术语表

A

1.access

right, opportunity, means of finding, using, or retrieving information

2.accession= acquisition

the process of transferring physical custody of documentary materials to an archival institution.

3. accrual= accretion

an accession of records added to a series already held by an archival institution.

4.acquisition

the process of adding to the holdings of a records center or archives by transfer under an established and legally based procedure, by deposit, purchase, gift or bequest.

5.active record

a record needed to perform current operations, subject to frequent use, and usually located near the user.

6.addressee

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the name of the organization to which or individual to whom a record is addressed.

7.agent

individual, workgroup or organization responsible for or involved in record creation, capture and/or records management processes.

8.appraisal

the process of evaluating recorded based on their current operational, regulatory, legal, fiscal, or historical significance; informational value; arrangement, and relationship to other records.

9.archival agency/authority/institution/program

Agency responsible for selecting, acquiring and preserving archives, making them available, and approving destruction of other records.

10.archival integrity

the principle that a body of records resulting from the same activity must be preserved as a group, without division, separation, or addition to protect the evidential and informational value that can be discerned from its context.

11. archival reference code

the combination of letters and numbers all allocated to groups or series of archival

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materials, or to individual archival items, in order to identify and control the materials

12.archiving

To conduct all activities related to caring for records of continuing value.

13.authenticity

the sum of the qualities of a record that establish the origin, reliability, trustworthiness, and correctness of its content.

B

1.backfile conversion

the process of changing legacy documents and records from one format, storage media, application and/or system to another.

2.backup

to duplicate information primarily for protection in case the original is lost or destroyed.

3.bar code

a type of code used on labels to be read by electronic scanner. Each bar code is unique and identifies a specific item, file or box.

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C

1.ca.

Certified archivist

2. case file

a file containing standardized contents related to a specific action, event, person, place, project or subject. Sometimes referred to as a project file or dossier.

3.certified copy

A copy of a document attested to be a true copy by the official custodian of the original document.

4.chronological file

Records filed in date sequence. Also referred to CHRON and chron-file.

5.classification

In a records and archives environment, the process of identifying and arranging business activities and the resulting records into categories according to logically structured conventions, methods and procedural rules.

6.classified (confidential/secret)records

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Records that have been restricted in their circulation and access because they contain information that needs to be protected from unauthorized access. Classified records may bear security markings such as “confidential”, “secret” or “top secret”.

7.clearance

8.commercial records center

A records center that stores the records of other organizations and provides services on a for-profit, fee basis.

9.compact shelving

A system of mobile shelving intended to save space and/or guarantee security.

10. conservation

In a records and archives environment, the intrusive protection of archival material, by the minimal physical and chemical treatments necessary to resist further deterioration, that will not adversely affect the integrity of the original.

11.contextual information

information that is in addition to the actual text of the document such as date sent, sender's identity, addressee's identity, routing in formation and return receipts.

12. continuum

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a record-keeping concept referring to a consistent and coherent process of records management throughout the life of records, from the design and development of record-keeping systems through the creation and preservation of the records, to their retention and use as archives.

13.current records

Records regularly used for the conduct of the current business of an organization or individual. Also known as active records.

D

1.deposit

the process of placing documents in the custody of an archival institution without transfer of legal title.

2.description

in a records and archives environment, the process of capturing, analyzing, organizing, and recording information that serves to identify, manage, locate and explain records and the contexts and records systems that produced them.

3. destruction

the disposal of records through incineration, pulping, shredding, deletion or another method, so that it is impossible to reconstruct the records.

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4. digitize

To convert a source document into a binary format that may be processed electronically.

5.digitization

in a records and archives environment, the conversion of analogue materials (such as paper documents) into digital form so that they can be stored and accessed electronically. The process of digitization involves converting characters or images into binary digits to create digital files.

6.disposal

In a records and archives environment, the actions taken to fulfill the requirements outlined in retention and disposal schedules to retain, appraisal or transfer records . Note that disposal is not synonymous with destruction, though destruction may be one disposal option. Also known as disposition.

disposal schedule

E

1. electronic document management system (EDMS)

A system consisting of software, hardware, policies, and processes to automate the preparation, organization, tracking, and distribution of electronic documents.

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2.electronic records management system (ERMS)

An automated system used to manage the creation, use, maintenance and disposition of electronically created records for the purposes of providing evidence of business activities. These systems maintain appropriate contextual information(metadata)and links between records to support their value as evidence. The primary purpose of an electronic records management system is the capture and management of electronic records. See also Electronic document and records management(EDRMS)

3.electronic archiving

storage of electronic information in an independent physical or logical space where the information is protected from loss, alteration and deterioration.

4. electronic vaulting

disaster planning service that involves moving data over a network to a secure remote site according to an established schedule.

