This list is part of the work of the Project Group on Terminology of the ICA (ICA/DAT). The brackets indicate translations. The other terms will appear in the respective language lists and were considered parts of the professional terminology in the other languages. The selection of relevant terms was made for international exchange and to facilitate the reading of archival publications in other languages.

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Concise summary of a DOCUMENT

1) Right, opportunity, or means of finding, using, or approaching DOCUMENTS and/or INFORMATION 2) In data processing, the process of entering data into and retrieving data from memory

The date at which RECORDS/ARCHIVES become available for consultation by the general public, usually determined by the lapse of a specified number of years

A name, term, keyword, phrase, or code that may be used to search, identify, or locate a RECORD, FILE, or DOCUMENT

See: restricted access

The availability of RECORDS/ARCHIVES for consultation as a result both of legal authorisation and the existence of FINDING AIDS. Access may also be affected by the need to protect records/archives from damage due to their physical condition, usable formats, and proximity of materials to researchers

1) The recording of the formal acceptance into CUSTODY of an ACQUISITION, 2) An ACQUISITION so recorded; See also: accrual

A DOCUMENT in which ACCESSIONS(2) are recorded, usually in chronological order by date of receipt, and giving the source and other identifying information for each ACCESSION(2)

The unique number or code assigned to permanently identify an ACCESSION(2)

See: accrual

An ACQUISITION additional to SERIES already held by a repository. An accrual is also called an accretion; See also: accession(2)

The natural process by which ARCHIVES are created in the conduct of affairs of any kind. The process is usually characterized as a "natural" or "organic" accumulation, in contrast to the purposeful gathering of "artificial" COLLECTIONS

A safety film support made from cellulose acetate

Paper having a pH of 7.0 or greater. Unless treated with an alkaline substance capable of neutralizing acids, PAPER that is acid-free at the time of manufacture may become acidic through contact with acidic material or atmospheric pollutants

1) The process of adding to the HOLDINGS of a RECORDS CENTRE or ARCHIVES(2) by TRANSFER under an established and legally based procedure, by DEPOSIT, purchase, GIFT or bequest; 2) An addition so acquired; See also: accession

Microfilm produced or acquired by an ARCHIVES(3) to supplement and complement its own HOLDINGS; See also: disposal microfilming, preservation microfilming, security microfilming

A DOCUMENT formally embodying a decision of a legislative body or a public authority,or forming part of a legal transaction and drawn up in due form

See: current records

See: accrual

That part of a FINDING AID that presents the history of the organization(s) that created or accumulated the material described therein, focusing on its/their structure and functional responsibilities over time; See also: biographical note

The usefulness of RECORDS/ARCHIVES for the conduct of current and/or future administrative business. Administrative value is also called operational value; See also: fiscal value, legal value

See: data processing

See: administrative history

See: records centre

In general archival usage, the TRANSFER or loss of CUSTODY of RECORDS/ARCHIVES by their custodian or owner to someone not legally entitled to them; See also: removed archives, replevin

A card, usually punched and of a size and shape suitable for use in DATA PROCESSING systems, with one or more rectangular holes specifically designed to hold a frame or frames of MICROFILM

A basic records management/archival function of determining the value and thus the DISPOSITION of RECORDS based upon their current administrative, legal, and fiscal use; their EVIDENTIAL and INFORMATIONAL VALUE; their ARRANGEMENT and condition; and their relationship to other records

See: valuation

The activities of accessioning, arranging, describing, and properly storing RECORDS/ARCHIVES

The management or direction of the program of an ARCHIVES(3), including the following archival functions: APPRAISAL and DISPOSITION, ACQUISITION, ARRANGEMENT, DESCRIPTION, PRESERVATION, REFERENCE SERVICE, and OUTREACH

See: archives(3)

See: arrangement

See: description

Film exposed, processed, and stored in accordance with international standards concerning image quality and permanence

See: holdings

See: archives(3)

See: archival administration

The material properties inherent in any MEDIUM permitting its preservation under controlled circumstances

See: archives(3)

Those values - administrative, fiscal, legal, intrinsic, evidential, and/or informational - which justify the indefinite or permanent retention of RECORDS/ARCHIVES

The primary division in the arrangement of ARCHIVES(1) at the level of the independent originating unit or agency

1) The DOCUMENTS created or received and accumulated by a person or organization in the course of the conduct of affairs, and preserved because of their continuing value; 2) The building or part of a building in which ARCHIVES(1) are preserved and made available for consultation; also referred to as an archival repository; 3) The agency or program responsible for selecting, acquiring, preserving, and making available ARCHIVES(1); also referred to as an archival agency, archival institution, or archival program

