definition. Include extra copies of documents kept only for convenience of reference, stocks of publications and of processed documents, and library or museum materials intended solely for reference or exhibition. Also called nonrecords. See also DISPOSITION AUTHORITY (2), DISPOSITION INSTRUCTIONS (2).
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Preferred Term: NONRECORD MATERIALS
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Definition: A collective term usually applied to electronic, audiovisual, cartographic, remote-sensing imagery, architectural, and engineering records, in contrast to manuscript and typescript paper records.
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Definition: A classification system in which numbers are assigned to main divisions and letters and numbers to succeeding subdivisions and the records are arranged accordingly. For example, "1" might stand for "administration," "1C" for the subdivision "personnel," and "1C4" for the further subdivision "retirement."
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Definition: Any classification system in which numbers are assigned to main divisions and subdivisions and the records are arranged accordingly.
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Definition: Not under the direct control of a computer. Refers to data on a medium, such as a magnetic tape, not directly accessible for immediate processing by a computer.
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Definition: A facility other than an agency's normal place of business where vital records are stored for protection.
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Definition: A term formerly used to describe the act of requesting NARA's one-time approval of the immediate transfer of unscheduled records to the National Archives ("direct offer") or the act of initiating the transfer to the National Archives of records already scheduled as permanent ("scheduled offer"). Direct offers have been discontinued, and scheduled offers are now called scheduled transfers.
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Definition: The use of automated or electronic equipment, such as computers, for office operations.
Acronym: OA
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Definition: See COPY (1).
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Preferred Term: RECORDS
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Definition: See COPY (1).
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Preferred Term: RECORDS
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Definition: A policy statement issued by the Office of Management and Budget regarding the management of Federal information resources, including records.
Acronym: A-130, CIRCULAR NO. A-130, OMB CIRCULAR NO. A-130
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Definition: Under the direct control of a computer. Refers to data on a medium, usually a disk, directly accessible for immediate processing by a computer.
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Definition: In electronic records, software directing a computer's operation.
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Definition: A method of entering data into a computer by using an optical scanning device to read the contents of documents.
Acronym: OCR
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Preferred Term: OPTICAL DISK
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Preferred Term: OPTICAL DISK
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Definition: A noncontact, random-access disk typically tracked by optical laser beams and used for mass storage and retrieval of generally digitized text and graphics. Sometimes called an optical digital disk or optical digital data disk. Types include WORM (write once read many), CD-ROM (compact disk--read only memory), CD-I (compact disk--interactive), and erasable optical disks.
Acronym: OD
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Definition: A form developed by a Federal agency for use by two or more agencies and approved by GSA for nonmandatory use throughout the U.S. Government. See also FORM (1), STANDARD FORM.
Acronym: OF
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Definition: A form that an agency may use to obtain reference service involving records it has stored in a Federal records center.
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Definition: All documents, regardless of media, relating to interviews conducted expressly for historical purposes by, or on behalf of, an agency.
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Definition: In electronic records, information transmitted from internal to external units of a computer, or to an outside medium.
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Definition: In electronic records, information generated by a computer and placed on an outside medium, such as paper, microform, or an electronic storage medium.
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Preferred Term: RECORDS MANAGEMENT
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Preferred Term: MICROCOMPUTER
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Definition: Records appraised by NARA as having sufficient historical or other value to warrant continued preservation by the Federal Government beyond the time they are needed for administrative, legal, or fiscal purposes. Sometimes called archival records. See also ARCHIVES (1), BLOCK (1).
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Preferred Term: MICROCOMPUTER
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Preferred Term: PERSONAL PAPERS
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Definition: Documentary materials belonging to an individual that are not used to conduct agency business. Related solely to an individual's own affairs or used exclusively for that individual's convenience. Must be clearly designated as such and kept separate from the agency's records. Also called personal files or personal records.
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Preferred Term: PERSONAL PAPERS
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Definition: An image recorded on light-sensitive material.
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Definition: Records taking the form of pictures, or photographs, sometimes with related textual records.
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Preferred Term: CUSTODY
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Definition: The smallest dot, or image element, that can be processed individually for display on a video screen. Often abbreviated as pixel or sometimes as PEL.
Acronym: PEL, PIXEL
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Definition: A type of microfilm camera in which the document being photographed is on a flat surface and both the document and the film remain stationary during exposure. Also called a flatbed camera.
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Definition: The change or retention of the dark-to-light relationship of an image. For example, going from a first- generation negative to a second-generation positive reverses polarity, whereas going from a first-generation negative to a second-generation negative maintains polarity.
