Business Records Management invites you to review our industry's jargon and terms, on everything from document storage to disaster recovery. We are always adding to our glossary, so if you have a recommendation for new content, click here to make a suggestion.
Access – A file, document, box, tape or container is retrieved from client inventory and reviewed at a record center by the client, or picked up by the client.
Advanced Recovery Services/Availability Services (ARS) – Services that provide improved levels of data integrity, reduced recovery time, and enhanced risk minimization such as disk mirroring, electronic vaulting, remote journaling, data base shadowing, standby services and facilities management.
Alternate Site
– A location other than the normal facility, used to process data and/or conduct critical business functions in the event that access to the primary facility is impaired. Examples of alternate sites include hot site, cold site, work area recovery center and mobile recovery.Application Recovery – The component of Disaster Recovery that concerns the restoration of business system software and data after the processing platform and operating system has been restored or replaced.
Application Software – Computer software systems that provide direct support to the business unit user. Applications software performs the functions of the business, typically functions that were performed by manual means or were mechanized in some other manner prior to development of the applications software.
Automatic Call Distribution (ACD) – The process by which incoming calls arrive at predetermined groups (splits), are answered, held, then automatically directed to a station in an appropriate work group assigned to the specific task required of the call.
Backup – The practice of copying a file stored on a disk to tape or copying a tape file to provide a duplicate file copy. This is done for protection in case the active file is unreadable
Barcode – A unique UPC code that is assigned to a specific box or container within an account. The barcode can be white, yellow, green or pink depending on the type of indexing (file, box, etc.) and the storage requirements (warehouse, vault, environmental) based on an individual account.
Box-Level Indexing – General information is obtained on an entire box and entered into a custom database.
Business Continuity Coordinator (BCC) – The Business Continuity Coordinator (BCC) is responsible for overall continuity of the business unit or organization. This person ensures that the continuity plan is effective, comprehensive and meets the organization’s continuity objectives. A BCC sees to the day-to-day upkeep of the plan and acts as liaison with outside providers of continuity services and others during test and activation of the capability in response to an event. Also may be called a Disaster Recovery Coordinator, Business Continuity Coordinator, Recovery Manager or Administrator.
Business Continuity Plan – A document containing the recovery timeline methodology, test-validated documentation, procedures, and action instructions developed specifically for use in restoring organization operations in the event of a declared disaster. To be effective, most Business Continuity Plans also require testing, skilled personnel, access to vital records and alternate recovery resources including facilities.
Business Impact Analysis (BIA) – The process of identifying an organization’s exposure to the sudden loss of selected business functions and/or supporting resources (threats), and analyzing the potential disruptive impact of those exposures (risks) on key business functions and critical business operations. The BIA usually establishes a cost (impact) associated with the disruption lasting varying lengths of time. Impact estimates may include actual financial impacts, such as lost sales revenue and additional expenses for temporary help, and estimated financial losses, such as estimated lost future sales and potential litigation settlement costs. Impact estimates often include non-financial impacts such as customer confidence and public image/relations.
Business Recovery Facility (BRF) – Generally, a commercially provided facility that contains the capability to recover people intensive business functions and the work area environment. This includes voice and LAN client server backup. The facility may also contain Customer Control Centers (CCC) where control of both the network function and the operations of a remote or local Computer Recovery Center are accomplished. A Business Recovery Facility (BRF) may also contain WorkArea Recovery Centers (WRC) for end users.
Call Tree – A list of key individuals to be contacted, usually in the event of a disaster. Many of these individuals are responsible for contacting additional individuals, who in some cases may contact still others.
Client – Usually a computer workstation that communicates over a network with other client computers workstations and with a larger computer server, which typically stores data that many users need. The client controls the user interface and application processing. The server houses information and processes requests from the client to extract data or update the database.
Client-Server – Any of several possible network configurations for work stations and interconnected processors. Users’ workstations are clients, providing the user interface and generally some part of the application program set and/or data for the function. Other processing units contain other parts of the application program, databases, database control, and control of resources (printers, data, etc.) that can be shared by each user at each workstation.
Command Center – A temporary office-type facility located apart from the normal business facilities from which disaster recovery/business resumption activities can be effectively coordinated and managed. The emergency management team and/or section managers are instructed to assemble at the command center immediately following an event. A command center will typically be a location with ample voice communications capabilities as well as office space, furniture and office equipment to support emergency management team members.
Computer Recovery Center (CRC) – A fully equipped, vendor-supplied alternate computer capability that provides equipment such as CPU, disk, and tape, to support recoveries and validation. Access and control is via a Customer Control Center located within a local or remote Business Recovery Facility. A CRC is similar to a traditional hot site and is a component of a Technology Service Center.
