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Access

The availability of or the permission to consult records, archives, or manuscripts. Access Time The interval between the time data are called for or requested to be stored and when delivery or storage is completed.

Accession

1. The administrative process of formally accepting permanent custody and legal title of archival records by an archives;

2. The formal acceptance into physical custody of records into a records center. Records accessioned into a records center still remain in the legal custody (ownership) of the creating and depositing office or organization;

3. also occasionally used to denote material received.

Accession number:

A unique number assigned sequentially to an accession for purposes of identification and control within an archives or records center, e.g., 90:015.

Acid Free

Material with no natural acid content or that has had the acid content removed. Has a pH value of 7.0 or above. May not retain alkalinity over time; can absorb acids from atmosphere or other materials. Storage materials marked "acid free" may or may not be the best available for long-term preservation of records. See also Alkaline permanent paper and Lignin.

Active Record

A record that is currently used by its creating office to fill the need for which it was originally produced or acquired.

Administrative Records

Records generated by the routine budgetary, personnel, or other administrative operation of any office.

Administrative Value

Value of a record based on a continuing need to use the record for daily operations, usually in the office that created it; the administrative usefulness of the records.

Agency

Any department, division, board, commission, institution or authority of the executive, judicial or legislative branches of state government.

Agency Records Manager

See Records Manager.

Agency Schedule

See Specific Schedule.

Alkaline Permanent Paper

Paper which has a pH of 7.0 or higher, with an alkaline reserve of at least 2%. The alkaline reserve ensures the paper will maintain its alkalinity despite exposure to acid in air or surrounding materials. Paper also passes standard durability tests for folding endurance, tear resistance and color retention. Paper is suitable for permanent retention.

Alphabetical Filing

Arrangement of records or files within subject, name, organization, or place series following the letters of the alphabet in their normal sequence.

Alphanumeric Filing

Arrangement of records or files using a coding system of numbers and letters.

Aperture Card

An 80-column computer keypunch card with a hole for inserting one 35mm or smaller microfilm image.

Appraisal

See Records Appraisal.

Archival Quality

An inexact term often used to describe material which may last for a longer time than standard material.

Archival Records

"Noncurrent records of continuing and enduring value useful to the citizens of the Commonwealth and necessary to the administrative functions of public agencies in the conduct of services and activities mandated by law." (Code, Sec. 42.1-77). Permanent records determined to be of sufficient additional historical, continuing, or enduring value as to warrant the added cost of storage, conservation, and preservation in an archival facility. Does not include all permanent records. See Permanent Records, Administrative Value, Legal Value, Fiscal Value, and Historical Value.

Archival Value

See Historical Value.

Archive

A computer term meaning to transfer data from an active system to a storage medium, often tape or disk, for preservation.

Archives

1. The noncurrent records of an organization or institution preserved because of their continuing value.

2. A building or area of a building used to house permanent records.

3. A government agency, organization, or program responsible for appraising, scheduling, accessioning, preserving, and providing reference service to archival materials.

4. A computer term meaning the place for storage of tapes or discs bearing data. See also permanent.

Archivist

A professional person trained to work in an archives.

Arrangement

The intellectual and physical processes and results of organizing documents in accordance with accepted archival principles, at as many as necessary of the following levels: collection, record group, subgroup, series, subseries, file unit, and item. The processes usually include packing, labeling, and shelving and are primarily intended to achieve physical control over archival holdings.

Artifactual (Intrinsic) Value

A record that has value for reasons other than for the data on it, often because of the signature and writing of the person who created it, or because of its historical significance. A record having artifactual value should be preserved in its original format; a record having only evidential or informational value may be reformatted.

Audit

A meticulous examination of records to determine whether established procedures and policies were, or are being, followed.

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Backups

The process of making extra copies of documents, especially of electronic records, to ensure availability of the records in case of accidental disposal, fire, theft, or other disasters. Backups should be stored away from worksite.

Batching

Grouping records by a common factor such as a period of time or an alphabetic or numeric segment.

Blip

A mark added to edge of a microfilm rolls to aid in computerized search of the microfilm.

Board, The

Unless otherwise specified, this term means the State Library Board.

Buffered Paper

Paper that has been manufactured to have a two to three percent reserve of an alkaline additive such as calcium carbonate. These additives serve to ward-off the damaging effects of air pollution and contact with adjacent acid paper by neutralizing acids. Buffered papers are not recommended for use with photographic materials or textiles.

