Glossary

Index:


archive
To collect and organize records and information.
Archives (University)
The University Archives is the repository for the records documenting the history of the University of Kansas. Included are the official papers of the chancellors, records of student and faculty activities, and selected publications and papers of alumni and faculty.
asset
Something of value. An information asset is valued information.
authentication
A mechanism that attempts to verify that a document is the same as that which a user expected based on prior reference. Mechanisms to ensure authentication may include naming schemes, watermarking and various kinds of encryption techniques.
Back to Topbest practice
The best available policies, methods, procedures, tools, and processes that others are already using to address the particular organizational problem or need confronting an agency.
born digital
Digital materials that are not intended to have an analog equivalent, either as the originating source or as a result of conversion to analog forms.
business continuity
The ability of an organization to continue to function during and after disruptive events.
Back to Topcleaning (of computer hard drives)
Removing data on a system through one or more various methods that may include – overwriting or erasing data utilizing software that is compliant with Department of Defense standards; or by erasing data using an appropriate bulk eraser or degaussing device.
Computer Fraud & Abuse Act
The Computer Fraud and Abuse Act is a law intended to reduce "hacking" of computer systems.
competency
Demonstrated understanding of a specific subject or topic.
confidential information
Confidential Information is a subset of Private Information that includes information protected by state and/or federal law and information that the university is contractually obligated to protect. The mishandling of confidential information may impact the University through financial and legal sanctions, loss of public confidence, and damage to University reputation. Examples of confidential information include Social Security numbers, bank account information, healthcare records, educational records, and risk assessments that highlight potential weaknesses in the University’s utility/service infrastructure.
Back to Topdata
Data are the raw material stored in a structured manner that, given context, turns into information.
data classification
The categorization of data in accordance with criteria or specific requirements such as the need for data to be available, to maintain data integrity over time, and to be kept confidential.
data integrity
Assurance that data are consistent, correct, and accessible, and preserved for intended use.
degaussing
Process by which storage media is subjected to a powerful magnetic field to remove the data on the media.
digital archiving
A term used differently with various sectors. Libraries use it interchangeably with digital preservation. Computing professionals tend to use digital archiving to mean the process of backup and on-going maintenance as opposed to strategies for long-term digital preservation.
digital preservation
The long-term management of digital information to ensure continued access.
disposition
The treatment of a records series at the end of the life cycle of that series - either destruction or transfer to the University Archives.
document
A set of formatted and related information, either physical or electronic.
Back to Tope-commerce
Acronym for electronic commerce. The conducting of business transactions over the Internet (electronic commerce).
ECPA
The Electronic Communications Privacy Act (ECPA) sets out the provisions for access, use, disclosure, interception and privacy protections of electronic communications.
emulation
A digital preservation strategy whereby digital materials are stored in their original format as a bit stream and software and hardware emulators are employed to mimic the behavior of obsolete hardware platforms and emulate the relevant operating system to allow for access.
Back to TopFERPA
The Family Educational Rights and Privacy Act (FERPA) provides higher education students the right to have access to their education records, the right to seek to have the records amended, and the right to have some control over the disclosure of personally identifiable information from the education records. More information on the University’s FERPA-related policies are found at:
Back to TopGLB
The Gramm-Leach-Bliley Financial Services Modernization Act (GLB) regulates the disclosure of non-public personal information by financial institutions. Institutions of higher education are covered by the law's definition of "financial institutions" as they participate in financial activities, (e.g., offering Federal Perkins Loans).
Back to TopHIPAA
HIPAA is an acronym for the Health Insurance Portability and Accountability Act (HIPAA) enacted in 1996.

There were several purposes behind HIPAA, including:

