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CPS - Office Administration
CHAPTER 2 - FILE MANAGEMENT
27
Other
Not Applicable
09/07/2005

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Term
ACCESSION REGISTER
Definition
IDENTIFES ARCHIVED RECORDS AND CONTOLS ACCESS & RETRIEVAL.
Term
AUTHENTICITY
Definition
NAMES OF AUTHORS/ORGANIZATIONS MUST BE PART OF THE DOCUMENTS TO INSURE AUTHENTICITY.
Term
BIOMETRIC ID SYSTEM
Definition
UNIQUE PHYSICAL CHARACTERISTICS ARE MATCHED AGAINST A DATABASE IN ORDER TO PERMIT ACCESS TO FILES/RECORDS.
Term
BUSINESS ARCHIVE
Definition
FACILITY HOUSING RECORDS KEPT FOR RESEARCH OR HISTORICAL VALUE
Term
CHARGE-OUT TRACKING SYSTEM
Definition
TRACKS FILES THAT HAVE BEEN BORROWED FROM HARD-COPY FILES.
Term
CODING
Definition
NOTATIONS MADE ON THE RECORD ITSELF TO SHOW HOW RECORD WILL BE STORED.
Term
COLOR CODING
Definition
A SYSTEM THAT IDENTIFIES TOPIC THROUGH COLOR
Term
CONFIDENTIALITY
Definition
TREATING INFORMATION CONTAINED IN FILES IN A VERY DISCREET MANNER.
Term
CONSTANT INFORMATION
Definition
CERTAIN INFORMATION THAT REMAINS THE SAME ON EACH AND EVERY DOCUMENT
Term
CROSS REFERENCING
Definition
INDICATES WHERE INFORMATION OR COMPLETE FILE CAN BE LOCATED.
Term
DECRYPTION
Definition
DECODING DATA THAT HAS BEEN ENCRYPTED INTO A SECRET FORMAT.
Term
DIGITAL SIGNATURE
Definition
PROVES THAT DOCUMENT HAS NEVER BEEN ALTERED SINCE IT WAS SIGNED.
Term
DIRECT ACCESS
Definition
PERMITS A PERSON TO GO DIRECTLY TO THE FILE STORAGE SYSTEM TO LOCATE THE FILE.
Term
ENCRYPTION
Definition
TRANSLATES DATA INTO A SECRET CODE THAT IS UNINTELLIGIBLE W/O A DECIPHERING DEVICE.
Term
FILES INTEGRITY
Definition
FILES REMAIN FACTUAL, HONEST AND TRUTHFUL. INFORMATION CAN ONLY BE ACCESSED/MODIFIED BY THOSE AUTHORIZED TO DO SO.
Term
INDEXING
Definition
DECIDES WHAT NAMES, NUMBERS OR CHARACTERS TO BE USED IN FILING.
Term
INDIRECT ACCESS
Definition
NEED TO CONSULT A RELATIVE INDEX TO LOCATE FILE
Term
INSPECTING
Definition
BEFORE A RECORD CAN BE FILED, IT MUST BE INSPECTED TO ENSURE THAT IT CAN BE RELEASED FOR FILING BY THE APPROPRIATE COMPANY AUTHORITY.
Term
LOGICAL SECURITY
Definition
PROCEDURES EMBEDDED IN SOFTWARE PROGRAMS TO RESTRICT INDIVIDUAL ACCESS TO RECORDS.
Term
MICROPRINTING
Definition
MICROSCOPIC WORDS THAT APPEAR ON AN ORIGINAL DOCUMENT AS A SOLID LINE/UNREADABLE ON A COPY.
Term
PASSWORDS
Definition
TRADITIONAL METHOD OF GAINING ACCESS TO RECORDS.
Term
PHYSICAL SECURITY
Definition
RESTIRCTS ACCESS THROUGH USE OF HARDWARE, FACILITIES OR ELECTRONIC STORAGE
Term
PRIVATE KEY
Definition
ENCRYPTION TOOL KNOWN ONLY TO RECIPIENT OF MESSAGE.
Term
PUBLIC KEY
Definition
ENCRYPTION TOOL KNOWN TO EVERYONE TO DECODE MESSAGE.
Term
RECORDS CENTER
Definition
DEPOSITORY FOR ORGANIZATION'S VITAL, INACTIVE AND/OR ACTIVE RECORDS.
Term
RELATIVE INDEX
Definition
BACK-UP SYSTEM FOR NUMERIC AND ALSO ALPHANUMERIC SYSTEMS. ALPHABETIC LISTING OF NAMES/SUBJECTS INCLUDED IN THE FILES.
Term
VARIABLE INFORMATION
Definition
INFORMATION INSERTED INTO DOCUMENT AND CHANGES EVERYTIME FORM IS COMPLETED.
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