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ERM- Glossary

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ERM- Glossary Electronic Records Management Guidelines GLOSSARY Application: A piece of software that performs Backup: A copy of all or portions of software or a function; a computer program. data files on a system kept on storage media, Architecture: The design and specifications of such as tape or disk, or on a separate system so hardware, software, or a combination of that the files can be restored if the original data thereof, especially how those components are deleted or damaged. In information interact. An enterprise-wide architecture is a technology, archive is commonly used as a logically consistent set of principles that guide synonym for backup. the design and development of an Backward-compatible: The ability of a organization’s information systems and software program or piece of hardware to read technology infrastructure. files in previous versions of the software or Archive: To transfer records from the hardware. individual or office of creation to a repository Bit rot: Also known as data degradation, it is authorized to appraise, preserve, and provide the gradual corruption of computer data due to access to those records. Computing — Data an accumulation of non-critical failures in a stored offline and retained for recordkeeping data storage device. Overtime, the bits and purposes; also — A backup that supports bytes (the 1s and 0s) of computer data will restoration of the entire system after a disaster. reverse until the data is no longer Archives: The division within an organization readable. This is another reason digital files responsible for maintaining the organization’s must be migrated and converted at least every records of enduring value; can also refer to 10 years. government agencies such as the South Bitmap (BMP files): A relatively low-quality Carolina Department of Archives and History digital image file format, used most often in (SCDAH). word processing applications. BMP format Authenticity: The judgment that something is creates a lossless compression. Files end with a genuine, based on internal and external .bmp extension. evidence, including its physical characteristics, Bits: The smallest discrete units of digital data. structure, content, and context. Short for binary digit. ________________________________________________________________________________________ South Carolina Department of Archives & History www.scdah.sc.gov January 2021 Page 1 Blu-ray: A high-capacity optical disc medium Conversion: Changing a record’s file format, similar to CD and DVD. It was developed to often to make the record software-independent record, store, and playback video and audio at and in a standard or open format. higher resolutions and storage capacities than Digital Asset Management System (DAMS): A DVDs or CDs. system for organizing, storing, and retrieving Browser: A browser is an application program electronic files (both born digital and that provides a way to look at and interact with digitized). all the information on the World Wide Web. Digital Audio Tape (DAT): A type of digital Popular browsers include, but are not limited storage media, DATs are in a cartridge format a to, Internet Explorer, Netscape, Firefox and little larger than a credit card. The industry Mozilla. standard for DAT cartridge format is a digital Byte: Eight consecutive bits of digital data. data storage (DDS) cartridge. DDS cartridges Checksum: A checksum is a count of the provide sequential access. number of bits in a transmission unit that is Digital Linear Tape (DLT): DLT is a high included with the unit so that the receiver can speed magnetic tape and drive system in check to see whether the same number of bits cartridge format that can hold up to 70 arrived. If the counts match, then one can Gigabytes of data. Super DLT can hold up to 100 assume that the complete transmission was GB on a single cartridge. DLT offers significant received. speed and storage advantages over DAT. Compact Disk (CD): A type of optical disk Digital certificate: A file issued by a certificate storage medium, compact disks come in a authority that binds an individual or variety of formats. These formats include CD- organization to a public key so that the identity ROMs that are read-only, CD-Rs that you can of the individual or organization can be write to once and are then read-only, and CD- authenticated. RWs that you can write to in multiple sessions. Digital data: Data that consist, at their most Compound document: A document with basic level, of 0s and 1s. multiple elements (e.g., images, text, animation, Digital Obsolescence: A situation where a hypertext). digital asset is no longer readable because of its Compression: A process, using special archaic format. This can be due to its software software, that reduces the file size of a given or its hardware. For example, the floppy disk electronic file. drive was ubiquitous in the 1990s but floppy Content management system (CMS): disk drives are no longer available in modern Software, policies and procedures that collect, computers. Digital obsolescence