       |
 |
|||
          |
||||
|
||||
WHAT IS A "RECORD"? AND OTHER DEFINITIONS A record is a document, data, set of data that:
The Ohio Revised Code (ORC) defines what records are for the “public” agencies, organizations, and institutions that must adhere to these regulations:
Therefore, a record is “…any document, device, or item, regardless of physical form or characteristic…” that has been created or received in the course of a University department/unit/organization’s business that meets the criteria of content, structure, fixity, context as discussed above, and is maintained as evidence of the organization’s activity(s). Records may include but are not limited to:
|
||||
| DEFINITIONS: Below is a listing of a variety of archival and records management related terms, many of which are utilized throughout this website. While extensive, it is not exhaustive; additional terms may be found at the Society of American Archivists' Glossary of Archival and Records Terminology website. | ||||
| Additional Archival Terms may be found at the Society of American Archivists' Glossary of Archival and Records Terminology website.
|
||||
ARCHIVES: a) Records created and/or received by an organization that are preserved due to their continuing historical value; b) The program responsible for the appraising, acquiring, preserving, and making accessible said records; c) the facility in which said records are preserved and made accessible.
TOP OF DEFINITIONS TOP OF PAGE ARCHIVING: (Archival) The performance of appraising, acquiring, preserving, and making accessible records of continuing historical value; (IT) The act of backing up of electronic records and/or data to be maintained in an offline environment to enhance the operating systems performance, while maintaining the records/data for potential future use.
TOP OF DEFINITIONS TOP OF PAGE BACKUP: A duplicate copy of a records, data, software, or operating system, created in order to restore originals that are lost in a disaster.
TOP OF DEFINITIONS TOP OF PAGE BUSINESS CONTINUITY PLANNING (BCP) : BCP is a methodology used to create a plan(s) for an organization to cope with partially or completely interrupted critical function(s) and to resume those operations within a predetermined time after a disaster or disruption. Vital Records play a key role in the resumption of organizational functions.
TOP OF DEFINITIONS TOP OF PAGE BUSINESS PROCESS MANAGEMENT (BPM): BPM is a methodology used by an organization to either optimize their business processes -- a set of coordinated tasks and activities, performed by personnel and equipment, that accomplish specific organizational goals -- or to adapt those processes to new organizational needs and goals. These methodologies are typically assisted by software tools, therefore the term BPM is synonymously used to refer to the software tools.
TOP OF DEFINITIONS TOP OF PAGE CERTIFICATE OF RECORDS DESTRUCTION: Documentation completed a department, division, unit, or organization of The Ohio State University and submitted to the University Archivist, to appropriately document the destruction of University records in accordance an approved records retention schedule. More information is available on our CRD webpage...
TOP OF DEFINITIONS TOP OF PAGE COMPRESSION, LOSSLESS: A process that reduces the amount of space necessary for data to be stored or transmitted without the loss of information, allowing the original to restored exactly.
TOP OF DEFINITIONS TOP OF PAGE COMPRESSION, LOSSY: A process that reduces the amount of space necessary for data to be stored or transmitted with the loss of some information, preventing the original from being restored exactly.
TOP OF DEFINITIONS TOP OF PAGE DATA CUSTODIAN: A term unique to The Ohio State University; Data Custodians are central or distributed university units or computer system
administrators responsible for the operation and management of systems and servers
which collect, manage, and provide access to institutional data. Data Custodians must
be authorized by the appropriate Data Steward. For more information review the Interim Institutional Data Policy on the CIO's website.
TOP OF DEFINITIONS TOP OF PAGE DATA STEWARD: A term unique to The Ohio State University; Data stewards are Data Stewards are university officials having direct operational-level responsibility for
the management of one or more types of Institutional Data.For more information review the Interim Institutional Data Policy on the CIO's website.
TOP OF DEFINITIONS TOP OF PAGE DATA TRUSTEE: A term unique to The Ohio State University; Data Trustees are senior university officials or their designees who have planning and
policy-level responsibility for data within their functional areas and management
responsibility for defined segments of institutional data. For more information review the Interim Institutional Data Policy on the CIO's website.
TOP OF DEFINITIONS TOP OF PAGE DATA USER: A term unique to The Ohio State University; Data Users are university units or individual university community members who have
been granted access to institutional data in order to perform assigned duties or in
fulfillment of assigned roles or functions within the university. This access is granted
solely for the conduct of university business. For more information review theInterim Institutional Data Policy on the CIO's website.