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Definition: A film base of transparent plastic that keeps its original size and shape, resists tearing, and is strong and relatively nonflammable. Sometimes called polyethylene terephthalate film.
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Preferred Term: POLYESTER FILM
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Definition: Film in which the dark portions of the original image appear dark and the light portions light.
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Definition 1: The provision of adequate facilities to protect, care for, or maintain records.
Definition 2: Specific measures, individual and collective, undertaken to maintain, repair, restore, or protect records. See also RECORDS MAINTENANCE AND USE.
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Definition: According to 44 U.S.C. 2201, the term "means documentary materials, or any reasonably segregable portion thereof, created or received by the President, his immediate staff, or a unit or individual of the Executive Office of the President whose function is to advise and assist the President, in the course of conducting activities which relate to or have an effect upon the carrying out of the constitutional, statutory, or other official or ceremonial duties of the President." Excluded are Federal agency records (called "records" in this glossary), personal papers, stocks of publications and stationery, and extra copies of documents produced only for convenience of reference and clearly identified as such.
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Definition: Published materials (such as books, maps, and posters) or serial issuances (such as directives and press releases) produced by or for a particular agency, in contrast to extra copies kept in stock or distributed inside or outside that agency.
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Definition 1: In electronic records, a computer output device that makes a paper copy of alphanumeric or graphic information.
Definition 2: In microform records, a device used to produce a paper copy of an enlarged image. See also HARD COPY (1), READER-PRINTER.
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Definition: Output produced by a computer printer, generally on continuous paper sheets.
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Preferred Term: PERSONAL PAPERS
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Preferred Term: ADMINISTRATIVELY CONTROLLED INFORMATION
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Definition 1: Documents other than publications produced by electrostatic, stencil, or other duplicating methods.
Definition 2: Documents prepared for use and/or storage.
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Definition 1: Handling files to prepare them for use and/or storage.
Definition 2: See AUTOMATIC DATA PROCESSING.
Definition 3: Taking a series of steps to treat exposed photographic material in order to make the latent image visible and preservable. These steps include developing, fixing, washing, and drying. See also DEVELOPING, DRYING, FIXING, WASHING.
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Definition: In electronic records, those data files used to produce a master file. Include work files, test files, input/source files, intermediate input/output files, valid transaction files, and audit trail files. See also DOCUMENTATION (3), MASTER FILES, VALID TRANSACTION FILES, WORK FILES.
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Definition 1: Someone who prepares files for use and/or storage.
Definition 2: A computer processor.
Definition 3: A device for treating exposed photographic film to make the latent image visible and preservable. See also CAMERA-PROCESSOR.
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Definition: A mission, function, or activity carried out by an organization.
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Definition: See EVALUATION (2).
Preferred Term: EVALUATION
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Definition: See EVALUATION (2).
Preferred Term: EVALUATION
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Definition: An official responsible for overseeing an agency function, especially a unique function rather than a function common to many agencies.
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Definition: Those records created by each Federal agency in performing the unique functions that stem from the distinctive mission of the agency. The agency's mission is defined in enabling legislation and further delineated in formal regulations.
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Definition: See EVALUATION (2).
Preferred Term: EVALUATION
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Preferred Term: CASE FILES
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Definition: Information owned by a business organization.
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Definition 1: In general usage, records accumulated by Government agencies.
Definition 2: Records open to public inspection by law or custom. See also ACCESS (1), RECORDS.
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Preferred Term: DISCLOSURE-FREE EXTRACT
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Definition: Documents printed or otherwise produced for wide distribution inside or outside an agency. Include annual reports, brochures, pamphlets, posters, books, handbooks, and maps. Also include instructional and informational materials in audiovisual form. According to 44 U.S.C. 1901, a U.S. Government publication is "informational matter which is published as an individual document at Government expense, or as required by law."
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Definition: See SCREENING (2).
Preferred Term: SCREENING
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Definition: Computer memory used to process and store data that can be accessed directly rather than sequentially.
Acronym: RAM
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Preferred Term: BIT-MAPPED GRAPHICS
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Definition: Computer memory whose contents cannot be changed by the user.
Acronym: ROM
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Definition: A device that enlarges microimages for viewing.
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Definition: A device used to enlarge microimages for viewing and to produce a hard copy of the enlarged image. See also PRINTER (2).
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Definition: Outgoing correspondence records arranged chronologically, in contrast to those arranged by subject. Sometimes called chronological (chron) or day files.
