Accumulation of inactive records
ICOM A11
The inactive records of the
Accumulation of semiactive
records
ICOM A11
The semiactive records of the agency.
ACT (v.)
Activity: A2(A21)
To give origin to an act (n.)
ACT (n.)
Entity
The conscious exercise of will by an officer of
the records creator or by an external
person aimed to create, maintain, modify or extinguish situations. There are
two types of act: a mere act and a transaction. Alias: action.
Action
Entity Model: definition of ACT (n)
The conscious exercise of will by an officer of
the records creator or by an external
person aimed to create, maintain, modify or extinguish situations. There are
two types of act: a mere act and a transaction. Alias: act.
Active records
Activity model definition of Authentic, aggregated active records
Records which are needed by the records' creator for the purposes of
carrying out the actions for which they were created.
Active records in offices
ICOM: A11
Active records which are kept by the
handling offices/officers.
Administrative analysis
ICOM: A11
See rules in the text of the report related to the activity SURVEY
RECORDS CREATOR.
AGENCY
Context entity in entity model
Activity Model: (Title, Viewpoint, Scope)
An administrative body having the delegated authority to act competently as an agent of a higher body.
Every agency is a juridical person,
composed of juridical persons.
Aggregated records
Activity Model A0/A3: definition of Authentic, aggregated active records
Active records which accumulate in
interrelated groups according to the way in which a records creator carries out its activities.
Analysis of active records
ICOM: A11
See rules in the text of the report related to the activity SURVEY ACTIVE
RECORDS.
Analysis of inactive records
ICOM: A11
See rules in the text of the report related to the activity SURVEY
INACTIVE RECORDS.
Analysis of semiactive
records
ICOM: A11
See rules in the text of the report related to the activity SURVEY
SEMIACTIVE RECORDS.
ANNOTATE RECORDS
Activity: A3 (A34)
To add to records that have already been
created.
Annotated records
ICOM: A3
Records that have been added to after their
creation, either in the course of handling the matter to which they relate or
in the course of their management. Examples of annotations: instructions, dates
of hearing or readings, signs beside the text, cross-references, protocol
number, classification code, date stamp.
Archival bond
Entity model: as recursive identifying relationship of Record
The originary, necessary and determined web of relationships that each record
has at the moment at which it is made or received with the records that
belong in the same aggregation. It is an incremental relationship which begins
when a record is first connected to another in the course of action (e.g., a
letter requesting information is linked by an archival bond to the draft or
copy of the record replying to it, and filed with it. The one gives meaning to
the other).
Archival documents
Activity Model: Scope
Documents created by a physical or juridical person in the course of practical
activity. Alias: records.
Archival fonds
Activity Model: Title, Purpose
ICOM: A-0/A0
The whole of the records created by an agency and preserved. Alias: archives.
Archival framework
Activity Model: definition of MANAGE
ARCHIVAL FRAMEWORK
The whole of the policies, rules, instruments, procedures and resources (e.g., human,
financial), according to which the records of an
agency are managed.
Archival Science
Activity Model (Scope)
ICOM: A-0
The concepts, principles, and methodologies governing the treatment of records. It includes the concepts, principles and
methodologies defined by diplomatics.
Archives
Activity Model: definition of Archival fonds
The whole of the records created by an agency and preserved. Alias: archival fonds.
Archives Committee
ICOM: A1
A group of professionals (e.g., records, legal, information technology and
services, archival and operational professional experts and managers) with
continuing authority for survey records creator and its
records and establish
archival framework. Once the archival framework is established, the
authority for implementing
archival framework and maintaining archival
framework passes to the records
office.
Audit Trail
ICOM A14
An electronic means of auditing all the interactions with records within an
electronic system so that any access to the system can be documented as it
occurs for the purpose of preventing unauthorized actions in relation to the
records, e.g., modification, deletion, or addition, and of ensuring that changes
in one of its components do not cause errors elsewhere in the system (the
closest correspondent means for the non-electronic components of the records
system is the charge-out procedure which controls access to dossiers and
their movement within the agency).
Authentic records
Activity Model: definition of Authentic, aggregated active records
Records that can be proven to be genuine.
Authenticity is conferred on a record by its mode, form, and/or state of transmission, and/or manner of
preservation and custody.
Authentic, aggregated
active records
ICOM: A-0/A0/A3
Records which present the characteristics of authentic records, aggregated records, and active records.
Central records system
Activity model: in definition of CONSIGN RECORDS TO CENTRAL RECORDS SYSTEM
The central records system is the part of the records system that is under the exclusive
competence of the records office.
Changes in
administrative and legal context
ICOM: A14
Changes in policies, regulations, and legislation which have occurred since the
integrated
business and documentary procedures were designed and implemented.
CLASS
Entity
The subdivision(s) of a classification
scheme and the concrete body of records corresponding to it (them).
CLASSIFICATION SCHEME
Context entity in entity model
ICOM: A12
Diagram, table, or other representation categorizing the creator's records
by hierarchical classes and according to a coding
system expressed in alphabetical, numerical, or alphanumeric symbols. The
code associated with each class is named the class code.