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CAM

Compliance Assurance Manual. Now superseded guidelines for the maintenance of state accounting records. See CAPP.

CAPP

Commonwealth Accounting Policies and Procedures; the current guidelines for maintaining accounting records in the Commonwealth.

Case Files

Individual file folders documenting all actions involving a specific person, event, place, project, or some other matter.

Centralized Files

Records that are generated or used by more than one organizational unit that are systematically arranged and,

1. maintained in one location, under the control of a designated person(s) or unit, or

2. maintained physically in the units but under the control of a designated person(s) or unit.

Certificate of Records Disposal

See RM-3.

Charge-Out

A record inserted in a file when papers are removed from that file to: identify the removed material; show to whom the material was loaned; and, give the date of removal. Also, the act of removing papers from a file for loan purposes.

CIPPS

Commonwealth Integrated/Payroll/Personnel System; a computer-based program used to manage payroll accounting in state agencies.

Closed Records

Records not open to public view because of privacy protection requirements, Freedom of Information Act exemptions, or agency/locality regulation. Also, a series of records into which no new material will be entered because the activity documented has ended.

Code

The Code of Virginia, as enacted by the General Assembly. After the federal and state constitutions, the primary laws of the Commonwealth of Virginia.

CAR

Computer Assisted Retrieval: the use of a computer-created and maintained index to access documentary material recorded on other media such as microfilm.

COM

Computer Output Microfilm: microfilm produced electronically from information stored in electronic records without going through an intermediary paper form.

Confidential Record

Records prohibited from public disclosure under the provisions of the state's Freedom of Information Act (FOIA), Privacy Protection Act or proprietary information, protected business data, and other information as outlined in agency or locality policies, directives, or regulations.

Conservation and Preservation

The totality of processes and operations involved in the stabilization and protection of documents against damage or deterioration and in the treatment of damaged or deteriorated documents. Preservation may also include the transfer of information to another medium, such as microfilm.

Contingency Planning

See Disaster Planning.

Continuous Files

Files that are not cut-off or closed on a regular basis but are purged daily in the course of routine business. Continuous records are usually not permanent records.

Convenience Copies

Copies of records distributed for convenience, courtesy, or information purposes only (no actions are expected). Convenience copies are exempt from the provisions of the Public Records Act.

Correspondence

Any form of or electronic written communication sent or received in the course of affairs, including letters, postcards, memoranda, notes, electronic mail, facsimiles, telegrams, or cables.

Correspondence Control

The regulation of all correspondence processed by an organization, including the establishment of uniform systems for preparation, filing, maintenance, and disposition.

Council, The

Unless otherwise specified, means the State Public Records Advisory Council.

Cubic Foot (c.f.)

A standard measure of volume for records equaling 12"W x 12"L x 12"H. An archives or records storage box measuring 12" x 15" x 10" is the equivalent of one cubic foot. Fifteen linear inches of letter-size files will fill an archives or records center box.

Current Records

See Active Records.

Custodian

The supervisor in the agency or locality having physical possession and control of records.

Cut-Off

The date that marks the periodic closing of an old set of files and the opening of a new set of files of a records series. May be done annually, quarterly, monthly, or other. Cut-off usually is at the end of a calendar, fiscal, or academic year.

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Data Element

The smallest and simplest unit of data that imparts meaningful information, generally corresponding to a field in a database file or a blank on a paper or electronic form. For example, name, address, work title, social security number, record series title, and record group number all represent data elements.

Database

Integrated data files organized and stored electronically in a uniform file structure that allows data elements to be manipulated, correlated, or extracted to satisfy diverse analytical and reporting needs. A database file is managed independently of the software necessary to perform the manipulations.

Database Management System

A set of software programs that controls the organization, storage and retrieval of data in a database.

Date Range

The earliest and latest dates of records in a file or records series.

Decentralized Files

Records that are generated and used by a single organizational unit and maintained and controlled at the point of origin. See Centralized Files.

Delete

The electronic removal of files or parts of files from computer memory. Most computer programs delete only the index for files, and do not remove the file itself. Deleted records can sometimes be recovered if new data has not been written over the deleted file. See Wiping.

Density

A measure of the quality of a microfilmed image based on the light absorbing quality or darkness of the background.