A storage container, variable in terms of composition, construction, and dimensions, intended to protect and facilitate the shelving and handling of ARCHIVES(1)

A person professionally occupied in the administration of ARCHIVES(1) and/or management of ARCHIVES(3). In the United States, the term is also frequently used to refer to a MANUSCRIPT CURATOR; See also: records manager

The intellectual and physical processes and results of analyzing and organizing DOCUMENTS in accordance with accepted archival principles, particularly PROVENANCE, at as many as necessary of the following levels: repository, COLLECTION, RECORD GROUP or FONDS, SUBGROUP(S), SERIES, SUBSERIES, file unit, and ITEM. The processes usually include packing, labeling, and shelving and are primarily intended to achieve PHYSICAL CONTROL over archival HOLDINGS See also: archival processing

See: intrinsic value

See: collection

RECORDS/ARCHIVES in pictorial and/or aural form, regardless of FORMAT; See also: film records/archives, photographic records/archives

The act of verifying that a DOCUMENT or a reproduction of a DOCUMENT is what it purports to be; See also: certification

The process of verifying and authorizing the choice of unique ACCESS POINTS, such as names, subjects, and FORMS(3), and ensuring that the ACCESS POINTS are consistently applied and maintained in an information retrieval system; See also: authority file, authority record, controlled vocabulary

See: authority record

A group of AUTHORITY RECORDS searchable by all established HEADINGS(2) and cross-references; See also: controlled vocabulary, thesaurus

See: authority file

An ENTRY(2) in an AUTHORITY FILE that contains information about an ACCESS POINT. An authority record establishes the form of the HEADING(2), determines cross-references and the relationships of the HEADING(2) to other HEADINGS(2) in the AUTHORITY FILE, and documents the decisions; See also: authority control

See: machine-readable records

See: data processing

Two rows of shelving with their backs immediately adjacent to each other along their long axis

A unit of shelving, single or double-sided, consisting of horizontal shelves between standards, uprights, or upright frames. In the United States, a bay is also known as a compartment

1) The fastening together, usually between covers, of manuscript or printed sheets to keep them in a fixed order and to assist in protecting them; 2) The cover in 1 above

That part of a FINDING AID which records the highlights of the life and activities of a person or family that generated the DOCUMENTS described therein; See also: administrative history

A print made on PAPER or cloth, coated with light-sensitive iron salts, producing an IMAGE in white on a blue background. The process has been most frequently used to copy maps, drawings, and plans

See: container list

1) A summary, ABSTRACT, or abridgement of a DOCUMENT; 2) A summary of the facts of a case with special reference to the points of law involved to assist in presenting the case before a court of law; 3) An open letter issued by the papal chancery, sealed with a wax SEAL; 4) A letter issued by a lawful authority to an individual or institution commanding the performance of a specified action. Such a DOCUMENT is also called a writ

1) A round, metal SEAL attached to a DOCUMENT of great formality, especially the leaden SEAL attached to a certain type of papal charter; 2) A DOCUMENT so sealed

A storage unit consisting of a number of individual DOCUMENTS, whether or not related by content or function, normally tied together by string, tape,or the like

1) A list, usually in chronological order, of individual DOCUMENTS in the same SERIES or CLASS or of a specified kind from a variety of sources, with a summary description of each DOCUMENT prividing content and material information essential to the user, 2) A list, chronologically or alphabetically arranged, with essential personal details of persons committed for trial in a court of law or held in prison

See: removed archives

RECORDS/ARCHIVES containing information depicting in graphic or photogrammetric form, a portion of the linear surface of the earth or of a heavenly body, such as maps, charts, plans, and related materials (globes, topographic and hydrographic charts, cartograms, relief models, and aerial photographs)

A closed container of film or of a MAGNETIC TAPE, designed for loading and unloading in a READER, projector, recorder, or computer tape drive, without prior threading or rewinding. A double-cored cartridge is called a cassette

An assemblage, usually in volume form, of CHARTERS, title DEEDS, and other DOCUMENTS of significance belonging to a person, family, or organization

FILES relating to a specific action, event, person, place, project, or other subject. Case files are sometimes referred to as project files or dossiers. In UK usage, particular instance papers; in Canadian usage, transactional files

See: cartridge

A listing of materials, usually arranged systematically, with descriptive details. Catalogs are produced in a variety of formats, including book, card, MICROFORM, or electronic

See: compact disc

See: nitrate film

See: registry

The act of attesting the official character of a DOCUMENT or of a COPY thereof

See: custodial history

1) The act of recording the removal of DOCUMENTS from their place of storage. In the UK, CHARGE-OUT is known as production; 2) The DOCUMENT used to record this action. In the UK, production ticket

