Acceptance involves recognizing the existence of a specific risk and having to accept the impact of the risk, should it occur. No action is taken (i.e., the “do nothing” option).

The ability to locate relevant records and information. May also refer to the permission to locate, retrieve, and review information within legally established restrictions of privacy, confidentiality, and security clearance. May also involve the physical processes of retrieving information from storage media. [SAA]  See also Confidential records

– 1. Those needed to perform current operations, subject to frequent use, and usually located near the user. – 2. Information stored on computer systems that can be readily accessed by the operating system or software without a need to reload media, or data. see also Inactive records

– 1. Records necessary for the day-to-day business operations of an office. Examples include correspondence, memos, and reports.  Typically, the need for these records is short-lived. – 2. The usefulness or significance of records to support the operations and routine management of government.

A unit of government at any level, such as a department, bureau, division, office, branch, council, board, or commission.  See also Local Governments

Describing an incident, natural or manmade, that warrants action to protect life, property, environment, and public health or safety, and to minimize disruptions of government, social, or economic activities. [FEMA3] See also Disaster

The process of determining the length of time records should be retained based on legal requirements and on their current and potential usefulness. see also Records retention requirements

When used by records management, the term “archive,” or “archives,” often refers to an institution which collects permanent records after their current business use has ended, preserves them, and makes them available to the public for research and similar purposes. When used by information technology, the term “archive” refers to a collection of computer files that has been moved from active disk storage to another location (either for backup purposes or for storage on less expensive media) from which it can be accessed if needed. [SAA]

Materials created or received by an agency, in the conduct of its business affairs and preserved because of their enduring value; permanent records. May also refer to the department within an organization responsible for maintaining the organization's records of enduring value. May also refer to the building (or portion thereof) housing archival collections. [SAA] See also State Archives

Involves avoiding the risk altogether.

When used by records management, the term “backup” refers to duplicate records stored off-site under environmentally controlled conditions for protection of the information in case the original records are lost or damaged. They usually satisfy the limited-term business retention requirements of the information contained in the backup. Backups are not substitutes for permanent retention of electronic records, which are stored in archives. [ARMA]

The ability to provide uninterrupted services and support, while maintaining organizational viability, before, during, and after an event.  See also Continuity of operations (COOP)

The process of analyzing all business functions and the effects that a specific disaster may have upon them. [EMRIM]

The executive officer in charge of information processing in an organization. Typically, systems design, development and datacenter operations fall under CIO jurisdiction.

A “cold” site provides space available for you to bring in whatever equipment you need, but does not provide the equipment, supplies, etc., you need to continue operations. Cold sites are less expensive than hot sites.  See also Hot site

Records to which access is restricted by law. Access may be limited to authorized persons and/or for a specified time period. Such records often include those relating to personnel, client health, labor or business negotiations, juvenile offenses, among others. See also Access, Restricted records, Open records laws

Documents that identify critical systems and records and provide for their survival under emergency conditions.

An uninterrupted ability to provide services and support, while maintaining organizational viability, before, during, and after an event. [FEMA2]

A coordinated effort within each branch of government (e.g., the Federal Government’s executive branch) to ensure that NEFs continue to be performed during a catastrophic emergency.  Note, this term may also be applied to non-Federal governments. [FEMA2]

An effort within individual agencies to ensure they can continue to perform their essential functions during a wide range of emergencies, including acts of nature, accidents, and technological or attack-related emergencies. [FEMA2]

– 1. The production or reproduction of records. – 2. The first distinct phase of a record's existence, from creation to final disposition. – 3. The act of drafting, then finalizing a record in the conduct of the government’s business.

The importance of records to history; social connections between people; symbolic and aesthetic value; and spiritual value, including religious significance.

See Active records

See Records custodian

The periodic replacement or updating of essential records by means of a rotation schedule, replacing obsolete copies of essential records with current copies.