Description

A written account of the physical characteristics, informational content, and functional purpose of a record series or system.

Designated Records Manager

See Records Manager.

Destruction date

The date which marks the end of the legally-required retention period for temporary records and the date after which records should be destroyed unless they are involved with or relevant to audit, litigation, or continuing administrative action.

Direct Access Filing

A system which permits access to files without reference to an index.

Directive

Instruction prescribing policies and procedures to be followed in carrying out responsibilities.

Disability

See Persons Under a Disability.

Disaster Plan

A document that outlines a systematic and planned response to safeguard records and other materials from potential disasters (floods, fire, earthquakes, etc.), identifies the most valuable and vulnerable records and materials, and gives plans for removal and recovery of the records and materials.

Disaster Planning

The physical act of gathering information, identifying resources, outlining responsibilities, and formulating plans in response to possible disasters.

Disc (Disk)

The data storage area of a computer, often built into the machine and called a hard disc, or removable in various sizes referred to as floppy discs, floppies, or diskettes.

Disposals

See Records Disposals.

Disposition

Action to be taken on a current records series at a specified time. May entail destruction, reformatting, transfer, or permanent retention.

Document

See Record.

Documentation

In electronic records, an organized series of descriptive documents explaining the operating system and software necessary to use and maintain a file as well as the arrangement, content, and coding of the data which it contains.

Duplicate Copies

Copies of original records. May be convenience copies or copies made at intermediate stages of performing a function.

Duplication

The process of making copies of a record, whether the record is microfilm, magnetic tape, punched cards, or photocopying

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Electronic Mail (e-mail, Email, etc.)

Any communication that requires an electronic device for storage and/or transmission. E-mail often refers to a package of services designed to automate office communications.

Electronic Records

Records created or stored by electronic means, including, but not limited to, computer files and optically-scanned files on tapes, disks, or internal memory.

Electronic Records System

Any information system that produces, processes, or stores records by using a computer.

Evidential Value

Information that has value in documenting the organization or functioning of an agency.

Exempt Records

Records that have been exempted from public disclosure under the provisions of the Freedom of Information Act.

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FAACS

Fixed Asset Accounting and Control System: guidelines for accounting for and controlling equipment purchased and used by state agencies.

Facsimile (FAX)

A copy of a record transmitted by, or, an electronic system of transmitting document images from terminal to terminal.

FERPA

The Family Educational Rights and Privacy Act of 1974 (commonly referred to as the Buckley Amendment) protects the rights of students by controlling the creation, maintenance, and access to educational records. It guarantees students' access to their academic records while prohibiting unauthorized access by others.

Files

An accumulation of records maintained in a predetermined physical arrangement. In the plural, a term used to describe some or all records and nonrecord materials of an office or department.

File Integrity

The principle that completeness, original file order, and unbroken custody of the records in a filing system must be maintained for a record series to maintain legal and intellectual integrity.

Filing

The process of arranging and sorting records so that they may be retrieved rapidly when needed.

Filing system

A set of policies, procedures, and methods used for organizing and identifying files or records to increase their speed of retrieval, use, and disposition.

Filing Unit

Each word, abbreviation, or initial used to file information.

Fiscal Value

Value of records needed for verifying financial transactions, documenting payments or auditing purposes.

Fiscal year

An accounting period of twelve months. The fiscal year for Virginia state agencies extends from 1 July through 30 June of the next calendar year. The federal government fiscal year extends from 1 October through 30 September of the following calendar year.

Floppy

See Disc.

Floor Unit

The capacity of a floor area to support a given weight expressed in terms of pounds per square foot.

Floor Space Ratio

The ratio of cubic-foot capacity to the square-foot area of floor space required to store records.

Folder List

A list prepared by the creating office or an archives detailing the titles of folders contained in one or more records center cartons.

Format

See Records Format.

Forms Analysis

The process of determining what information should be provided on specific forms.

Forms Design

The process of assembling the required data into a logical format that satisfies recommendations made as a result of the analysis of forms.

Forms Management

The function that establishes standards for the creation, design, analysis, and revision of all forms within an organization and assures that they are designed, produced and distributed economically and efficiently.

Freedom of Information Act (FOIA) for Virginia

State law requiring public records be open for inspection by interested parties (see Sec. 2.1-340 of the Code of Virginia).

