MoReq2 Glossary A to C



MoReq 2 Glossary A to C

administrative role

A set of functional permissions allocated to users allowed to perform administrative actions.

Note: in MoReq2 this term is used also to specify the people with these permissions.

administrator

A role responsible for the day to day operation of the corporate records management policy within the organisation.

Note: this represents a simplification. Especially in large organisations, the tasks attributed in this specification to Administrators may be divided between several roles, with titles such as Records Manager, Records Officer, Archivist etc.

aggregation

(in the context of MoReq2 only) A class, file, sub-file or volume.

audit trail

Information about transactions or other activities which have affected or changed entities (e.g. metadata elements), held in sufficient detail to allow the reconstruction of a previous activity.

Note: an audit trail generally consists of one or more lists or a database which can be viewed in that form. The lists can be generated by a computer system (for computer system transactions) or manually (usually for manual activities); but the former are the focus of this specification.

authenticity

(in the context of records management only) The quality of being genuine.

Source: Adapted and abbreviated from the definition of “record authenticity” in the UBC-MAS

Note: an authentic record is one that can be proven

“a) to be what it purports to be,

b) to have been created or sent by the person purported to have created or sent it, and

c) to have been created or sent at the time purported.”

Source: ISO 15489.

Note: in the context of a record, this quality implies that a record is what it purports to be; it does not address the trustworthiness of the record’s content as a statement of fact.

authorised user

A user who has permission to carry out the action be described.

Note: the details depend on the context. Different users will have different permissions. MoReq2 does not assume anything about which users or which roles have which permissions. The permissions that authorise a user to carry out an action are granted by the organisation, according to its policies and business requirements.

bulk importing

The process of capturing a set of electronic records, usually from another application and usually with some or all of their metadata.

capture (verb)

(1) The act of recording or saving a particular instantiation of a digital object (source: InterPARES 2 Project Terminology Database).

(2) Saving information in a computer system.

Note: in the context of MoReq2, capturing records is used to mean all of the processes involved in getting a record into an ERMS, namely registration, classification, addition of metadata, and freezing the contents of the source document. The term is used more generally to mean inputting to the ERMS and storing other information such as metadata values.

case file

A file relating to one or more transactions performed totally or partly in a structured or partly-structured way, as a result of a concrete process or activity.

Note: there is no universally-accepted definition of these terms, nor of the distinction between case files and the other kinds of files often managed by an ERMS. This definition is therefore developed for, and intended to facilitate the understanding of, MoReq2; its applicability in other situations is not guaranteed.

Note: the records in a case file may be structured or unstructured. The key distinguishing characteristic of case files is that they result from processes which are at least partly structured and repeatable. Examples include files about:

  • applications for permits;
  • enquiries about a routine service;
  • investigation of an incident;
  • regulatory monitoring.
  • Note: typically, other characteristics of case files are that they often:

  • feature a predictable structure for their content;
  • are numerous;
  • are structured or partly structured;
  • are used and managed within a known and predetermined process;
  • need to be retained for specific periods, as a result of legislation or regulation;
  • can be opened and closed by practitioners, end-users or data processing systems without the need for management approval.
  • case worker

    A user who works with case files.

    class (noun)

    (in MoReq2 only) The portion of a hierarchy represented by a line running from any point in the classification scheme hierarchy to all the files below it.

    Note: this can correspond, in classical terminology, to a “primary class”, “group” or “series” (or sub-class, sub-group, sub-series etc.) at any level in the classification scheme.

    Note: in MoReq2 class is also used to mean all the records allocated to a class.

    classification

    In records management, the systematic identification and arrangement of business activities and/or records into categories according to logically structured conventions, methods, and procedural rules represented in a classification system.

    Source: ISO 15489 (see appendix 7).

    classification code

    An identifier given to each class in a classification scheme. Within each class, the classification codes of its child classes are unique.

    classification scheme

    (In MoReq2) A hierarchic arrangement of classes, files, sub-files, volumes and records.

    clearance

    See security clearance.

    close (verb)

    The process of changing the attributes of a file, sub-file or volume so that it is no longer able to accept the addition of records.

    closed

    Describes a file, sub-file or volume which is no longer open and so cannot accept the addition of records.

    CMS

    Content Management System.

    component

    A distinct bit stream that, alone or with other bit streams, makes up a record or document.

    Note: this term is not in general use.

    Note: the phrase “distinct bit stream” is used to describe what is usually called a “file” in information technology; the word “file” is avoided here to prevent confusion with the records management meaning of “file”. The key concept is that a “component” is an integral part of the content of a record, despite the fact that it can be handled and managed separately.

    Note: examples of components include:

  • An HTML document and JPEG images that make up a web page;
  • A word processing document and a spreadsheet, where the record consists of the word processing document that contains an embedded link (a hyperlink) to the spreadsheet.
  • Note: components have to be distinct, i.e. separate from each other. If a word processed document contains an embedded spreadsheet (as opposed to an embedded link to a spreadsheet) then the spreadsheet is not considered to be a component; in this case, the word processed document complete with its embedded spreadsheet is a record made up of one component.

    Note: an e-mail message with attachments may be one component, as several components, or as several records, depending on the format in which it is stored.

  • If the message is stored in a format that includes the body and all its attachments, then there is only one component.
  • If the attachments are stored separately from, and linked internally to, the body of the e-mail message, then each attachment and the body of the message is a component.
  • If the attachments are stored separately from the body of the e-mail message but they are not linked internally, then each attachment and the body of the message is a separate record; good practice suggest that these records should be linked to each other manually.
  • configuration time

    The point in the lifecycle of the ERMS at which it is installed and its parameters are established.

    custodian

    (of a record or aggregation) the person or organisational unit having possession of the record(s).



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