Container-Level Indexing – General information is obtained on an entire container and entered into a custom database.
Critical Applications – Are manual, data processing, word processing, or personal computing applications, which support essential business functions without an organization might not survive.
Critical Business – Vital business function (s) without which an organization cannot operate.
Daily Usage Fee – A fee charged by an Alternate Facility provider to a customer who declares a disaster that is based on the length of time the customer uses alternate facility resources.
Database Shadowing – A data backup strategy in which a full copy of the user’s database is maintained at a remote data center, often a vendor’s facility. Update transactions to the primary database trigger a transmission and similar update to the remote database. A successful recovery is possible from near failure using the shadowed database.
Data Breach – The unauthorized disclosure of information that compromises the security, confidentiality or integrity of personally identifiable information. Such information may include, but not be limited to, Social Security number, name and addresses, date of birth, healthcare records and bank account information.
Data Synchronization – The process of accurately reproducing the state of critical information and data to a predetermined point in time before the interruption occurred. Often business functions rely on data from multiple sources that are backed up at different points in time. These multiple data sources must be restored and accurately reconstructed to rebuild the data rendered unavailable as result of the interruption. Accurately rebuilding post interruption data and information using available resources to reproduce pre-interruption information as of a specific point in time with integrity.
Data Wiping – The process of erasing all data on a hard drive beyond recovery.
Deacidification – The process of neutralizing the acid in paper with magnesium oxide to extend the life of books and manuscripts.
Declaration Fee – A one-time fee, charged by an Alternate Facility provider, to a customer who declares a disaster.
Destruction – A file, document, box, tapeor container is retrieved from client inventory with prior authorization from the client, and is shredded and recycled.
Dialup Line – A communication link that is established on demand by dialing a specific telephone number.
Direct Inward Dial (DID) – A direct phone line to an individual.
Disaster Declaration – The formal notification process which takes place after it is determined that recovering normal operations at the primary site within a acceptable time period is not possible or feasible. The declaration process involves decision-making carried out by senior management upon recommendation from the Damage Assessment Team and Business Recovery Coordinator. Once enacted, the recovery effort begins to escalate as outlined in the documented continuity plan.
Disaster Recovery – The ability to respond to an interruption in services by implementing a recovery plan that ensures the orderly and timely restoration of an organization’s business capabilities and supporting resources.
Disk Mirroring – With advances in technology provided by disk vendors, installed mirrored disks at an alternate facility can facilitate real-time backup of your data. By continuously writing to two sets of disks, you ensure immediate access to duplicate data with virtually no data loss.
Distributed Processing – Use of computers at various locations, typically interconnected via communication links for the purpose of local processing and data access and/or transfer.
Document Imaging – Software-based computer systems that capture, store and reprint images.
Electronic Discovery/e-discovery – A search for information in electronic form for purposes of civil litigation.
E-waste – All obsolete or outdated computers, televisions, cell phones, printers, scanners and other electronic devices commonly used in offices and homes.
Exercise – A test or drill in which actions in the continuity plan are performed or simulated as though responding to an event. It is during the exercise that planners and participate can evaluate whether the planned activities and tasks properly address potential situations. Exercises provide the opportunity to observe the interdependence of various parts of the plan and to find the significant areas that may not have been addressed in the plan. Exercises may be as complete as an actual recovery of a system and operation of the function in a restored environment, or be done as a complete simulation with participants “talking through” or “walking through” their roles and actions.
File-Level Indexing – Detailed information is obtained from each individually barcoded file and entered into a custom database.
File Server – The central repository of shared computer files in a computer network.
Function(s) – If a critical business function is non-operational, the organization could suffer serious legal, financial, goodwill, or other serious losses or penalties. Generally critical business function(s) must operate continuously or sustain only brief interruptions.
Hot Node/Hot Storage – Specialized communications equipment (node) with live communications circuits located at an alternate site facility as part of the subscriber’s production network. Also called a Live Node. Properly designed and configured, a hot node can simplify and the speed the recovery of the subscriber’s network. Other storage options for specialized customer communications equipment include Warm Node storage (power applied to the equipment, communications links attached for test or disaster) and Cold Node storage (power off, storage only).
Infile – Individual sheets of paper that are to be placed into their original file.
Journaling – The real-time logging of all database management system updates. This information is used to reconstruct databases in the event of a database failure.
LAN Ready – Enhanced wiring infrastructure to support the recovery of industry-standard Ethernet or IBM Token Ring-based LAN applications utilizing customer-supplied equipment.
