Final exam Records and Info management

Discovery

Required discclosure or relevant items in the possession of one party to the opposing party during the course of legal action.

Program Audits

Systematic studies conducted to assess how well a program or operation is working.

Dark Archive

A collection of materials preserved for future use but with no current access.

Audit Plan

A description of the expected scope and conduct of the audit with sufficient detail to guide the development of the audit program; this includes a swt of instruction and a means to control a record the proper execution of the work.

Vital Records Schedule

A listing of an organizational's vital records along with an explanation of how each is to be protected from destruction in the event of a disaster. The information can be gathered from the records inventory.

In-active Records

A record no longer needed to conduct current business but preserved until it meets the end of its retention period.

Digital Archives

A specialized storage repository and serivce with supporting data and storage services used to secure, retain, and protect digital information and data usually for extended periods of time, but not including long term.

Records Disaster

A sudden and unexpected event, which result in the loss of records and information essential to an organization's continued operation.

Risk Mitigation

A systematic reduction in the extent of exposure to a risk and/or the likelihood of its occurrence. Also called risk reduction.

Disaster Preparedness and Recovery Plan

A written and approved course of action to take after a disaster strikes that details how and organization will restore critical business functions and reclaim damage or threatened records.

Compliance Monitoring

Activities undertaken to established whether a process or procedure is carried outin conformance with relevant external requirements whether set through legislation, regulations, or directions.

Hot Site

An alternate facility that has the equipment and resources to immediatley recover the business functions affected by the occurence of a disaster.

Warm Site

An alternative facility that has the equipment and resources available to recover business functions in the event of a disaster.

Records Center

An area for lower-cost storage, maintanence, and reference use of semi-active records pending their ultimate disposition.

Archive

Documents created or receive and accumulated by a person or organization in the course of conduct of affairs and preserved because of their continuing value; the buliding or part of a building in which archives are preserved and made available for consultation;and or/the agency or program resposible for selecting, acquiring, preserving, and making available archives.

Appraisal

Records analysis; the process of evaluating records based on their current operational,regulatory,legal fiscal, and historical significance, their informational value and their arrangement and relationship to other records.

Performance Monitoring

Method to continually measure performance and provide ongoing feedback to employees and workgroups on their progress toward reaching their goals. Can also monitor the overall performance of programs, process and systems.

Risk Assessment

Overall process of risk identification, risk analysis, and risk evaluation.

Vital Records Program

Policies, plans, and procedures developed and implemented and the resources needed to identify, use,and protect the essential records needed to meet operational responsibilities under emergency or disasters conditions or to protect the organizations rights or those of its stakeholders

Vital Record

Records that are fundamental to the functioning of an organization and necessary to continue operations without delay under abnormal conditions.

Arrangement

Process or organizing materials with respect of their provenance and original order to protect their context and to acheive physical or intellectual control over the materials; the organization and seqeunce of items within a collection.

Risk Management

Process that ensures than an organization does not assume an unacceptable level of risk; includes both records risk analysis and records risk assessment procedures.

Risk Analysis

Process to comprehend the nature of risk and to determine the level of risk.

Business Continuity Plan

Set of documents instructions, and procedures that enable a business to respond to accidents, disasters, emergencies, and/or threats without any stoppage or hinderance in its key operations.

Provenance

The origin or source of something. Information regarding the origins, custody, and ownership of an item or collection.

Description

The process of creating a finding aid or other access tools that allow individuals to browse a surrogate of the collection to facilitate access and that improve security by creating a record of the collection and by minimizing the amount of handling of the original materials.

E-Discovery

The required production of info to an opposing party during the pretrial phase of ligation or government investigation.

Digital Riot

a colloquial computing term used to be describe either a gradual decay of storage media or the degradation of a software program over time. Also known as bit rot, bit decay, data rot, or data decay.