The set of tasks involved in transferring digital materials from one hardware/software configuration to another, or from one generation of computer technology to a newer generation. Is the process of moving data from one information system or storage medium to another to ensure continued access to the information as the system or medium is replaced, becomes obsolete, or degrades over time. [SAA]

Identification, by position, of the authorities for making policy determinations and decisions at HQ, field levels, and all other organizational locations. Generally, pre-determined delegations of authority will take effect when normal channels of direction have been disrupted and will lapse when these channels have been reestablished. [FEMA2]

An occurrence of a natural catastrophe, technological accident, or human-caused event that has resulted in severe property damage, deaths, and/or multiple injuries. Natural disasters include “Acts of God” events, such as earthquakes, hurricanes, tornadoes, and floods. Technological disasters are events caused by human error such as airplane crashes, building and equipment failures, electrical malfunctions, and hazardous material accidents. Civil disasters are deliberate destructive activities causing illness, injury, and death such as theft, vandalism, terrorism, and war.

As used by the federal government, a “large-scale disaster” is one that exceeds the response capability of the Local jurisdiction and requires State, and potentially Federal, involvement. As used in the Stafford Act, a “major disaster” is “any natural catastrophe [...] or, regardless of cause, any fire, flood, or explosion, in any part of the United States, which in the determination of the President causes damage of sufficient severity and magnitude to warrant major disaster assistance under [the] Act to supplement the efforts and available resources of States, local governments, and disaster relief organizations in alleviating the damage, loss, hardship, or suffering caused thereby.” (Stafford Act, Sec. 102(2), 42 U.S.C. 5122(2)). [FEMA3] See also All hazards

A document that describes how people and property will be protected in disaster and disaster threat situations; details who is responsible for carrying out specific actions; identifies the personnel, equipment, facilities, supplies, and other resources available for use in the disaster; and outlines how all actions will be coordinated. [SAA] See also Continuity of Operations Plan

A copy of a record made available for public use that redacts information in accordance with provisions of open records or privacy laws. See also Access

The transfer of duplicate records to locations other than those where the originals are housed. [EMRIM]

The transfer of records, especially inactive records, to their final state, either destruction or transfer to an archives. 

– 1.  The final actions taken by an agency regarding records no longer needed for the conduct of the regular, current business of the agency. Records in this stage are either destroyed (in the case of temporary records) or transferred to the officially designated archives facility for permanent preservation (in the case of permanent records). – 2. Materials' final destruction or transfer to an archives as determined by the length of time records should be retained, based on legal requirements and on their current and potential usefulness.

The process of recording government actions for administrative, legal, fiscal, and historical purposes.  May also refer to any written or printed work; a writing. May also refer to information or data fixed in some media. May also refer to written or printed work of a legal or official nature that may be used as evidence or proof; a record. [SAA] See also Record

A copy that has all the essential aspects of the original. [SAA] See also Dispersal

Any information recorded in a form that only a computer or other electronic device can process and that satisfies a state or jurisdiction’s definition of a record. Electronic records received or sent and used to conduct government business are public records. See also Record, Record format

Disaster planning service that involves moving data over a network to a secure remote site according to an established schedule. [ARMA]

An unplanned adverse event that requires organization’s personnel to initiate activities to secure operations or protect organization assets from harm. [EMRIM]

The coordination and integration of all activities necessary to build, sustain, and improve the capability to prepare for, protect against, respond to, recover from, or mitigate against threatened or actual natural disasters, acts of terrorism, or other manmade disasters. [FEMA1]

A congressionally ratified organization that provides form and structure to interstate mutual aid. Through EMAC, a disaster-affected State can request and receive assistance from other member States quickly and efficiently, resolving two key issues up front: liability and reimbursement. [FEMA1]

The ongoing plan maintained by various jurisdictional levels for responding to a wide variety of potential hazards. It describes how people and property will be protected; details who is responsible for carrying out specific actions; identifies the personnel, equipment, facilities, supplies, and other resources available; and outlines how all actions will be coordinated. [FEMA3]  See also Disaster plan

Presents the missions, policies, structures, and responsibilities of Federal agencies for coordinating resource and programmatic support to States, tribes, and other Federal agencies or other jurisdictions and entities when activated to provide coordinated Federal support during an incident. [FEMA1]. Records and cultural collections are addressed in ESF-11.

The critical activities performed by organizations, especially after a disruption of normal activities. [FEMA2]

Essential records are records needed for the continuity of operations of a government agency during and following an emergency. They are records an agency must have to maintain one or more of the following critical functions: operate during an emergency; resume or continue business after an emergency; re-establish the legal, financial, and/or functional status of the agency; rebuild the community after the crisis passes.

