Active Record<\/strong> Accountability<\/strong> Activity<\/strong> Agent<\/strong> Arrangement<\/strong> Best Practices<\/strong> Business Continuity<\/strong> Certificate of Destruction<\/strong> Compliance<\/strong> Confidential Record<\/strong> Convenience Copies<\/strong> Data Migration<\/strong> Destruction<\/strong> Destruction Hold<\/strong> Disposition<\/strong> Document Management<\/strong> Document Management Systems <\/strong> Electronic Record<\/strong> Electronic Signature Enterprise Content Management<\/strong> Event-based Disposition<\/strong> FERPA (Family Educational Rights and Privacy Act)<\/strong> Field<\/strong> File Plan Filing<\/strong> Filing System <\/strong> Function<\/strong> General Records Schedule HIPAA (Health Insurance portability and Accountability Act)<\/strong> Inactive Record<\/strong> Information Life Cycle Inventory<\/strong> Key Field Metadata<\/strong> Migration<\/strong> Non-Record<\/strong> Office of Record<\/strong> Official Record<\/strong> Permanent Record Physical Inventory<\/strong> Public Record<\/strong> Record(s)<\/strong> Record Copy<\/strong> Record Series<\/strong> Records Center<\/strong> Records Inventory<\/strong> Records Management<\/strong> Records Retention Schedule<\/strong> Retention<\/strong> Retention Period<\/strong> Security Copies<\/strong> Source Documents<\/strong> Specific Records Schedule<\/strong> Transitory Records<\/strong> Vital Records<\/strong> A Active Record A record consulted frequently and must be conveniently available for that purpose; usually used at least once per month (Source: Saffady) Accountability Condition where an organization is answerable to its governing bodies, legal authorities, and more broadly, its other stakeholders regarding its decisions and activities (Source: ISO30300) Activity Task performed by an… Read more »<\/a><\/p>\n","protected":false},"author":23,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_acf_changed":false,"_relevanssi_hide_post":"","_relevanssi_hide_content":"","_relevanssi_pin_for_all":"","_relevanssi_pin_keywords":"","_relevanssi_unpin_keywords":"","_relevanssi_related_keywords":"","_relevanssi_related_include_ids":"","_relevanssi_related_exclude_ids":"","_relevanssi_related_no_append":"","_relevanssi_related_not_related":"","_relevanssi_related_posts":"","_relevanssi_noindex_reason":"","footnotes":""},"class_list":["post-312","page","type-page","status-publish","hentry"],"acf":[],"_links":{"self":[{"href":"https:\/\/libraries.clemson.edu\/records-management\/wp-json\/wp\/v2\/pages\/312","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/libraries.clemson.edu\/records-management\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/libraries.clemson.edu\/records-management\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/libraries.clemson.edu\/records-management\/wp-json\/wp\/v2\/users\/23"}],"replies":[{"embeddable":true,"href":"https:\/\/libraries.clemson.edu\/records-management\/wp-json\/wp\/v2\/comments?post=312"}],"version-history":[{"count":21,"href":"https:\/\/libraries.clemson.edu\/records-management\/wp-json\/wp\/v2\/pages\/312\/revisions"}],"predecessor-version":[{"id":333,"href":"https:\/\/libraries.clemson.edu\/records-management\/wp-json\/wp\/v2\/pages\/312\/revisions\/333"}],"wp:attachment":[{"href":"https:\/\/libraries.clemson.edu\/records-management\/wp-json\/wp\/v2\/media?parent=312"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}
\nA record consulted frequently and must be conveniently available for that purpose; usually used at least once per month (Source: Saffady)<\/p>\n
\nCondition where an organization is answerable to its governing bodies, legal authorities, and more broadly, its other stakeholders regarding its decisions and activities (Source: ISO30300)<\/p>\n
\nTask performed by an organization (Source: ISO30300)<\/p>\n
\nPerson or group of people responsible for or involved in records processes.\u00a0 A technology tool such as a software application can be considered an agent when substituting for individuals or workgroups if the tool routinely perform records processes (Source: ISO30300)<\/p>\n
\nPhysical sequence of records or groups of records within a records series (Source: Saffady)<\/p>\nB<\/h2>\n
\nThe most advisable courses of action for particular recordkeeping problems or processes (Source: Saddafy)<\/p>\n
\nCapability of an organization to continue delivery of products or services within acceptable time frames at predefined capacity during disruption (Source: ISO30300)<\/p>\nC<\/strong><\/h2>\n
