Chapter 7 Terms
Terms
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- Records Center
- is a low-cost centralized area for housing and servicing inactive records whose reference rate does not warrant their retention in a prime office area
- Charge-out and Follow-up File
- is a tickler file that contains requisition forms filed by dates that records are due back in the inactive records center
- Records Destruction
- is the disposal of records of no further value by incinerating, macerating (soaking in a chemical solution to soften the paper, then bailing it), pulping (shredding and mixing with water, then bailing), or shredding.
- One-Period Transfer Method
- is a commonly used periodic method of transferring records at the end of one period, usually once or twice a year.
- Charge-out Log
- is a written or electronic form.
- Records Retention Program
- consists of policies and procedures relating to what documents to keep, where and in what type of environment the document are kept, and how long these documents are to be kept.
- Record Series
- is a group of related records that normally are used and filed as a unit and can be evaluated as a unit to determine the records retention period
- Non-record
- is an item not usually included within the scope of official records such as a convenience file, a day file, reference materials such as dictionaries, and drafts.
- On Call Form (wanted form)
- is a written request for a record that is out of the file
- Perpetual Transfer Method
- records are continually transferred from active to inactive storage areas whenever the records are no longer needed for reference
- Follow-up
- is a system for assuring the timely and proper return of materials charged out from a file.
- Retrieval
- is the process of locating and removing a record or file from storage.
- Destruction File
- contains information on the actual destruction of inactive records
- Records Retention Schedule (RRS)
- is a comprehensive list of records, indicating the time records are to be maintained.
- Pick List
- is a list containing specific records needed for a given program or project.
- NARA
- stands for U.S. National Archives and Records Administration
- Retention Period
- is the time that records must be kept according to operational, legal, regulatory, and fiscal requirements
- Records Inventory
- is a detailed listing that could include the types, locations, dates, volumes, equipment, classification systems, and usage data of an organization's records
- Official Record
- is a significant, vital, or important record of continuing value to be protected, managed, and retained according to established retention schedules.
- Radio Frequency Identification (RFID)
- is a technology that incorporates the use of an electromagnetic or electrostatic radio frequency to identify an object, animal, or person. It is also used as an alternative to bar codes.
- Records Transfer
- is the act of changing the physical custody of records with or without change of legal title.
- Destruction Notice
- is a notification (memo, listing, form, etc.) of the scheduled destruction of records.
- Charge-Out
- is a control procedure to establish the current location of a record when it is not in the records center or central file, which can be a manual or automated system
- Periodic Transfer Method
- is a method of transferring active records at the end of a stated period of time—usually 1 year—to inactive storage.
- Record Copy
- is another name for the official record.
- Records Disposition
- is the final destination of records after they have reached the end of their retention period in active and/or inactive storage.
- Office of Record
- is an office designated to maintain the record or official copy of a particular record in an organization
- Archives
- are the records created or received and accumulated by a person or an organization in the conduct of affairs and preserved because of their historical or continuing value.
- Inactive Records Index
- is an index of all records in the inactive records storage center
- Index
- is a systematic guide that allows access to specific items contained within a larger body of information
- Requisition
- is a written request for a record or information from a record.
- Destruction Suspension
- is a hold placed on the scheduled destruction of records that may be relevant to foreseeable or pending litigation, governmental investigation, audit, or special organizational requirements. Records for which destruction has been suspended are often referred to as frozen records.
- Records Center Box (carton or container)
- is usually made of corrugated cardboard and is designed to hold approximately one cubic foot (12 inches high by 12 inches wide by 12 inches deep) of records, either legal or letter size.