Glossary of Office Administration CPS Chapter 2 Vocabulary
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- Accession register
- List of records in an archive that controls access to documents and retrieval of documents from the archive.
- Proof that the document is the work of the stated author or source.
- Biometric identification system
- Authentication technique that matches unique physical characteristics of a person against a database.
- Business archive
- Facility that houses records being retained for research or historical value.
- Charge-out (tracking) system
- Procedures to be followed when any records need to be borrowed from hard-copy files.
- Making notations on a record to indicate exactly how the record will be stored (names, numbers, or character strings).
- Color coding
- Identifying alphabetic letters, numbers, or topics with specific colors to aid in filing and locating specific records and files.
- Maintenance of information contained in business records so that it is used only for intended purposes.
- Constant information
- Printed or electronically imaged data on a business form; information that remains the same on each document.
- Card, sheet, or folder used whenever a record could be filed in more than one place in the files to indicate the location of the original document or complete file.
- Process of decoding data that has been encrypted into a secret format.
- Digital signature
- Proof in the form of identity information, document fingerprints, and date/time information that a document has never been altered since it was signed.
- Direct access
- Procedures that permit a person to go directly to the storage system (file cabinet or computer storage) and locate a file.
- Translation of data into a secret code that is unintelligible without a deciphering device.
- Files integrity
- Characteristic of records and files that remain factual, accurate, and truthful.
- Deciding what names, numbers, or character strings need to be used in filing a record.
- Indirect access
- Procedures that require a person to consult a relative index to locate the name, subject, or number under which a file is stored.
- Examining a record to ensure that it has been released for filing by an appropriate authority with the firm.
- Logical security
- Procedures embedded in software programs to restrict individual access to records.
- Words in an area of a document that appear to the reader as a solid line and can only be read under magnification.
- Assignment of user IDs (string of characters) to gain access to records.
- Physical security
- Procedures that restrict access to records through the use of hardware, facilities, or electronic storage.
- Private key
- Code known only to the recipient of a message that is used to decode (decrypt) the message.
- Public key
- Code available to everyone that is used as the basis for encrypting a message.
- Records center
- Depository for an organization's vital, inactive, and/or active records.
- Relative index
- Card containing reference information for files using a numeric or alphanumeric classification system; a backup for numeric and alphanumeric systems that consists of cards filed alphabetically, providing a complete list of names or subjects already included in the filing system; individual cards or computer listing of all names in alphabetic order to which numbers have been assigned.
- Variable information
- Data to be filled in and inserted on a business form; information that is inserted on a document and changes each time the form is filled in.
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