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.
The Control of records from the creation or receipt to final disposal.
Data stored on paper and microfilm.
Data stored on magnetic media, flash drives, and optical disks.
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.
A storage area dedicated to organizing and preserving vital or historical records.
A document that shows how long particular types or records should be kept.
A storage medium that contains small images of records on a roll or sheet of film.
The mental process of deciding how to identify a record for filing purposes.
The name, subject, geographic location, or number used to identify a record.
Marking or writing the filing segment on a record.
A notation at one place to indicate a record in another place.
The process of arranging records alphabetically or numerically before storing them.
A container used to hold records for an individual or organization when a folder is removed from the files.
A list of names in a filing system and the number that has been assigned to each one.
A document or file that shows the numbers that have been assigned to records and the next number to be used.
A numeric filing system in which numbers are divided into groups and read right to left when arranging records in order.
A collection of records about a topic.
Materials or devices that store computer files by using a disk or tape coated with a magnetic material.
A device that stores computer files on a printed circuit board and connects via a USB port.
A device that stores computer files on a printed circuit board and connects via a card reader.
A device coated with plastic on which digital data can be stored using a laser.
A device that stores many optical disks and allows records to be retrieved quickly.
Identifying details about a record or document.
The complete location (drive, folders, and name) for a file.
A duplicate of data that can be used if the original data is lost or destroyed.
A series of characters used to gain access to a system, program, or file.
Are essential to the company. They may be stored permanently in a secure location. (Articles of incorporation, deeds, copyrights, reports to shareholders, and mortgages.)
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.)
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.)
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.)