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General Schedule

A retention and disposition schedule that applies to records state agencies or localities have in common, e.g., fiscal, administrative and personnel records.

Geographic File

Arranging records alphabetically according to location.

Gopher

A Gopher Information Server is a public information server that provides electronic access to many information sources, both on and off campus. It is a form of electronic publishing. Because the software that runs these servers was first written at the University of Minnesota, it has been called after Minnesota's mascot, the gopher.

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High-Density Storage

Equipment and systems used to store large volumes of highly active records.

Historical Value

The value of a record based on its uniqueness, age, significance, or ability to convey an understanding of the operation of the government.

Hold Order

A written order directing that a record or series of records be retained beyond the established retention period because of extenuating circumstances.

Holdings

The total volume of records stored in a records center or other depository.

Housekeeping Records

Records pertaining to the running of an organization, such as those relating to personnel, fiscal, and supply functions.

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Important Records

Records that, although not irreplaceable, would be considerably expensive to reproduce in terms of money, time, and labor.

Inactive Records

Records that are no longer actively used, having fulfilled their original purposes, but that are being retained for other administrative, fiscal, legal or historical purposes.

Inclusive dates

See Date Range.

Indexing

Determining the name under which a document is to be filed.

Indirect Access Filing

Reference to a code under which the material is filed.

Information Imaging

The optical capture and recording of "human readable" information and transfer to "machine readable" format, generally by microfilming or optical scanning.

Information Management

The administration, use and transmission of information and the application of theories and techniques of information science to create, modify, or improve information handling systems.

Information Resources Management (IRM)

The planning, budgeting, organizing, directing, training, and controlling associated with the creation, maintenance, and use, and disposition of all information and related resources including; data processing, records management and telecommunications.

Information System

A system or set of controls designed to organize the collection, processing, transmission or dissemination or information, whether manual or automated.

Informational Value

Value of a record based solely on the raw information of data contained in the records.

Interfile

The process of putting documents in their proper sequence and place in a file when they have not previously been withdrawn.

Intrinsic Value

See Artifactual Value.

Inventory

See Records Inventory.

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Jacket

See Microfilm Jacket.

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Label

Information that appears on a guide, folder, or file drawer.

Lateral file

Filing equipment that stores file folders in a side-to- side orientation rather than in a front-to-back manner like a vertical file. Some lateral filing units have a mechanism which permits the file-containing section to be pulled out of the cabinet for top-tab filing; others that do not have this mechanism require side-tab filing, much like shelf-file units. See also Vertical file and Shelf file.

Legal Size Paper

Standard paper (8-1/2" x 14") formerly used in law offices and courts. No longer recommended for regular use.

Legal Value

Value of a record based on its ability to document and protect the state and the rights of its citizens or to provide legal proof of a transaction.

Letter Size Paper

Standard 8-1/2 x 11-inch size paper commonly used by businesses and offices.

Life Cycle of Records

The concept that records pass through several life- like phases: creation (birth), maintenance and use (life), and
disposition (retirement and death).

Lignin

The substance which binds wood cellulose fibers together. The presence of lignin in paper may cause the paper to be acidic. Lignin-free alkaline buffered papers are the most chemically stable papers for archival usage. See Acid Free and Alkaline Permanent Paper.

Local Area Network (LAN)

Two or more personal computers or workstations, often in a common office area but as often spread over a large area such as a campus, physically linked together by fiber optic or other cables, and operated by a common file server (a computer with special software).

Locality

Any city, county, or town and its attendant departments, regional or combined authorities, commissions or offices.

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Machine Readable Records

Records that cannot be viewed without the assistance of some device. Usually refers to computer records or optically
scanned records.

Manual

A source of instruction and reference for personnel responsible for performing a specific task or function.

Manuscripts

Individual documents or groups of records having historical value or significance that are not "official records" of college or university departments or offices. Manuscripts may include personal papers (written or typewritten), individual documents of special importance, collections of documents, and the records of non-university organizations.

Master Records Inventory (RM-20 form)

A form used to record data from a survey of the different types or series of records found in each office or section. Not a folder-by- folder listing.

Medical Records

"Medical records means the documentation of health care services, whether physical or mental, rendered by direct or indirect patient- provider interaction which is used as a mechanism for tracking the patient's health care status."
(Code of Virginia , Sec. 42.1-77)

Medium

See Records Format.