Line Rerouting – A service offered by many regional telephone companies allowing the client to quickly reroute the network of dedicated lines to a back up site.
Midrange – Refers to a series of minicomputers including HP, Sun, AS400, RS6000, Tandem, Stratus, DEC and others from any number of vendors.
Mirroring – A data backup strategy in which a full copy of the user’s database is maintained at a remote data center, often a vendor’s facility. Update transactions to the primary database trigger a transmission and similar update to the remote database. A successful recovery is possible from near failure using mirroring.
Mission-Critical Application – A product, service, or activity identified as essential to the company’s success. Its unavailability or failure to be performed within a specific time frame significantly affects the firm’s: Assets, Earnings, Ability to meet regulatory requirements and contractual obligations, Competitive edge, Stockholder, Staff, Customer, Market or Public Conference.
Notification Fee – A one-time fee charged by an Alternate Facility provider to a customer who declares a disaster.
Object Code – Used to identify the general type of computer media item or storage unit. Items can be stored on open shelving or within barcoded containers.
Off-Site Storage – The process of storing vital records in a facility that is physically remote from the normal site. Usually this facility is environmentally protected for proper care and storage of magnetic media, microfilm, and paper. Multiple copies and multiple generations of media that are critical to the successful recovery are normally stored off-site, inventoried, and rotated on a periodic basis.
"One-Cube" – A standard storage box with a capacity of 1.2 cubic feet. This box can hold standard-sized manila file folders packed front-to-back, or legal files packed side-to-side.
Permout – A file, document or box is permanently removed from inventory.
Platform – A hardware or software architecture of a particular model or family of computers (i.e., IBM, Tandem, HP, etc.)
PST File – Refers to the .pst (personal storage table) filename extension used by Microsoft products. The file is a locally-stored copy of any message, task, calendar item, etc. from Microsoft Exchange mailboxes and is also delivered and stored on a server.
Purge – A single, large destruction of multiple files.
Quickshop – A recovery alternative generally applicable to desktop computers, servers, LANs, and selected mid-range computers where equipment is packaged, ready for transportation, and can be shipped to a recovery site for deployment within 1-3 days.
Record – Information created, received and maintained as evidence and information by an organization or person, in pursuance of legal obligations or in the transaction of business.
Recovery Capability – Defines all components necessary to maintain continuity and perform recovery. Required components include a strategy, plan, staffing, alternate site, vital information, and a validation program.
Recovery Point Objective (RPO) – That point in time, preceding the interruption, that data must be available and correct to allow business functions to resume operations, following the interruption. Usually, the recovery point objective is the point synchronized backup data is available. The recovery objective is to minimize the amount of data and/or the number of transactions lost as a result of an interruption. To do this, the recovery point objective should be to resume processing at, or as close as possible to, the point of interruption.
Recovery Strategy – The method selected by an organization to recover its critical business functions (primarily data processing operations) following a disaster. Possible strategies for recovering from an event which degrades, or scheduled data processing services delivery include: 1) revert to manual or interim procedures. 2) Temporarily suspend data processing operations to effect recovery onsite. 3) Contract with a service bureau to provide essential data processing operations from that location. 4) Transfer essential data files and applications from off-site storage to a hot site facility and begin emergency processing from the hot site.
Recovery Time – The period from the disaster declaration to the recovery of the critical functions.
Recovery Time Objective (RTO) – The maximum acceptable length of time that can elapse before the lack of a business function severely impacts the business entity. An RTO is comprised of two components: The time before the declaration- The time to perform the tasks (as documented in their plan) to the point of business resumption. An RTO is based upon the level of projected financial exposure, over time that would be acceptable to senior management.
Recovery Timeline – The common critical path that organizations and companies follow during a recovery effort. There are seven major steps along the path, which are followed regardless of the organization. The process has seven stages. 1) Immediate Response 2) Environment Restoration 3) Functional Restoration 4) Data Restoration and Synchronization 5) Business Resumption 6) Interim Site Migration 7) Return to Home Site.
Redundancy – Providing two or more resources to support a single function or activity with the intention that if one resource fails or is interrupted, an identical or similar alternate resource will immediately begin to perform the function with little or no loss to the function.
Refile – A file, document, box, tape or container is returned to a record center and placed into a barcoded location.
Remote Access – The ability to use a computer system, typically a mainframe, from a remote location, generally over common phone lines.
Remote Journaling – The process of recording the transaction of a computer application at a distant data storage location concurrently with the normal recording in the local environment. Journaling may occur periodically during the processing cycle or may continuously maintain almost exactly synchronized data in both locations. Data can be recovered almost to the point of interruption at the processing location following an event. Remote journaling can reduce the data loss that is unavoidable when periodic tape or similar back up strategies are used.