The Essential Records Template is an IPER suggested method for including essential records information in an agency’s COOP Plan. The template should be used if an agency does not already have a template in place.

The quality of records that provides information about the origins, functions, and activities of their creator.

Agency of the US government tasked with Disaster Mitigation, Preparedness, Response and Recovery planning. [FEMA1]

When used by records management, – 1. a collection of business materials arranged according to a plan and related to each other in some way (for example, a case file). – 2. A group of documents related by use or topic, typically housed in a folder (or a group of folders for a large file). – 3. To store documents in an organized collection for safekeeping and future reference.

When used by information technology, – 1. an entity of information that has a unique name, a particular format, and, usually, a specific file name suffix (for example, a document created in a word-processing program).  – 2. a collection of records,  – 3. Collections of data stored for use by a computer.

– 1. Written guidelines that spell out for an office what records are to be filed and where.  File plans may include electronic records, film, video, etc. – 2. A classification scheme describing different types of files, how they are identified, where they should be stored, how they should be indexed for retrieval.

– 1. The usefulness or significance of records containing financial information that is necessary to conduct current or future business or that serves as evidence of financial transactions. – 2. Records documenting an office’s fiscal responsibilities, such  as the receipt, payment, transfer, or adjustment of public funds. They usually lose their value once an audit has been approved; however, records that  establish or change fiscal policies will have a longer retention.

See Records format,  Medium

One of several terms referring to the rights of people to access government records. See also Access

– 1. Records retention schedules common to most types of agencies and political subdivisions, such as cities, counties, and special districts, state agencies, boards and commissions. – 2. A list of records series commonly found in many divisions within an organization, indicating their respective retention periods and other instructions for the disposition of those records. See also Records retention schedules; Records series.

A kit prepared by, and for, an individual who expects to deploy to an alternate location during an emergency.  The kit contains items needed to minimally satisfy an individual’s personal and professional needs during deployment. May be also referred to as a “Drive-away kit” [FEMA2]

Something that is potentially dangerous or harmful, often the root cause of an unwanted outcome. [FEMA1]

– 1. Records, scheduled for permanent retention, documenting the history of the government and community, constituting only a small percentage of the total volume of records in an agency.  These historic, or  archival, records contain significant information about persons, places, events,  government, or corporate organizations, etc. Some are valuable because of their age or rarity, but even new records may have historical value.  – 2. The usefulness or significance of records for understanding the past. – 3. The importance or usefulness of records that justifies their continued preservation because of the enduring administrative, legal, fiscal, or evidential information they contain; archival value.

An alternate facility that already has in place the computer, telecommunications, other information technology, environmental infrastructure, and personnel required to recover critical business functions or information systems. [FEMA2]

– 1. Records no longer used in the day-to-day course of business, but which may be preserved and occasionally used for legal, historical, or operational purposes. See also Active records; Records center

An occurrence or event, natural or manmade that requires a response to protect life or property. Incidents can, for example, include major disasters, emergencies, terrorist attacks, terrorist threats, civil unrest, wild land and urban fires, floods, hazardous materials spills, nuclear accidents, aircraft accidents, earthquakes, hurricanes, tornadoes, tropical storms, tsunamis, war-related disasters, public health and medical emergencies, and other occurrences requiring an emergency response [FEMA1]

A standardized on-scene emergency management construct specifically designed to provide an integrated organizational structure that reflects the complexity and demands of single or multiple incidents, without being hindered by jurisdictional boundaries. ICS is the combination of facilities, equipment, personnel, procedures, and communications operating within a common organizational structure and designed to aid in the management of resources during incidents. It is used for all kinds of emergencies and is applicable to small as well as large and complex incidents. ICS is used by various jurisdictions and functional agencies, both public and private, to organize field-level incident management operations. [FEMA3]

Infrastructure, processes, and technologies used to store, generate, manipulate, and transmit information to support an organization. [ARMA]

– 1. The usefulness or significance of materials based on their content, independent of any intrinsic or evidential value.

