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

S-Z

SAFETY FILM
A relatively nonflammable film base that meets ANSI criteria for safety photographic film.
SAMPLING
Selection for retention of part of a body of similar records to serve as a representation of the whole body. Usually associated with scheduling case files.
SCANNING
In electronic records, the process of converting alphanumeric or graphic information on paper or microforms to picture elements, or bit-mapped representation. Also called image scanning. See also BIT-MAPPED GRAPHICS, OPTICAL CHARACTER RECOGNITION (OCR), OPTICAL DISK (OD).
SCANNING RESOLUTION
See RESOLUTION.
SCHEDULE
See RECORDS SCHEDULE.
SCHEDULE INSTRUCTIONS
See DISPOSITION INSTRUCTIONS.
SCHEDULE ITEM
See ITEM (2).
SCHEDULED OFFER
See SCHEDULED TRANSFER.
SCHEDULED RECORDS
Records whose final disposition has been approved by NARA. See also DISPOSITION (1), FINAL DISPOSITION, RECORDS SCHEDULE.
SCHEDULED TRANSFER
The act or process of moving permanent records to the National Archives for preservation, as authorized by a NARA-approved records schedule and as implemented by NARA's approval of an Agency-submitted Standard Form 258 and by NARA's receipt of the records. Formerly called a scheduled offer. See also ACCESSION (1), FINAL DISPOSITION, OFFER, PERMANENT RECORDS, RECORDS SCHEDULE, STANDARD FORM 258, TRANSFER.
SCHEDULING
The process of developing a document that provides mandatory instructions for what to do with records (and nonrecord materials) no longer needed for current Government business. See also DISPOSITION, RECORDS SCHEDULE.
SCRATCHING
See DELETING.
SCREENING
(1) Reviewing files to apply access restrictions. See also ACCESS.
(2) Examining files to identify and remove documents of short-term value, especially those eligible for immediate destruction. Also called weeding or purging.
SECURITY-CLASSIFIED RECORDS
See CLASSIFIED INFORMATION.
SEMIACTIVE RECORDS
See SEMICURRENT RECORDS.
SEMICURRENT RECORDS
Records required so seldom to conduct Agency business that they should be moved to a holding area or directly to a records center. See also CURRENT RECORDS, NONCURRENT RECORDS.
SERIES
See RECORDS SERIES.
SERIES-BASED REVIEW
The basis on which NARA appraises the potential research value of records by taking into account the value of whole series or systems of records. A records series is generally described as documents arranged according to a filing system or kept together because they relate to a particular organizational unit or function, result from the same activity, document a specific kind of transaction, take a particular physical form, or have some other relationship arising out of their creation, receipt, or use.
SILVER GELATIN FILM
In microform records, archival-quality film containing images produced by using light-sensitive silver halide crystals suspended in a gelatin emulsion. Silver gelatin film should be distinguished from dry silver film, which is of nonarchival quality. See also ARCHIVAL MICROFILM, DRY SILVER FILM, MICROFILM.
SILVER HALIDE FILM
See SILVER GELATIN FILM.
SITE AUDIT RECORDS
See ACCOUNTABLE OFFICERS' ACCOUNTS.
SOFTWARE
The programs, procedures, and rules used to operate a computer. See also HARDWARE.
SORTING
In files management, the process of separating records into groups for filing according to a classification system.
SOURCE DOCUMENT MICROFILMING
Converting documents, usually paper-based, to microimages.
SOURCE DOCUMENTS
Documents containing images and/or data entered into a microform or electronic records system. Also called source records. See also INPUT RECORDS.
SOURCE RECORDS
See SOURCE DOCUMENTS.
SPECIAL RECORDS
Types of records maintained separately from textual/paper records because their physical form or characteristics require unusual care and/or because they have nonstandard sizes. Include electronic, audiovisual, microform, cartographic and remote-sensing imagery, architectural and engineering, printed, and card records. See also NONTEXTUAL RECORDS, RECORD COMPONENTS, TEXTUAL RECORDS.
SPECIFICATIONS
See FUNCTIONAL SPECIFICATIONS.
STAGING AREA
See HOLDING AREA.
STANDARD FORM (SF)
A form prescribed by a Federal Agency and approved by GSA for mandatory use throughout the U.S. Government. See also FORM (1), OPTIONAL FORM.
STANDARD FORM 115, REQUEST FOR RECORDS DISPOSITION AUTHORITY
The form used by Federal agencies to obtain disposition authority from NARA for records to which the General Records Schedules are inapplicable. See also DISPOSAL LIST, GENERAL RECORDS SCHEDULE, ITEM (2), RECORDS SCHEDULE.
STANDARD FORM 135, RECORDS TRANSMITTAL AND RECEIPT
The form to be submitted by agencies to a Federal records center before transferring records there.
STANDARD FORM 258, REQUEST TO TRANSFER, APPROVAL, AND RECEIPT OF RECORDS TO NATIONAL ARCHIVES OF THE UNITED STATES
The form used by Federal agencies to transfer legal custody of permanent records to the National Archives. See also ARCHIVES (1), PERMANENT RECORDS, SCHEDULED TRANSFER.
STANDARD FORM 277, COMPUTER MAGNETIC TAPE FILE PROPERTIES
See NA FORM 14097.
STEP-AND-REPEAT CAMERA
A microfilm camera that exposes a series of separate images on an area of film according to a set format, usually in orderly rows and columns, such as in a microfiche. See also CAMERA.
STOCK COPY
An extra copy of printed records or of other published materials. See also COPY (1), PRINTED RECORDS, PUBLICATIONS, TECHNICAL REFERENCE FILES.
STOCK FOOTAGE
Unedited motion picture film or videotape of scenery and action that is retained for future use. See also AUDIOVISUAL RECORDS.
SUBJECT CLASSIFICATION SYSTEM
A plan used for identifying and coding documents by topic to provide an orderly and accurate way of filing and finding. Examples include alphanumeric, alphabetic-subject, decimal, duplex-numeric, mnemonic, and subject-numeric.
SUBJECT FILES
See GENERAL CORRESPONDENCE FILES.
SUBJECT-NUMERIC FILING SYSTEM
A subject classification system in which the main topics are arranged alphabetically and the subdivisions are coded numerically. For example, "Personnel 8" might stand for "Hours of Duty." This system may be modified by combining it with the mnemonic filing system so that, for example, "Personnel 8" would become "PER 8." See also MNEMONIC FILING SYSTEM.
SUBJECT OUTLINE
In files management, a list of topics arranged hierarchically (i.e., by primary, secondary, tertiary, and quaternary topics) and serving as the source for selecting file designations for arranging, or classifying, the documents of a subject file. Normally includes file codes.
SUMMARIZED DATA
See MACRODATA.
SUSPENSE FILES
Files arranged chronologically to remind officials of actions to be completed by a specific date. Also called followup files or tickler files. See also COPY (1).
SYSTEM
See COMPUTER SYSTEM, INFORMATION SYSTEM, TURNKEY SYSTEM.
SYSTEM INTEGRATION
See INTEGRATION.