\nA record to document the destruction of specified records series based on the records retention schedule. Typically includes the records series title, dates covered in the series, organization\/agency unit owner of the records series, volume or number of boxes destroyed, name of destruction authorizer, method of destruction, and date of destruction (Source:\u00a0 Saddafy)<\/p>\n
\nMeeting the mandate <\/strong>of the organization; includes obligations set by internal policies and decisions and\/or external laws, regulations, standards, and agreements (Source: ISO30300)<\/p>\n
\nAny business record containing sensitive information and access restricted through federal, state, or local laws. Such records are typically subject to special rules and policies concerning their access, use, and disclosure (Source: Saffady)<\/p>\n
\nDuplicate(s) of an original record, often used for access or reference.\u00a0 They are not the official record so can be appropriately discarded when no longer needed.\u00a0 Examples include reports run on databases to assist in your work<\/p>\nD<\/h2>\n
\nThe process of periodically converting electronic records to a new file format and\/or new storage media to satisfy long term retention requirements (Source: Saddafy)<\/p>\n
\nEliminating or deleting a record beyond any possible reconstruction.\u00a0 (Source: ISO30300)\u00a0 For guidance on the proper disposal of records, please see Managing your Records for details<\/p>\n
\nA hold placed on the scheduled destruction of records due to pending litigation, investigation, audit, or special organizational requirements. Also called legal hold, destruction suspension, or freeze notice<\/p>\n
\nA final administrative action taken with records, regardless of format, including destruction, transfer to University Archives, or permanent retention in the office<\/p>\n
\nTechniques that ensure that recorded information, regardless of format, is properly distributed, used, stored, retrieved, protected, and preserved according to established policies and procedures.\u00a0 See related Enterprise Content Management (Source: SAA Dictionary of Archival Terminology)<\/p>\n
\nA type of software product that automates the preparation, organization, tracking, and distribution of digital documents.\u00a0 (Source: Saddafy)<\/p>\nE<\/h2>\n
\nA record that contains machine-readable information that is electronically encoded.\u00a0 Examples include computer records, audio recordings, and video recordings (Source: Saddafy)<\/p>\n
\n<\/strong>Any electronic method of signing a computer-processable record<\/p>\n
\nThe technologies, tools, and methods used to create, capture, process, store, deliver, and preserve information content, particularly unstructured content, across an enterprise. See related: document management<\/p>\n
\nAn event occurs to \u201cstart the retention clock\u201d for disposition.\u00a0 Examples include the end of a grant, termination of employment, superseded with a new version\u00a0 See related: trigger event<\/p>\nF<\/h2>\n
\nFamily Educational Rights and Privacy Act (20 U.S.C. \u00a7 1232g). A federal law that protects the privacy of student education records. It also provides rights to access or amend those records.\u00a0 For additional information, please refer to Clemson University\u2019s FERPA Policy<\/a>.<\/p>\n
\nA data element within a database record<\/p>\n
\n<\/strong>A tool used to manage records, paper and electronic, listing the different records maintained by the office, where and how they are stored, and how long to be kept.<\/p>\n
\nThe process of organizing information by placing logically-related records in close physical proximity to one another (Source: Saddafy)<\/p>\n
\nThe combination of policies, procedures, labor equipment, supplies, facilities, and other resources that relate to the organization of records (Source:\u00a0 Saddafy)<\/p>\n
\nGroup of activities<\/strong> aimed at achieving one or more goals of an organization (Source:\u00a0 ISO30300)<\/p>\nG<\/h2>\n
\n<\/strong>A records schedule governing specified series of record common to several or all units of the university, which are sometimes characterized as functional retention schedules.\u00a0 See also Specific Records Schedule<\/p>\nH<\/h2>\n
\nHealth Insurance Portability and Accountability Act of 1996. A set of national standards for the protection of certain health information.\u00a0 For additional information, please refer to Clemson University’s Student Health Services policy on Privacy Practice<\/a>.<\/p>\nI<\/h2>\n