– 1. The value of a record, regardless of its content,  because of its form, age, or association with a person or event.  – 2. The usefulness or significance of a record, derived from its physical or associational qualities, inherent in its original form and generally independent of its content, that are integral to its material nature and would be lost in reproduction.

See Records inventory

A project created by the Council of State Archivists (CoSA) and funded by the Federal Emergency Management Agency (FEMA). See IPER Project home page for additional information.

See Resource center

– 1. Records having a mandated retention period, which may be needed as evidence in legal cases, or document the rights of the people or obligations of government. Examples include leases, deeds, property titles, contracts,  franchises, and court case files.  – 2. The usefulness or significance of records to document and protect the rights and interests of an individual or organization.

 – 1. The distinct phases of a record's existence, from creation or receipt, through maintenance and use, to final disposition. See also Creation; Disposition; Records maintenance

Governments below the state level, including counties, parishes, cities, towns, townships, plantations, and special districts (such as schools, utilities, waste management).

See Permanent value

See Records Maintenance

A general term referring to the material [e.g., paper, disk, tape] onto which business information has been recorded and may subsequently be used for business purposes. [ARMA]

Transparent film containing highly reduced copies of documents. May also refer to the high-resolution, low-grain film used to make such copies. Microfilm may be created in rolls, sheets (microfiche), strips (usually in jackets), or chips (usually in aperture cards). Standard widths of roll film include 35 mm and 16 mm. Microfilm may use gelatin silver, diazo, or vesicular processes to form the images. [SAA] See also Microform

A general term used for any medium, transparent or opaque, that holds highly reduced reproductions, including microfilm and microfiche. [SAA] See also Microfilm

See Data migration

A method of data replication that maintains an exact copy of electronic records by applying changes at the secondary site in lockstep with or synchronous to changes at the primary site [ARMA]

Mitigation involves taking steps to minimize the likelihood or impact of an emergency. You may not be able to prevent a risk or threat from occurring, but you may be able to reduce the likelihood of its occurrence, or mitigate the impact it has on your agency if it does occur.

The policy of the United States to maintain a comprehensive and effective continuity capability composed of Continuity of Operations and Continuity of Government programs in order to ensure the preservation of our form of government under the Constitution and the continuing performance of National Essential Functions under all conditions.  (NSPD 51/HSPD 20, National Continuity Policy) [FEMA2]

System that provides a proactive approach guiding government agencies at all levels, the private sector, and nongovernmental organizations to work seamlessly to prepare for, prevent, respond to, recover from, and mitigate the effects of incidents, regardless of cause, size, location, or complexity, in order to reduce the loss of life or property and harm to the environment [FEMA1]

A guide for conducting comprehensive, national, all-hazards incident management.  The NRF incorporates public and private sector participation at all levels, from Federal agencies to the State and community level, and also emphasizes the importance of personal preparedness by individuals and their families. [FEMA2]

Materials not considered to fall within the definition of an official record. May also refer to copies, duplicates, or publications that are kept for purposes of personal reference or convenience. May also refer to materials that do not appear on a records retention schedule and that may be destroyed without authorization. Definitions and requirements may vary by individual state laws, rules, and regulations. See also Document, Public record, Record

A law created to ensure public access to government records. See also Access

The phase of emergency response in which damaged records are identified, labeled, and moved off-site either for immediate recovery operations or to frozen storage until recovery operations can begin.

A record having permanent value.

The process of preserving a record that has been determined to have sufficient historical, administrative, legal, fiscal, or other value to warrant continuing preservation. (ARMA) See also Archives

The ongoing usefulness or significance of records, based on the administrative, legal, fiscal, evidential, or historical information they contain, or their intrinsic value, that justifies their continued preservation.

