The Office Chapter 11 Records Management

Record
Stored information that has continuing value and is made or received by an organization.
Record Life Cycle
The creation, distribution, use, maintenance, and disposition of a record.
Records Management
The Control of records from the creation or receipt to final disposal.
Physical Records
Data stored on paper and microfilm.
Electronic records
Data stored on magnetic media, flash drives, and optical disks.
Filing
The process of storing records in an orderly manner within an organized system.
Alphabetic Filing System
An arrangement of records according to letters or the alphabet.
Numeric Filing System
An arrangement of records according to numbers.
Archive
A storage area dedicated to organizing and preserving vital or historical records.
Retention Schedule
A document that shows how long particular types or records should be kept.
Microfilm
A storage medium that contains small images of records on a roll or sheet of film.
Indexing
The mental process of deciding how to identify a record for filing purposes.
Filing Segment
The name, subject, geographic location, or number used to identify a record.
Coding
Marking or writing the filing segment on a record.
Cross-Reference
A notation at one place to indicate a record in another place.
Sorting
The process of arranging records alphabetically or numerically before storing them.
Out folder
A container used to hold records for an individual or organization when a folder is removed from the files.
Alphabetic Index
A list of names in a filing system and the number that has been assigned to each one.
Accession Log
A document or file that shows the numbers that have been assigned to records and the next number to be used.
Terminal-Digit File
A numeric filing system in which numbers are divided into groups and read right to left when arranging records in order.
Database
A collection of records about a topic.
Magnetic Media
Materials or devices that store computer files by using a disk or tape coated with a magnetic material.
Flash Drive
A device that stores computer files on a printed circuit board and connects via a USB port.
Memory Card
A device that stores computer files on a printed circuit board and connects via a card reader.
Optical Disk
A device coated with plastic on which digital data can be stored using a laser.
Jukebox
A device that stores many optical disks and allows records to be retrieved quickly.
Metadata
Identifying details about a record or document.
File Path
The complete location (drive, folders, and name) for a file.
Backup Copy
A duplicate of data that can be used if the original data is lost or destroyed.
Password
A series of characters used to gain access to a system, program, or file.
Vital Records
Are essential to the company. They may be stored permanently in a secure location. (Articles of incorporation, deeds, copyrights, reports to shareholders, and mortgages.)
Important Records
Are needed for the business to operate smoothly. They may be stored for a long term in a secure location. (Financial statements, tax returns, personnel files, and contracts.)
Useful Records
Are convenient to have but are replaceable. They are stored in a location that is easy to access for as long as they are referenced often. (Business letters, purchase orders, policy manuals, banking records, and customer addresses.)
Nonessential Records
Having one-time or very limited usefulness. They may be kept only for a few days or weeks until they are no longer needed. (Meeting announcements, routine telephone messages, and advertisements.)