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Chapter 7

Storing, Retrieving, and transferring records

TermDefinition
active records Records needed to perform current operations. They are subject to frequent use and are usually located near the user. They can be accessed manually or on-line via a computer system. They are used three or more times a month.
archive record A record that has continuing or historical value and is preserved permanently by an organization.
archives Records created or received and accumulated by a person or organization in the course of the conduct of affairs and preserved because of their historical or continuing value. The building or part of a building where archival materials are located.
charge-out A control procedure to establish the current location of a record when it is not in the records center or central file, which can be a manual or automated system.
charge-out and follow-up file A tickler file that contains requisition forms filed by dates that records are due back in the inactive records center.
charge-out log A written or electronic form used for recording the record taken, when it was taken, who took it, the due date, the date it was returned, the date an overdue notice was sent, and if necessary, an extended due date.
destruction date file A tickler file containing copies of forms completed when records are received in a records center.
destruction file A file that contains information on the actual destruction of inactive records.
destruction notice A notification (memo, listing, form, etc.) of the scheduled destruction of records.
destruction suspension A hold placed on the scheduled destruction of records that may be relevant to foreseeable or pending litigation, governmental investigation, audit, or special organizational requirements.
follow-up A system for assuring the timely and proper return of materials charged out from a file.
inactive records Records that do not have to be readily available but which must be kept for legal, fiscal, or historical purposes; referred to less than fifteen times a year.
inactive records index An index of all records in the inactive records storage center.
index A systematic guide that allows access to specific items contained within a larger body of information.
nonrecord An item that is not usually included within the scope of official records such as a convenience file, day file, reference materials, drafts, etc. These records are not required to be retained and therefore do not appear on a records retention schedule.
office of record An office designated to maintain the record or official copy of a particular record in an organization.
official record A significant, vital, or important record of continuing value to be protected, managed, and retained according to established retention schedules.
on-call/wanted form A written request for a record that is out of the file.
one-period transfer method A method of transferring records from active storage at the end of one period of time, usually once or twice a year, to inactive storage.
periodic transfer method A method of transferring active records at the end of a stated period, usually one year, to inactive storage
perpetual transfer method A method of transferring records continuously from active to inactive storage areas whenever they are no longer needed for reference. Records are removed from current files into inactive storage sites on a scheduled basis.
pick list A list containing specific records needed for a given program or project. A filer can use the list to retrieve all records on it.
radio frequency identification (RFID) A technology that incorporates the use of an electromagnetic or electrostatic radio frequency to identify an object, animal, or person. Used as an alternative to bar codes.
record copy Another name for an official record, it is the official copy of a record that is retained for legal, operational, or historical purposes.
records center A low-cost centralized area for housing and servicing inactive records whose reference rates do not warrant their retention in a prime office space.
records center box A box, usually made of corrugated cardboard, that is designed to hold approximately one cubic foot (12 inches high by 12 inches wide by 12 inches deep) of records, either legal or letter size.
records destruction The disposal of records of no further value by incineration, maceration, pulping, or shredding. Complete obliteration of a record beyond any possible reconstitution.
records disposition The final destination of records after they have reached the end of their retention period in active and/or inactive storage; they may be transferred to an archives for retention or be destroyed.
records inventory A detailed listing that could include the types, locations, dates, volumes, equipment, classification systems, and usage data of an organization's records.
records retention program A program established and maintained to provide retention periods for records in an organization.
records retention schedule A comprehensive list of records series titles, indicating for each series the length of time it is to be maintained
records series A group of related records filed and used together as a unit and evaluated as a unit for retention purposes.
records transfer The act of changing the physical custody of records with or without change of legal title. Relocating records from one storage area to another.
requisition A written request for a record or for information from a record.
retention period The length of time that records must be kept according to operational, legal, regulatory, and fiscal requirements.
retrieval The process of locating and withdrawing a record from a filing system or records center. Also, the action of accessing information from stored data on a computer system.
Created by: JaimeCox