Records that are required
for day-to-day business and are subject to frequent use; generally referred
to more than once per month per file drawer.
Administrative
Value
In appraisal, the usefulness
of records for the conduct of current and/or future administrative business
needs.
Agency
An organizational entity of
government, either executive, legislative or judicial, that is defined
by law and has decision-making authority. Can be an office, department,
board, commission, or other separate unit.
Agency-Specific
Schedule
Retention schedule which specifies
the approved disposition of a record series unique in purpose and function
to its creating agency.
Appraisal
The process of determining
the value and thus the disposition of records based on their current administrative,
fiscal, and legal value; their evidential and informational value; their
arrangement and condition; their intrinsic value; and their relationship
to other records.
Archives
1. The noncurrent historical
records of an organization or institution, preserved because of their
enduring value.
2. The agency responsible
for selecting, preserving, and making available, records determined to
have permanent or continuing value.
3. The building in which an
archival repository is located.
The Utah State Archives is
a division within the Department of Administrative Services. The division
name encompasses both the main offices on Capitol Hill and the Records
Center in West Valley City.
Archivist
One who is professionally
trained for or whose primary duties consist of appraising, describing,
referencing, and caring for archival records.
Arrangement
The order or relationship
of individual files within a record series to each other, frequently reflecting
the function of the record series to the organization, i.e., alphabetical
by county, numerical by case number, alphanumerical by address, or chronological.
Authority
to Weed
Authority given to the State
Archives by the agency and approved by the State Records Committee to
purge a record series of duplicate or nonessential materials prior to
permanent retention. This process ensures the integrity of the record
series and increases its accessibility and usefulness to the agency and
prospective researchers.
Classification
"Classify" and their derivative
forms means determining whether a record series, record, or information
within a record is public, private, controlled, protected, or exempt from
disclosure under UCA 63G-2-201(3)(b).
Computer
Output Microfilm (COM)
A process of converting electronic
data directly onto microfilm. Generally used instead of hard copy printouts.
Controlled
Data
According to UCA 63G-2-304,
data on an individual collected and maintained by state government, necessary
for the administration of government programs, which is available only
to appropriate agencies and to others by express consent of the individual,
but not to the individual himself. A record is controlled if: (1) the
record contains medical, psychiatric, or psychological data about an individual;
(2) the governmental entity reasonably believes that: (a) releasing the
information in the record to the subject of the record would be detrimental
to the subject's mental health or to the safety of any individual; or
(b) releasing the information would constitute a violation of normal professional
practice and medical ethics; and (3) the governmental entity has properly
classified the record.
Conversion
of Records Formats
The process of transferring
records from one physical format to another. Conversion includes changing
paper to microform, optical disk, or another electronic format.
Copy
A reproduction of the contents
of an original document which is not the official file copy of the agency.
Copies are usually identified by their function, i.e., action copy, reading
file copy, tickler file copy, etc. In most instances, copies will have
a shorter retention than the official file copy (see Record
Copy) of a record series.
Cubic
Feet
Measurement of volume for
records and manuscripts, 1'x1'x1'; also shown as cu. ft. or c.f. A single
State Records Center storage box holds one cubic foot of letter or legal
size paper records.
Custody
The guardianship of records
and manuscripts which may include both physical possession (protective
responsibility) and legal title (legal responsibility).
Data
Administration
Developing and administering
policies, procedures, practices, and plans for defining, organizing, protecting
and efficiently utilizing data.
Data
Dictionary
Information on the definition,
structure, and usage of data within a system or organization. See also
Metadata and Documentation.
Designation
Indicating the primary classification
that a majority of records in a record series would contain, based on
a governmental entity's familiarity with a record series or based on a
governmental entity's review of a reasonable sample of a record series.
Disposition
The final action that puts
into effect the results of an appraisal decision for a series of records.
Transfer to an archival repository, retain permanently in the agency,
or destruction, are among possible disposition actions.
Documentation
Information on the definition,
structure, and usage of data within a system or organization. Includes
printed instructions, comments, and information for a particular system
of computer hardware and software. See also Metadata and Data
Dictionary.
Duplicate
1. Pertaining to microforms,
a duplicate is a working copy other than the master or security copy,
which is administratively useful to an agency. In most instances, duplicates
will be scheduled to serve the same or shorter retentions than master
copies.
