Records Glossary

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

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• Abbreviations & Acronyms

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GENERAL ACCOUNTING OFFICE (GAO)

See ACCOUNTABLE OFFICERS' ACCOUNTS, DISPOSITION AUTHORITY (1).

GENERAL CORRESPONDENCE FILES

Records arranged and filed according to their general informational, or subject, content. Mainly letters and memorandums but also forms, reports, and other material, all relating to program and administrative functions, not to specific cases. Also called central, correspondence, or subject files. See also ADMINISTRATIVE RECORDS, CORRESPONDENCE, PROGRAM RECORDS, READING FILES, TRANSITORY CORRESPONDENCE FILES.

GENERAL RECORDS SCHEDULE (GRS)

A NARA-issued schedule governing the disposition of specified records common to several or all agencies. See also RECORDS SCHEDULE, STANDARD FORM 115.

GENERAL SERVICES ADMINISTRATION (GSA)

See EVALUATION (2), FEDERAL INFORMATION RESOURCES MANAGEMENT REGULATIONS (FIRMR), FEDERAL PROPERTY MANAGEMENT REGULATIONS (FPMR), OPTIONAL FORM, STANDARD FORM.

GEOGRAPHIC INFORMATION SYSTEM (GIS) RECORDS

See CARTOGRAPHIC RECORDS, ELECTRONIC RECORDS.

GOVERNMENT INFORMATION

Information created, collected, processed, transmitted, disseminated, used, stored, preserved permanently, or disposed of by the Federal Government. See also INFORMATION, RECORDS.

GRAPHIC RECORDS

See ARCHITECTURAL AND ENGINEERING RECORDS, CARTOGRAPHIC RECORDS.

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HARD COPY

(1) Recorded information copied from a computer onto paper or some other durable surface, such as microfilm. To be distinguished from a temporary image on a display screen and from the electronic information on a magnetic tape or disk(ette) or in the computer's main memory. See also OUTPUT RECORDS.

(2) Recorded information copied from microfilm onto paper and made readable without a special device.

(3) A paper record that may later be filmed or digitized.

HARDWARE

A computer system's physical equipment, including the central processing unit (CPU), control unit, memory, input/output devices, and storage devices. See also CENTRAL PROCESSING UNIT, SOFTWARE.

HIERARCHICAL SYSTEM

Any classification system in which records are arranged under primary (first-level) categories and then, as necessary, under secondary (second-level) and further subdivisions.

HISTORICAL RECORDS

See PERMANENT RECORDS.

HISTORY FILES

Electronic files copied from inactive master files for long-term or permanent retention. See also MASTER FILES, PERMANENT RECORDS.

HOLDING AREA

Agency space assigned for the temporary storage of records after their cutoff and removal from office space but before their destruction or their transfer to a Federal or Agency records center or to the National Archives. Also called staging area. See also RECORDS CENTER.

HOUSEKEEPING RECORDS

See ADMINISTRATIVE RECORDS.

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IMAGE

(1) A representation of information produced by radiant energy, such as light.

(2) A unit of information, such as a drawing or a page of text.

(3) An object's optical counterpart produced by a lens, mirror, or other optical system.

IMAGE MANAGEMENT

See MICROIMAGING SYSTEMS.

IMAGE SCANNING

See SCANNING.

INACTIVE RECORDS

See NONCURRENT RECORDS.

INDEX

(1) A separate collection of cards, extra copies of documents, cross-reference sheets, or other forms arranged differently from the related record series to make it easier to locate relevant documents. See also CROSS-REFERENCE.

(2) A manual or automated listing arranged differently from a related record series or system to speed retrieval of relevant files. See also FINDING AIDS.

INFORMATION

(1) Facts or data communicated or received. See also RECORDED INFORMATION.

(2) Processed data. See also DATA, GOVERNMENT INFORMATION.