\nA record that is not consulted frequently but must be retained for legal, operational, or scholarly reasons until it meets the end of its retention period (Source:\u00a0 Saddafy)<\/p>\n
\n<\/strong>Concept that information is subject to changing requirements for storage, retrieval, and distribution from its creation or receipt through destruction or permanent retention (Source:\u00a0 Saddafy)<\/p>\n
\nSee records inventory<\/p>\nK<\/h2>\n
\n<\/strong>A field selected for indexing within records contained in a database<\/p>\nM<\/h2>\n
\nStructured information that describes, explains, locates, or otherwise makes it easier to retrieve, use, or manage an information resource<\/p>\n
\nThe process of moving data from one hardware or software configuration to another.\u00a0 It is done to ensure continued access to the information as medium becomes obsolete and degrades over time. (Source: ISO30300)<\/p>\nN<\/h2>\n
\nAny document, device, or item, regardless of physical form or characteristic, created or received that does not serve to document the university’s activities, functions, policies, decisions, procedures, and operations.\u00a0 Examples include blank forms, junk mail\/spam, drafts, and trade journal catalogs<\/p>\nO<\/h2>\n
\nAn office designated to maintain the record or official copy of a particular record in an organization for the complete designated retention period (Source: Saffady)<\/p>\n
\nSingle copy of a document, often the original, that is designated as the official copy for reference and preservation (Source:\u00a0 SAA Dictionary of Archives Terminology)<\/p>\nP<\/h2>\n
\n<\/strong>A record that has been determined to have sufficient historical, administrative, legal, fiscal, or other informational value to be preserved<\/p>\n
\nSee Records Inventory<\/p>\n
\nAny record created by any department of the state, any state board, commission, agency, and authority, any public or governmental body or political subdivision of the state supported in whole or in part by public funds or expending public funds, as defined by Code of Laws of South Carolina, 1976, Section 30-1-10(b)<\/p>\nR<\/h2>\n
\nInformation, in any form, created, received, or maintained by the\u00a0university and its employees documenting its activities and evidence of its work and considered the official record<\/p>\n
\nThe copy of a record designated to satisfy an organization’s retention requirements for information that exists in multiple copies; also known as the official record<\/p>\n
\nA group of related records filed and\/or used together to support a specific administrative activity; e.g., a personnel file consisting of application, reference letters, benefit forms, etc., and therefore evaluated as a unit for retention and disposition<\/p>\n
\nA facility used for low-cost storage of inactive or semi current records until their retention has been met<\/p>\n
\nA fact-finding survey that identifies and describes records maintained by all or part of the unit (Source: Saddafy)<\/p>\n
\nThe field of management responsible for the efficient and systematic governance of records throughout their life cycle, including processes for capturing and maintaining evidence and information about business activities<\/p>\n
\nA comprehensive list of records series, indicating for each the length of time the series needs to be maintained and its disposition<\/p>\n
\nAn aspect of records management that determines how long records need to be kept<\/p>\n
\nThe length of time records should be kept in a certain location or form for administrative, legal, fiscal, and historical purposes<\/p>\nS<\/h2>\n
\nAdditional copies created as protective measure; also known as backup copies<\/p>\n
\nThe original from which a copy is made. \u00a0In computing, a document containing information entered into a computer during data entry, an input record (Source: SAA Dictionary of Archives Terminology)<\/p>\n
\nA retention schedule for a records within an unit of the university describing the records, the length of time to be retained, and its final disposition<\/p>\nT<\/h2>\n
\nInformation of a temporary value, regardless of medium, and has a very short-lived administrative, fiscal, or legal value.\u00a0 Examples include drafts of reports and meeting reminder messages<\/p>\nV<\/h2>\n
\nRecords necessary to begin recovery of the university after a disaster, as well as a record necessary to protect the assets, obligations, and resources of the university (Source:\u00a0 SAA Dictionary of Archives Terminology)<\/p>","protected":false},"excerpt":{"rendered":"