1) A DOCUMENT showing tabulated or methodically arranged INFORMATION; 2) A cartographic DOCUMENT, usually referring to water, air, or astronomical objects

A DOCUMENT, usually sealed, granting specific rights, setting forth aims and principles, embodying formal agreements, authorizing special privileges or exemptions, or, in English law, a deed, conveyance, or similar DOCUMENT

See: motion picture

See: motion picture

See: charge-out

1) An identifiable and self-contained sub-division of an ARCHIVE GROUP consisting of a number of ITEMS with one or more common characteristics (UK). Class is generally equivalent to SERIES; 2) The functional category of a classification plan or scheme

1) Any method of recognizing relationships between DOCUMENTS; 2) The systematic identification and arrangement of DOCUMENTS in categories according to logically structured conventions, methods, and procedural rules represented in a classification plan/scheme; See also: arrangement, filing system, security classification

See: security classification

See: restricted access

1) A FILE containing DOCUMENTS on which action has been completed and to which additional DOCUMENTS are not likely to be added; 2) A FILE to which ACCESS is restricted or denied; See also: open file, security classification

A RECORD GROUP to which further RECORDS are not likely to be added because of the abolition of the creating body, major administrative reorganization, or basic change in the filing plan/system

1) An artificial gathering of DOCUMENTS brought together on the basis of some common characteristic, (e.g. means of acquisition, creator, subject, language, medium, FORM(2), name of collector) without regard to the PROVENANCE of the DOCUMENTS; 2) The total HOLDINGS of a manuscript repository

See: general records schedule

A high-density digital disc data storage MEDIUM commonly used for publishing. A COMPACT DISC that permits read-only ACCESS(2) is commonly referred to as CD-ROM (Compact Disc-Read Only Memory). Information is read by means of a laser; See also: optical disc

A system of mobile shelving intended to save space and/or guarantee security comprising movable rows, operated manually, mechanically, electrically, or in combination, either horizontally on rails or rotating through a quarter-circle on a pivot

See: bay

Computer output produced directly on to MICROFILM, without paper printout as an intermediary

A FINDING AID in list form establishing the relationship between the past and present reference numbers of RECORDS/ARCHIVES that have been rearranged, relocated, or, simply, renumbered. A concordance list is also known as a conversion list

The component of PRESERVATION which deals with the physical or chemical treatment of DOCUMENTS

A listing of materials by container, meant to facilitate retrieval. A container list normally includes the title of the SERIES or FILE(2), the portion of the SERIES or FILE(2) contained in each container, and the INCLUSIVE DATES of the materials contained therein. A container list may also include shelf locations for each container. A container list is also called a box list; See also: folder list

See: frozen records

See: archival value

A regularized or standardized list of terms used to increase uniformity in indexing or information retrieval See also: authority control, authority file, thesaurus

The agency or other corporate body that exercises control over a group of RECORDS with respect to withdrawal and use for its functions, retention or DISPOSITION, and public ACCESS. A controlling agency may be the OFFICE OF ORIGIN, transferring agency, or its successor

See: concordance list

A duplication of an ORIGINAL DOCUMENT prepared simultaneously or separately, usually identified by function or by method of creation; See also: record copy

See: inclusive dates

See: office of origin

See: weeding

RECORDS regularly used for the conduct of the current business of an agency, institution, or organization and which, therefore, continue to be maintained in their place of origin. In Canada, current records are known as active records; See also: noncurrent records, semicurrent records

The succession of offices or persons who had CUSTODY of a body of DOCUMENTS from its creation to its acquisition by an ARCHIVES(2) or MANUSCRIPT REPOSITORY

The responsibility for the care of DOCUMENTS based on their physical possession. CUSTODY does not always include legal ownership, or the right to control ACCESS to RECORDS

1) INFORMATION represented in a formalized manner, suitable for transmission, interpretation, or processing manually or automatically; 2) Loosely used for INFORMATION, especially in large quantities

An organization, or administrative unit thereof, responsible for the acquisition, preservation and communication of data in electronic form, regardless of PROVENANCE; See also: electronic records

DATA organized and stored so that it can be manipulated or extracted to meet various applications but managed independently of them

A structured assembly of information about the definition, structure, and use of data. It does not, however, contain the actual data itself. Specifically, the data dictionary contains the name of each DATA ELEMENT, its definition (size and type), where and how it is used, and its relationship to other data

The smallest unit of data for which attributes are specified, generally corresponding to a field in a data processing RECORD(2) or a numbered box on a printed FORM. For example, name, address, series title, and record group number are all data elements