5. enclosures

storage container, specifically archival-quality containers such as acid-free envelops, folders or boxes, used to hold records and archives and protect them from hazardous elements.

F

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1.federated archives

A group of archives that has agreed to provide access to their holdings via one or more common finding aids.

2.file

An organized unit of records grouped together because they relate to the same subject, activity or transaction.

3. file conversion

4.finding aid

A document that lists and describes a body of records or archives.

5. freeze drying

The process of stabilizing water-soaked documents by freezing them to prevent further damage from water in its liquid state. See also vacuum drying, vacuum freeze drying, and vacuum thermal drying.

6.fumigation

The process of exposing records to a poisonous vapor to destroy insects, mold, mildew, and other destructive biological infestations.

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7.functional appraisal

In a records and archives environments, the process of assessing the enduring value of records by determining the functions of the body to be documented, identifying which offices or individuals created records in carrying out those functions and selecting the records that provide the most complete and concise documentation of the functions.

G

1. generation

the degree of remoteness of a copy, usually photographic, from the original. Subsequent generations can incur degradation of the image.

2.government information location service(GILS)

A federal government service to help the general public locate and access government information throughout the federal government. GILS describes the information available in those resources and provides assistance in obtaining that information. GILS uses network technology and international standards for information search and retrieval.

3.group

In a records and archives environment, the primary division in the arrangement of records and archives at the level of the independent originating organization. Also known as archives group, fonds or record group.

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H

1. hard copy

synonymous with paper

2. holdings

the overall volume and type of records stored in a record center or other repository.

3. hot site

an alternate facility that has the equipment and resources to immediately recover the business functions affected by the occurrence of a disaster.

4. inactive record/ non-current record

a record no longer needed to conduct current business but preserved until it meets the end of its retention period.

5.index

6.indexing

In a records and archives environment, the process of establishing terms to describe and provide access to records and archives. Note: The terms are usually organized in alphabetical order.

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7. information security

preservation of confidentiality, integrity and availability of information; in addition, other properties such as authenticity, accountability, non-repudiation, and reliability can also be involved.

8. informational value

in a records and archives environment, the secondary value of records or archives for reference and research; the informational value of records derives from the information contained in them and may be incidental to their original purpose.

9. integrity

the characteristic of a record as defined in ISO 154 that indicates it is complete and unaltered.

10. intellectual property

an idea, secret, mark, or expression that has property rights created through intellectual and/or discovery efforts of a creator and that are generally protectable under patent, trademark, copyright, or other law.

11. interfile

to place an item in its proper place within an existing body of materials.

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12. intrinsic value

the usefulness or significance of an item derived from its physical or associational qualities, inherent in its original form and generally independent of its content, that are integral to its material nature and would be lost in reproduction.

13. inventory

14. item

in a records and archives environment, the basic physical unit of arrangement and description within a series. Examples of an item include a document, a photograph or a map. Also known as a piece.

15. item number

in a records and archives environment, a code number allocated to single archival item, such as a document, a photograph or a map, in order to identify and control it. See also reference number.

L

1. legal value

the usefulness of a record in complying with statutes and regulations, as evidence in legal proceedings, as legal proof of business transactions,

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or to protect an individual's or organization's rights and interests.

2. life cycle of a record

the span of time of a record from its creation or receipt, through its useful life, to its final disposition, whether that disposition is destruction or retention as a historical record.

3.metadata

data describing context, content and structure of electronic records. Metadata can be used in the management of records to track message origin and destination, date/time sent/received, sender's identity, addressee's identity, subject, attachments, and return receipts, among other things. Literally, data about data.

4. microforms

generic term for all media containing micro images, such as microfilm or microfiche.

5. migration

the process of moving data from one information system or storage medium to another. Migration is done to ensure continued access to the information as the system or medium is replaced, becomes obsolete, or degrades over time. See also backfile conversion, conversion, and file conversion.

O

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1.office of origin

the department or other organizational unit that creates or originally receives a record. Also referred to as originator or author.

2.office of record

an office designated to maintain the record or official copy of a particular record in an organization.

3. off-site storage

a potentially secure location, remote from the primary location, at which inactive or vital records are stored. See also onsite storage.

4. onsite storage

storage of records on the premises of the organization.

5. operational records

in a records and archives environment, records created for the purpose of carrying out the core functions of an organization. Also known as functional records.

6. operational value

in a records and archives environment, the primary value of records for the continuance

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of the administration or the operations of the creating agency or as evidence of the actions and transactions of that agency. Also referred to as administrative value.

Note: the phrase operational value is preferred over administrative value in order not to create confusion with administrative or housekeeping records, which are those records related to routine-not core or operational-duties within the organization.

7. oral history

a method of gathering and preserving historical information through recorded interviews with participants in past events and ways of life.

8. outsourcing

the process of contracting out certain activities of an organization.