Classified internal records
ICOM: A2
Internal records that have been
classified.
Classified received records
ICOM: A2
Received records that have been
classified.
Classified records to be
sent
ICOM: A2
Records to be sent that have been
classified.
CLASSIFY RECORDS
Activity: A2 (A23)
Assign records to the pre-established classes in the classification scheme and, within each
class, to the dossiers to which they belong (if
applicable), by attaching to each record a
classification code.
COMPETENCE
Entity
A sphere of functional responsibility entrusted to an office.
COMPETENT ARCHIVAL BODY
Context entity in entity model
Activity Model: definition of Inactive Records
The body which is given the exclusive competence for the indefinite preservation of
an agency's inactive
records.
Competent person
Activity Model: definition of Redirected documents
The office which is given a competence and has, therefore, the authority
and capacity to act within it.
COMPILE RECORDS
INVENTORY
Activity: A11 (A115)
The articulation, in a formal document, of all the information acquired through
the administrative analysis, analysis of inactive records, analysis of semiactive records,
and analysis of active records,
in such a way that the document may be used as the basis for the activity
MANAGE ARCHIVAL FRAMEWORK.
Completeness
Activity Model: definition of State of transmission
The characteristic of records that present all
the elements of physical form and intellectual form
required by the agency and the juridical system.
CONSIGN RECORDS TO
CENTRAL RECORDS SYSTEM
Activity: A3 (A31)
Add records to the groups to which they
belong, within the central records system , for purposes of reference, use, or subsequent action.
CONTINUATIVE ACT
Entity: subtype of MERE ACT
An act composed of many identical partial acts all
aimed to the same purpose.
CONTRACT
Entity: subtype of TRANSACTION
An act accomplished by two or more interacting
parties having different motivations and/or interests.
CONVERT RECORDS
Activity: A4 (A43)
To change the medium (includes copying to the
same kind of medium) and/or physical
form of the record in the usual and
ordinary course of business (otherwise the activity is not convert records but
create records), leaving intact the intellectual form,
for purposes of security, disaster prevention, conservation, overcoming
technology obsolescence, or compacting the information while preserving the
record's reliability and authenticity.
Converted records
ICOM: A4
The records produced by the activity CONVERT
RECORDS.
Copied records
ICOM: A3
Records from which one or more copies have
been made for business purposes.
Copies of records
ICOM: A0/A3
Reproductions of records for business
purposes.
COPY RECORDS
Activity: A3(A33)
To make a reproduction of a record in any state of transmission for business purposes (otherwise
it is CONVERT RECORDS).
CREATE CLASSIFICATION
SCHEME
Activity: A12 (A121)
Develop classification scheme.
CREATE RECORDS
Activity: A0/A2
To make and set aside or receive and set aside
records.
CREATE RETENTION
SCHEDULE
Activity: A12 (A122)
Develop retention schedule.
Creator's holdings
Activity Model: definition of Inventory of creator's holdings.
The records of a records creator.
Creator's mandate and
functions
ICOM: A-0
The authority and responsibility given to a records creator to
administer predetermined areas of organizational activity, and the way in
which such administration is accomplished.
Custody
Activity Model: definition of TRANSFER CUSTODY OF INACTIVE RECORDS
Physical and legal control over the existence, authenticity, location and
accessibility of records.
DEFINE ACCESS PRIVILEGES
Activity: A12 (A123)
Determine access privileges of specific officers according to their competences.
DESIGN
INTEGRATED BUSINESS AND DOCUMENTARY PROCEDURES
Activity: A13 (A132)
Develop integrated
business and documentary procedures.
DESIGN RECORDKEEPING AND RECORD-PRESERVATION SYSTEM
Activity: A13 (A131)
Develop recordkeeping and record-preservation system.
DESTROY INACTIVE RECORDS
Activity: A4 (A45)
To obliterate inactive records from existence without reasonable hope of
recovery.
Destroyed records
ICOM: A4
Inactive records that are obliterated at
the time specified in the retention schedulex.
Diplomatics
Activity Model: definition of Archival science
The study of the genesis, inner constitution and transmission of archival documents, and of their relationship with the
facts represented in them and with their creator.
Document
Entity Model: definition of Record.
Information consigned to a medium.
DOSSIER
Entity
The smallest interrelated aggregation of records, usually named after the person, activity,
or subject to which it refers. A dossier should not be confused with a folder. A dossier is a conceptual unit aggregated on
the basic of the action or matter with which it deals.
ESTABLISH ARCHIVAL
FRAMEWORK
Activity: A1(A12)
To CREATE CLASSIFICATION SCHEME, CREATE RETENTION SCHEDULE and DEFINE ACCESS PRIVILEGES.
Evaluation Report
ICOM: A14
See rules in the text of the report related to the activity MONITOR RECORDS SYSTEM.
External initiative
ICOM: A2
An act, originating from outside the agency, which triggers an act within the agency.
