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Document & Records Management
Glossary

Active Documents Active documents are records undergoing some form of processing. These documents are typically stored in the office.

Archived Documents Archived or inactive documents are records whose processing is complete. These documents are typically stored in an off site location.

Class A class of documents is a set of documents all having the same subject. For example, invoices, purchase orders, resumes, job descriptions, and meeting minutes are all different classes of documents. A document can not belong to more than one class. Classes are also referred to as file series and groups.

Classification The process of assigning a class to a document.

Database Server A personal computer used to store a database. The database server contains information accessed by all workstations.

Document A document is a form of information. It may be a piece of paper, a file folder, a box of documents, or any other level of aggregation. Documents made be contained on any media such as hard copy, electronic files, tape, CD-ROM, sound, video, etc. Documents may also be referred to as records or inventory items.

File Series A file series of documents is the same as a group of class of documents.

Groups A group of documents is a term used by the City that means is the same as a class or file series of documents.

Inactive Documents Inactive or archived documents are records whose processing is complete. These documents are typically stored in an off site location.

Indexing Indexing has the same meaning as classification.

Inventory Items See the definition for document.

Metadata Information collected about each document during the inventory process. This information consists of the document's title, author, data published, storage location, organization owner, etc.

Records See the definition for document.

Retention Management Retention Schedules must be rigorously followed. There are some 1800 citations in the United States Code of Federal Regulations and various state codes that describe the legal retention of documents. The laws of other countries are similarly complex. These descriptions are only referred to by subject. Retention schedules are usually associated with the Records Management function and usually used only to identify when archived records can be destroyed.

Workflow A Workflow Management System manages the flow of work among participants, according to a procedure consisting of a number of tasks. It coordinates user and system participants, together with the appropriate data resources which may be accessible directly by the system or offline to achieve defined objectives by set deadlines. The coordination involves passing tasks from participant to participant in correct sequence, ensuring that all fulfill these required contributions, taking default actions when necessary.

Workstation A personal computer used by one person.