P

1. periodic transfer

the process of moving records between active, semi active, and inactive storage sites on a scheduled basis.

2. permanent record

a record that has been determined to have sufficient historical, administrative, legal, fiscal and other value to warrant continuing preservation.

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3. physical file

a device for holding physical documents and physical records.

4. primary value

in a records and archives environment, the continuing utility of records or archives to document the actions and transactions of the organization and as evidence of the business functions and activities that gave rise to their creation.

5. principle of provenance

this principle dictates that records of different origins be kept separate to preserve their context.

6. private records

in a records and archives environment, records created, received, and maintained by non-governmental organizations, families, or individuals as evidence of their personal and private affairs.

7. public record

in a records and archives environment, records created, received, and maintained in any public sector or agency such as a government, quasi-government agency or state corporations.

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8. privileged record

a record that contains information that is accessible only to those authorized to view it.

9. provenance

the organizations or individuals that created, accumulated, and/or maintained and used documents prior to their transfer to a records center or archives.

10. pulverization

a method of destroying records using a device that renders documents into small, random-shaped particles.

11. purge

to remove information that has no further value from a file, usually according to a records retention schedule.

R

1. records appraisal

the process of evaluating records based on their current administrative, regulatory, historical legal, vital, and fiscal use; their archival and informational value; their arrangement; and their relationship to other records, generally accomplished as part of the process of developing a records retention and deposition schedule.

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2.records center

an area for lower-cost storage, maintenance, and reference use of semi-active records pending their ultimate disposition.

3. records continuum

the whole extent of a record's existence. Refers to a consistent and coherent regime of management process from the time of the creation of records(and before creation, in the design of recordkeeping systems), through to the preservation and use of records as archives.

4. records keeping

The act of documenting an activity by creating, collecting or receiving records and ensuring that they are available, understandable and usable for as long as they are needed. See also record management.

5. records management

A field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including process of capturing and maintaining evidence of and information about business activities and transactions in the form of records.

6. records retention schedule (RRS)

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A comprehensive list of records series and/or classification titles, indicating for each series the length of time it is to be maintained. May include retention in active office areas, inactive storage areas, and if such series may be destroyed or formally transferred to another entity such as archives for historical preservation.

7. records series

a group of related records filed/used together as a unit and evaluated as a unit for retention purposes. e.g. a personnel file consisting of an application, reference letters, benefit forms, etc.

8. redaction

the process of masking or removing sensitive information in a document before releasing it for public use. See also annotation.

9. refile

the process of returning a record to its proper place.

10. registration

the process of recording standard information about, and assigning a unique identifier to a document or record.

11.release

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making an approved document available for its intended purpose.

12. reliability (of a record)

degree to which the content of a record is a full and accurate representation of the transactions.

13. rendition

replication that provides the same content but differs from the reference because of storage format, storage medium.

14. repertory

a list of existing file titles within each of the lowest levels of the classification scheme.

15. repository

a storage facility, physical or electronic, where records are held for safekeeping. With reference to paper-based records, a repository is a building or part of a building in which records or archives are preserved and made available for consultation. Also known as an archival repository or archives.

16. respect des fonds

in a records and archives environment, the concept of respect for the creator of the records or archives.

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17. retention period

In a records and archives environment, the length of time that records should be retained in an office or records centre before they are transfer to an archival institution or destroyed as obsolete. The retention period chosen for different records should be based on legislative or regulatory requirements as well as on administrative and operational requirements.

18.retrieval

the process of locating and withdrawing a record from a filing system or records center.

S

1. semi-active records/ semi-current records

a record that is infrequently referred to but is still needed for reference.

2. series

in a records and archives environment, the level arrangement of the files and other records of an organization or individual that brings together those documents relating to the same function or activity or having a common form or some other relationship arising from their creation, receipt or use. Also known as a file series, records series or class.

3. sort

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the action of arranging documents in a particular order.

4. storage media

the various types of storage materials on which information is recorded, such as paper, magnetic, microform, and optical.

5. stripping

in a records and archives environment, the removal of obsolete or superseded individual documents from a file. It is preferred to the term weeding.

T

1. temporary record/ transitory record

a record of short-term value that can be destroyed immediately or after a specified time period.

U

1. usability

extent of the ability to locate, retrieve, present and interpret a record through time.

2. use copy

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a reproduction of a document created to protect the original from wear or loss. Also referred to as an access copy or work copy.

V

1. vacuum freeze drying

the process of stabilizing water-soaked documents by freezing them to prevent further damage from water in its liquid state and subsequently drying them in the high vacuum with the controlled application of heat.

2. vault

a completely fire resistive enclosure used entirely for storing particularly valuable holdings or material with special preservation needs.

W

1. warm site

an alternative facility that has the equipments and resources available to recover business functions in the event of a disaster.

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