MoReq2 Glossary Q to Z



record (noun)

Information created, received, and maintained as evidence and information by an organisation or person, in pursuance of legal obligations or in the transaction of business.Source: ISO 15489 (see appendix 7).

Note: local national definitions may also apply.

Note: a record may incorporate one or several documents (for instance when one document has attachments), and may be on any medium in any format. As a consequence, it may be made up of one or more components. In addition to the content of the document(s), a record should include contextual information and, if applicable, structural information (for instance information which describes

the components of the record). A key feature of a record is that it cannot be changed.

Note: both electronic records and physical records can be managed by an ERMS.

record type

Describes a record made from a document with the corresponding document type.

redact

The process of hiding sensitive information in a record.

Note: this can include applying opaque rectangles to obscure names etc. (the electronic equivalent of censoring paper documents with ink), more secure methods of obscuring information, or removing pages from the copy of a record.

Note: in all cases the totality of the original electronic record is not affected. Redaction is carried out on a copy of the electronic record; this copy is called a redaction.

redaction (noun)

(of a record) A copy of a record to which some changes have been applied to remove or mask but not to add to or meaningfully amend existing content.

Source: definition of “instance” in PRO Functional Specification (see appendix 1).

Note: the changes usually result from restrictions on disclosure of information. For example, a record may be made available only after individuals’ names are masked or removed from it; in this case, a redaction of the record is created in which the names have been made illegible. The process of masking is sometimes referred to as redacting.

Note: In the previous version of MoReq the term “extract” was used with this meaning.

registration

The act of giving a record a unique identifier on its entry into a system.

Source: ISO 15489 (see appendix 7).

Note: in the context of MoReq2, registration is part of the process of capture.

render

The process of producing a rendition.

rendezvous

A point in the workflow where two or more parallel executing activities converge into a single common thread of control.

Source: Workflow Management Coalition Terminology & Glossary, issue 3.0.

rendition

A manifestation of a record or component in or using one or more file format(s) different from the record’s native file format(s).

Note: renditions are usually produced to preserve electronic records, that is to minimise the risk of loss of access to their content over time. For example, records produced in a proprietary file format may be stored as renditions in a standard format such as PDF/A or XML.

Rendering a record means rendering some or all of its components. After the rendition, the record may have the same number of components as before or it may have a different number of components.

For example, a record consisting of 30 components including 10 GIF image objects could be rendered in several ways, including:

  • Rendition of the record into PDF/A file format: in this case, the initial record has 30 components and its rendition has one;
  • Rendering the GIF components into JPEG file format only: in this case both the record and its rendition have 30 components, and in addition some of the objects in the rendition have to be changed to refer correctly to the newly rendered JPEG images instead of the GIF images.
  • Note: rendition was used with a different meaning in the original version of MoReq.

    repertory

    A list of existing file titles within each of the lowest levels of the classification scheme.

    retention and disposition schedule

    A formal instrument that defines the retention periods and consequent disposition actions authorised for records described in the schedule.

    Source: adapted from National Archives of Australia recordkeeping glossary.

    Note: in the previous version of MoReq this was referred to as a retention schedule.

    role

    The aggregation of functional permissions granted to a predefined subset of users.

    Source: PRO Functional Specification (see appendix 1).

    security category

    One or several terms associated with a record or aggregation which define rules governing access to it.

    Note: security categories are usually assigned at an organisational or national level. Examples of security categories used in government organisations throughout most of Europe are: “Top Secret”, “Secret”, “Confidential”, “Restricted”, “Unclassified”. These are sometimes supplemented by other terms such as “WEU Eyes Only” or “Personnel”.

    Note: this term is not in general use. It has been adopted in MoReq2 instead of the term “classification” that is often used by the security community to avoid confusion with the records management meaning of classification.

    security clearance

    One or several terms associated with a user which define the security categories to which the user is granted access.

    stub

    See metadata stub.

    sub-file

    Intellectual subdivision of a file.

    Note: sub-files are often used in case file management environments. Typically, each sub-file is named, and each sub-file is used to store a specified kind or kinds of records for one instance of a case, such as “invoices”, “assessments” or “correspondence”. They can, however, also be used, in a similar fashion, in non-case file environments.

    transfer (verb)

    The process of moving complete electronic files, along with their metadata, to another system.

    Source: adapted from PRO Functional Specification (see appendix 1).

    Note: the files are often transferred together with all other files in a class of the classification scheme when the purpose of transfer is to move the files to an archive for permanent preservation.

    Note: see also export.

    user

    Any person utilising the ERMS.

    Note: this may include (among others) administrators, office staff, members of the general public and external personnel such as auditors.

    Note: a user may both have roles and be a member of groups.

    user group

    See group.

    user profile

    The profile of a user.

    user role

    A set of functional permissions allocated to users allowed to perform actions that manage records.

    A user may have several user roles but has only one user profile.

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

    version

    (of a document) The state of a document at some point during its development.

    Source: PRO Functional Specification (see appendix 1).

    Note: a version is usually one of the drafts of a document, or the final document. In some cases, however, finished documents exist in several versions, e.g. technical manuals. In other cases, the versions are translations. By contrast records cannot exist in more than one version; see also redaction.

    vital record

    A record that is essential for the functioning and/or survival of an organization during and/or after an emergency.

    volume

    A subdivision of a sub-file.

    Note: the subdivisions are created to improve manageability of the sub-file contents by creating units which are not too large to manage successfully. The subdivisions are mechanical (for instance, based on number of records or ranges of numbers or time spans) rather than intellectual.


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