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Glossary

Access

The right, opportunity or means of finding, using or retrieving information, usually subject to rules and conditions.

Access examination

The process of examining records to identify any information that falls within the definition of ‘exempt’ as prescribed by the Archives Act 1983.

Application

A request for access to a record under the Archives Act.

Check-up PLUS

The National Archives’ online survey tool to collect data from Australian Government entities on their information management capabilities. Check-up PLUS replaced Check-up Digital, which has been decommissioned.

Custody

The responsibility for the care of records and archives, usually based on their physical possession. It does not necessarily include legal ownership.

Digital Continuity 2020

A whole-of-government approach to digital information governance developed by the National Archives that aims to integrate robust digital information management into all government business processes.

Exempt

As defined in the Archives Act 1983 (Cwlth) https://www.legislation.gov.au/Details/C2019C00005

Folio

A single leaf of paper or a page of a register, usually numbered only on one side.

Item

The smallest intellectually indivisible archival unit; for example, a letter, memorandum, report, photograph or sound recording.

Open access period

The time when Commonwealth records are eligible for release under the Archives Act 1983. The public has a general right of access to Commonwealth records in the open access period, subject to certain exemptions.

Preservation

The processes and operations involved in ensuring the technical and intellectual survival of authentic records through time; encompasses environmental control, security, creation, storage, handling and disaster planning for records in all formats – maintaining accessibility and usability.

Record

Any information created, sent or received in the course of carrying out the business of an agency. Records have many formats, including paper documents, photographs, audiovisual items and digital material.

Records authority

The legal instrument issued by the National Archives that defines the permissible disposal of records. Records authorities define how long records are to be kept and identify those records that must be transferred to the National Archives for permanent retention.

RecordSearch

The National Archives’ public online database to help find records in its collection.

The Archives Way

The National Archives’ set of cultural principles.