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Definition: In records disposition, those elements of audiovisual, microform, and certain other special records, needed for long-term preservation and required or requested when permanent records are transferred to the National Archives. Also called record elements. For example, record components for color photographs include the original color transparency or color negative, a captioned print, and an internegative if one exists.
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Preferred Term: RECORDS
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Preferred Term: RECORD COMPONENTS
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Definition: A body of organizationally related records established by an archival agency after considering the organization's administrative history and complexity and the volume of its records. NARA uses record group numbers to keep track of agency records during and after the scheduling process, including those transferred to Federal records centers and/or the National Archives.
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Definition: In electronic records, a diagram or list of the contents of a logical record describing each data field's informational content, length, and position.
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Preferred Term: MEDIUM
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Definition: A records series consists of documents or file units arranged according to a filing system or kept together because they relate to a particular subject or function or result from the same activity. In addition to paper documents, records series may contain records in other nonpaper formats, including electronic, microform, audio or video recordings, photographs, motion pictures, maps, charts, aerial photographs, or remote sensing imagery.
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Preferred Term: INFORMATION SYSTEM
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Definition: See EVALUATION (1).
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Definition: Information placed on a medium, such as paper, computer disk, or microform, to be available for later retrieval and use.
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Definition: In electronic records, the number of bits in a single linear track per unit of length of a recording medium. For example, 6250 bits per inch (bpi). See also DENSITY (1).
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Definition: The act or process of creating and maintaining records. Assumes the need for their proper disposition.
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Definition: The copy of a record that is captured and maintained in a recordkeeping system.
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Definition: Statements in statutes, regulations, or agency directives providing general and specific guidance on particular records to be created and maintained by an agency. Since each agency is legally obligated to create and maintain adequate and proper documentation of its organization, functions, and activities, it needs to issue recordkeeping requirements for all activities at all levels and for all media and to distinguish records from nonrecord materials and personal papers.
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Definition: A manual or automated system in which records are collected, organized, and categorized to facilitate their preservation, retrieval, use, and disposition.
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Definition: Includes all books, papers, maps, photographs, machine-readable materials, or other documentary materials, regardless of physical form or characteristics, made or received by an agency of the United States Government under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the Government or because of the informational value of data in them. Library and museum material made or acquired and preserved solely for reference or exhibition purposes, extra copies of documents preserved only for convenience of reference, and stocks of publications and of processed documents are not included.
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Preferred Term: RECORDS MANAGEMENT
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Definition: An information clearinghouse operated by NARA for Federal records managers and others.
Acronym: RAIC
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Definition: A facility for the low-cost storage and servicing of records pending their disposal or transfer to the National Archives. Includes NARA-authorized agency records centers and NARA-operated Federal records centers.
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Preferred Term: RECORDS SCHEDULE
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Definition: The first stage of the records life cycle in which records are made (or received) by an office.
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Definition: Policies and practices designed to ensure the creation and preservation of complete and accurate records documenting agency business and furnishing information necessary to protect legal and financial rights. Essential elements include assigning and coordinating program responsibility; issuing directives regarding agency recordkeeping requirements; involving records managers in the development or revision of agency programs, systems, and procedures; providing adequate training; and preparing to develop and implement records schedules.
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Preferred Term: FILES CUSTODIAN
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Definition: See DISPOSAL (1).
Preferred Term: DISPOSAL
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Definition: See DISPOSITION (1).
Preferred Term: DISPOSITION
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Definition: See DISPOSITION AUTHORITY (1).
Preferred Term: DISPOSITION AUTHORITY
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Preferred Term: DISPOSITION PROGRAM
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Preferred Term: STANDARD FORM 115, REQUEST FOR RECORDS DISPOSITION AUTHORITY
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Preferred Term: RECORDS SCHEDULE
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Definition: A person responsible for overseeing a records management program in a headquarters or field office in cooperation with the agency records management officer.
Acronym: RLO
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Preferred Term: LIFE CYCLE OF RECORDS
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Definition: Any action involving the storage, retrieval, and handling of records kept in offices by, or for, a Federal agency. This is the second stage of the records life cycle.
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Definition: The planning, controlling, directing, organizing, training, promoting, and other managerial activities related to the creation, maintenance and use, and disposition of records to achieve adequate and proper documentation of Federal policies and transactions and effective and economical management of agency operations. Also called records administration.
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Definition: The person assigned responsibility by the agency head for overseeing an agency wide records management program. Also called records officer or records manager.
