Glossary

Definitions (some taken from ISO 15489)

Class Codes:: A numeric reference identifying the types of records created by each section or business unit
Classification:: Systematic identification and arrangement of business activities and/or records into categories according to logically structured conventions, methods, and procedural rules represented in a classification scheme
Consignment:: A batch of records transferred by a section or business unit to the Records Management Service
Disposal Schedule:: Comprehensive list of official record series of the organisation or a business unit of the organisation for which predetermined periods of retention have been agreed
BS ISO 15489:: A Records Management Standard that provides guidance on managing records of originating organisations, public or private, for internal and external clients. It provides recommendations to ensure that adequate records are created, captured and managed
Records:: Information created, received and maintained as evidence and information by an organisation or person, in pursuance of legal obligations or in the transaction of business. For the purpose of the Records Management Service the term includes volumes, correspondence, reports, invoices, plans and files and incorporates both physical and electronic media
Records Management:: Field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including processes for capturing and maintaining evidence of and information about business activities in the form of records
Records Management Programme:: A planned and co-ordinated programme of appropriate standards, policies and procedures for the effective control of Lancashire County Council's records from their creation until selection for destruction for permanent preservation. The ultimate aim is to create a situation where there are fewer, better, more efficient and effective records
Record Series:: A collection of file units or records arranged in a filing system or kept together having a common subject, theme or function, result from the same activity or document a specific kind of transaction
Records System:: Information system which captures, manages and provides access to records through time
Retention Period:: The length of time for which a record should be kept before disposal or review. This should be recorded on the Disposal Schedule
Semi-current Records:: Records which are no longer in active use but which need to be kept for legal, statutory, regulatory or administrative needs. E.g. financial records need to be retained for 6 years for VAT purposes. It is these semi-current files which the Records Management Service stores and retrieves for sections
Transfer List:: A list of the records transferred to the Records Management Service. A separate transfer list should accompany each consignment of records
Vital Records:: Records considered to be vital for the continued functioning of the authority in the event of an emergency

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