is one of the manage and deliver information for an main reasons digital files must be migrated or enterprise. Content management may include converted every 10 years. records management as a function of the Digital signature: Extra data appended to a overall system. message identify and authenticate the sender Convenience Copy: All copies of a document and message data using public-key encryption. that are not the “official” or “record” A digital signature (not to be confused with a copy. These are secondary copies of any digital certificate) is an electronic signature document and do not need to be kept for any that can be used to authenticate the identity of set amount of time. the sender of a message or the signer of a document. Digital signatures can also be used ________________________________________________________________________________________ South Carolina Department of Archives & History www.scdah.sc.gov January 2021 Page 2 to verify that the original content of a message two levels: Simple and Qualified. Simple Dublin or document is complete and unaltered. Core comprises fifteen elements; Qualified Digital Versatile Disk (DVD): An optical disk Dublin Core includes an additional element, with more storage capacity than CD-ROMs. Audience, as well as a group of element DVDs are also called digital video disks, but do refinements (called qualifiers). The semantics not necessarily include video. They are of Dublin Core have been established by an accessed using a DVD drive attached to a international, cross-disciplinary group of personal computer. No single standard exists professionals from librarianship, computer therefore several varieties of DVD are available science, text encoding, the museum community, to consumers. and other related fields of scholarship and Digital Versatile Disk — Random Access practice. Memory (DVD-RAM): Rewritable DVD disks Electronic document management system with exceptional storage capacity. (EDMS): Electronic document management Digital Versatile Disk—Read Only Memory systems are programs, procedures and/or (DVD-ROM): These DVDs are pressed and software that manage, control and provide molded, non recordable read-only disks that access to electronic documents. EDMS provide also have enough storage capacity for a full- document version control, collaborative work length feature film. Most of these drives are environments, indexing, and some access backward-compatible with CD-ROMs and can controls but do not usually incorporate records play DVD video disks. management processes. EDM systems usually Digital Versatile Disk-Write Once focus on streamlining work flow. (DVD+R, DVD-R): DVD-Rs and DVD+R’s Electronic mail (e-mail): Electronic can be written to once and are then read- correspondence sent from one user to one or only. more recipients. Digital Versatile Disk + Rewritable Electronic record: As defined by the South (DVD+RW, DVD-RW): DVD+RW and DVD-RW Carolina is a direct competitor to DVD-RAM with similar Uniform Electronic Transactions Act [UETA] functionality and slightly greater storage (Code of Laws of South Carolina, 1976, Section capacity. They permit the erasing of earlier 26-6-10 through 26-6-210) an electronic information and the recording of new material record is “a record created, generated, sent, in the same location on the disk. communicated, received, or stored by Disposition: Either the destruction or electronic means.” permanent retention of a record as authorized Electronic record management system by the Public Records Act. (ERMS): A software application coupled with Document: Information or data fixed in a program and procedures that prevents the medium. A document has content, context and modification of records and permits deletion structure. It is not limited by media or format based on records retention rules. An ERMS type and may, in some instances, qualify as a provides a secure records repository that record (see Record). preserves the business context of an individual Dublin Core metadata set: The Dublin Core record. metadata standard is a simple element set for Electronic signature: As defined by UETA, “an describing a wide range of networked electronic sound, symbol, or process attached resources. The Dublin Core standard includes to or logically associated with a record and _______________________________________________________________________________________ South Carolina Department of Archives & History www.scdah.sc.gov January 2021 Page 3 executed or adopted by a person with the geographic data. A GIS can be as complex as intent to sign the record.” whole systems using dedicated databases and E-mail account: An email account includes an workstations hooked up to a network, or as email address and mailboxes. Incoming emails simple as “off-the-shelf” desktop software. A are held in your mailbox and accessed via an GIS is able to combine and overlay separate email client. layers of geographic data, making it a valuable E-mail client: A program that can retrieve tool for organizations needing to map and email from an email account, allowing a user to analyze spatial information.
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