Memorabilia

Individual items of historical value such as programs, posters, brochures, clippings, buttons, pennants, and stickers.

Methylene Blue

A chemical test used to insure proper development and fixing of microfilm. The State Library Board has established standards, including the specifications for the methylene blue test, that archival microfilm must meet.

Microfiche

A card-sized sheet of microfilm with images laid out in a rectangular grid, usually of 4" x 6" size.

Microfilm

Any piece of film bearing a reduced photographic image.

Microfilm Jacket

A transparent plastic holder approximately the size of microfiche (105 mm x 148 mm) into which individual strips of
microfilm are inserted.

Microform

A generic term for any form containing microimages. Microforms include microfilm roll film, microfiche, microfilm
jackets, microcards, and COM.

Micrographics

The science or business of photographically reducing images onto film.

Microimage

A photographically reduced image.

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Nonessential Records

Records listed on the records retention and disposition schedule for routine destruction in accordance with daily
operating procedures.

NCR Paper

Multiple part forms, first produced by the NCR corporation, that do not require the use of carbon paper to
produce multiple copies.

Nonrecord

Convenience copy of a record, such as a reading file or duplicate copies which are disposed of after use. Documentary materials that under Virginia law are excluded from the legal definition of public records. In Virginia, these include library or museum materials intended solely for reference or exhibition; other copies; sample letters or forms; reproduction masters; and excess stock of publications or forms.

Numeric Filing System

An indirect-access filing system that relies on the use of code numbers assigned to businesses, individual names, subjects, or geographic locations.

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Office of Origin

The college or university administrative unit within which records are created or received and accumulated in the course of its principal activity. See also Creator.

Official Records

See Public Records.

Opening Records

Closed records in the archives can be opened with the approval of the creating agency or locality or after 100 years.
Sealed records can be opened only by court order.

Optical Character Recognition (OCR)

The ability of a computer input device or other machine to optically read individual characters (letters, numbers, symbols) from a page and convert the information into an electronically stored text file.

Optical Disc

A plastic coated disc used to digitally store information.

Optical Imaging

The science or business of recording optically scanned information.

Optical Scanning

The optical sensing and electronic conversion of images into a digital electronic file.

Order of Entry

First unit to be considered in filing.

Original Record

The original, first, or prime copy of a record.

Originating Agency

The agency or locality which transferred records to the Library of Virginia.

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Permanent Paper

Paper that has passed various strength and durability tests in accordance with specified standards.

Permanent Records

Records that require permanent retention based on administrative, fiscal, legal or historic values.

Personal Papers

Non-official or private papers related solely to an individual's own affairs.

Persons Under a Disability

Those persons specified in Sec. 8.01-229a of the _Code of Virginia_. Generally any person incapable of handling their own affairs and having a court-appointed guardian.

pH Value

A measure of the acidity or alkalinity of any material - the scale runs from 0 to 14, 7 being neutral, below 7 acidic,
above 7 alkaline.

Policy

A basic guide to action that prescribes the boundaries within which activities are to take place.

Policy Manual

A publication that states the course of action to be followed by an organization, unit, or department in conducting
its activities.

Preservation

See Conservation and Preservation.

Privacy-Protected Records

Records containing personal information that are protected from improper disclosure by the Privacy Protection Act (see Sec. 2.1-377 of the Code of Virginia ).

Privacy Protection Act of 1976

State law governing the collection, maintenance, use and dissemination of personal information (see Sec. 2.1-377 of the Code of Virginia ).

Program Records

Records used in the performance of a specific function, usually unique to the agency.

Public Official

Any person holding office, either elected or appointed, in the state government or its political subdivisions.

Public Records

As identified in Sec. 42.1-77 of the Code of Virginia , and as modified by the 1994 General Assembly, "public record means recorded information that documents a transaction or activity by or with any public officer, agency, or employee of the state government or its political subdivisions. Regardless of physical form or characteristic, the recorded information is a public record if it is produced, collected, received, or retained in pursuance of law or in connection with the transaction of public business." "The medium on which such information is recorded may be, but is not limited to paper, film, magnetic, optical or solid state devices which can store electronic signals, tapes, mylar, linen, silk or vellum. The general types of records may be, but are not limited to books, papers, letters, documents, printouts, photographs, films, tapes, microfiche, microfilm, photostats, sound recordings, maps, drawings, and any representations held in computer memory."

