ELECTRONIC RECORDKEEPING SYSTEMS STANDARD

A role responsible for the day-to-day operation of the corporate recordkeeping policy within an organisation (MoReq). May also indicate responsibility for operation of the corporate recordkeeping system.

An ordered sequence of related records (MoReq).

Individual records may be aggregated into e.g. files, and individual files, with their constituent records, may be subsequently aggregated into e.g. folders (depending
on terminology used by the electronic recordkeeping system in question).

See also Hybrid aggregation.

An application program(ing) interface is the specific method prescribed by a computer operating system or application program so that the application program can make requests of the operating system or another application (Whatis.com).

The process of fixing the content, structure and context of a record to ensure that it is a reliable and authentic representation of the business activities or transactions in which it was created or transmitted.

Once captured within an electronic recordkeeping system, users should not be able to alter the content, structure and context of a record.

The systematic identification and arrangement of business activities and / or records into categories according to logically structured conventions, methods, and procedural rules (ISO 15489).

A record that comprises multiple individual electronic objects.

For example, web pages with embedded graphics and style sheets.

An information technology term for the process of eliminating a record from a system in such a way that the record may still be retrieved if necessary. Also known as 'soft delete'.

See also Destruction.

A recordkeeping term for the process of eliminating a record from a system beyond any possible reconstruction (ISO 15489).

See also Deletion.

The destruction, alteration, discharge, sale or transfer of control of a record (Public Records Act 2005).

See also Destruction and Transfer.

A graphical, rather than purely textual, user interface to a computer (Whatis.com).

A record consisting of electronic and non-electronic components (MoReq).

The electronic record and its associated recordkeeping metadata is maintained within the electronic recordkeeping system together with the recordkeeping metadata relating to the non-electronic record.

The process of persistently linking a record or aggregation with a unique identifier.

The recordkeeping processes that uniquely capture, classify, and identify records in order to ensure that their content, structure, and context of creation is fixed in time and space.

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 (ISO 15489).

A copy of a record to which some change has been applied to remove or mask but not to add to or meaningfully amend existing context (MoReq).

Data that enables the creation, management, and use of records through time. Recordkeeping metadata can be used to identify, authenticate, and contextualise records as well as the people, processes and systems that create, manage, and maintain and use them (Archives New Zealand).

The process of masking or deleting information in a record (MoReq).

Rendering is the production of a human-readable representation of a record, usually to a display screen or in hard copy (MoReq).

Used generally, refers to the transfer of records from one recordkeeping system to another and the subsequent destruction of records from the original electronic recordkeeping system. Used with reference to the Public Records Act 2005, refers to the transfer of control of records to the Chief Archivist, or to a public office that has taken over the recordkeeping responsibilities of a disestablished public office.

A sub-division of an electronic or non-electronic aggregation (MoReq). Also referred to as a "part".

See also Aggregation.

Archives New Zealand. Glossary of Archives and Recordkeeping Terms.

Cornwell Management Consultants plc. Model requirements for the management of electronic records: 'MoREQ' specification.

International Standards Organisation. Information and documentation - Records management - Part 1.

Whatis.com information technology website.