The systematic performance of an operation or sequence of operations upon DATA by one or more computer-processing units to achieve a desired end result. DATA PROCESSING is used synonymously with information processing

See: record(2)

See: file(3)

See: inclusive dates

See: inclusive dates

See: inclusive dates

The process by which an ARCHIVES(3) formally removes material from its CUSTODY. An ARCHIVES(3) may deaccession material because the material has been reappraised and found to be unsuitable for its HOLDINGS, the legal owner has requested permanent return of the materials, or the institution has agreed to transfer the materials to another repository; See also: reappraisal

Removal of acid from or reduction of acid in a material such as paper by treating with mild alkali

The removal of all SECURITY CLASSIFICATION restrictions on information or RECORDS; See also: downgrade

A DOCUMENT, usually under seal, in many countries made before a notary public, which, when delivered, gives effect to some legal disposition or agreement between parties

Removal of moisture from the air by mechanical and/or chemical means

1) The placing of DOCUMENTS in the CUSTODY of an ARCHIVES(3) without transfer of legal title; 2) The DOCUMENTS covered by such an action; See also: acquisition

1) The process of capturing, analyzing, organizing, and recording INFORMATION that serves to identify, manage, locate, and explain the HOLDINGS of ARCHIVES(3) and MANUSCRIPT REPOSITORIES and the contexts and records systems which produced them; 2) The products of the above process

See: inventory

See: unit of description

The DISPOSAL of DOCUMENTS of no further value by methods as incineration, maceration, pulping or shredding

See: records schedule

A type of film used in duplication MICROFILM in which an image is produced by the effect of ultraviolet light on diazonium-sensitized materials. DIAZO FILM is not considered to be of ARCHIVAL QUALITY and is generaly used for research copies rather than preservation copies; See also: silver halide film, vesicular film

1) A CHARTER issued by a sovereign; 2) A formal DOCUMENT conferring some honour, degree, privilege, or license

The discipline that studies the genesis, FORMS(2), and transmission of archival DOCUMENTS and their relationship with the facts represented in them and with their creator, in order to identify, evaluate, and communicate their nature

The policies and procedures intended to prevent or minimize damage to RECORDS/ARCHIVES resulting from disasters; See also: vital records management

See: floppy disc, hard disc, magnetic disc

A process for safeguarding RECORDS in which copies are transferred to locations other than those where the originals are housed; See also: remote storage

See: temporary records

The actions taken with regard to NONCURRENT RECORDS following their APPRAISAL and the expiration if their retention periods as provided for by legislation, regulation, or administrative procedure. Actions include TRANSFER to an ARCHIVES(3) or DESTRUCTION. In the United States, DISPOSAL is also known as disposition

The date on which the specified DISPOSAL actions should be initiated as specified in a RECORDS SCHEDULE

The creation of microfilm to save or recover storage space and equipment and the substitution of the microfilm for the originals, which are destroyed. Disposal microfilming is also called space saving or substitution microfilming; See also: acquisition microfilm, preservation microfilming, security microfilming

See: records schedule

See: disposal

See: disposal date

See: records schedule

1) Recorded information regardless of MEDIUM or characteristics; 2) A single ITEM

An organized means of creating, indexing, searching, and accessing DOCUMENTS or INFORMATION

See: form(2)

1) In archival usage, the creation or acquisition of DOCUMENTS to provide evidence of the creator, an event, or an activity; 2) In MACHINE-READABLE RECORDS, an organized series of descriptive DOCUMENTS explaining the operating system and software necessary to use and maintain a FILE(3) and the arrangement, content, and coding of the data which it contains

See: gift

See: restricted access

See: case file

To reduce the level of SECURITY CLASSIFICATION of specified INFORMATION/RECORDS; See also: declassification

1) A rough or preliminary form of a DOCUMENT, sometimes retained as evidence; 2) A written order directing the payment of money

See: master

The degree to which a MEDIUM such as paper retains its original strength or properties, especially under conditions of heavy, sustained use

An electronic technology that handles the sending and receiving of messages

RECORDS on electronic storage media; See also: machine-readable records/archives

A COPY, created on PAPER or FILM support, using electrical photoconductivity

The encasing of a DOCUMENT in a clear plastic (usually polyester) envelope of which the edges are sealed. The aim is to provide nonreactive support and protection for a fragile DOCUMENT and still maintain visibility. ENCAPSULATION is normally preceded by DEACIDIFICATION

See: archival value

1) The recording of a DOCUMENT, TRANSACTION, or other information in a CATALOG, JOURNAL, list, REGISTER, etc; 2) An item thus recorded; 3) The UNIT OF DESCRIPTION in a FINDING AID or RECORDS SCHEDULE

