The Definitions of Terms page, a glossary of technical terms used in the records management and archives fields, accompanies the handbook and retention schedules.

ACTIVE RECORDS: Those records which continue to be used regularly in the office or department.

ADMINISTRATIVE VALUE: The usefulness of records in daily business transactions.

AUDIT COPY: A copy made for the use of an auditor.

COPY: A duplicate of an original document or record. Copies may be photocopies (produced after the original) or, less frequently, carbon copies (produced at the same time as the original)

CORRESPONDENCE: Any form of written communication sent or received in the course of the business of a department. The term includes letters, memos, notes, e-mail, faxes, etc.

CREATOR: The person, department, or office that creates, receives, or assembles records.

CUBIC FEET:  1 cubic foot=1 foot high, 1 foot wide, by 1 foot deep
                       15 linear inches of letter size files=1 cubic foot

DESTRUCTION DATE: The end of a legally mandated retention period.

DESCRIPTION:  An account of the physical characteristics, content information, and function of a record series.

DISPOSITION: The actions to be taken at the end of the active life of a record. Such dispositions may include 1) retain permanently in the office of creation; 2) transfer to inactive storage; 3) transfer to remote storage; 4) transfer to the University Archives; 5) destruction after the legal retention period.

INACTIVE RECORDS: Records which are no longer used on a regular basis.

INCLUSIVE DATES:  The first and last date of creation for a particular record series.

INVENTORY: A listing of the content, function, volume, scope and complexity of a department's records.

LEGAL VALUE: The usefulness of documents in litigation.

METADATA: “In general, "data about data;" functionally, "structured data about data." Metadata includes data associated with either an information system or an information object for purposes of description, administration, legal requirements, technical functionality, use and usage, and preservation.” (Dublin Core Initiative)

MEMORABILIA: Items of historical value such as programs, posters, brochures, clippings, buttons, flags, stickers, etc.)

PERMANENT: Indefinitely or at least 100 years.

PRIMARY VALUE:  The value of the information contained in the record.

RECORD:  Any information recorded in any way, including, but not limited to, handwriting, print, tape, film, microfilm, and microfiche.

RECORD COPY:  The single, official copy of a document  maintained by the department of creation.

RECORD GROUP: All the records of an individual department or administrative unit.

RECORD SERIES: The documents as they are arranged in the department.  Series might be arranged because they contain similar information or by some other logical filing system.

RETENTION PERIOD: The minimum/maximum time a record must be kept by law, custom, or the custodians of the record.

RETIRED RECORDS: Those removed from active use to less accessible space.

SEMI-ACTIVE RECORDS: Those records less frequently used, but still active.

VITAL RECORDS: Those records essential in the present conduct or business and/or those which would be vital in reestablishing the organization in the event of a disaster. These are the necessary pieces in the reestablishment of the legal and financial states of the department.