Acronym: RMO
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Definition: A planned, coordinated set of policies, procedures, and activities needed to manage an agency's recorded information. Encompasses the creation, maintenance and use, and disposition of records, regardless of media. Essential elements include issuing up-to-date program directives, properly training those responsible for implementation, publicizing the program, and carefully evaluating the results to ensure adequacy, effectiveness, and efficiency.
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Preferred Term: RECORDS MANAGEMENT OFFICER
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Preferred Term: RECORDS MANAGEMENT OFFICER
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Preferred Term: RECORDS SCHEDULE
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Preferred Term: RECORDS SCHEDULE
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Preferred Term: RETIREMENT
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Definition: Also called records disposition schedule, records control schedule, records retention schedule, records retention and disposition schedule, or schedule. A document that describes agency records, establishes a period for their retention by the agency, and provides mandatory instructions for what to do with them when they are no longer needed for current Government business. The term refers to: (1) an SF 115, Request for Records Disposition Authority, that has been approved by NARA to authorize the disposition of Federal records; (2) a General Records Schedule (GRS) issued by NARA; and (3) a printed agency manual or directive containing the records descriptions and disposition instructions approved by NARA on one or more SF 115s or issued by NARA in the GRS. (Source: 36 CFR 1220.14)
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Definition: See DISPOSITION INSTRUCTIONS (1).
Preferred Term: DISPOSITION INSTRUCTIONS
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Definition: See ARCHIVES (3).
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Preferred Term: DESTRUCTION
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Preferred Term: AGING BLEMISHES
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Preferred Term: AGING BLEMISHES
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Definition: In microform records, the relationship between the size of a document and the size of a microimage. Usually expressed as 16x, 24x, etc. or as 16:1, 24:1, etc. Varies from low (below 15x), medium (15x through 30x), high (above 30x through 60x), very high (above 60x through 90x), and ultra high (above 90x).
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Preferred Term: INFORMATION COPY
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Preferred Term: OPTIONAL FORM 11, REFERENCE REQUEST--FEDERAL RECORDS CENTERS
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Definition: Aerial photographs and other visual images of the surface of the earth or other planets taken from airborne or space borne vehicles to evaluate, measure, or map the cultural and/or physical features of the landscape. Also include related indexes.
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Definition: A narrative, statistical, graphic, or other account of operations, conditions, or plans that is recorded on any medium for submission by one person, office, or organization to another.
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Preferred Term: DEPOSITORY
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Preferred Term: STANDARD FORM 115, REQUEST FOR RECORDS DISPOSITION AUTHORITY
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Definition 1: The ability of a microform or optical disk system to record and display fine detail.
Definition 2: The sharpness of words, numbers, and lines, as in images or microimages.
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Definition: A chart containing a number of increasingly smaller resolution test patterns consisting of sets of horizontal and vertical lines of specific size and spacing. Also called resolution test chart or microcopy resolution test chart. For example, NIST-SRM 1010a, Microcopy Resolution Test Chart (ISO Test Chart No. 2), which is certified by the National Institute of Standards and Technology (NIST).
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Preferred Term: RESOLUTION TARGET
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Definition: In NARA's usage, older records in an agency's custody that are scheduled as permanent but overdue for transfer to the National Archives.
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Preferred Term: PRESERVATION
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Definition: The length of time that records are to be kept. See also DISPOSITION (1).
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Preferred Term: RECORDS SCHEDULE
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Preferred Term: RETENTION PERIOD
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Definition: The transfer of records to agency storage facilities or a Federal records center. See also ACCESSION (2), DISPOSITION (1), TRANSFER (1).
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Preferred Term: LEGAL AND FINANCIAL RIGHTS RECORDS
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Definition: Microform consisting of microfilm on reels, cartridges, or cassettes.
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Definition: A microfilm camera that photographs documents while they are being moved by one device in connection with another device that moves the film at the same relative rate.
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Definition: A set of documents collected and maintained specifically to provide regulatory development staff and the public with ready access to copies of the Agency records that support the basis for rulemaking actions.
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Definition: A relatively nonflammable film base that meets ANSI criteria for safety photographic film.
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Definition: Selection for retention of part of a body of similar records to serve as a representation of the whole body. Usually associated with scheduling case files.
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Definition: In electronic records, the process of converting alphanumeric or graphic information on paper or microforms to picture elements, or bit-mapped representation. Also called image scanning.
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Preferred Term: RECORDS SCHEDULE
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Preferred Term: DISPOSITION INSTRUCTIONS
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Definition: See ITEM (2).