INFORMATION AND RECORDS MANAGEMENT

See INFORMATION MANAGEMENT, RECORDS MANAGEMENT.

INFORMATION COPY

A nonrecord copy sent to individuals or offices interested in, but not acting on, a matter. See also COPY (1).

INFORMATION CONTROL/DOCUMENT CONTROL

Information control is the safeguarding of FAA information to protect confidentiality and ensure integrity of the records, and at the same time, make the information accessible for use by FAA organizations, staff, and the public, as appropriate. Document control is the system used to facilitate access to, retrieval and followup, and return of the information.

INFORMATION MANAGEMENT

The agency, use, and transmission of information and the application of theories and techniques of information science to create, modify, or improve information handling systems.

INFORMATION RESOURCES MANAGEMENT (IRM)

The planning, budgeting, organizing, directing, training, and controlling associated with the creation, maintenance and use, and disposition of information as well as with related resources, or assets, such as personnel, equipment, funds, and technology. Includes data processing, telecommunications, and records management. See also DATA PROCESSING, OMB CIRCULAR NO. A-130, RECORDS MANAGEMENT, TELECOMMUNICATIONS.

INFORMATION SECURITY

See CLASSIFIED INFORMATION, COMPUTER SECURITY, PRESERVATION, RECORDS MAINTENANCE AND USE, VITAL RECORDS.

INFORMATION SYSTEM

The organized collection, processing, transmission, and dissemination of information in accordance with defined procedures, whether automated or manual. Also called a record system or a system. Most often refers to a system containing electronic records, which involves input or source documents, records on electronic media, and output records, along with related documentation and any indexes. See also AUTOMATED INFORMATION SYSTEM (AIS), COMPUTER SYSTEM, DOCUMENTATION (3), ELECTRONIC RECORDS SYSTEM, INPUT, OUTPUT, SERIES.

INFORMATION SYSTEM ARCHITECTURE

The organizational structure of an information system, including necessary application systems, computer equipment, a communications network, and related software. See also COMPUTER ARCHITECTURE.

INFORMATION SYSTEM DESCRIPTION

See NA FORM 14028.

INFORMATION SYSTEM MANAGER

The program official responsible for overseeing the creation and use of records in an information system. Also called program manager. See also COMPUTER SYSTEM, INFORMATION TECHNOLOGY MANAGER, PROGRAM MANAGER, RECORDS MANAGEMENT OFFICER.

INFORMATION TECHNOLOGY MANAGER

The ADP official responsible for overseeing the purchase and technical operation of an information system. Also called ADP manager. See also AUTOMATIC DATA PROCESSING, INFORMATION SYSTEM MANAGER, RECORDS MANAGEMENT OFFICER.

INFORMATIONAL VALUE

The usefulness of records in documenting the persons, places, things, or matters dealt with by an Agency, in contrast to documenting the Agency's organization, functions, and activities. Considered by NARA in appraising records for permanent retention. See also EVIDENTIAL VALUE, PERMANENT RECORDS, RECORDS.

INPUT

In electronic records, data to be entered into a computer for processing. See also INFORMATION SYSTEM, OUTPUT.

INPUT RECORDS

Nonelectronic documents designed and used to create, update, or modify records in an electronic medium; or electronic records containing data used to update a separate computer file. Sometimes called source records or source documents. See also OUTPUT RECORDS, SOURCE DOCUMENTS.

INSPECTION

See EVALUATION (2).

INTEGRATION

In electronic records: (1) Combining various pieces of hardware and software, often acquired from different vendors, into a unified system.

(2) Combining computer programs into a unified software package so that all programs can share common data.

INTERACTIVE DISK

See COMPACT DISK--INTERACTIVE (CD-I).

INTERMEDIATE

Duplicate film used to make more copies.

INTERNATIONAL STANDARDIZATION ORGANIZATION (ISO)

A standards- setting organization with representatives from many nations. See also AMERICAN NATIONAL STANDARDS INSTITUTE (ANSI), ASSOCIATION FOR INFORMATION AND IMAGE MANAGEMENT (AIIM).