Public Records Act, Virginia

State law governing the procedure used to manage, preserve and destroy public records of the Commonwealth, its agencies and localities (see Sec. 42.1-76 of the Code of Virginia ).

Publications

Documents created and reproduced for distribution and dissemination (e.g. directories, newsletters, and catalogs).

Purge

The act of examining records or files to eliminate outdated, superseded or duplicate material.

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Raster Scanning

See Optical Scanning.

Reading File

An extra copy file of outgoing correspondence, usually arranged chronologically. Also called a day file.

Record

A document, regardless of physical form or characteristics, created or received and accumulated by an administrative unit or officer of the college or university in the conduct of official business.

Record Copy

The single official copy of a document maintained on file (sometimes called the file copy) by an administrative unit of the college or university; it is usually, but not always, the original. A record copy may be held by the creating office or another office of record.

Records

See Public Records.

Records Appraisal

The process of determining the value, and thus, the disposition of records based upon:

1. their current administrative, legal, and fiscal use;

2. their evidential and informational (historical) value;

3. their arrangement and condition;

4. their intrinsic value; and

5. their relationship to other records.

Records Center

A facility used for low-cost, temporary storage of inactive, non-permanent records.

Records Center Box or Carton

A standardized storage carton specifically designed to store either letter or legal size files on a standardized set of shelving. The carton is approximately one cubic foot in volume and 15" x 12" x 10" in size. See Cubic Foot.

Records Disposals

The act of eliminating or destroying records.

Records Disposition

The ultimate destination of records, such as transfers to records center and archives, reformatting, or outright destruction.

Records Format/Medium

Physical form of the stored data, such as paper, photo, audio or video tape, optical disc, microfilm, motion picture or electronic on tape or discs.

Records Inventory

A detailed listing of the contents, function, volume, scope, and complexity of an organization's records, usually compiled for the purpose of creating a records schedule. See Master Records Inventory Form (RM-20) and Records Series Description Worksheet (RM-6).

Records Manager

An individual designated to monitor and control the creation, use, storage, transfer and destruction of records. Sec. 42.1-85 of the Code of Virginia requires that each agency and locality appoint at least one records manager.

Records Management

A field of management responsible for the systematic control of the creation, maintenance, use, reproduction, and disposition of records.

Records Officer

See Records Manager.

Records Retention and Disposition Schedule

A control document which describes the records of an institution or administrative unit at the record series level, establishes a timetable for the record series life cycle, prescribes an ultimate disposition for the record series, and
serves as the legal authorization for the disposition of public records.

Records Retrieval System

Any system designed to index, locate, retrieve and deliver records for use.

Records Schedule

See Records Retention and Disposition Schedule.

Records Series

File units or documents arranged in accordance with a filing system or maintained as a unit because they result from
the same accumulation or filing process, the same function, or the same activity; have a particular form; or because of some other relationship arising out of their creation, receipt, or use.

Records Series Appraisal (RM-19 form)

An analysis of records to determine future retention and disposition actions.

Records Series Description Worksheet (RM-6)

A detailed description of a specific records series, describing its function, use and physical appearance.

Records Survey

See Master Records Inventory.

Records System

The equipment, materials, and staff necessary to maintain effective and efficient control and management of the records of an organization.

Records Transfer

The physical relocation and transfer of control or custody of records to another entity.

Recovery Planning

See Disaster Planning.

Referrals

Number of times to which a record in file is referred.

Reformatting

The transfer of information from one physical format or medium to another.

Relative Index

Dictionary-type listing of all possible words and combinations by which material may be requested.

Reprographics

The field dealing with the facsimile reproduction of graphic material by duplicating, printing, and photocopying processes.

Restricted Access

A limitation of access to records in archives administratively imposed by agencies or localities. All restrictions not imposed by a court end after 100 years.

Retention Period

The length of time a record is held before disposal or transfer action takes place.

Retention Schedule

See Records Retention and Disposition Schedule.

Retrieval

The process of locating and withdrawing a document from where it is stored.

Retrieval System

A method or index used to locate and withdraw a record from a given group of records.

RM-2, Records Retention and Disposition Schedule Form

Form used to set the timetable for retention and disposition of records.

RM-3, Certificate of Records Disposal Form

Form used to obtain the State Archivist's approval to destroy public records.

