| A | B |
|---|
| Accession register | Shows the next number avaliable for a record. |
| Alphabetic filing system | Uses the alphabet to sequence personal, business, and government names. |
| Alphabetizing | Process of transferring inactive records into storage. |
| Archiving | Process of transferring inactive records into storage. |
| Association of Records Managers and Adminstrators | Professional organization that focuses on records and information mangement and standardized the first rules for alphabetic filing. |
| Bar code technology | Tye of technology that llows files to be maintained electronically and requires software, a label printer, and a scanning device. |
| Caption | A key word under which a document is filed. |
| Cenralized filing system | System in which files are placed in one convenient location for a group of people who must work with the same information. |
| Charge-out method | Used to track paper files that have been borrowed from an area to be returned. |
| Closed notation | Indicates the entire span of the contents of either a file drawer or a section of files. |
| Coding | Marking the index caption on the record. |
| Cross-referencing | Task of referencing a record by two different names. |
| Decentralized filing system | Describes a location where individuals or small groups of employees maintain files at their workstations. |
| Decimal-numeric filing | Also know as the Dewey Decimal System, a method that works with subject filing to permit more expansion than a basic numeric system. |
| Directory | A section on a company's network system that is alloted to certain computer hard drive, and serves as a location for folders. |
| Document | An electronic or paper representation of information. |
| Electronic filing system | Includes the computer hardware, its operating system, and software to maintain files. |
| External hard drive | A device that is plugged into a computer that allows additional information. |
| File | Any document created on the computer or received from another computer. |
| Files mangement | Defines the application of records management principles to both paper and electronic records created and used by a single office. |
| Filing | The task of placing papers in folders. It involves classifying, arranging, and storing materials according to a systematic plan for quick reference. |
| Flash drive | Data storage device that provides portability and great capacity. |
| Folder | The container for holding material in a paper filing system; in a computer filing system, a folder is a also referred to asa directory. |
| Geographic filing system | Allows material to be filed alphabetically in some logical pattern, such as by city, state, region, or territory. |
| Guides | Dividers used to sperate filing space into labeled sections. |
| Hanging folders | Folders that suspend by extensions of their top edges acorss a metal frame within the file drawer. |
| Important records | Documents such as customer and inventory records that are meaningul to the business operation but must be limited as to the length of time they are retained. |
| Indexing | The process of arranging units in order for filing purposes. |
| Indirect filing | A numeric filing system that uses an index listing the name of the person, organization, or subject to which the number is arranged. |
| Individual name folder | A folder needed when you accumulate at least five records for one customer. |
| Information system | A system in which an organization plans, develops, and organizes information. |
| Label | Indentifies the contents of a folder or file drawer. |
| Lateral cabinet | Often referred to as horizontal files or open-sidede cabinets, a cabinet that allows files to be accessed horizontally or vertically. |
| Miscellaneous folder | Holds documents for which you don not have individual folders. |
| Mobile aisle system | A system that can be automated to work on tracks that move back and forth to conserve floor space. |
| Nonessential records | Documents that are not needed beyond their current use and that should be discarded after their use. |
| Numeric filing system | Allows material to be filed in some locial numerical order. |
| Open-shelving equipment | Found in large offices and central file rooms, equipment that allows files to be retreived horizontally and full viewing of the folder tabs for rapid retrieval. |
| Periodic transfer method | A system in which files are transferred to inactive storage at stated intervals such as six months, one year, or eighteen months. |
| Perpetual transfer method | A system in which files are continually transferred to inactive storage as a project or case is completed. |
| Primary guide | Divides files into alphabetic sections and is placed at the beginning of each section. |
| Record | A written representation of business activities and decisions or transactions. |
| Records and information management | The logical and practical approach to the creation, maintenance, use, and disposition of records and to the information thos records contain. |
| Records mangager | The designated person who supervises all the records in large organizations; he or she determines how the files will be maintained and who will maintain them. |
| Retention schedule | A schedule that indicates the length of time a record must be kept, if additional storage media is required, and when the final disposition of records should occur. |
| Retrieval | Describes the task of obtaining filed records for use. |
| Sorting | Prearranging records in the same order in which they will be filed. |
| Special guide | Directs the eye to individual folders that are used frequently. |
| Storage medium | The physical material on which data, instructions, and information is saved. |
| Straight-digit filing | Digits run together and are read from left to right. |
| Subject filing system | To file records alphabetically according to main topics. |
| tab | The portion of the guide projecting from its edge. |
| Tab cut | Tabs in different widths. |
| Terminal-digit filing | Method of dividing numbers into groups of digits that point to the location of records. |
| Three-letter extension | Suffix to computer names, such as .wpd or .doc, that distinguishes among the software applications and is assigned by the operating system. |
| Unit | Refers to parts of a name pertinent in alphabetic filing. |
| Useful records | Documents, such as correspondence and reports, that are needed to conduct the daily business of the operation. |
| Vertical drawer cabinet | Usually has four or five drawers and can be moved easily and locked for security. |
| Vital records | Documents, such as records, pertaining to property, patents, copyrights, and insurance, that are essential to operations. |
