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Understanding the Terminology of Records and Information Management

A glossary of commonly used words and acronyms.

Every industry has is related terms and abbreviations. Some industries have many terms while other have complicated terms. What they all have in common is confusion where the terms are not clearly understood. Here are a few common terms you may come across in the field of Records and Information Management.


Records Management (RM) also called Records and Information Management (RIM)

Records Management or RM for short can be said to encompass the capture, control, and management of records in an efficient manner through their various states including creation, receipt, usage, maintenance, and eventual destruction.

Click this link for the ISO 15489-1:2001 definition of records management.


Records Management Programme / Policy

A Records Management Programme or Policy is a set of rules and guidelines for the correct governance of an organisation’s records. It should cover creation, capture, use, retention, and destruction procedures and be easily understandable and as practical as possible. It also serves to create accountability.


Records Manager

A Records Manager is the person within an organisation, tasked with organising, maintaining, protecting, and overseeing the eventual destruction of an organisations paper and electronic records. They are also tasked with ensuring policy and procedure is followed by an organisation’s employees with regards to it records.


Information Governance (IG)

Gartner defines information governance as the specification of decision rights and an accountability framework to ensure appropriate behavior in the valuation, creation, storage, use, archiving and deletion of information. It includes the processes, roles and policies, standards and metrics that ensure the effective and efficient use of information in enabling an organization to achieve its goals.

As defined by Gartner


Retention Schedule

A Retention Schedule is a listing document with elements of planning that details the records of an organisations in terms of title, type, length of retention (as governed by legislation or industry bodies), reason for retention, and disposal.


Offsite Backup

An offsite backup is a duplicate of a record, whether electronic or paper based that is kept at a separate location than the original document. Its purpose is to act as a replacement for original records that may be damaged or destroyed at their primary location.


Radio Frequency Identification (RFID)

RFID technology uses tags to receive and transmit radio signals to readers/interrogators that pick up the signal. The tags contain antennas that receive and respond to radio-frequency queries and an electrical transponder, which stores information that can be used to identify the item to which it is attached.


NAF S 125

NAF S 125 is a gaseous extinguishing agent that can be used in enclosed spaces such as rooms, vaults, storage areas etc. and where sensitive electronic equipment is used. It is used in areas where people may be present as it has a low toxicity. For more detailed information visit: http://www.safetyhitech.com


Uninterruptible Power Supply (UPS)

An uninterruptible power supply, more commonly known as a UPS, is a battery system that connects to electronics equipment (normally computers) and provides both surge protection and power for a short amount of time so that a computer can be safely shutdown to prevent data loss and damage caused by sudden shutdowns due to electricity surges and failures.


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