- Access - Right, opportunity, means of finding, using or retrieving information
- Accountability- Principle that individuals, organisations and the community are responsible for their actions and may be required to explain them to others
- Action tracking- Process in which time limits for actions are monitored and imposed upon those conducting the business
- Active records- Those records required for the day to day functioning of an agency or personusually work that has not yet been completed or being referred to on a daily bases.
- Appraisal- The process of evaluating business activities to determine which records need to be captured and how long the records need to be kept, to meet business needs, organisational accountability and community expectations
- Archival authority- Agency responsible foe selecting, acquiring and preserving archives, making them available and approving destruction of other records.
- Archival value- Those records that satisfy the National Archives\' appraisal criteria. (records selected for National Archives)
- Capture- the action which results in a record being placed in record keeping system
- Classification- Systematic identification and arrangement of business activities and/or records into categories according to logically structured conventions, methods, and procedural rules represented in a classification system
- Conversion- the process of changing records form one medium to another or from one format to another
- Destruction- Process of eliminating or deleting records, beyond any possible reconstruction
- Disposal Authorities- Are the policy documents that authorise the lwaful disposal of records there are 2 main types GDA and FRDA
- Disposition- Range of processes associated with implementing records retention, destruction or transfer decisions which are documented in disposition authorities or other instruments
- Document - Recorded information or object which can be treated as a unit
- Electronic records- Records communicated and maintained by means of electronic equipment
- FRDA- Functional Records Disposal Authority this is created specifically by/for an organisation and includes records that relate to its core business
- Ephemeral Records- Are records that have very short term value and contain information of little or no value
- GDA- General Disposal Authorities;these includerecord types that are common to most agencies.
- Inactive records- Those records no longer required for the conduct of business and which may therefore be transferred to intermediate storage, archival custody or destroyed
- Indexing- Process of establishing access points to facilitate retrieval of records and /or information
- Long term value/retention- those records that must be retained for a finite period of 30 years or more to meet identified business needs, accountability requirements and community expectations.
- Media- Material that information is written to and stored on
- Metadata- Data describing context, content and structure of records and their management through time
- Migration- Act of moving records form one system to another, while maintaining the records\' authenticity, integrity, reliability and useability
- PAT/photographic activity test- Standard testing procedure for enclosure material 9eg paper, inks, adhesives, foams) used for storage of photographic materials
- Preservation- Processes and operations involved in ensuring the technical and intellectual survival of authentic records through time
- Retention Period- the minumum period of time that records need to be kept . retention periods are determined by Disposal Authorities.
- Recordkeeping- Making and maintaining complete, accurate and reliable evidence of business transactions in the form of recorded information
- Records- Information created, received and maintained as evidence and information by an organisation or person, pursuance of legal obligations or in the transaction of business
- Records management- Field of management responsible for the efficient and systematic control of the creation, receipt, maintenance , use and disposition of records , including processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records
- Records systems- Information system which captures, manages and provides access to records through time
- Registration- Act of giving a record a unique identifier on its entry into a system
- Storage- The function of storing records for future retrieval and use
- Storage facilities- Any building, equipment or system that houses records, including commercial storage facilities, in-house storage facilities and archival storage facilities
- Temporary records- Records that have value for a finite period of time
- Tracking- Creating, capturing and maintaining information about the movement and use of records
- Transfer- (custody) change of custody, ownership and /or responsibility for records or (movement) moving records from one location to another
- Vital records- Records that are essential for the ongoing business of an agency, and without which the agency could not continue to function effectively. Vital records protect the assets and interests of the organisation, its clients and shareholders
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