Term

Explanation

Archival format Standardised format for electronic recordkeeping and prepared for long-term storage. Specified in Regulation No. 1566 of 1 December 1999 concerning supplementary technical and archival provisions regarding the handling of public fonds, Chapter VIII (the transfer provisions).
Archival repository Institution where fonds material worth preserving is kept permanently. The archival repository relieves the fonds creator by storing older fonds material and serving users who are interested in the material.
Archive (archives as used in Norway and in this standard)

1. Documents created as part of an activity, i.e. documents which are received or produced by a single fonds creator and collated as a result of his or her activity (also known as a fonds entity).

2. Storage location for fonds .

3. Organisational unit that performs tasks linked to fonds, also known as a registry office.

4. The same as archival repository.

Authentication The meaning of the term within the field of access control. A function that determines whether the information that a person enters in the IT system (user name, password, magnetic strip card, fingerprints, etc., depending on the individual solution’s needs for secure authentication) provides sufficient security that the person is who he or she claims to be.
Authentication metadata Metadata that are intended to support the document’s authenticity and credibility, partly by giving the recipient information that can be utilised in connection with checks on the document’s content and sender.
Authenticity Authenticity means genuineness or originality , the opposite of a copy or forgery. In the context of fonds, this means that the document is what it claims to be, e.g. by the fact that the identities of the parties in an electronic communication are correct.
Authorisation Authorisation consists of rules (which are preferably enforced electronically within the IT system) concerning the information to which an authenticated person has access and the actions that he or she can perform.
Back log Received registry entry that has not been signed off. See Sign off.
Business analysis See Decision support.
Case

1. Abstract: An issue for processing, based on an external enquiry or an initiative by the organisation itself (cf. the Public Administration Act and the Freedom of Information Act. The term is also used concerning the decision-making process itself.
2. Concrete: Cases include the case documents, records, notes, etc. which arise in connection with and are part of the decision-making process.
3. In electronic registry/record solutions (Noark): Cases consist of one or more registry entries and their associated documents, linked together under a common identity (case number).

See Case file.

Case document According to the Freedom of Information Act, the case documents of the administration are documents issued by an administrative body and documents received by or presented to such a body. In a recordkeeping context, the term is mainly used in a similar, but slightly more limited, manner. A case document is always a fonds document, but not all fonds documents are case documents. A case document is created when it is dispatched by the body. If this does not take place, the case document is considered to be created when it is finalised.
Case file A specialisation of the record unit file in the fonds structure. See Case.
Case follow-up To follow up the handling of a case, e.g. checks on the handling in relation to due date, back log checks, etc.
Case fonds The portion of the fonds which consists of case documents, i.e. documents which have been received by or submitted to a body, or which the body has itself created, and which concerns the body’s area of responsibility or operation.
Case handling Evaluation of information relating to an internal or external issue with a view to making a decision.
Case list List of meeting cases from the queue list that are to be considered at a given meeting.
Case-responsible Executive officer who is responsible for processing the case as a whole. See also Executive officer.
Certificate A certificate is information (which an independent third party can verify) which a recipient needs in order to decide whether he or she can trust the sender of electronically signed material.
Classification Classification is dividing things or terms into classes, i.e. assigning a fonds document classification values that describe function, activity, topic or object.
Confidentiality It must not be possible for unauthorised persons to read the meaningful content.
Content management Management of all types of content (documents and data) within an organisation.
Co-sender “Co-sender’ means a sender who is not responsible if an incoming document has several senders.
Current fonds Fonds in daily use by the fonds creator. The first phase of the fonds material’s lifecycle.
Decision support Collective term referring to solutions, applications and technology with the aim of collating, structuring and making available information. The aim is to give organisations the opportunity to improve the quality of decisions by providing the right information at the right time.
Decision-making body Collective term for board, council, committee, political body, body with decision-making authority, advisory body, etc.
Digital signature General term for technology, methods, regulations and administrative/supervisory tasks which collectively provide sufficient certainty that electronic information that has been “signed” originates from the specified sender and that the content has not been manipulated.
Dispatch date Date which indicates when a document was sent.
Disposal To dispose of, i.e. to remove material that has been subject to case handling or has had document value from the fonds and to destroy it; cf. Section 3-18 of the Archives Regulation.
Document

Logically delimited quantity of information which may be stored on a medium for future reading, listening, presentation or transfer.

A document may be stored on paper, an electronic medium, micro-fiche or any other medium that can carry information. Documents can contain text, drawings, graphics, photographs, video, speech, etc.

