MCCCD Records & Information Management (RIM)
RIM Common Terms Defined
- An active record is needed to perform current operations, subject to frequent use and usually located near the user.
- The traditional view of an archive is a repository for those records in any medium that, because of their enduring historical or legal value, are retained permanently. However, in regards to electronic records, archiving also describes a systematic way to capture, hold, retrieve and manage business data for the duration of their life cycle. Content management software is used to capture data (voice, images, software files, video, etc.) and then sort, index, and archive them in a central database. This is a much more systematic way of maintaining electronic records over time compared to a back up.
- Backups are a point-in-time recording of data and information, usually maintained for a short time. A backup is a copy of information created as a precaution in case the original is lost or stolen.
- The custodian of record is considered the party or area at a College, Center or at the District Office designated as being responsible for the maintenance, retention/archiving and disposition of specific records.
- Data are institutional assets (in an electronic format) used to support instruction, student services and administrative functions.
- Disposition is the destruction of records with lawful authority based on an approved retention and disposition schedule by the Arizona State Library, Archives and Public Records. Destroying public records without lawful authority is a class 4 felony (ARS §38-421), as is destroying records while a legal investigation is in action or pending (this includes public records requests).
- Documents are materials created during the transaction of business, regardless of format.
- E-discovery (as defined by ARMA International) are searches conducted in response to litigation, regulatory inquiries or investigations, and the objective is to search, retrieve and analyze ALL relevant documents an organization possesses.
- An inactive record is no longer needed to conduct current business but preserved until it meets the end of its retention period.
- Information is data that has been given value through analysis, interpretation or compilation in a meaningful form (as defined by ARMA International)
- Information management is the practice of analyzing information as a resource of the organization—how that information will be acquired, recorded, organized, stored, retrieved and shared—throughout its lifecycle. Information management helps to support the effective use of information within the organization.
- Maintenance is the retention of documents for further use (which includes security for confidential information).
- Metadata is data describing context, content, and structure of documents and records and their management through time (ISO 15489-1:2001, 3.12). Literally, metadata is data about data.
- A political subdivision is a quasi-government agency with powers and duties established in the state constitution and in state statute.
- Records are documents that have been given a value through analysis, interpretation or compilation in a meaningful form (see official definition per state statue in the FAQ).
- Records management is the maintenance and disposition of a record throughout its lifecycle.
- Destroying records without lawful authority is a class 4 felony (ARS §38-421), as is destroying records while a legal investigation is in action or pending (this is called spoliation).
- Vital records are those records that are fundamental to the functioning of an organization and necessary to continue its operations immediately under abnormal conditions; these records must be identified and protected so they can be retrieved easily in the event of a disaster, allowing the organization to restore business functions quickly, resume operations, and continue to thrive.
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