INTRINSIC VALUE

In archives agency, the value of those permanent records that should be preserved in their original form rather than as copies.

INVENTORY

(1) A survey of Agency records and nonrecord materials that is conducted primarily to develop records schedules and also to identify various records management problems, such as improper applications of recordkeeping technology.

(2) The results of such a survey.

(3) In archives agency, a type of finding aid for accessioned permanent records. See also DESCRIPTION (2).

ITEM

(1) A document.

(2) A separately numbered entry describing records on an SF 115, Request for Records Disposition Authority. Usually consists of a record series or part of an information system. See also STANDARD FORM 115.

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JUKEBOX

A cabinet that is part of an automated optical disk system storing disks, using robotics for retrieval, and having one or more computer drives. See also OPTICAL DISK (OD).

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LEGAL CUSTODY

See CUSTODY.

LEGAL AND FINANCIAL RIGHTS RECORDS

Legal and financial rights records are that type of vital records essential to protect the legal and financial rights of the Government and of the individuals directly affected by its activities. Examples include accounts receivable records, social security records, payroll records, retirement records, and insurance records. (Source: 36 CFR 1236.14)

[NOTE: Additional guidance for identifying records with legal and financial rights implications is found in Disposition of Federal Records Records Management Handbook available from NARA.]

LEGAL VALUE

The usefulness of records in documenting legally enforceable rights or obligations, both those of the Federal Government and those of persons directly affected by the Agency's activities. See also ADMINISTRATIVE VALUE, FISCAL VALUE.

LIFE CYCLE OF RECORDS

The management concept that records pass through three stages: creation, maintenance and use, and disposition. See also DISPOSITION (1), FINAL DISPOSITION, RECORDS CREATION, RECORDS MAINTENANCE AND USE.

LOCAL AREA NETWORK (LAN)

A system for linking together computers, terminals, printers, and other equipment, usually within the same office or building. See also COMPUTER, OFFICE AUTOMATION, WIDE AREA NETWORK (WAN).

LOGICAL RECORD

In electronic records, a collection of related data elements, referring to one person, place, thing, or event, that are treated as a unit and have either a fixed or variable length. See also DATA FIELD, RECORD LAYOUT, RECORDS.

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MACHINE-READABLE RECORDS

See ELECTRONIC RECORDS.

MACRODATA

Aggregated, or summarized, data. See also DATA, MICRODATA.

MAGNIFICATION RATIO

In microform records, the expression of how much an optical device enlarges an object. Usually stated as 16x, 24x, etc. or as 16:1, 24:1, etc. See also REDUCTION RATIO.

MAINFRAME COMPUTER

A large digital computer, normally able to process and store more data than a minicomputer and far more than a microcomputer, designed to do so faster than a minicomputer and much faster than a microcomputer, and often serving as the center of a system with many users. Also called a mainframe. See also COMPUTER, MICROCOMPUTER, MINICOMPUTER.

MAINTENANCE AND USE

See RECORDS MAINTENANCE AND USE.

MANAGEMENT INFORMATION SYSTEM (MIS)

(1) An organization's procedures for accumulating, processing, storing, and retrieving valuable information.

(2) Management aided by automatic data processing (ADP).

MANAGEMENT OF FEDERAL INFORMATION RESOURCES

See OMB CIRCULAR NO. A-130.

MANIFOLD

A paper form made up of a number of sheets interleaved with carbon paper.

MAPS AND CHARTS

See CARTOGRAPHIC RECORDS.

MASTER COPIES

See USE COPIES.

MASTER FILES

In electronic records, relatively long-lived computer files containing an organized and consistent set of complete and accurate data. Usually updated periodically. See also DOCUMENTATION (3), HISTORY FILES, PROCESSING FILES.