Repack – The contents of one box or container is placed into a new one. This occurs when the customer uses a box other than a standard records storage box with a lid, or a container other than a standard storage container designed for vault storage, or if boxes/containers are overpacked or damaged.
Resource Requirements – The minimum set of components needed to support a recovery operation. Components of this type normally include: 1) Personnel 2) Computer Hardware (including PCs) 3) Systems and Applications Software 4) Telecommunications –Voice and Data 5) Physical Facilities 6) Critical Files 7) Recovery Action Plans 8) Supporting Documentation 9) Forms and Supplies 10) Office Equipment.
Retrieval/Pull – A file, document, box, tape or container is retrieved from client inventory at a record center, upon request from the client.
Return Date – The date a client would like to have a specified item returned to inventory.
Risk Analysis – 1) An analysis of potential threats to an organization’s ability to maintain current business operations. 2) A , process which identifies the possible risks to which an organization may be exposed, assesses the probability that an identified risk may become a threat, and quantifies potential impact in terms of expected loss. 3) An examination of the cause and effect relationships between possible natural and man-made threats (causes) which could damage or destroy valuable corporate assets, interrupting critical business functions. (effects). The risk analysis is usually part of the business impact analysis. It estimates both the functional and financial impact of a risk occurrence to the organization and identifies the cost to reduce the risk to an acceptable level through the establishment of effective controls.
Search – A database search when a barcode is not provided.
Server – A computer providing a service for LAN-based applications such as file access, printer sharing, or electronic e-mail.
Single Point Of Failure – An element of a system for which no redundancy exists. A failure of such a component may disable the entire system.
Stand-Alone Processing – Processing typically on a PC or mid-range computer, which does not require any communications, link with a mainframe or other processor.
Storage Area Network (SAN) – A back-end network connecting storage devices via peripheral channels such as SCSI, SSA, ESCON, and Fibre Channel. There are two ways of implementing SANs: centralized and decentralized. A centralized SAN ties multiple hosts into a single storage system. Some storage systems can copy data for testing, routine, backup and transfer between databases without burdening the hosts they serve. A decentralized SAN can connect multiple hosts with multiple storage systems.
Storage Media – A general name for the various ways to store computer data. Media storage capacities have increased over time, while physical sizes have dramatically decreased. Common formats include magnetic tapes, digital tapes, data cartridges, cassettes and open reels.
Subscription – Contract commitment providing an organization with the right to utilize a vendor recovery facility for recovery of their mainframe processing capability.
Subscription Fee – Normally, monthly fees paid for the privilege of using a backup computer hot site or cold site under some prearranged agreement, i.e. on a first-come, first-served basis.
Tape-Level Indexing – Detailed information is obtained from each individually barcoded tape and entered into a custom database.
Test Plan – The resources, recovery plans, and proced, ures that are used in a system test to ensure viability. A Test Plan is designed to exercise specific action tasks and procedures that would be encountered in a real disaster situation.
"Three-Cube" – A large legal storage box with a capacity of 3 cubic feet. This box can hold standard-sized manila file folders, large hanging file folders and other miscellaneous items.
Un-interruptible Power Supply (UPS) – An alternate power source, generally a large bank of batteries, which can provide power to operate a data center, or a major part of the center for a short period of time. The UPS system is intended to provide computer operators with a period of 20 to 30 minutes to shut down a computer in an orderly manner following a complete outage. The UPS may also be used to maintain stable power for the period of time between the loss of normal, commercial power and the time that an engine driven back up power system can be started and brought on-line to support the data center power requirements.
Vault – A storage area for offsite computer media that is kept at constant temperature and humidity levels. Other ideal qualities include proper construction, fire rating, limited access. isolation from the elements and geographic separation from disaster-prone areas.
Vulnerability Index – A measurement of the vulnerability of corporate computer operations to disasters. The index consists of weighed evaluation of generally accepted procedures that should be followed to minimize computer system disruptions.
Wide Area Network (WAN) – Interconnected LAN generally in a widely dispersed configuration. Each LAN has access to the overall network or to another LAN through a “gateway” or a connection between the networks.
Workarea Recovery Center (WRC) – An area within a Business Recovery Facility with workspaces configured with terminals and basic phone service to allow critical end-users to conduct business. WRC terminals can be connected to the subscriber’s production, system, if viable, or to Business Recovery Facilities. Conference rooms, lounges, and office equipment such as faxes and printers can also be provided. Optional services include Voice Recovery for 800 and enhanced voice services, and LAN Recovery for recovery of personal computers, workstations and other local area terminals and networks.
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