Adapted from A Federal Records Management Glossary. National Archives and Records Administration, 1993.

A

A-130
See OMB CIRCULAR NO. A-130.
ACCESS
(1) The availability of, or the permission to consult, records.
(2) The ability or opportunity to obtain security-classified or administratively controlled information or records. See also ADMINISTRATIVELY CONTROLLED INFORMATION, CLASSIFIED INFORMATION.
ACCESSION
(1) The transfer of the legal and physical custody of permanent records from an Agency to the National Archives. See also BLOCK (1), PERMANENT RECORDS, SCHEDULED TRANSFER, TRANSFER (1).
(2) The transfer of Agency records to a Federal records center for for temporary storage. The Agency retains legal custody of the records. See also RETIREMENT, TRANSFER (1). (3) The records so transferred. Also called accessioned records.
ACCOUNTABLE OFFICERS' ACCOUNTS
Specified records accumulated by collecting, disbursing, and certifying officers and required by the General Accounting Office (GAO) for audit purposes. Also known as site audit records.
ACCRETION
Records adding to, or extending, a series or system of permanent records previously accessioned by the National Archives.
ACTION COPY
The copy of a document sent to the Agency, office,or individual responsible for taking action. See also COPY (1).
ACTIVE RECORDS
See CURRENT RECORDS.
ADEQUACY OF DOCUMENTATION
A standard of sufficiently and properly recording actions and/or decisions. See also ADEQUATE AND PROPER DOCUMENTATION, DOCUMENTATION (1).
ADEQUATE AND PROPER DOCUMENTATION
A record of the conduct of U.S. Government business that is complete and accurate to the extent required to document the organization, functions, policies, decisions, procedures, and essential transactions of the Agency and that is designed to furnish the information necessary to protect the legal and financial rights of the Government and of persons directly affected by the Agency's activities. See also ADEQUACY OF DOCUMENTATION, CONTRACTOR RECORDS, DOCUMENTARY MATERIALS, RECORDKEEPING REQUIREMENTS, RECORDS, RECORDS CREATION, RECORDS CREATION AND MAINTENANCE PROGRAM, RECORDS MAINTENANCE AND USE.
ADMINISTRATIVE RECORD
A set of documents that is the basis for any Federal Agency administrative action, including, but not limited to, rulemaking. Under the Administrative Procedure Act (APA), any judicial review of a final Agency action is based on the administrative record. Administrative actions that are not rules may include denials of citizens' petitions, individual permit decisions, and exemption decisions. These actions are typically based in an administrative record.
ADMINISTRATIVE RECORD - SUPERFUND
A set of documents which form the basis for selection of a response action under Section 113(j) of the Comprehensive Environmental Response, Compensation, and Liability Act of 1980 (CERCLA), as amended by the Superfund Amendments and Reauthorization Act of 1986 (SARA). Judicial review of any issue concerning the adequacy of any response action is limited to the record.
ADMINISTRATIVE RECORDS
Those records created by several or all Federal agencies in performing common facilitative functions that support the Agency's mission activities, but do not directly document the performance of mission functions. Administrative records relate to activities such as budget and finance, human resources, equipment and supplies, facilities, public and congressional relations, and contracting. See also PROGRAM RECORDS, RECORDS.
ADMINISTRATIVE VALUE
The usefulness of records in conducting an Agency's current business. Includes fiscal value and legal value, which are usually analyzed separately when records are evaluated for disposition. See also FISCAL VALUE, LEGAL VALUE.
ADMINISTRATIVELY CONTROLLED INFORMATION
Privileged or other nonsecurity-classified information in records sometimes bearing designations, such as "For Official Use Only," to prevent its unauthorized disclosure. See also CLASSIFIED INFORMATION, CLOSED FILE (2), DISCLOSURE-FREE EXTRACT.
ADP MANAGER
See INFORMATION TECHNOLOGY MANAGER.
AERIAL PHOTOGRAPHS
Photographs of the earth, other planetary bodies, or the atmosphere that have been taken from airborne vehicles to evaluate, measure, or map selected features of the landscape or the sky. Also involve related indexes. See also REMOTE-SENSING IMAGERY RECORDS.
Agency
See EXECUTIVE Agency, FEDERAL Agency.
Agency RECORDS
(1) See RECORDS.
(2) Documentary materials of an executive Agency that, based on Federal case law, are subject to the Freedom of Information Act (FOIA).
Agency RECORDS OFFICER
See RECORDS MANAGEMENT OFFICER.
Agency RECORDS SCHEDULE
See COMPREHENSIVE RECORDS SCHEDULE, RECORDS SCHEDULE.
AGGREGATED DATA
See MACRODATA.
AGING BLEMISHES
In microform records, very small spots forming on silver gelatin film as a result of air pollution, improper packaging, or inadequate storage conditions. Also called measles, microspots, red spots, or redox blemishes.
ALIENATION
Unlawfully transferring records or losing custody of them to an unauthorized organization or person.
ALPHABETIC-SUBJECT FILING SYSTEM
A classification system in which subjects are arranged in alphabetical order regardless of their relationship to one another. For example, the subjects "adobe houses" and "adrenalin" would immediately follow "agency."
ALPHANUMERIC FILING SYSTEM
A classification system in which letters are assigned to main divisions and numbers to subdivisions. For example, "P5" might stand for "Personnel -- Employment."