  • Provide employees with portability of healthcare coverage and limitation of pre-existing condition delays to coverage.
  • Standardize electronic payment transactions in health care.
    • Prevent misuse and/or wrongful disclosure of health records.
    • Provide patients with control and oversight of the use and disclosure of their own health records.
Back to Topinformation
Interpreted data or data in context.
information assets
Collections of information that have value for the organization.
information life cycle management
Information life cycle management operates from the perspective that information should be cared for along a continuum that begins with its creation and extends to its final disposition which may be deletion or permanent retention and preservation. Life cycle management describes the combination of planning, policies, strategies, techniques and actions required to ensure sustainability and accessibility to information for as long as necessary.
information management
The policies and methods the University establishes to ensure University information and scholarly output are kept secure and are available when needed.
Information Management Policy Group
The Information Management Policy Group is composed of high-level administrative and academic representatives (to be seated in spring 2008), and will provide institution-wide perspective and advice in policy development and program outcomes evaluation of the Information Management program (including Records Management).
Back to TopKansas Open Records Act
"KORA" is the Kansas version of the federal Freedom of Information Act, also known as the Sunshine Law. The Open Records Act allows for public inspection and copying of "public" records maintained by public entities. Not all records are available for public inspection. See KSA 45-215 et seq. for more on the law.
KU Records Retention Officer
The Vice Provost for Information Services is the person responsible for records retention and disposition at the University of Kansas.
Back to Topmetadata
Data describing context, content and structure of records and their management through time. Metadata enables the intelligent, efficient access and management of data from creation through long term use. One of the primary purposes of organizing the metadata is to be able to describe and communicate business and technical information to persons within the organization.
Back to TopPatriot Act
Public Law 107-56 - The Uniting and Strengthening America by Providing Appropriate Tools Required to Intercept and Obstruct Terrorism Act of 2001.
PCI
An acronym for the Payment Card Industry which provides guidelines for the use of the various payment cards, including both credit and debit cards.
private information
Private Information is an overarching term used to indicate all Confidential and Sensitive information as defined below. Private Information includes all information protected by state and/or federal law or that the University is contractually obligated to protect. Private Information also includes information designated by the University as Private (Confidential or Sensitive) through the creation of standards, procedures and guidelines. Access to these data must be tightly monitored.
preservation
Preservation refers to the combination of planning, policies, strategies, techniques and actions intended to retain information or artifact, and thereby ensure survival or usefulness, for as long as possible or as long as necessary. This combination of approaches applies to: books, paper, ephemera and realia, parchment, moving images, audio recordings, visual materials, optical and digital media. Digital Preservation ensures enduring access to reformatted and born digital content regardless of the challenges of media failure and technological change. The goal of digital preservation is the accurate rendering of authenticated content over time.
public information
Public Information includes information developed for public access. If this information is disclosed, there is no risk of damage to the University’s reputation. Some examples include:
  • Publicly accessible web pages
  • Campus maps
  • University application forms and brochures
public record
Public records may encompass anything "that is recorded information, regardless of form or characteristics, which is made, maintained or kept by or is in the possession of any public agency" with some exceptions. It is the public policy of the State of Kansas that Public records be open for inspection by a person. KSA 45-217 (f) (1). Please contact the KU Privacy Office for more information on a public record or an open records request.
Back to Toprecord
A record means any information recorded in any way (including, but not limited to, handwriting, print, tape, film, microfilm and microfiche) that is made or received by an agency in connection with the transaction of official business or bearing on the official activities and functions of the University. Such records are also considered University Information.
records appraisal
The process of determining the value and thus the final disposition of records, making them either temporary or permanent.
records management
A program which governs the management of records including the creation, handling, control, organization, retention, maintenance, security, preservation, disposition, alienation and destruction of records in the custody or under the control of the University.
records retention and disposition schedule
A description of the records under University control which specifies how long and where they must be kept as they progress through the phases of their life cycle, the format in which the records must be stored and what their final disposition will be (destruction or archival preservation) at the end of their life cycle.
reformat
(Computing) format again after a previous use, especially to clean a disk drive (or partition) so it contains no data and only formatting information.
reimage
Reimage is the process of removing all software on a computer and reinstalling everything. A reimage is necessary if your operating system becomes damaged or corrupted. You may also need to reimage if your system is plagued with spyware problems. The word reinstall is often used in place of reimage.
Back to Topsecurity backup
A second copy of a digital asset made to protect against loss due to unintended destruction or corruption of the primary object. Security backups are created routinely and are not to be considered archives.
sensitive information
Sensitive Information is a subset of private information that includes non-public information (other than Confidential Information) that may cause harm to the University or to individuals if inappropriately used or disclosed. This category includes, for example, research data with commercial or societal value, and individual works of intellectual property.
student records
Education records: Those records that are directly related to a student and that are maintained by the University, or by a party acting on behalf of the University.
Back to Topuniversity information
University Information is data collected or managed by the University to support University activities. University Information may include records.
vital records
Vital records are essential to an agency's ability to continue functioning during a disaster and/or to reestablish operations following a disaster.
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