Understanding Records Management: Terms Defined

Audit trail
A file records information related to the creation and/or access to a computer file or system. I many cases this file is created automatically by the system. For example who used the system, when they used it, what they did while using the system, and what were the results. (Not to be confused with financial audits.)

Backfile conversion
The process of scanning in, indexing and storing a large backlog of documents on an imaging system.

CCIT Group IV compression
An international standard used for image and fax documents.

Compression algorithm
A software or hardware process that "shrinks" images so they occupy less storage space, and can be transmitted faster and easier.

Conversion
A process that involves importing or exporting records from one software application, with little or no loss of the structure and/or format of the information in the record. For example, converting records from Microsoft Word 97 to Word 2000 or from Word to Corel WordPerfect. (See also Migration and Reformat)

Degauss
To demagnetize. Degaussing magnetic media results in removing or altering the information stored on that media.

Disposition
Refers to what is done with records when a record is no longer needed for current business. Disposition possibilities include transferring records from one agency to another when functions are officially transferred, transferring records to the State Records Center, destroying temporary records at an approved time, or transferring records of continuing value to the State Archives or other approved archival facility, when they have been deemed worthy of preservation.

Electronic Data Processing (EDP)
The unit in state agencies that handles electronic records. This unit could also be referred to simply as the Data Processing or as the Information Technology (IT) unit.

Electronic record-keeping system
A special type of electronic system that is designed to maintain records in a secure environment and allow for the proper application of multiple retention periods.

Electronic signature
An electronic sound, symbol, or process attached to or logically associated with a record and executed or adopted by a person with the intent to sign the record. (From KRS 369.102 )

Electronic System
A database program file or a group of program files used to accomplish a function of state government business.

Eye-readable
A record that can be interpreted by the naked eye, without having to rely on hardware or software. For example paper or microfilm. (Microfilm is considered eye-readable because it only has to be magnified to be read.)

General correspondence
Correspondence non-policy in nature and not critical to the administrative, fiscal, or legal requirements can be deleted in accordance with guidelines in the General Schedule for Miscellaneous Records (series M0002).

Gray scale
The spectrum or range of shades of gray shades or steps scanners and printers can recognize and reproduce. A scanner which can see a gray scale of 16 will not produce as accurate an image as one that distinguishes a gray scale of 256.

Half-tone
A graphic, usually created from a photograph, in which dots are used to represent the continuous tones that are in the original photograph. (Often expressed in lines per inch)

Hard copy records
Paper printouts of computer output.

Hardware (Software) Dependence
Electronic records require specialized hardware (computers, monitors, disk drives) to be able to interpret the information in a readable format. (see also Machine readable)

Image Resolution
The fineness or coarseness of an image as it was digitized, measured as dots per inch (Example 200 x 200 dpi often expressed as 200 dpi). The higher the resolution, the greater the amount of detail that can be shown.

Intranet
Restricted access networks, usually confined to a single agency. Most documents on an intranet are stored as web pages so they appear to be the same as on the Internet. Intranets are used to allow multiple people within an agency to access and exchange documents in a relatively secure environment.

Local Area Network (LAN)
A network that connects several computers located nearby, usually in the same room or building, allowing them to share files and devices such as printers.

Lossless
A type of data compression algorithm which retains all the information in the data, allowing it to be recovered perfectly by decompression. GIFF and TIFF are examples of formats with lossless techniques.

Lossy
A type of data compression algorithm which actually reduces, or removes, the amount of information in the data. The lost information is usually removed because it is subjectively less important to the quality of the data (usually an image or sound ) or because it can be recovered reasonably by interpolation from the remaining data.

Machine-readable
Records that must be interpreted by hardware and/or software.

Migration
A process of moving computer files from one information system or platform to another. This process could include a combination of reformatting and conversion. Depending on the process used, there may be some data loss or alteration. (See also Conversion and Reformat)

Non-proprietary
A software application that is not owned or controlled solely by one company or institution.

Official copy
The copies of the record that the agency recognizes. This is the copy of the record that has to be retained for the entire retention period. (See also Record copy)

Official correspondence
Correspondence documenting the major functions, activities and programs of the agency. Electronic mail that falls under this definition must be retained under the guidelines in the General Schedule for Miscellaneous Records (series M0002).

Optical character recognition (OCR)
The ability of a scanner with the proper software to capture, recognize and translate printed alphanumeric characters into machine readable text. OCR uses either "pattern matching" or a feature extraction. With pattern matching, the software has a template of possible characters. A letter is compared to a library of patterns.

Original record
A record prepared in the first instance or any counterpart intended to have the same effect by a person executing or issuing it. If data are stored in a computer or similar device, any printout or other output readable by sight shown to reflect the data accurately is an "original."

Pixel
An individual dot, or point, that makes up a graphical image. Most computer monitors and printers display images in pixels.

Public agency
In KRS 171.410: "'. . . means every state or local office, state department, division, bureau, board, commission and authority; every legislative board, commission, committee and officer; every county and city governing body, council, school district board, special district board, municipal corporation, and any board, department, commission, committee, subcommittee, ad hoc committee, council or agency thereof; and any other body which is created by state or local authority and which derives at least twenty-five percent (25%) of its funds from state or local authority."

Quality
Relates to the ability of the information technology system to reliably produce and preserve records so that they can be used or recognized by the intended audience.

Record copy
Copies of the record that the agency recognizes as the official record. This is the copy of the record that has to be retained for the entire retention period. (see also Official copy)

Reformat
A process that changes the physical medium the record is stored on without changing the appearance, or rendering, of the record itself. For example scanning paper records into a digital image or copying electronic records from an optical disk to a magnetic tape. (See also Conversion and Migration)

Routine correspondence
Form letters, notices of meetings, and duplicates and forwarded messages from other offices. Non-permanent e-mail includes information-only copies of memoranda or attachments; notes of a transient nature, such as a change in a meeting schedule; and messages and attachments that are the responsibility of the sender.

Scanner
A device that optically senses a human readable image and contains software to convert the image to machine readable code.

Schedule
Refers to a records retention and disposition schedule formally approved by the State Archives and Records Commission. This schedule provides the agency its only authority to legally destroy public records, in any format.

Skew
To slant a selected item in a particular direction while scanning. To deskew an image is to correct the skew so that the lines of text run perpendicular to the edge of the page.

Trustworthy record
A record that has been proven to be what purports to be through a process of authentication and verification.

Vital retention status
A designation given certain critical records whose loss would preclude an agency's immediate return to operation or which protect the rights of individuals or groups or document the obligations and transactions of public agencies.

Wide Area Network (WAN)
A network that connects computers in remote locations.