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Glossary of Terms for Office Administration Section of CPS Exam

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active records
Records that are accessed and utilized in the current administration of business functions.
constant information
Printed or electronically imaged data on a business form; information that remains the same on each document.
cuts
Number of tabs (projections) extending across a set of folders: single-cut (one tab), third-cut (three tabs), and fifth cuts(five tabs).
data integrity
Maintenance of accurate information or data within the system.
fiche
A sheet of film containing miniature images arranged in rows and columns on a card.
guides
Inserts for file drawers that indicate file sections and serve as dividers for groups of records.
important records
Documents that contribute to the continued smooth operation of an organization and can be replaced or duplicated if lost or destroyed in a disaster but with a considerable expenditure of time and money.
inactive records
Those records no longer referred to on a regular basis but still of limited importance
index record
Card that contains reference information indicating where the original file or document in a numeric or alphanumeric classification system is located.
individual folder
File folder that includes all correspondence for one correspondent, subject, or account.
intelligent retrieval
Efficient searching of document content through the use of an index of words (descriptors) contained in the document.
microform
Any record that contains reduced images on film.
miscellaneous folder
File folder at the end of a file group that houses the group of records that have not yet been assigned individual folders.
nonessential records
Documents that are not ncesssary for the restoration of the business and have no predictable value.
nonrecords
Documents prepeared for the organization's convenience or temporary use but that normally are not saved and are disposed of after use.
optical character recognition (OCR)
Process whereby a document is scanned and the data converted to digital form for processing by the computer.
out folder
Folder inserted into a file when someone charges out an entire file folder of documents.
periodic transfer
The physical movement of records from active storage to semiactive or inactive storage as of a specific date each year.
perpetual transfer
The physical movement of records from active storage to semiactive or inactive storage at any time an event has been completed or a case closed.
posted record
Card record used to record or post information that updates, changes, deletes, or add data to the record.
primary value
The appraisal assigned to records that are active in nature and needed for current operations.
purging
Process of automatically deleting the contents of an electronically stored record.
records
Official documents of the company or organization valuable enought to be retained and stored ina format for future use and distribution.
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.
secondary value
The appraisal assigned to records that may have historical or archival importance and are held in semiactive or inactive storage
tab
Projection on a file folder or guide for placement of a label with a typed caption. (1) Bill for a meal function normally paid by whoever benefits from the business association.
useful records
Documents used in the operation of the organization that can be easily replaced.
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.
vital records
Documents that are essential for the effective, continous operaton of the firm and are irreplaceable.

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