Records Management Manual PDF - Crown Prosecution Service

Records Management ManualGlossary of TermsThis glossary defines the key terms that are used throughout the Records ManagementManual.Administrative fileA file jacket used to hold documents relating to the development, formulation ormodification of a policy or practice, which will then be applied to individual cases orinstances.Case fileDirectiveDocumentA file jacket used to hold documents, any correspondence and information relatingto a criminal case as originated by the Police.A policy or procedure statement not contained in a manual. It may be issued as anoffice notice, circular, management statement or in an Inform. A directive may:▪▪▪▪▪▪▪Establish or change the Department’s structure;Delegate authority or assign responsibility;Establish or revise a policy;Prescribe a method of procedure;Establish standards of operation;Revise or cancel other directives;Promulgate a form or report.Information, stored on a physical medium, which can be interpreted in anapplication context. A document may be on paper, microfilm, magnetic or otherelectronic medium. It may include any combination of text, data, graphics, sound,moving pictures or any other forms of information.Electronic documentA document which is in electronic form. This is not limited to text-based documentsgenerated by a word-processor, but also includes e-mail messages, spreadsheets,graphics and images, HTML/XML documents, multimedia documents, and othertypes of office document.Electronic FolderA set of related electronic records.Electronic RecordAn electronic document which has been declared as a corporate record.Introduction - 14 -09/2008