TECHNICAL DESCRIPTION FOR TRANSFER OF ELECTRONIC RECORDS TO THE NATIONAL ARCHIVES
See NA FORM 14097.
TECHNICAL REFERENCE FILES
Nonrecord copies of articles, periodicals, reports, studies, vendor catalogs, and similar materials that are needed for reference and information but are not properly part of the office's records. See also CONVENIENCE FILES, NONRECORD MATERIALS, STOCK COPY, WORKING FILES.
TELECOMMUNICATIONS
The preparation, transmission, communication, or related processing of information by electrical, electromagnetic, electromechanical, or electro-optical means. See also ELECTRONIC MAIL, INFORMATION RESOURCES MANAGEMENT.
TEMPORARY RECORDS
Records approved by NARA for disposal, either immediately or after a specified retention period. Also called disposable records or nonpermanent records. See also DISPOSAL, FINAL DISPOSITION, PERMANENT RECORDS.
TEXT DOCUMENTS
In electronic records, narrative or tabular documents, such as letters, memorandums, and reports, organized in a loosely prescribed form and format. See also DATA FILE (2).
TEXTUAL RECORDS
The term usually applied to manuscript and typescript paper records, as distinct from electronic, audiovisual, cartographic, remote-sensing imagery, architectural, and engineering records. See also NONTEXTUAL RECORDS, SPECIAL RECORDS.
TICKLER FILES
See SUSPENSE FILES.
TRANSACTION FILES
See CASE FILES, VALID TRANSACTION FILES.
TRANSFER
(1) The act or process of moving records from one location to another, especially from office space to Agency storage facilities or Federal records centers, from one Federal Agency to another, or from office or storage space to the National Archives for permanent preservation.
(2) The records involved in such a relocation. See also ACCESSION, BLOCK, DISPOSITION (1), RETIREMENT, SCHEDULED TRANSFER.
TRANSITORY DOCUMENTS
Transitory documents are documents of short-term interest which have no documentary or evidential value. They are disposable because they clearly do not pertain to the official activities of the Agency. The most common types are: (1) Routine requests for information or publications. An example would be an electronic mail message requesting nominations for a workgroup, and the replies to the request. (2) Letters of transmittal that do not add information to the transmitted materials. An example would be a message transmitting a copy of a document to a requestor. (3) Quasi-official notices that do not act as the basis for official actions. Examples include notices of holidays, bond campaigns, etc.
TURNKEY SYSTEM
In electronic records, a computer system that is ready to run, typically with all necessary software already installed.

