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Preservation: Reading file:
Processes and operations involved in Material such as correspondence and
ensuring the technical and intellectual reference materials, filed in chronological
survival of authentic records through time. order; generally used for reference and
The act of maintaining correct, and convenience.
independently understandable, information
over a long term. To take action to prevent Record value:
deterioration or loss . the importance or significance that official
and secondary records need to be
Program record: compared to. A record’s 1) administrative,
A record relating to the mission or the 2) legal, 3) fiscal, 4) historic or 5) essential
unique, substantive functions of an office. (vital) business value to the record holder.
Project file: Records Classification:
an assembly of records and other data, that The grouping of records by their records
pertains to a set of activities or pursuits series or business function (not by media;
designated as a project by the organization i.e., email is not a proper classification).
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which has a specific beginning and end.
For the state of Montana, often referring to Records Lifecycle:
engineering, construction or technology. Concept that all records pass through three
See also Case file and Subject file. distinct stages of; creation, use and
maintenance, and disposition or disposal.
Public record:
Public record means public information that Records Storage:
is fixed in any medium and is retrievable in An appropriately secured area or facility
usable form for future reference; and used to store inactive records for the
designated for retention by the state remainder of their retention period.
records committee, judicial branch,
legislative branch, or local government Reference Copy:
records committee. Any document or copy of a document made
or kept solely for reference purposes.