The creation and maintenance of a storage environment for archival HOLDINGS conducive to their long-term preservation. Environmental control encompasses temperature, relative humidity, air quality, lighting, freedom from biological infestation, housekeeping procedures, security, and protection from fire and water damage

Informal DOCUMENTS of transitory value, sometimes preserved as samples or specimens. Advertisements, calling cards, notices, and tickets are examples of EPHEMERA

See: vital record

A DOCUMENT not in the possession of its legal custodian

See: extract

See: appraisal

The worth of DOCUMENTS/ARCHIVES for illuminating the nature and work of their creator by providing evidence of the creator's origins, functions, and activities. Evidential value is distinct from informational value; See also: administrative value, fiscal value, informational value, legal value, intrinsic value

1) A COPY of part of the text of a DOCUMENT; 2) An authentic copy of an ENTRY; (2) especially used for ENTRIES in registers; See also: abstract

1) A reproduction of a DOCUMENT that approximates as nearly as possible the content, FORM(2), and appearance of the original, but not necessarily the size, 2) The exact IMAGE of a DOCUMENT transmitted electronically to another location. Used in this context, a facsimile is also known as a "fax"

ARCHIVES(1) and/or ARCHIVES(3) of one or more related families and/or individual members thereof relating to their private and public affairs and to the administration of their estates. Family (and estate) archives are also known as patrimonial archives

1) An organized unit (folder, volume, etc) of DOCUMENTS grouped together either for current use by the creator or in the process of archival ARANGEMENT, because they relate to the same subject, activity, or transaction. A FILE is usually the basic unit within a record SERIES; 2) A series of FILES(1); 3) In DATA PROCESSING, two or more RECORDS(2) of identical layout treated as a unit. The unit is larger than a RECORD(2) but smaller than a data system, and is also known as a data set or file set

See: record copy

See: file(3)

See: file(3)

The placing of individual documents within a FILE(1)

A classification plan for the physical arrangement, storage, and retrieval of FILES(1). A filing plan is usually identified by the type of symbols used, e.g. alphabetical, numerical, alpha-numerical, decimal

A group of conventions, methods, and procedural rules according to which DOCUMENTS are sorted, classified, cross-referenced, stored, and retrieved

A flexible sheet or strip of transparent material upon which IMAGES can be recorded; See also: diazo film, silver halide film, vesicular film

RECORDS/ARCHIVES in the form of MOTION PICTURES; See also: audio-visual records/archives

The descriptive tool, published or unpublished, manual or electronic, produced by a creator, RECORDS CENTRE, ARCHIVES(3), or MANUSCRIPT REPOSITORY to establish PHYSICAL CONTROL and/or INTELLECTUAL CONTROL over RECORDS/ARCHIVES. Basic finding aids include local, regional, or national descriptive data bases; GUIDES, INVENTORIES; REGISTERS(2); location registers; CATALOGS; special lists; INDEXES; CALENDARS; and, for ELECTRONIC RECORDS, software DOCUMENTATION(2)

The worth of RECORDS/ARCHIVES for the conduct of current or future financial or fiscal business and/or evidence thereof; See also: administrative value, legal value

The placing of RECORDS/ARCHIVES whether bound or in containers in a position parallel to the shelf

The process of restoring to a flat condition DOCUMENTS that have been folded, rolled, or are otherwise in need such treatment, usually by the application of pressure which has been preceded by HUMIDIFICATION

A flexible MAGNETIC DISC revolving within a protective cover. A FLOPPY DISC is also called a diskette; See also: hard disc

A list, prepared by the creator or an ARCHIVES(3) or MANUSCRIPT REPOSITORY to facilitate retrieval, detailing the titles of folders contained in one or more records centre cartons/containers or archives boxes/containers; See also: container list

1) The act of numbering the leaves or folios of a DOCUMENT as distinct from numbering pages, i.e., PAGINATION; 2) The result of this action

The whole of the DOCUMENTS, regardless of FORM(2) or MEDIUM, organically created and/or accumulated and used by a particular person, family, or corporate body in the course of that creator's activities and functions; See also: record group

1) A DOCUMENT, printed or otherwise produced, with predesignated spaces for the recording of specified information; 2) In DIPLOMATICS, all the characteristics of a DOCUMENT which can be separated from its content. Historically and functionally, FORM distinguishes materials by their physical character, the subject matter of their intellectual content, or the order of information within them; See also: genre, medium, record type

See: form(2)

1) The plan or arrangement of a DOCUMENT; 2) In DATA PROCESSING, the arrangement of data; 3) In descriptive practice, a selection of descriptive elements arranged in a prescribed manner and sequence so that the resulting DESCRIPTION(2) will be standardized

