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, Electronic record, Nonrecord materials, Public record.
Records Emergency Action Plan (REAP)
A written, approved, implemented, and periodically tested plan that includes the information and actions needed to respond to and recover from a records emergency. It is not the disaster plan itself, it is only an element of the plan—the portion of your disaster plan that relates to records. [REPR IG]
Records exist in many formats, not just paper. These include microforms, photographs, audio and video recordings, and electronic records. See also Electronic record, Formats (of records), Medium.
An area for lower-cost storage, maintenance, and reference use of semi-active (inactive) records pending their ultimate disposition. [ARMA]
Records disposition plan
See Records retention schedule.
A detailed listing of the types, locations, dates, volumes, equipment, classification systems, and usage data of an organization’s records, made in order to evaluate, appraise, and organize the information. [ARMA] See also Records retention schedule.
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.
Records management program
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.
Records retention requirements
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
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. See also Records inventory, Records retention requirements.
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]
Recovery Time Objective (RTO)
Refers to the tolerable amount of time after an emergency in which a computer system, network, or application must be restored to functional status so that disruption of normal operations and loss of revenue are minimized.
Resource Center (IPER)
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.
Immediate actions taken to save lives, protect property and the environment, and meet basic human needs. 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, Confidential records, Freedom of information, Open records laws.
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.
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).