TOP OF DEFINITIONS TOP OF PAGE DATA, INSTITUTIONAL: A term unique to The Ohio State University; Institutional data is data created, collected, maintained, recorded or managed by the university, its staff, and agents working on its behalf. It includes data used for planning, managing, operating, controlling, or auditing university functions; especially data used by multiple university units; and data used for university reporting. For more information review theInterim Institutional Data Policy on the CIO's website.
TOP OF DEFINITIONS TOP OF PAGE DATA, LIMITED ACCESS: A term unique to The Ohio State University; Limited access data are institutional data elements for which users must obtain specific authorization to
access since the data's unauthorized disclosure, alteration, or destruction will
cause perceivable damage to the university. For more information review the Interim Institutional Data Policy on the CIO's website.
TOP OF DEFINITIONS TOP OF PAGE DATA, PUBLIC: A term unique to The Ohio State University; Public data are Institutional data elements that are intended for public use or have no access restrictions as available to the general
public. For more information review the Interim Institutional Data Policy on the CIO's website.
TOP OF DEFINITIONS TOP OF PAGE DATA, RESTRICTED: A term unique to The Ohio State University; Restricted data are Institutional data elements, for which the highest levels of protection should apply, both internally
and externally, due to the risk or harm that may result from disclosure or
inappropriate use. For more information review theInterim Institutional Data Policy on the CIO's website.
TOP OF DEFINITIONS TOP OF PAGE DISASTER PREVENTION & RECOVERY PLAN: An approved set of polices, procedures, and supporting documentation that indicate a course of action and identifies facilities, equipment, and services to be utilized in the event of a disaster (ranging from the catastrophic loss of a facility, to a loss of environmental integrity, to a water leak) to re-establish critical business functions and reclaim affected records, both paper-based and electronic. An effective DPRP is an element of a BCP.
TOP OF DEFINITIONS TOP OF PAGE DISPOSITION: The final records management administrative action undertaken in a records life by its creator or receiver. This action, more often than not, is the destruction of the record (via discarding in the trash or shredding, pulping, maceration, or incineration for records with sensitive data), but may include the transfer to an archive if the record has an enduring historical value.
TOP OF DEFINITIONS TOP OF PAGE DOD 5015.2 STANDARD: A de facto design criteria standard for electronic records management software applications developed by the United States Department of Defense that sets forth mandatory and optional baseline functional requirements with a preference for interoperability. For more information review the Joint Interoperability Test Command's website...
TOP OF DEFINITIONS TOP OF PAGE E-DISCOVERY: The pre-trial legal process of discovery as it pertains to electronic records. In December 2006, changes to the Federal Rules of Civil Procedures became effective, explicitly identifying procedures for electronic records discovery.
TOP OF DEFINITIONS TOP OF PAGE ELECTRONIC DOCUMENT MANAGEMENT SYSTEM (EDMS): A software application that assist organizations in better managing the creation, revision, approval, and use of electronic documents. It provides key features such as document and content capture, workflow, document repositories, library services, document profiling, information searching and retrieval, check-in, check-out, version control, revision history, document security, and electronic reports management.
TOP OF DEFINITIONS TOP OF PAGE ELECTRONIC RECORDS MANAGEMENT SYSTEM (ERMS): A software application that assist organizations in assigning a specific life cycle to individual organizational records from creation, receipt, maintenance, and use to the ultimate disposition of records. ERM systems CANNOT create or edit records, only manage those documents that have been fixed at some point in time as a record. An effective ERMS will also manager paper-based records.
TOP OF DEFINITIONS TOP OF PAGE EMAIL: An asynchronous electronic message, including its metadata and attachments (that, depending upon its content, may or may not be a record) sent and received via a computer network. May also refer to the system(s) for sending and receiving the message.
TOP OF DEFINITIONS TOP OF PAGE ENTERPRISE CONTENT MANAGEMENT (ECM): A software application that assist organizations in capturing, managing, storing, preserving, and delivering content across an enterprise including:
collaborative tools, document management tools, records management tools,
web content management tools, digital asset management tools, workflow tools, and BPM tools.
TOP OF DEFINITIONS TOP OF PAGE ICR: Intelligent Character Recognition (ICR) is the process of converting images of handwritten text to editable characters with a methodology that improves accuracy by analyzing the context in which the handwritten characters exist. IMAGE PROCESSING/DOCUMENT CONVERSION: A system of hardware and software application(s) and appropriate polices and procedures for the scanning and conversion of paper-based documents to be accessed and retrieved electronically.
TOP OF DEFINITIONS TOP OF PAGE JPEG: An international compression standard (ITU-T T.81 and ISO/IEC 10918) for the lossy compression of digital image files and also refers to the resultant file; it is not a good preservation format. JPEG is an acronym for the Joint Photographers Experts Group that developed the standard.