Records consisting of data
and information which is input, created, manipulated and/or stored on
electronic media which show evidence of actions and decisions occurring
during transactions of government business. Also referred to as Machine-readable
records.
Evidential
Value
In appraisal, the value of
a record that documents the activities of an organization or agency.
Files
Management
Applying records management
principles and techniques to filing practices in order to organize and
maintain records properly, retrieve them rapidly, ensure their completeness,
and make their disposition easier.
Fiscal
Value
In appraisal, records required
until a financial audit is completed or financial obligations are fulfilled.
General
Records
Records that are common to
many agencies within the same organization or type of government.
General
Schedule
Retention schedule which specifies
the approved disposition of certain series of general records common to
many agencies and serves as a model for agencies to evaluate similar record
series.
Historical
Value
In appraisal, the value that
documents the history of an organization. Sometimes referred to as archival,
continuing, or enduring value. Secondary Historical Value does not document
the history of an organization, but recognizes a record containing information
that is useful for conducting historical research.
Hybrid
System
An information management system
composed of elements of microfilm technology and digital imaging; used
to manage efficient retrieval and long-term preservation of the information.
Imaging
Means electronic or "digital"
imaging; the ability to capture, store, retrieve, display, process, distribute,
and manage information as a digitized representation of the original.
Inactive
Records
A series of records with a
reference rate of less than one search per file drawer per month.
Information
Management
The application of planning
and standards to the creation, use, retrieval, retention, conversion,
disposition, and preservation of information resources in any format.
Information
System
A system which provides input,
storage, processing, communications, output, and control functions in
relation to information and data. Normally used to describe computer systems.
Informational
Value
In appraisal, the value of
a record that provides unique and permanent information for purposes of
research.
Inventory
A survey of agency records
and nonrecord materials that is conducted primarily to develop retention
schedules and also to identify various records management problems, such
as improper applications of record-keeping technology.
Legal
Value
In appraisal, the usefulness
of records containing evidence of legally enforceable rights or obligations.
Also refers to retentions specified by statute, rule, or regulation.
Machine-readable
Records
Records containing coded data
or information which must be translated by a computer. May be stored on
magnetic tape, diskettes, optical disks, or imaging systems and may include
computer software, programs, database management systems, applications,
and textural records such as system documentation.
Master
Pertaining to microforms,
the master is the original film from which duplicates are made. The master
usually serves as the security copy of the filmed records and is maintained
in a secure and controlled, off-site, records center location.
Metadata
Information on the definition,
structure, and usage of data within a system or organization. See also
Data Dictionary and Documentation.
Microfiche
Microfilm containing multiple
micro images in a grid pattern on a transparent sheet of film.
Microfilm
Reduced scale, photographic
image of a record.
Microforms
Microfilm media, including
reels, fiche, jackets, and computer output microfilm (COM) containing
micro images.
Micrographics
The technology involved in
the creation and use of micro images.
Open
Systems
An environment that allows
interchangeability and integrated operation between software systems from
different vendors. Addresses the areas of portability--ability to use
a variety of computer systems; inter-operability--the ability of different
computers to exchange information; and open architecture--the ability
to connect different peripheral computer devices.
Permanent
Records
Indicates a disposition other
than "destroy." Specifically, records would either be transferred to the
State Archives or maintained permanently in office. These records need
continued retention due to their long-term administrative, legal, fiscal,
or historical value.
Policy
Manual
A publication that states
the course of action to be followed by an organization, unit, or department
in conducting its activities.
Preservation
Action taken to slow or prevent
the deterioration or damage of archival records. Basic actions to provide
adequate facilities for the protection, care, and maintenance of archives,
records, and manuscripts.
Private
Data
According to UCA 63G-2-302,
data on an individual collected and maintained by a governmental entity,
necessary for the administration of government programs, which are available
only to appropriate agencies and to others by express consent of the individual,
and to the individual himself or next of kin when information is needed
to acquire benefits due a deceased person. Records which must be considered
private include medical records, library circulation records, and certain
data element regarding public employees.
Processing
1. To arrange records in a
logical way so that they can be used for research and to describe them
in order to provide for intellectual control.
2. To preserve records of
enduring value.
