| Access |
The availability of or the permission to use, retrieve and search records. |
| Active records |
- Records that regularly used to conduct daily or current business in
organization or individual.
- Also known as current records.
|
| Acquisition |
Public records received by State Records Repository
|
| Appraisal |
The process of evaluating records to determine their
value and ultimate disposition based upon their administrative, legal,
historical and fiscal use; their evidential and informational content;
their arrangement and condition; their intrinsic content; and their
relationship to other records. |
| Archives |
- The non-current records of an organisation preserved because of their
continuing or enduring value.
- One or more buildings, or portions thereof, where permanent records
are located after being accessioned by an archival agency. Also called
archival depository or archival repository.
|
| Awareness programs |
The Records Management Awareness Programs are designed
to:
- Inform all state government departments and agencies of the Records
Management Program and their responsibilities to it
- Give an overview of legislative requirements
- Inform on the procedures and guidelines for records creation, recordkeeping,
transfer and disposal of records and archiving
|
| Conventional records |
Recorded information of any kind such as papers, correspondence,
forms, books, photographs, films, maps, drawings, and other documents
which are in physical printed format |
| Disposal |
The physical disposal of records of no further value,
for example by incineration, shredding or pulping. |
| Disposal list |
A standard format document listing records for the authorisation
for their destruction |
| Disposition |
Range of processes associated with implementing records
destruction or transfer decisions which are documented in disposition
authorities or other instruments. |
| Fumigation |
The process of eliminating insects that can cause the
deterioration of records such as silverfish, booklice, termites, beetle
and cockroaches by using such chemical gas, vapour and smoke. |
| Non-active records |
- Records that no longer needed in conducting business.
- Also known as inactive records.
|
| Preservation |
- The range of activities associated with maintaining archival materials
in useable state, either in their original physical form or in some
other useable way.
- Preservation encompasses a wide range of areas – from storage
materials and conditions, to handling issues, to the unique problems
associated with the preservation of electronic records. Intensive ‘hands
on’ conservation, the function most associated with preservation,
is really only a small part of the picture.
|
| Provenance representative |
Representative from the office of origin, or person
or agency that created or collected records in the course of their
activities. |
| Records |
Information created, received, and maintained as evidence
and information by an organisation or person, in pursuance of legal
obligations or in the transaction of business. |
| Records centre |
A building or part of building that designed and build
for low cost-storage, maintenance and also use of semi-active records
awaiting their disposal. |
| Records management |
- A field of management that responsible for efficient and systematic
control of records from the beginning their life cycle until the disposal
process.
- It also ensures records available, useable and understandable whenever
they needed.
|
| Recordkeeping requirements |
Identified needs for evidence arising from various internal
and/or external sources that may be satisfied through appropriate
recordkeeping action such as creation, capture, use and maintenance,
preservation and access. The sources include legislative and other
regulatory sources, industry codes of best practice, broader government
interests, external clients or stakeholders and the general public. |
| Recordkeeping system |
A manual or automated system in which records are collected,
organised, and categorised to facilitate their preservation, retrieval,
use and disposition. |
| Registry |
A unit in department or agency that responsible in receive,
control and maintain current records. |
| Retention schedule |
A comprehensive list of records series titles, indicating
for each series the length of time it is to be maintained. May include
retention in active office areas, inactive storage areas, and when
and if such series may be destroyed or formally transferred to another
entity such as an archives for historical preservation. |
| Transfer |
The process of moving records as part of their scheduled
disposition, especially from government departments and agencies to
state records repository |
| Transfer List |
A standard format transfer list of files used to transfer
public records from government departments and agencies to state records
repository |
| Value of records |
There are two elements in value of records. Their primary
value to the organisation (business value) and their secondary value
to society, providing a resource for historical research to a wide
range of future users (archival value). |