Preferred Term: ITEM
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Preferred Term: SCHEDULED TRANSFER
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Definition: Records whose final disposition has been approved by NARA. See also DISPOSITION (1).
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Definition: The act or process of moving permanent records to the National Archives for preservation, as authorized by a NARA-approved records schedule and as implemented by NARA's approval of an agency-submitted Standard Form 258 and by NARA's receipt of the records. Formerly called a scheduled offer. See also ACCESSION (1).
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Definition: The process of developing a document that provides mandatory instructions for what to do with records (and nonrecord materials) no longer needed for current Government business.
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Preferred Term: DELETING
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Definition 1: Reviewing files to apply access restrictions. See also ACCESS.
Definition 2: Examining files to identify and remove documents of short-term value, especially those eligible for immediate destruction. Also called weeding or purging.
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Preferred Term: CLASSIFIED INFORMATION
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Preferred Term: SEMICURRENT RECORDS
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Definition: Records required so seldom to conduct agency business that they should be moved to a holding area or directly to a records center.
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Definition: See RECORDS SERIES.
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Definition: The basis on which NARA appraises the potential research value of records by taking into account the value of whole series or systems of records. A records series is generally described as documents arranged according to a filing system or kept together because they relate to a particular organizational unit or function, result from the same activity, document a specific kind of transaction, take a particular physical form, or have some other relationship arising out of their creation, receipt, or use.
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Definition: In microform records, archival-quality film containing images produced by using light-sensitive silver halide crystals suspended in a gelatin emulsion. Silver gelatin film should be distinguished from dry silver film, which is of nonarchival quality.
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Preferred Term: SILVER GELATIN FILM
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Preferred Term: ACCOUNTABLE OFFICERS' ACCOUNTS
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Definition: The programs, procedures, and rules used to operate a computer.
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Definition: In files management, the process of separating records into groups for filing according to a classification system.
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Definition: Converting documents, usually paper-based, to microimages.
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Definition: Documents containing images and/or data entered into a microform or electronic records system. Also called source records.
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Preferred Term: SOURCE DOCUMENTS
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Definition: Types of records maintained separately from textual/paper records because their physical form or characteristics require unusual care and/or because they have nonstandard sizes. Include electronic, audiovisual, microform, cartographic and remote-sensing imagery, architectural and engineering, printed, and card records.
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Preferred Term: FUNCTIONAL SPECIFICATIONS
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Preferred Term: HOLDING AREA
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Definition: A form prescribed by a Federal agency and approved by GSA for mandatory use throughout the U.S. Government. See also FORM (1).
Acronym: SF
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Definition: The form used by Federal agencies to obtain disposition authority from NARA for records to which the General Records Schedules are inapplicable. See also DISPOSAL LIST, GENERAL RECORDS SCHEDULE, ITEM (2), RECORDS SCHEDULE.
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Definition: The form to be submitted by agencies to a Federal records center before transferring records there.
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Definition: The form used by Federal agencies to transfer legal custody of permanent records to the National Archives. See also ARCHIVES (1).
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Preferred Term: NA FORM 14097, TECHNICAL DESCRIPTION FOR TRANSFER OF ELECTRONIC RECORDS TO THE NATIONAL ARCHIVES
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Definition: A microfilm camera that exposes a series of separate images on an area of film according to a set format, usually in orderly rows and columns, such as in a microfiche.
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Definition: An extra copy of printed records or of other published materials. See also COPY (1).
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Definition: Unedited motion picture film or videotape of scenery and action that is retained for future use.
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Definition: A plan used for identifying and coding documents by topic to provide an orderly and accurate way of filing and finding. Examples include alphanumeric, alphabetic-subject, decimal, duplex-numeric, mnemonic, and subject-numeric.
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Preferred Term: GENERAL CORRESPONDENCE FILES
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Definition: A subject classification system in which the main topics are arranged alphabetically and the subdivisions are coded numerically. For example, "Personnel 8" might stand for "Hours of Duty." This system may be modified by combining it with the mnemonic filing system so that, for example, "Personnel 8" would become "PER 8."
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Definition: In files management, a list of topics arranged hierarchically (i.e., by primary, secondary, tertiary, and quaternary topics) and serving as the source for selecting file designations for arranging, or classifying, the documents of a subject file. Normally includes file codes.
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Preferred Term: MACRODATA
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Definition: Files arranged chronologically to remind officials of actions to be completed by a specific date. Also called follow-up files or tickler files. See also COPY (1).