TOP OF DEFINITIONS TOP OF PAGE JPEG2000: An international wavelet-based compression standard (TU-T T.800, ISO/IEC IS 15444-1) for the compression of digital image files and also refers to the resultant file. It is a successor to JPEG compression/format and produces superior compression performance, supports multiple resolution representations, and can be compressed with either lossy or lossless compression.
TOP OF DEFINITIONS TOP OF PAGE LEGAL/LITIGATION HOLD: The act of suspending the life cycle of a record while it is subject to ongoing litigation or investigation. Upon successful resolution of the litigation or investigation the life cycle resumes as if the hold had never happened. METADATA: Metadata is information about an individual datum or sets of data, documents, or objects that is utilized to facilitate its search and retrieval, management, use, and understanding. MICROFORMS: A generic term for a variety of media containing significantly reduced images of documents and/or objects. Common microform types include:
NON-RECORD: Any document, device, or item, regardless of physical form or characteristic, that has been created or received in the course of a University department/unit/organization’s business that FAILS to meet anyone of the criteria of content, structure, fixity, context, and evidentiary nature, as discussed above. For more information, review our Transient, Transitory, and Non-records Webpage... OCR: Optical Character Recognition (OCR) the process of converting images of text to editable characters. PDF: The Portable Document Format (PDF) was developed by Adobe Systems in 1993 for desktop publishing that can be utilized to distribute formatted 2D text and graphics. PDF/A: The PDF/A is an archival version of PDF that has been vetted as an international standard (ISO 19005-1:2005) for preservation of electronic documents. PKI: Public Key Infrastructure (PKI) is the underlying cryptographic systems, framework and processes that support the use and trustworthiness of public key encryption. RECORD SERIES: A group of similar and/or related records that are filed/stored and used as a unit, because they serve a common purpose and have an identical retention time. RECORDS MANAGEMENT: An administrative program and set of practices by which an organization endeavors to regulate and manage its records throughout their lifecycles to ensure efficiency and economy in their creation, use, handling, control, maintenance, and disposition. RECORDS RETENTION SCHEDULE: A listing of an organization's record types grouped by record series indicating description, retention time, and disposition. REDACTION: The act of removing or obscuring sensitive information within a document or record before making it available for public use or to someone not authorized to use it. RETENTION,INDEFINITE: Indefinite retention records are documents (including email) which have significant administrative, legal, and/or fiscal value; further they have an enduring historical value and therefore may be retained forever.
will be accessioned by and maintained in an archives. RETENTION,INTERMEDIATE: Intermediate or short term retention records are documents (including email) of significant administrative, legal, and/or fiscal value having a definitive life, typically ten (10) years or less. Upon expiration of that retention period, the records should be disposed in an appropriate manner as soon as possible. RETENTION,LONG TERM: Long term retention records are documents (including email) which have significant administrative, legal, and/or fiscal value and have a life that is typically longer than ten (10) years. Upon expiration of that retention period, the records should be disposed in an appropriate manner as soon as possible. RETENTION,INTERMEDIATE: Intermediate or short term retention records are documents (including email) of significant administrative, legal, and/or fiscal value having a definitive life, typically ten (10) years or less. Upon expiration of that retention period, the records should be disposed in an appropriate manner as soon as possible. RETENTION, TRANSIENT/TRANSITORY: Documents including telephone messages, emails, drafts and other limited documents which serve to convey information of a temporary value, have a very short lived administrative, legal and/or fiscal value and should be disposed in an appropriate manner once that administrative, legal or fiscal use has expired. Typically the retention is not a fixed period of time and is event driven; it maybe a short as a few hours and could be as long as several days or weeks. For more information, review our Transient, Transitory, and Non-records Webpage... SPOLIATION: The intentional destruction or alteration of a document/record that is potentially pertinent to an anticipated or ongoing investigation, audit, or litigation. TIFF: The Tagged Image File Format (TIFF), developed by the Aldus Corporation and owned by Adobe Systems, is an international standard (ISO 12234-2) format for storing a raster graphic and metadata that describes the image content and characteristics, and can be losslessly compressed making it a good preservation format. VITAL RECORDS: Those records identified by an organization as necessary restart business operations after a disaster or business interruption. WORKFLOW: The processes and/or procedures to accomplish a series of defined tasks designed to achieve a desired outcome(s) within an organization.ECMs, EDM Systems, and BPM systems can automate these processes and procedures Updated 2010-02-04 |
||||