Document description A level in the fonds structure, a record unit. Metadata for fonds documents, which specify the content of the fonds document.
Document management Record, storage, searching, presentation, management and control of documents. Management of all types of documents, unfinished documents, working documents and fonds documents, independent of recordkeeping.
Document object A level in the fonds structure, a record unit. Metadata for document files. Document object is the lowest level in the fonds structure.
Electronic document A document stored on an electronic medium in a format suitable for retrieval, processing and distribution with the aid of a computer.
Electronic fonds Fonds which consist of electronic documents.
Executive officer The person within the organisation who is responsible for following up and processing one or more documents in a case. See also Case-responsible.
File A level in the fonds structure, a record unit. One or more fonds and associated fonds documents that are linked together under a common identity.
Fonds administrator The Archives Regulation’s term (§ 2-1) for the person who has day-to-day responsibility for recordkeeping in a public body and who manages the registry office. Also known as fonds manager.
Fonds capture Identifying fonds worthy of recording, capturing them and archiving them, i.e. the documents are assigned metadata (registered) and frozen (archived), so that neither the document nor the associated authenticated metadata can be changed.
Fonds creation The act of creating or generating fonds. Also used as a collective term for the initial phases of the fonds material’s lifecycle (current fonds and remote storage fonds), i.e. the phases during which the fonds creator is responsible for the material (the fonds creation phase).
Fonds creator An organisational unit or person who creates fonds as part of his/her/its work. A fonds creator may be a public body, a company, an organisation, a foundation, etc. or a part of such a unit. A public body may be one fonds creator and therefore have one fonds entity (central registry), or it could have several fonds creators (departments, agencies, etc.), each of which create their own fonds entities (partial fonds).
Fonds period The period of time into which the fonds (1) are divided in connection with remote storage, etc.
Fonds series Part of fonds, grouped according to a common classification scheme.
Fonds structure The logical, hierarchical order of a fonds entity.
Fonds unit An individual level in the fonds structure.
Fonds weeding Excluding or removing from the fonds documents which are neither subject to processing (case handling) or of documentation value; cf. Section 3-18 of the Archives Regulation.
Form Collection of questions and explanations which under a name enable the declaration of a limited set of information to be submitted by a single person in a single delivery or transmission.
Format A single document can be stored in several formats. In terms of fonds, we principally refer to production format and fonds format.
Genuineness See authenticity.
Greying out The marking of possible passive responses or passive response fields or with associated header texts to indicate that they are not available in the current situation. The marking is indicated by a paler (generally grey) colour than the active characters/field.
Information management Information management comprises all strategic and practical tasks that an organisation performs in order to enable the organisation to utilise the commercial potential that data, documents, information and knowledge offer.
Information provider The (physical) person who goes through and answers the questions on a form, or who provides data from one or more files, for submission to task retrievers. This could be the information provider himself when the task obligation rests with a physical person. In other cases, the information provider will generally be an employee of the information provider or of the information provider’s accountants, auditors, lawyers, etc.
Integrity

Linked to content, that data (the document) has not been altered or destroyed in an unauthorised manner or erroneously; a property in connection with data which makes it possible to discover whether data has been altered in an unauthorised manner or erroneously.

In terms of fonds, integrity is an indication that the fonds document has not been “messed around with” and that the information reproduces the actual events and circumstances.

Internal document A document prepared for an administrative body’s internal preparation of a case, either by the body itself or by a subordinate unit, special advisors, experts or a ministry for use by another ministry.
Knowledge management Organisational and technological measures for the preservation, refining and further development of “intellectual capital” within organisations.
Lifecycle The sequence of development that a fonds document undergoes from its creation until it is stored for the future in an archival repository (or disposed of). It is normal to operate with three phases in the lifecycle of the fonds documents: active archive, remote-storage archive and archive repository. The first two come under archive creation.
Logging Logging is the sequential storage of data, often in chronological order.
Meeting A meeting within a decision-making body in order to process cases in a case list.
Meeting case A delimited problem that a decision-making body must consider in a meeting.
Meeting case status For case plan, case plan locked, case rejected, case finalised (“reported”), case deferred.
Meeting case type Case draft from an administrative unit, delegated case, minutes case, interpellation and unregistered case (“any other business”).
Meeting minutes A report (minutes) from a specific meeting of a board. It consists of information such as time, place, attendance, etc. as well as reports/minutes for all cases that were considered during the meeting.
Memo Internal document that is prepared within a body as part of the preparations for a case. See also Internal document.
Metadata Metadata are data that serve to define or describe other data. In terms of fonds, this will for example be information on the structure, content and context of a document.
OAIS ISO 14721: 2002 Reference Model for an Open Archival Information System (OAIS). This is an ISO standard for the preservation of records.
Overlap period Transitional phase between an old and a new fonds period, usually the first two years of each new fonds period.

