Glossary of recordkeeping terms
| Term | Definition |
|---|---|
Activity |
The major tasks performed by an organisation to accomplish each of its functions. An activity should be based on a cohesive grouping of transactions producing a singular outcome. (See Function and Business transaction). (State Records of New South Wales Glossary of Recordkeeping Terms at http://www.records.nsw.gov.au/recordkeeping/glossary_of_recordkeeping_terms_4297.asp) |
Appraisal |
The process of evaluating business activities to determine which records need to be captured and how long the records need to be kept, to meet business needs, the requirements of organisational accountability and community expectations. (AS 4390 Part 1 Clause 4.3) |
Archive |
A collection of records or location. The whole body of records (paper and electronic records) of continuing value of an organization or individual. Sometimes called 'corporate memory'. (Australian Standard AS 4390.1-1996 Records Management Part: 1 General p.6) |
Business Transaction |
The smallest unit of a business activity. Refers to both University administrative and commercial activities. Within the context of email, the email becomes a record when it is transmitted (i.e sent). (AS 4390 Part 1 Clause 4.27) |
Classification |
(See Keyword Classification). |
Destruction |
Process of eliminating or deleting records, beyond any possible reconstruction. (AS ISO 15489.1 - 2002, 3 Terms and definitions, 3.8, p.2) |
Disposal |
Range of processes associated with implementing records retention, destruction or transfer decisions which are documented in disposition authorities or other instruments. (AS ISO 15489.1 - 2002, 3 Terms and definitions, 3.9 - disposition, p.3) |
Disposal Authority |
(See Retention and Disposal Authority). |
Document |
Recorded information or object which can be treated as a unit. (AS ISO 15489 Part 1 Clause 3.10) Some documents are records because they have participated in a business transaction, or were created to document such a transaction. Conversely, some documents are not records because they do not function as evidence of a business transaction. (State Records of New South Wales Glossary of Recordkeeping Terms at http://www.records.nsw.gov.au/recordkeeping/glossary_of_recordkeeping_terms_d-f_4299.asp) |
Function |
Functions represent the major responsibilities that are managed by an organisation to fulfil its goals. Functions are high-level aggregates of the organisation's activities. Functions are generally not based on organisational structures because they are more stable than administrative units, which are often amalgamated or devolved when restructuring takes place. See Activity & Business Transaction. (State Records of New South Wales Glossary of Recordkeeping Terms at http://www.records.nsw.gov.au/recordkeeping/glossary_of_recordkeeping_terms_d-f_4299.asp) |
Information and Records |
Records and information are not one and the same. A record is kept to provide evidence of a business activity. A record must show what occurred, when it occurred, how it occurred, what the transaction was, who participated and what was the outcome. Records should be unchangeable, timebound, inviolate and tamper proof. Information is manipulable, timely and is either current or non-current. A record is not only the information contained on the page or the screen or the tape. It is the combination of content, context, and structure that makes a record. |
Information System |
Organised collections of hardware, software, supplies, policies, procedures and people, which store, process and provide access to information. (AS 4390 Part 1 Clause 4.17) |
Keyword Classification |
Keyword classification involves grouping records into broad, functionally based areas represented by keywords. Records are further classified by the use of activity descriptors and optional subject descriptors. (State Records of New South Wales Glossary of Recordkeeping Terms at http://www.records.nsw.gov.au/recordkeeping/glossary_of_recordkeeping_terms_g-o_4300.asp) |
Metadata |
Data describing data and data systems. In records management, recordkeeping metadata is data that describes the context, content and structure of records and their management through time. (AS ISO 15489 Part 1 Clause 3.12) |
Recordkeeping Requirements |
Requirements arising from regulatory sources, business needs and community expectations that identify the types of records that should be created and the management framework needed in order to have, and accountably manage, all the business information that is necessary for an organisation. (State Records of New South Wales Glossary of Recordkeeping Terms at http://www.records.nsw.gov.au/recordkeeping/glossary_of_recordkeeping_terms_p-r_4301.asp) |
Recordkeeping System |
Recordkeeping systems are business information systems capable of capturing, maintaining and providing access to records over time. State Records of New South Wales Glossary of Recordkeeping Terms at http://www.records.nsw.gov.au/recordkeeping/glossary_of_recordkeeping_terms_p-r_4301.asp) |
Records |
(See University record). |
Retention & Disposal Authority (RDA) |
A retention and disposal authority is a document issued by the University listing various classes of records and specifying periods of retention, from short term through to permanent retention. Schedules are authorised by the University Archivist, the University Secretary and Senior Executive. A listing of all schedules available can be located at: http://www.unimelb.edu.au/records/rmp/disposal.html |
Retention |
(See Disposal). |
Transfer |
Change of custody, ownership and/or responsibility for records. In the case of University records this means transfer into Intermediate storage or University of Melbourne Archives through Records Services. Transfer can also mean moving records from one location to another. (AS ISO 15489.1 - 2002, 3 Terms and definitions, 3.20 & 3.21, p.3) |
University record |
A record comprises recorded information in any form, created, or received and maintained by the University in the transaction of business activities or the conduct of affairs and retained as evidence of such activity. |
University (static) web page |
Officially endorsed statements or information about the university that have been published on the University website in a manner that is compliant with the structural and technical requirements of University web page publishing standards. |
University (dynamic) web page |
Officially endorsed information generated by a backend recordkeeping system and presented via a University website "on the fly" either on the server end or in the client browser. |
University web record |
Recorded information in any form created or received and maintained by the University in the transaction of business activities or the conduct of affairs via the University website and retained as evidence of such activity. |
Web Archiving |
Is both a process and strategy made up of theoretical and technical components aimed at capturing University web records and information for long term evidentiary, accountability, legal, cultural and historical purposes. |