AMERICAN NATIONAL STANDARDS INSTITUTE (ANSI)
A U.S. standards organization composed of representatives from industry, technical societies, consumer organizations, and government agencies. See also ASSOCIATION FOR INFORMATION AND IMAGE MANAGEMENT (AIIM), INTERNATIONAL STANDARDIZATION ORGANIZATION (ISO).
AMERICAN STANDARD CODE FOR INFORMATION INTERCHANGE (ASCII)
A binary code representing each letter, number, or other symbol with a unique 7-bit code. See also BINARY CODE, CODE (2), EXTENDED BINARY CODED DECIMAL INTERCHANGE (EBCDIC).
ANALOG
Representing data by measuring a continuous physical variable, such as the rotation of hands on a clock, in contrast to a digital clock. See also COMPUTER, DIGITAL.
APERTURE CARD
An 80-column tabulating sized card with a hole, or aperture, containing usually one frame of 35-mm microfilm. Generally used for engineering drawings, maps and charts, and x rays.
APPLICATION
A specific use of computer, micrographic, or other information technology, such as in payroll or inventory control.
APPRAISAL
The process of determining the value and thus the final disposition of records, making them either temporary or permanent. See also EVALUATION (1).
ARCHITECTURAL AND ENGINEERING RECORDS
Drawings and related records depicting the concepts and precise measurements needed to plan and build static structures, such as buildings, bridges, and canals, as well as those needed to complete other public works projects and produce such objects as weapons and machines. Include design and construction drawings and related records. Also include computer-aided design (CAD), computer-aided manufacturing (CAM), and computer-aided engineering (CAE) system records that relate to architecture and engineering and need to be managed like other electronic records.
ARCHIVAL Agency
See ARCHIVES (2).
ARCHIVAL DEPOSITORY
See ARCHIVES (3).
ARCHIVAL MICROFILM
A photographic film that meets the standards for archival film described in NARA's micrographic regulations and that is suitable for the preservation of permanent records when stored in accordance with those regulations. See also SILVER GELATIN FILM.
ARCHIVAL QUALITY
The ability of material, such as processed prints or film, to resist deterioration sufficiently to meet standards for permanent records. See also ARCHIVAL STANDARDS, PERMANENT RECORDS.
ARCHIVAL RECORDS
See ARCHIVES (1), PERMANENT RECORDS.
ARCHIVAL REPOSITORY
See ARCHIVES (3).
ARCHIVAL STANDARDS
The standards to be met by a type of recording material or process in order for this material to have and retain specified characteristics necessary for permanent records. See also ARCHIVAL QUALITY, PERMANENT RECORDS.
ARCHIVAL STORAGE CONDITIONS
Conditions suitable for preserving permanent records. See also PERMANENT RECORDS.
ARCHIVES
(1) The noncurrent records of an organization preserved because of their continuing, or enduring, value. "National Archives of the United States" means those records that have been determined by the Archivist of the United States to have sufficient historical or other value to warrant their continued preservation by the Federal Government and that have been transferred to the Archivist's legal custody. See also PERMANENT RECORDS, STANDARD FORM 258.
(2) The organization or Agency responsible for appraising, accessioning, preserving, and making available permanent records. Also called archival Agency. In the U.S. Government, the National Archives and Records Administration (NARA). (3) One or more buildings, or portions thereof, where permanent records are located after being accessioned by an archival Agency. Also called archival depository or archival repository. See also DEPOSITORY.
ARCHIVES ADMINISTRATION
The management or direction of the program of an archival Agency, including the following basic functions: appraisal, accessioning, preservation, arrangement, description, reference service, and such public programs as education, exhibits, and publications.
ARCHIVING
In electronic records, the process of creating a backup copy of computer files, especially for long-term storage. See also BACKING UP.
ARCHIVIST
A person responsible for, or engaged in, one or more of the functions listed under archives agency.
ARCHIVIST OF THE UNITED STATES
The head of the National Archives and Records Administration (NARA).
ARRANGEMENT
In files management, the act or result of placing records in a particular order or sequence. See also CLASSIFICATION (1), FILING, RECORDS MAINTENANCE AND USE.
ASSOCIATION FOR INFORMATION AND IMAGE MANAGEMENT (AIIM)
A trade and professional organization concentrating on applications of micrographic, optical, and computer technology and systems. Formerly the National Micrographics Association. See also AMERICAN NATIONAL STANDARDS INSTITUTE (ANSI), INTERNATIONAL STANDARDIZATION ORGANIZATION (ISO).
AUDIOVISUAL RECORDS
Records in pictorial or aural form. Include still and motion pictures; graphic materials, such as posters and original art; audio and video recordings; and combinations of media, such as slide-tape productions. See also DOCUMENTARY, NATIONAL AUDIOVISUAL CENTER, PHOTOGRAPHIC RECORDS, RECORD COMPONENTS, STOCK FOOTAGE.
AUDIT
See EVALUATION (2).
AUTOMATED DATA PROCESSING
See AUTOMATIC DATA PROCESSING.
AUTOMATED INFORMATION SYSTEM (AIS)
An information system that usually involves the use of a computer. Often used as a synonym for an electronic records system. See also COMPUTER SYSTEM, ELECTRONIC RECORDS SYSTEM, INFORMATION SYSTEM.
AUTOMATIC DATA PROCESSING (ADP)
Systematically performing a series of actions with data by using automatic machines, primarily electronic digital computers. Also called automated data processing. Often used as a synonym for electronic data processing (EDP). See also DATA PROCESSING, ELECTRONIC RECORDS, INFORMATION TECHNOLOGY MANAGER.