Glossary Terms

 

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Terminology Description
Integrated Document and Records Management System:

A system that supports the medium to long term information needs of a governmental body. It provides functionality over and above that of an electronic document management system to preserve the security, authenticity and integrity of records to enable the permanent preservation of records. Its primary management functions are –

 

  • to manage a functional subject file plan according to which records are filed; 
  • maintaining the relationships between records and files, and between file series and the file plan; 
  • identifying records that are due for disposal and managing the disposal process; 
  • associating the contextual and structural data within a document; 
  • constructing and managing audit trails; 
  • managing record version control; 
  • managing the integrity and reliability of records once they have been declared as such; and
  • managing records in all formats in an integrated manner. 

 
Non-archival records:

Records with a short-lived interest or usefulness.

 
Public record:

A record created or received by a governmental body in pursuance of its activities, regardless of form or medium. 

 
Record:

a. Recorded information regardless of form or medium. 

b. Evidence of a transaction, preserved for the evidential information it contains. 

 

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