Actions that involve a combination of planning, resources, training, exercising, and organizing to build, sustain, and improve operational capabilities. Preparedness is the process of identifying the personnel, training, and equipment needed for a wide range of potential incidents, and developing jurisdiction-specific plans for delivering capabilities when needed for an incident. [FEMA1]

Actions to avoid an incident or to intervene to stop an incident from occurring. Prevention involves actions to protect lives and property. It involves applying intelligence and other information to a range of activities that may include such countermeasures as deterrence operations; heightened inspections; improved surveillance and security operations; investigations to determine the full nature and source of the threat; public health and agricultural surveillance and testing processes; immunizations, isolation, or quarantine; and, as appropriate, specific law enforcement operations aimed at deterring, preempting, interdicting, or disrupting illegal activity and apprehending potential perpetrators and bringing them to justice. [FEMA1]

Any book, paper, map, photograph, database records, e-mail messages, images, or other documentary materials, regardless of physical form or characteristics, that are made or received by a government agency and are evidence of the agency’s activities or have informational value. Each state has its own unique definition of a record; some have multiple definitions in their statutes addressing retention, information systems, privacy, access, and admissibility in court proceedings. See also Record, Document

see Records Emergency Action Plan

Recorded information, regardless of medium or characteristics, made or received by an organization in pursuance of legal obligations or in the transaction of business. See also Document, Non-record, Public record

Records exist in many formats, not just paper. These include microforms, photographs, audio and video recordings, and electronic records.

See Records Management

An area for lower-cost storage, maintenance, and reference use of semi-active [inactive] records pending their ultimate disposition [ARMA]

The first stage in the records life cycle, when records are accumulated either through creation or receipt.  See also Creation

The individual or organization having possession of and responsibility for the care and control of records.

See Records retention schedule

A plan that includes all actions to be taken to reduce the risk to records should an emergency arise. It consists of a discrete lists of facts, resources, procedures, priorities, and options that are brought together to form a coherent working document that guides policy and action. The plan includes lists of suppliers, personnel directories, and various resources and checklists. It guides the staff in recovering from emergencies of various magnitudes, and includes instructions and procedures that are relevant in various scenarios. Benefits of using the plan include: rapid resumption of operations, appropriate and effective response, and increased appreciation of the importance of good records management practices. See also Emergency preparedness

A detailed listing that includes the types, locations, dates, volumes, equipment, classification systems, and usage data of an organization's records in order to evaluate, appraise, and organize the information. [ARMA] See also Records retention schedule

The second stage in the records life cycle, involving the storage, retrieval, and handling of records during the course of business in an office.

The administrative and managerial activities related to managing records throughout their life cycle—from creation to their final stage of disposition, in which they are either destroyed or permanently preserved. May also refer to the field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use, and disposition of records, including processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records. [ARMA]  See also State records manager

Includes municipal and county clerks and recorders, and other local government employees, operating Records Management Programs or who are tasked with records management duties. They assist emergency management personnel and information technology staff in emergency preparedness and response. See also Records Management Program, Records Management

An effective program usually includes the following elements: obtaining strong policy and financial support from the governing or supervisory authority; developing policies and procedures for managing records and information; putting in place filing and indexing systems and tools; conducting an inventory of records; establishing and following records retention schedules; identifying and using technology appropriately to create, store, and retrieve materials; storing inactive records in a cost-effective and secure manner; destroying obsolete records in a timely and systematic manner and documenting their destruction; and identifying and preserving essential records.

State, federal, or local regulations to maintain and provide access to listed records for a specified time period. State requirements are often issued by rule or law by the State Archivist or authorized Records Management Office. Federal requirements are often specified in the Code of Federal Regulations (CFR). Local requirements may be specified in policies, codes, regulations, or charters. Retention periods are based on legal, fiscal, administrative, and historical requirements. See also Records retention schedule

Records retention schedules are the documents that authorize the period of time that records are kept before they are destroyed or kept permanently. Records retention schedules are also sometimes used to identify essential records and to plan for their protection in an emergency.  Most government agencies, from the federal level to the local level and the territorial and tribal levels, have mandated records retention and management requirements, governed by laws, rules, and regulations. Typically, there are two types of records retention schedules: General Records Retention Schedules which cover commonly occurring cross-agency records and Special Records Retention Schedules which list program records unique to a particular agency.

A group of related records that are filed and/or used together as a unit and, therefore, are evaluated as a unit for retention purposes, e.g., a personnel file consisting of an application, reference letters, benefit forms, etc. [ARMA] See also Records retention schedule

The implementation of prioritized actions required to return an organization’s processes and support functions to operational stability following an interruption or disaster. [FEMA2]

Refers to the tolerable amount of time after a disaster a computer system, network, or application must be restored to functional status so that disruption of normal operations and loss of revenue is minimized.