MASTER MICROFORM

A microform, usually first-generation or camera film, used to produce duplicates or intermediates. See also CAMERA MICROFILM, DUPLICATE, INTERMEDIATE.

MEASLES

See AGING BLEMISHES.

MEDIUM

The physical form of recorded information. Includes paper, film, disk, magnetic tape, and other materials on which information can be recorded. See also DOCUMENTARY MATERIALS, RECORDED INFORMATION, RECORDS.

MEMORANDUM

A written communication much like a letter but having no salutation or complimentary ending. Usually used within or between offices of the same organization.

METADATA

Data about the data, that is, the description of the data resources, its characteristics, location, usage, and so on. Metadata is used to identify, describe, and define user data.

METHYLENE BLUE

A chemical dye formed during the testing of the archival (permanent) quality of processed microimages.

MICROCARD

An opaque card containing miniaturized pages photographically reproduced in a grid pattern by rows, like the numbers on a calendar. See also MICRO-OPAQUE.

MICROCOMPUTER

A very small digital computer, normally able to process and store less data than a minicomputer and far less than a mainframe while doing so less rapidly than a minicomputer and far less rapidly than a mainframe. Includes desktop, laptop, and hand-held models. Also called a personal computer. See also COMPUTER, MAINFRAME COMPUTER, MINICOMPUTER.

MICROCOPY

A photographic reproduction so small that a magnifying device is needed to read or view the image. Also called a microphotograph.

MICROCOPY RESOLUTION TEST CHART

See RESOLUTION TARGET.

MICRODATA

Unaggregated, or unsummarized, data. See also DATA, MACRODATA.

MICROFACSIMILE

See ELECTRONIC MICROIMAGE TRANSMISSION.

MICROFICHE

A card-sized transparent sheet of film with miniaturized images (microimages) arranged in a grid pattern. Usually contains a title readable without a magnifying device. Sometimes abbreviated as fiche. See also ULTRAFICHE.

MICROFILM

(1) Raw (unexposed and unprocessed) fine-grain, high- resolution film suitable for use in micrographics.

(2) Fine- grain, high-resolution film containing microimages. See also CAMERA FILM, DIAZO FILM, DRY SILVER FILM, SAFETY FILM, SILVER GELATIN FILM, VESICULAR FILM.

MICROFILMING

The process of recording microimages on film.

MICROFORM

Any form containing greatly reduced images, or microimages, usually on microfilm. Roll, or generally serialized, microforms include microfilm on reels, cartridges, and cassettes. Flat, or generally unitized, microforms include microfiche, microfilm jackets, aperture cards, and microcards, or micro-opaques. See also MICROIMAGE.

MICROGRAPHICS

A records management technology concerned with producing and using microforms.

MICROIMAGE

An image too small to be read without a magnifying device or other special equipment.

MICROIMAGING SYSTEMS

Systems constituting a bridge between traditional microforms and electronic records. Include stand- alone micrographics, computer-assisted retrieval (CAR), computer input microfilm (CIM), computer output microfilm (COM), electronic microimage transmission, and optical disk (OD) systems. Also called image processing or image management systems.

MICRO-OPAQUE

A sheet of translucent paper stock with multiple microimages in a grid pattern. See also MICROCARD.

MICROPHOTOGRAPH

See MICROCOPY.

MICROSPOTS

See AGING BLEMISHES.

MIGRATION

In electronic records, the process or result of moving files from one computer system to another.

MINICOMPUTER

A small digital computer, normally able to process and store less data than a mainframe but more than a microcomputer while doing so less rapidly than a mainframe but more rapidly than a microcomputer. See also COMPUTER, MAINFRAME COMPUTER, MICROCOMPUTER.

MNEMONIC FILING SYSTEM

A classification system in which records are coded by symbols to remind the user of the subject; for example, COM for communications and PER for personnel. These symbols are usually arranged alphabetically.

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