managing electronic records in governmental bodies - National ...

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ANNEXURE I: Glossary
Act
The National Archives and Records Service of South Africa Act (Act No. 43 of 1996
as amended).
Appraisal
The process of determining the value and thus the final disposal of records, making
them either ephemeral (temporary value) or archival (permanent value).
Archival value
Those values, administrative, fiscal. legal, evidential and/or informational, which
justify the indefinite or permanent retention of records.
Archive
a) A feature of document management systems, in which infrequently accessed
documents are moved to off-line or near-line storage; or
b) A copy of data on disks, CD-ROM, magnetic tapes, etc., for long term storage
and later access; or
c) The building in which archival records are store; or
d) A group of records belonging to a specific office.
Archives
Records in the custody of an archives repository.
Archives Repository
The building in which A20 records, i.e. records with archival value, are preserved
permanently.
Archiving
Creating a backup copy of computer files, especially for long-term storage.
Audit trail
An electronic means of auditing the interactions with records within an electronic
system so that any access to the system can be documented as it occurs for
identifying unauthorized actions in relation to the records, e.g. modification, deletion,
or addition.
CD-Rewritable/ DVD-Rewritable
A compact disk that can be erased and re-recorded.
CD-WORM/DVD-WORM
Write once compact disks. Information written to a WORM disk cannot be changed.
(See also executable CD-WORM disk)
Managing electronic records_Policy Guidelines.doc
First Edition
Version 1.1
April 2003