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Preferred Term: INTEGRATION
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Preferred Term: NA FORM 14097, TECHNICAL DESCRIPTION FOR TRANSFER OF ELECTRONIC RECORDS TO THE NATIONAL ARCHIVES
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Definition: Nonrecord copies of articles, periodicals, reports, studies, vendor catalogs, and similar materials that are needed for reference and information but are not properly part of the office's records.
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Definition: The preparation, transmission, communication, or related processing of information by electrical, electromagnetic, electromechanical, or electro-optical means.
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Definition: Records approved by NARA for disposal, either immediately or after a specified retention period. Also called disposable records or nonpermanent records.
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Definition: In electronic records, narrative or tabular documents, such as letters, memorandums, and reports, organized in a loosely prescribed form and format. See also DATA FILE (2).
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Definition: The term usually applied to manuscript and typescript paper records, as distinct from electronic, audiovisual, cartographic, remote-sensing imagery, architectural, and engineering records.
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Preferred Term: SUSPENSE FILES
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Preferred Term: VALID TRANSACTION FILES
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Definition 1: The act or process of moving records from one location to another, especially from office space to agency storage facilities or Federal records centers, from one Federal agency to another, or from office or storage space to the National Archives for permanent preservation.
Definition 2: The records involved in such a relocation. See also ACCESSION, BLOCK, DISPOSITION (1), RETIREMENT, SCHEDULED TRANSFER.
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Definition: Transitory documents are documents of short-term interest which have no documentary or evidential value. They are disposable because they clearly do not pertain to the official activities of the Agency. The most common types are: (1) Routine requests for information or publications. An example would be an electronic mail message requesting nominations for a workgroup, and the replies to the request. (2) Letters of transmittal that do not add information to the transmitted materials. An example would be a message transmitting a copy of a document to a requestor. (3) Quasi-official notices that do not act as the basis for official actions. Examples include notices of holidays, bond campaigns, etc.
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Preferred Term: DEBUGGING
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Definition: In electronic records, a computer system that is ready to run, typically with all necessary software already installed.
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Definition: Microfiche with images reduced more than 90 times the original.
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Preferred Term: MICRODATA
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Definition: Records whose final disposition has not been approved by NARA. See also DISPOSITION (1), FINAL DISPOSITION, RECORDS SCHEDULE.
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Preferred Term: MICRODATA
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Definition: A microform to which more images can be added at any time.
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Acronym: UNITED STATES CODE
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Definition: Duplicates of a magnetic master or of original film that are prepared for use as reference copies or as duplication masters for recurring or large-scale duplication. Also called work copies. To be distinguished from preservation master copies, which, if the records are permanent, must be stored under archival conditions and not be used for reference purposes.
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Definition: In electronic records, a package of descriptive and technical documentation prepared for use with a data file. See also DOCUMENTATION (3).
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Definition: In electronic records, files containing new data to be processed together with master files to create updated master files. Also called transaction files or detail files.
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Definition: In microform records, film containing images produced by exposure to ultraviolet light and then heat for the purpose of copying the microform master.
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Definition: A disk on which pictures or pictures and sounds are recorded and stored as analog signals.
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Preferred Term: ELECTRONIC MICROIMAGE TRANSMISSION
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Definition: Records essential to the continued functioning or reconstitution of an organization during and after an emergency and also those records essential to protecting the legal and financial rights of that organization and of the individuals directly affected by its activities. Sometimes called essential records. Include both emergency-operating and rights-and-interests records. Vital records considerations are part of an agency's records disaster prevention and recovery program.
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Definition: Policies, plans, and procedures developed and implemented and the resources needed to identify, use, and protect the essential records needed to meet operational responsibilities under national security emergencies or other emergency or disaster conditions or to protect the Government's rights or the rights of its citizens.
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Definition: A film-processing step that uses water to remove unwanted soluble chemicals from photographic material.
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Definition: See SCREENING (2).
Preferred Term: SCREENING
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Definition: A system for linking together computers, terminals, printers, and other equipment that are located in extensively separated offices or buildings.
Acronym: WAN
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Definition: Creating and modifying documents by using a computer, along with other hardware and related software.
Acronym: WP
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Preferred Term: USE COPIES
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Definition: In electronic records, temporary files in auxiliary storage. Sometimes called working files.
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Definition: Documents such as rough notes, calculations, or drafts assembled or created and used to prepare or analyze other documents. Also called working papers.
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Preferred Term: WORKING FILES
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Definition: Of or relating to a type of optical disk on which information can be recorded only once but from which it can be retrieved and read many times.
Acronym: WORM
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