Paper document

(Physical document)

Document in paper form.
Parameter Variable that is assigned a value in connection with a particular use. Used concerning fixed options which must or should be available in the solution.
Periodisation To define regular time intervals for the recordkeeping. This means that all cases containing documents which have been registered during a specific period of time (known as a “fonds period”) are sent for remote storage simultaneously and comprise a unit in the remote-storage fonds.
Precedent A (legal) decision which establishes a precedent for the processing of similar situations or cases. A precedent can also be a case that is governing for the handling of other similar cases. It usually concerns administrative resolutions, i.e. individual resolutions passed in accordance with the administration area of the body concerned which contain a legal view that is subsequently used as a basis in other similar cases.
PREMIS Data Dictionary for Preservation Metadata: Final Report of the PREMIS Working Group (OCLC and RLG 2005). PREMIS stands for “Preservation Metadata: Implementation Strategies”. The PREMIS Working Group describes a model – a core of metadata – which can be used for digital preservation, irrespective of the type of documents or preservation strategies.
Preservation Storing fonds material for a long period of time. In the Archives Regulation, preservation means that the material is stored for the future and transferred to an archive repository; cf. Section 3-18.
Production format The format in which an electronic document was produced, i.e. usually the storage format that was used by a word processing system.
Public registry A copy of the registry that is made available to the public, from which information that is exempt from public access has been crossed out. See also Screening.
Queue list Cases that have been fully processed by the administration are notified as ready for processing by the decision-making body by placing them in a queue list.
Record Document received or produced as part of the activity which an organisation performs, and which is not subject to fonds weeding. Consists of one or more documents that are linked to metadata and frozen (i.e. neither the document nor the associated authenticated metadata can be changed). Corresponds to the Norwegian term “arkivdokument”. See also Case document.
Record

The English term that corresponds to the Norwegian arkivdokument.

Document created or received by a person or organisation as part of the activity which is maintained by the person or organisation (Moreq).

Record Systematic and continuous logging of information in a registry. In accordance with Section 2-6 of the Archives Regulation, all incoming and outgoing documents that are used in case handling and have documentation value must be registered. Internal documents are registered where appropriate. In the legislation, the time of record is used as a basis for determining deadlines in connection with case handling.
Record A level in the fonds structure, a record unit. Documentation of a transaction, including metadata for the record.
Record date

In principle, the registry/record date must be the date on which an incoming document is received by or presented to the body, i.e. the date of receipt of an incoming document.

For inhouse-produced documents, the registry date will be the date on which the registry office quality-assured the document after it was sent or finalised.

In accordance with Section 2-7 of the Archives Regulation, the registry date must be stated in the registry, and in the case of paper-based fonds, in accordance with Section 3-4 it must be a heading in the registry stamp. Registry date is also a selection criterion for the collective chronologically sorted report of all records during the period.

Registry Register of case documents that are processed (sent, received) by a body.
Registry date See record date.
Registry entry An individual record (entry) in a registry, i.e. the information on a case document and any attachments.
Registry information The information that is contained in a registry; cf. Section 2-7 of the Archives Regulation.
Registry management unit Registry management unit is the name of the organisational unit that is responsible for the organisation’s record and recordkeeping. Other names that are used are “registering unit” and “registry office”.
Remote-storage fonds Material which has been stored according to the principles described under remote storage. The second phase in the fonds material’s lifecycle.
Reply data The information provider’s entries in free text fields and selections from single- or multiple-choice lists.
Role Within access control, roles consist of groups of similar tasks, so that the authorisation  can be assigned to several people with the same role instead of each individual person.
Screening Use of neutral characters, omissions or strikethroughs on a copy of or extract from the registry to which the public may request access (cf. Section 2-7 third paragraph of the Archives Regulation).
Semi-current fonds Removing after a certain period of time (normally a specific number of years) fonds material from the active fonds and storing it in an appropriate location; cf. fonds period.
Sender A person who sends a letter, parcel, e-mail, electronic message, SMS or similar.
Series A grouping of fonds (entity) constituted by a common classification scheme. Its definition is often, but not always, identical to that of a fonds series.  
Sign off Registering information in the registry as to when and how the processing of an incoming document has been completed. “Depreciation” as a suggested term is not used in this English version, the Norwegian term is “Avskrivning”.
Transaction information Information that is registered in connection with the use or transfer of data, including transactions that are added automatically.
Variant An alternative edition of a fonds document, which is filed in addition to it. In a variant of a fonds document, the content of the document has been altered relative to the original document. The most common variant will be a publicly available version of the document from which confidential information has been removed, so that it can be made publicly available.
Version An edition of a fonds document at a particular point in time. The most recent version will be the final version.