ULTRAFICHE
Microfiche with images reduced more than 90 times the original. See also MICROFICHE.
UNAGGREGATED DATA
See MICRODATA.
UNITED STATES CODE (U.S.C.)
See CODE (4).
UNSCHEDULED RECORDS
Records whose final disposition has not been approved by NARA. See also DISPOSITION (1), FINAL DISPOSITION, RECORDS SCHEDULE.
UNSUMMARIZED DATA
See MICRODATA.
UPDATABLE MICROFORM
A microform to which more images can be added at any time.
USE COPIES
Duplicates of a magnetic master or of original film that are prepared for use as reference copies or as duplication masters for recurring or large-scale duplication. Also called work copies. To be distinguished from preservation master copies, which, if the records are permanent, must be stored under archival conditions and not be used for reference purposes. See also DUPLICATE.
USER GUIDE
In electronic records, a package of descriptive and technical documentation prepared for use with a data file. See also DOCUMENTATION (3).

VALID TRANSACTION FILES
In electronic records, files containing new data to be processed together with master files to create updated master files. Also called transaction files or detail files. See also PROCESSING FILES.
VESICULAR FILM
In microform records, film containing images produced by exposure to ultraviolet light and then heat for the purpose of copying the microform master. See also MICROFILM.
VIDEODISK
A disk on which pictures or pictures and sounds are recorded and stored as analog signals.
VIDEOMICROGRAPHICS
See ELECTRONIC MICROIMAGE TRANSMISSION.
VITAL RECORDS
Records essential to the continued functioning or reconstitution of an organization during and after an emergency and also those records essential to protecting the legal and financial rights of that organization and of the individuals directly affected by its activities. Sometimes called essential records. Include both emergency-operating and rights-and-interests records. Vital records considerations are part of an Agency's records disaster prevention and recovery program. See also EMERGENCY-OPERATING RECORDS, LEGAL AND FINANCIAL RIGHTS RECORDS.
VITAL RECORDS PROGRAM
Policies, plans, and procedures developed and implemented and the resources needed to identify, use, and protect the essential records needed to meet operational responsibilities under national security emergencies or other emergency or disaster conditions or to protect the Government's rights or the rights of its citizens.

WASHING
A film-processing step that uses water to remove unwanted soluble chemicals from photographic material.
WEEDING
See SCREENING (2).
WIDE AREA NETWORK (WAN)
A system for linking together computers, terminals, printers, and other equipment that are located in extensively separated offices or buildings. See also LOCAL AREA NETWORK (LAN).
WORD PROCESSING (WP)
Creating and modifying documents by using a computer, along with other hardware and related software. See also OFFICE AUTOMATION.
WORK COPIES
See USE COPIES.
WORK FILES
In electronic records, temporary files in auxiliary storage. Sometimes called working files. See also PROCESSING FILES.
WORKING FILES
Documents such as rough notes, calculations, or drafts assembled or created and used to prepare or analyze other documents. Also called working papers. See also CASE WORKING FILES, CONVENIENCE FILES, NONRECORD MATERIALS, RECORDS, TECHNICAL REFERENCE FILES.
WRITE ONCE READ MANY (WORM)
Of or relating to a type of optical disk on which information can be recorded only once but from which it can be retrieved and read many times. See also OPTICAL DISK.