3. A section of the Utah State
Archives with the above responsibilities.
Protected
Data
A record that is classified
protected as provided by UCA 63G-2-305. Protected records usually contain non-personal
data and are only accessible by those who submitted the information or
those whose interests were sought to be protected. Records in this category
include undercover law enforcement information, audit procedures, locations
of prehistoric sites, etc.
Provenance
Means the office or agency
of origin that created the records, which were created and received in
the course of business.
Public
Data
According to UCA 63G-2-301,
data on individuals collected and maintained by a governmental entity,
necessary for the administration of government programs, which are not
classified as "private" or "controlled" or "protected" and therefore open
to the public, unless otherwise exempted or restricted by law. Certain
information is required to be public, such as laws, minutes of open meetings,
and the gross compensation of public employees.
Record
Copy
The original file copy of
a record series maintained by the creating agency, sometimes referred
to as the designated original or blue-ribbon copy.
Record
Series
A group of identical or related
records, files, documents and/or other media created by one agency that
are normally used, indexed, or filed together, and that permit evaluation
as a unit for retention and disposition purposes.
All books, papers, letters,
documents, maps, plans, photographs, sound recordings, management information
systems, or other documentary materials, regardless of physical form or
characteristics, made or received, and retained by any public office under
state law or in connection with the transaction of public business by
the offices, agencies, and institutions of the state and its counties,
municipalities, and other political subdivisions.
Records
Analysis Section
The section of the Utah State
Archives and Records Service which provides records management education
and services to Utah's state and local government agencies. Records appraisal
and scheduling is the cornerstone function of Records Analysis' responsibilities.
Analysts will travel to specific offices to conduct one-on-one training,
hold regional training sessions, and basic training (offered monthly)
for new records officers.
Records
Center
A facility especially designed
and constructed to provide low-cost, efficient storage and retrieval service
on inactive records, pending ultimate disposition. The Utah State Archives
Records Center is located at Building C-6
5th St & C St, in
Clearfield, Utah.
Their phone number is 801-525-3045 and FAX is 801-825-3293. This facility
is not open to the general public.
Records
Management
The application of management
techniques to the creation, utilization, maintenance, retention, preservation,
and disposition of records, undertaken to reduce costs and improve efficiency
in record keeping. Includes management of filing and microfilming equipment
and supplies: filing and information retrieval systems; files, correspondence,
reports, and forms management; historical documentation; micrographics;
systems applications; retention scheduling; and vital records protection.
Records
Officer
In Utah, an agency-appointed
person whose responsibilities include the development and oversight of
records management programs and who serves as the agency's contact person
with the State Archives.
Records
Transfer Sheet (RTS)
The form required by the State
Records Center to accompany all semi-active records which will be maintained
in the Records Center or permanent records transferred to the custody
of the State Archives. The form serves as a receipt of transfer, an accessioning
tool, and a reference and agency retrieval document. These forms are provided
an appendix of this volume, and can be copied for agency use. They can
also be obtained by calling the State Archives (538-3012).
Research
Center
A reference service providing
secure and controlled public access to the holdings of the Utah State
Archives, a records management library, and a computer network service
linking the State Archives with state and university libraries and repositories
nationwide. Patron, telephone, and mail inquiries are welcome. Their email
address is historysresearch@utah.gov.
Retention
Period
The period of time during
which records are kept in the custody of the creating agency (including
Records Center storage) before disposition occurs; usually in terms of
years or contingent upon an event, such as an audit.
Retention
Schedule
A list or other instrument
describing record series and their minimum retention periods.
Schedule
Used as a verb, means to establish
retention periods for current records and provide for proper disposition
at the end of their active use.
Series
Number
This number is a unique identifier
assigned by the Utah State Archives to each record series created and
maintained by each state and local government agency. The series number
permits agencies to submit agency-specific retention and disposition schedules
and allows the State Archives to catalog and share specific information
about Utah's governmental records with research institutions and archival
repositories across the country.
Transferring
Moving inactive records to
the records center on a regular schedule.
Vital
Records
Records essential to the continued
functioning or reconstitution of an organization during and after an emergency
and also those records essential to protecting the rights and interests
of that organization and of the individuals directly affected by its activities.
Sometimes called essential records. Recommended that there be duplicates
located off-site.