The discoloration of PAPER by brownish stains, often in the form of specks or small spots

The treatment of water-soaked DOCUMENTS by freezing to prevent further damage from water, and subsequent drying under high vacuum with the controlled application of heat, usually from heating coils installed in special shelving

In RECORDS MANAGEMENT, those TEMPORARY RECORDS that cannot be destroyed on schedule because special circumstances, such as a court order, require a temporary extension of the approved RETENTION PERIOD

See: removed archives

The exposure of DOCUMENTS to the vapor of a volatile substance or toxic chemical in a closed container or chamber in order to destroy fungi and/or insects

See: guide

A RECORDS SCHEDULE governing specified SERIES of RECORDS common to several or all agencies or administrative units of a corporate body. A general records schedule is also called a common records schedule or general schedule

See: general records schedule

The degree of remoteness of a COPY, usually photographic, from the origial

A distinctive type or category of artistic or literary composition characterized by a particular style, FORM(2), and/or content (e.g., comedy, documentary, essay, or hymn); See also: record type

An addition to HOLDINGS acquired without monetary consideration and becoming the sole property of the recipient, frequently effected by a deed of gift

1) A FINDING AID giving a general account of all or part of the HOLDINGS of one or several ARCHIVES(3) and/or MANUSCRIPT REPOSITORIES. A guide is usually arranged by FONDS, RECORD/ARCHIVE GROUP, or COLLECTION(1) and CLASSES or SERIES therein; 2) A FINDING AID describing the HOLDINGS of one or more ARCHIVES(3) and/or MANUSCRIPT REPOSITORIES relating to particular subjects, periods, or geographical areas or to specified types or categories of DOCUMENTS. This type of guide is usually called a thematic or subject guide

A COPY, usually on paper, capable of being read without the assistance of a technical device

A hardware device used to store electronic DATA. It is not flexible and is completely enclosed in an airtight case to exclude dust; See also: floppy disc

Eye-legible INFORMATION on the top of a MICROFICHE or MICROFORM JACKET

1) The title or inscription at the head of a page, chapter, or other section of a DOCUMENT; 2) A name, word, or phrase at the beginning of an ENTRY(2) in an INDEX, CATALOG, or other FINDING AID, which serves as an ACCESS POINT to the materials being described

See: manuscripts

The totality of DOCUMENTS in the CUSTODY of a RECORDS CENTRE, ARCHIVES(3), or MANUSCRIPT repository

A PRESERVATION activity that includes unfolding or unrolling DOCUMENTS, removing or replacing harmful fasteners, reproducing unstable DOCUMENTS, placing materials in acid-free folders and boxes, and shelving them in environmentally controlled and secure space

The process of leaving space between shelved RECORDS in stack areas for future ACCESSIONS(2) or ACCRUALS to RECORD/ARCHIVES GROUPS, FONDS, or COLLECTIONS(1), SUBGROUPS, or SERIES or CLASSES already accessioned in part

The process of humidifying

non linear text

RECORDS/ARCHIVES in the form of pictures, photographs, illustrations, prints, and the products of other pictorial processes; See also: photographic records/archives

Visual representation of the subject matter reproduced

The concept that because PUBLIC RECORDS/ARCHIVES are inalienable public property, they remain permanently subject to REPLEVIN; See also: inalienability

See: noncurrent records

The quality of PUBLIC RECORDS/ARCHIVES that prevents such materials from being alienated, surrendered, or transferred to anybody not entitled by law to their ownership. This concept is also called inviolability; See also: imprescriptibility

The beginning and ending dates of the materials being described. In the United Kingdom, INCLUSIVE DATES are also known as covering dates

See: archival value

A systematically arranged list providing ACCESS to the contents of FILE(2), DOCUMENT, or groups of DOCUMENTS, consisting of ENTRIES(2) giving enough information to trace or locate each ENTRY(2) by means of a page number or other pointers

Recorded DATA

The administration of INFORMATION, its use and transmission, and the application of theories and techniques of information science to create, modify, or improve information handling systems

See: data processing

The worth of DOCUMENTS/ARCHIVES for reference and research deriving from the information they contain on persons, places, subjects, etc, as distinct from their EVIDENTIAL VALUE; See also: administrative value, intrinsic value

The legally imposed responsibility of an ARCHIVES(3) or a RECORDS MANAGEMENT program to inspect and propose measures to improve the RECORDS creation, maintenance, and DISPOSITION practices of operating agencies within their jurisdiction

A DOCUMENT, such as a contract or a DEED, executed and delivered as formal evidence of a legal act or agreement, for the purpose of creating, securing, modifying, or terminating a right