RM-6, Records Series Description Worksheet Form

Form used to survey and characterize the properties of a records series. (This form no longer used)

RM-17, Records Transfer List and Receipt Form

Form used to document the physical transfer of records to the Library of Virginia.

RM-19, Records Series Appraisal Form

Form used to summarize information gathered during a records inventory and to document records retention and disposition decisions.

RM-20, Master Records Inventory Form

Form used to assist in locating and identifying records series.

RM-21, Request For Records In LVA Archives Form

Form used by state agencies and localities who wish to retrieve records or information stored permanently in the LVA Archives.

Roll Film

Microfilm that can be stored on reels, spools, or cores (usually in 16mm, 35mm or 105mm formats).

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Scanning

See Optical Scanning.

Schedule

See Records Retention and Disposition Schedule.

Schedule Number

Unique number assigned to identify a specific retention and disposition schedule.

Scheduling

See Records inventory

Scientific Value

The value that is attached to a record that contains technical data gathered as a result of scientific research.

Screening

Eliminating material before it is filed.

Sealed Records

Records protected by a court order which cannot be accessed or unsealed without another court order.

Security Backup

Backup copy of records stored away from worksite.

Security Microfilm

Microfilm that is specifically created to backup original records to protect against accidental disposal, fire, theft or
other disasters. It is stored off-site of the original records.

Semi-active records

Records that are infrequently needed by their creating unit for the prosecution of official on-going business.

Series

See Records Series.

Series Number

Number assigned to designate a specific records series.

Shelf files

Filing units that resemble book shelves and accommodate rows of files with the folder tabs facing outward for ease in
reading. Shelf files are simple structures generally having no doors.

Shredding

A means of destroying paper records by mechanical cutting.

Software Programs

Electronic packages, with supporting written documentation, designed to accomplish specific computer functions, tasks, jobs or capabilities.

Specific Schedule

Retention and disposition schedule that applies to a records series that is unique to a specific agency or locality.

Standards

A uniform rule or measure that controls the quality or acceptability of a specific output. Usually standards are
designed and approved by the State Library Board, the LVA, or a national or state technical organization.

State Archivist

The person appointed by the State Librarian to manage the State Archives and oversee the state's records management program. The State Archivist's approval is required before any public records can be destroyed.

State Librarian

The person appointed by the governor to manage and operate the Library of Virginia.

State Library Board

The board established by the General Assembly and appointed by the governor to set collection policies, promote historic, library and archival education and science, and control the state's records management function.

State Public Records Advisory Council

A council empowered to propose rules, regulations, standards and guidelines for the management and preservation of public records within the Commonwealth of Virginia.

Subject Filing

An alphabetic filing system in which records are arranged by the names of topics or categories.

Suspense File

A file organized chronologically in which documents or data are entered or filed by a future date of recall.

Suspension

See Hold Order.

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Transaction Filing

Retrieving active records from storage so information can be removed, added, or refiled regularly as transactions occur.

Transcript

1. A copy or reproduction, in so far as the resources of script and/or typography allow, of an original document.

2. In legal proceedings, an exact copy of a text.

3. A verbatim written, typed, or printed version of the spoken word, e.g. proceedings in a court of law or an oral history interview.

4. The official copy of a student's educational record.

Transfer

The act or process of physically moving records from the originating agency to another agency, records center, archives or other activity.

Transfer List

See RM-17.

Transfer Number

See Accession Number.

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Ultraviolet (UV) Light

An invisible light known to do damage to various materials.

Useful Records

Records that, if lost, might cause some inconvenience to conducting business.

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Vaulting

Storing records in a completely fire-resistant enclosure to be used exclusively for storage.

Vertical file

Filing units composed of drawers stacked vertically. These units store records from front-to-back rather than from
side-to-side. See also Lateral file and Shelf file.

Vital Record

A record containing information essential to re-establish or continue an organization in the event of a disaster. Vital
records comprise the records necessary to recreate the organization's legal and financial status and to determine the
rights and obligations of employees, customers, stockholders, and citizens.

Vital Records Center

A repository for housing records classified as vital to an organization's operations.

Voice mail

A computerized telephone message recording system.

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Weeding

The selection and removal of individual documents, records, or files from a record series due to their failure to possess continuing primary or secondary value. Weeding is also known as purging.

Wiping

The physical removal of an electronic record from a computer storage device. Wiped records cannot be recovered. See Delete.