Glossary Terms

 

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Terminology Description
Scheduled:

Records that have been issued with a written disposal authority and are due for disposal on a specific date. 
System technical manual:

A manual containing information regarding the hardware, software and network elements that comprise the system and how they interact. Details of all changes to a system should also be documented as well as details of new releases that were implemented.

 
System procedures manual:

A manual containing all procedures relating to the operation and use of the electronic system, including input to, operation of and output from the system. A system procedures manual would contain detailed procedures regarding:

 

  • Document capture;
  • Document scanning;
  • Data capture;
  • Indexing;
  • Authenticated output procedures;
  • File transmission;
  • Information retention;
  • Information destruction;
  • Backup and system recovery; 
  • System maintenance;
  • Security and protection;
  • Use of contracted services;
  • Workflow;
  • Date and time stamps;
  • Version control; and
  • Maintenance of documentation.

 

A systems procedures manual should be updated when new releases force new procedures.

 
Terminated records:

Records which were created or received by a governmental body and which were managed by a records classification system no longer in use.

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