The acquisition and creation of DOCUMENTATION required to access the informational content of RECORDS/ARCHIVES; See also: physical control

A subsequent GENERATION of a MASTER used for reproduction of further COPIES

The storage of semi-current records in a RECORDS CENTRE pending their ultimate DISPOSAL

The inherent worth of a DOCUMENT based upon factors such as age, content, usage, circumstances of creation, signature, or attached seals; See also: administrative value, evidential value, informational value

1) A basic archival FINDING AID whose unit of ENTRY(3) is usually CLASS or SERIES. An inventory generally includes a brief ADMINISTRATIVE HISTORY of the organization(s) whose RECORDS are being described as well as DESCRIPTIONS(2) of the RECORDS. SERIES/class descriptions normally give such data as title, INCLUSIVE DATES, quantity, arrangement, relationships to other CLASSES or SERIES, and scope and content notes. Inventories may also contain appendices which provide such supplementary information as CONTAINER LISTS, FOLDER LISTS, a glossary of abbreviations and special terms, lists of FILES(1) on special subjects, INDEXES, and classification or FILING PLANS. In the United Kingdom, an INVENTORY is also known as a repertory; 2) In RECORDS MANAGEMENT, a detailed listing of the volume, scope, and complexity of an organization's RECORDS, usually compiled for the purpose of creating a RECORDS SCHEDULE

See: inalienability

The smallest intellectually indivisible archival unit (e.g., a letter, memorandum, report, or photograph). Items accumulate to form CLASSES or SERIES, See also: document, piece, record

1) A chronological RECORD containing impersonal accounts of an individual's or organization's daily occurrences or transactions or of the proceedings of a legislative body; 2) In double-entry bookkeeping, an account book into which are transcribed the items entered in the day book. JOURNALS are organized by account and make for more convenient posting in the ledger than do day books, which are organized by transaction

A word or group of words taken from the title or text of a DOCUMENT characterizing its content and facilitating its retrieval; See also: thesaurus

1) A piece of material affixed to the front or spine of a FILE(1), volume, box, or other container upon which a REFERENCE NUMBER or other INFORMATION is recorded to facilitate storage and retrieval, 2) A code used to identify or locate an ITEM, an area of memory, a RECORD or a FILE

A process, preceded by DEACIDIFICATION, for reinforcing a weak or damaged paper DOCUMENT by enclosing it between two sheets of thin tissue. The methods of attaching the tissue are: a) thermoplastic lamination, which involves the application of heat and pressure to two sheets of plastic foil, usually cellulose acetate; or b) hand or solvent lamination, in which adhesion is created by placing a sheet of plastic foil, usually cellulose acetate, between the tissue and the DOCUMENT and applying acetone; See also: silking

See: optical disc

See: custody

The worth of RECORDS/ARCHIVES for the conduct of current or future legal business and/or as legal evidence thereof; See also: administrative value, fiscal value

A letter, to a specified addressee and closed with a seal to keep its contents private

A formal open letter issued under a SEAL in favour of a specified addressee but addressed generally, so as to make known the contents

A volume in which draft or fair copy out-letters have been written, usually in chronological order

A LETTERBOOK of tissue paper in which copies are recorded by transfer of ink through direct contact with the original, using moisture and pressure in a copy press

The LEVEL OF ARRANGEMENT that is described in a UNIT OF DESCRIPTION in a FINDING AID

The hierarchical groupings of archival HOLDINGS for purposes of PHYSICAL and INTELLECTUAL CONTROL. The levels are: repository; RECORD/ARCHIVE GROUP, FONDS, or COLLECTION(1); SUBGROUP(S); CLASS or SERIES; SUBSERIES; FILE; and ITEM

The life span of a RECORD from its creation or receipt to its final DISPOSAL

The temporary physical transfer of ARCHIVES(1) to an outside location for reference or consultation, reproduction, or exhibition purposes

A FINDING AID used to control and locate HOLDINGS

In DATA PROCESSING, a RECORD defined on the basis of its content, rather than its physical location or space requirements; See also: physical record

RECORDS/ARCHIVES, usually in code, recorded on a MEDIUM such as a magnetic disc, magnetic tape, or punched card/tape, whose contents are accessible only by machine and organized in accordance with the principle of PROVENANCE as distinct from DATA ARCHIVES; See also: electronic records

A single frame MICROFICHE in which the IMAGE covers the whole area except the HEADER

A flat, circular MEDIUM, the surfaces of which are covered with a magnetized layer permitting the recording and storage of electronic media

A tape coated with a magnetizable material, capable of storing INFORMATION in the form of electromagnetic signals