When used by information technology, computer or network system components, such as fans, hard disk drives, servers, operating systems, switches, and telecommunication links that are installed to back up primary resources in case they fail. A well-known example of a redundant system is the redundant array of independent disks (RAID). See also Backup; Cold site; Disclosure-free extract; Hot site

The section of the CoSA website providing access to a range of information about records and archives, including specific regulations, statutes, standards and other guidance, that  apply to government records in each state and territory.  http://www.statearchivists.org/resource-center/.

Immediate actions to save lives, protect property and the environment, and meet basic human needs. Response also includes the execution of emergency plans and actions to support short-term recovery. [FEMA1]

A limitation on access to records or to information of a specified type imposed by general or specific requirements. [ARMA] See also Access

See Records retention schedule

See Records retention schedule or Records retention requirements

See Acceptance (risk)

The systematic use of available information to determine how often specified events may occur and the magnitude of the consequences if they do occur. It is used to evaluate the probability of occurrence of the risk identified in the risk assessment, and the impact the occurrence of those risks would have on your records and information.

Examination of the potential harm that may result from exposure to certain hazards. Simply put, risk assessment is the identification of risks.

See Avoidance (risk)

The process of identifying and evaluating risk and then developing strategies to manage the risk.  Basic strategies for managing risk include avoidance, acceptance, and mitigation.

See Mitigation (risk)

See Records retention schedule

A classification placed on records limiting their accessibility to those having specific authority to retrieve or use them. [ARMA]

See Records series

See Electronic Record

Schedules listing and setting retention periods for program records unique to a particular agency.  See also General Records Retention Schedule 

The Robert T. Stafford Disaster Relief and Emergency Assistance Act, P.L. 93-288, as amended. This Act describes the programs and processes by which the Federal Government provides disaster and emergency assistance to State and local governments, tribal nations, eligible private nonprofit organizations, and individuals affected by a declared major disaster or emergency. The Stafford Act covers all hazards, including natural disasters and terrorist events. [FEMA1]

The persons or organizations that depend on the services of an agency. Building a network of key stakeholders and soliciting their input and support is important in identifying, protecting, and planning for access to essential records and in developing a plan for emergency preparedness and response.

A state government agency that serves by law as the depository of public records of state government which possess permanent administrative, legal, or historical research values. Some State Archives also serve as the official depository of permanent local government records. State Archives collections often do not include manuscript, newspaper, or other nonofficial sources. Many State Archives also oversee records management, setting policy and regulations for the retention and disposition of public records.

The state government official who manages the State Archives.  See also State Records Manager

The individual appointed by the Governor to coordinate State disaster assistance efforts with those of the Federal Government. The SCO plays a critical role in managing the State response and recovery operations following Stafford Act declarations. The Governor of the affected State appoints the SCO, and lines of authority flow from the Governor to the SCO, following the State’s policies and laws. [FEMA3]

The state government official who manages the state's Records Management Program. In most states, this function is assigned to the state archives. In a few states the Archives and Records Management functions are divided between different agencies. See also State Archivist

A law requiring public access to meetings and records of a governmental body.  See also Access; Open records laws; Freedom of information

– 1. Any collection of related components and procedures treated as a whole. – 2. When used by information technology, software that controls the basic functionality of a computer; an operating system.

A record of passing value that can be destroyed immediately or after a specified time period.

When used by records management, – 1. a record whose creator and origin has been validated and whose integrity has been maintained by careful management, and thus is authentic and reliable; – 2. a record that one may trust as being what it claims to be.

When used by information management, a record maintained in a computer application designed to create, store, and retrieve data according to well-documented processes that ensure records based on those data are authentic and reliable.

See Administrative value; Evidential value; Historical value; Informational value; Intrinsic value; Legal value; Permanent value.

See Essential records

An alternate facility that is equipped with some computer, telecommunications, other information technology, and environmental infrastructure, which is capable of providing backup after additional personnel, equipment, supplies, software, or customization are provided. [FEMA2]

A process analyzing series of tasks defined within an organization to produce a final outcome, such as determining which records are essential records.  See Business Impact Analysis