A handwritten or typed DOCUMENT. A typed DOCUMENT is more precisely called a typescript; See also: manuscripts

See: collection(1,2)

DOCUMENTS of manuscript character usually having historical or literary value or significance. The term is variously used to refer to ARCHIVES, to artificial COLLECTIONS of DOCUMENTS acquired from various sources usually according to a plan but without regard to PROVENANCE, and to individual DOCUMENTS acquired by an ARCHIVES(3) because of their significance; See also: papers, records

A DOCUMENT depicting in graphic or photogrammetric form, normally to scale and usually on a flat MEDIUM, a selection of material or abstract features on or in relation to the surface of the earth or of a heavenly body

See: plan cabinet/case

INFORMATION recorded in the margin of a DOCUMENT. Marginalia is also referred to as marginal notes

A COPY of a DOCUMENT or, in some processes, the original DOCUMENT, from which COPIES can be made

The physical material in or on which information may be recorded (i.e., clay tablet, papyrus, paper, parchment, film, magnetic tape); See also: form(2)

1) A DOCUMENT recording INFORMATION used for internal communication and intended for future reference; 2) A DOCUMENT drawn up in support of a case in court or a request

DATA describing DATA and data systems; that is, the structure of DATA BASES, their characteristics, location, and usage

See: microcard

MICROIMAGE arranged in similar manner to those on a MICROFICHE, but on an opaque MEDIUM. MICROCARDS are also known as micro-opaques or microprints

A copy, usually obtained by optical reduction, in a size too small to be read without magnification

A flexible transparent sheet of FILM bearing a number of MICROIMAGES arranged in horizontal rows and vertival columns with a HEADER

A high-resolution FILM in roll form containing, after exposure and processing, IMAGES reduced in size from the original

A transparent holding, with HEADER, into which strips of MICROFILM may be inserted

A segment of roll MICROFILM that is usually inserted into a MICROFILM JACKET

IMAGES on a MICROFORM containing information such as identification, coding, or test charts to facilitate control and use

Generic term for all media containing MICROIMAGES

The technology and processes used to record information on MICROFORMS

An IMAGE too small to be read without magnification

See: micrographics

See: microcard

See: removed archives

1) A RECORD of what was said and done at a meeting or conference; 2) The final DRAFT of a DOCUMENT

See: valuation

A sequence of IMAGES on roll FILM or videotape that as the FILM or tape is advanced, presents the illusion of motion or movement. MOTION PICTURES are also called moving images; in Canada, cinefilm; and in Australia, cinematograph film

See: motion picture

DOCUMENTS serving as evidence of inheritance, title to property, etc

A photographic IMAGE with reversed polarity or, if coloured, complementary tonal values to those of the original

A highly unstable and flammable FILM support made from cullulose nitrate and used for photographic NEGATIVES and motion picture FILM from c. 1890 to c. 1950. NITRATE FILM is commonly recopied onto another MEDIUM, such as SAFETY FILM

RECORDS no longer needed by their creator to conduct current business; See also: current records, semicurrent records

1) A brief statement of, e.g. a fact or experience, written down for review, or as an aid to memory, or to inform someone else; 2) A short, informal letter; 3) A formal diplomatic or other official communication

The process of assigning and affixing a reference number to individual ITEMS and/or PIECES to provide INTELLECTUAL and PHYSICAL CONTROL; See also: foliation

The corporate body or administrative unit in which a group of RECORDS are created or received and accumulated in the conduct of its business; See also: controlling agency

1) A FILE(1,2) to which DOCUMENTS are being added; 2) A FILE(1,2) with no restrictions as to ACCESS as distinct from a CLOSED FILE(2)

See: administrative value

The detection, identification, and acceptance by a machine of printed characters using light-sensitive devices

A device that allows the storage of either digital or analog signals on a disc. The data is retrieved through the use of a laser. An OPTICAL DISC is also known as a laser disc; See also: compact disc,

A governmental, especially municipal, statute or regulation

The initially created DOCUMENT as distinguished from any copy thereof

See: respect for original order (principle of)

See: original document

See: office of origin

Organized activities of ARCHIVES(2) intended to acquaint potential users with their HOLDINGS and their research and reference value

1) The act of numbering pages in a DOCUMENT; 2) The results of this action; See also: foliation

Writing material, usually parchment, that has been written on more than once

A MEDIUM commonly made from pulped cellulose fibers (derived mainly from rags or certain grasses) suspended in water, formed into sheets on a screen, and dried

1) A natural accumulation of personal and family DOCUMENTS; 2) A general term used to designate more than one type of MANUSCRIPT material (US); See also: personal papers, private records/archives, manuscripts

See: records management