Facilities
ICOM: A-0
Places where the records are stored.
Feedback from Officers
ICOM: A14
See rules in the text of the report related to the activity MONITOR RECORDS
SYSTEM.
FOLDER
Entity: subtype of PRESERVATION UNIT
A cover in which non-electronic records,
belonging in the same dossier, are loosely kept,
usually in chronological order. A dossier may be distributed across a number
of folders.
Form
Activity Model: in titles of physical form and intellectual form.
The record's physical form and intellectual form.
Form of transmission
Activity Model: definition of Authentic records
The form that the record has when it is received.
FUNCTION
Entity
All of the acts aimed to accomplish one purpose
within a given jurisdiction or locale.
HANDLE RECORDS
Activity: A0(A3)
To maintain and use records after having
consigned them to the central records
system.
Human Resources
ICOM A-0/A0/A1
People who manage archival fonds.
They comprise the archives
committee, the records office, the
untrained officers and the trained officers.
IMPLEMENT ARCHIVAL
FRAMEWORK
Activity: A1(A13)
To DESIGN RECORDKEEPING AND RECORD-PRESERVATION SYSTEM, DESIGN INTEGRATED BUSINESS AND
DOCUMENTARY PROCEDURES and TRAIN OFFICERS.
Inactive records
Activity model definition of Accumulation of inactive records
Records which are no longer needed for
ongoing agency business.
Incoming documents
ICOM: A-0/A0/A2
Documents received by the agency from an external source, including those
which the sender already considers records.
Information about
business procedures
ICOM A1/A12/A13
Information about the procedures that
define the actions and workflow involved in carrying out the agency's functions.
Information about records
creator
ICOM: A11
See rules in the text of the report related to the activity SURVEY RECORDS
CREATOR.
Information
about records creator and its records
ICOM: A-0/A0/A1/A11
Data concerning the records creator and its records, obtained from the records creator and
from its records during the activity SURVEY RECORDS CREATOR AND ITS
RECORDS, and used to produce the inventory of creator's
holdings.
Information provided by
officers
ICOM A11
See rules in the text of the report related to the activity SURVEY ACTIVE
RECORDS.
Integrated
business and documentary procedures
ICOM: A0/A1/A13/A14
Procedures for carrying out the agency's business that have been linked to
the records resulting from each action composing them. See rules in the text
of the report related to the activity DESIGN INTEGRATED BUSINESS AND
DOCUMENTARY PROCEDURES.
Integrated
classification scheme and retention schedule
ICOM: A1/A12/A13
A recordkeeping instrument which combines and brings into direct relation the
classification scheme and retention schedule.
Intellectual form
Activity Model: definition of CONVERT RECORDS
The characteristics of the internal composition of the record. It includes content configuration (e.g., text
graphics, images), content articulation (elements of the writing and their
arrangement), and annotations (additions to the record made after its
creation).
INTERNAL RECORD
Entity: subtype of RECORD
Records generated within the agency and intended for use and dissemination
within the agency itself. Internal records do not cross the communication
boundary between the agency and the external world, as established by
agency policy.
Inventory of creator's
holdings
ICOM: A1/A11/A12
A description of the creator's
holdings, incorporating the results of the administrative analysis, the analysis of inactive records, the
analysis of semiactive
records, and the analysis of
active records.
Juridical person
Entity Model: definition of AGENCY
An entity having the capacity or potential to act
legally and constituted either by a collection or succession of natural or
physical persons.
Juridical system
ICOM: A-0
A social group organized on the basis of a system of rules. A juridical system
includes three components: the social group, organizational principle of the
social group, and the system of binding rules recognized by the social group
(positive law, beliefs, mores, values).
Kept Records
ICOM: A0/A2/A3
Classified internal records, reliable received records and reliable copies of records.
MAINTAIN ARCHIVAL
FRAMEWORK
Activity: A1(A14)
To MONITOR RECORDS SYSTEM, REVISE RECORDKEEPING AND RECORD-PRESERVATION SYSTEM, REVISE
INTEGRATED BUSINESS AND DOCUMENTARY PROCEDURES, and UPDATE OFFICERS.
MANAGE ARCHIVAL FONDS
Activity: A-0/A0
To control records according to the juridical system;
the creator's mandate and
functions; and national and international
standards, using the principles of archival science.
MANAGE ARCHIVAL
FRAMEWORK
Activity: A0/A1
To ESTABLISH ARCHIVAL FRAMEWORK, IMPLEMENT
ARCHIVAL FRAMEWORKand MAINTAIN ARCHIVAL FRAMEWORK.
Mandate
Activity Model: component of ICOM Creator's mandate and functions
The authority and responsibility vested in an agency to act within a
determined area of organizational activity. A mandate is exercised by means of
functions.
Medium
Activity Model: definition of CONVERT RECORDS
The material support of the record content and
form. Alias: storage medium.
MEMORANDUM
Entity: Subtype of entity RECORD
An intellectual form of record in which all the persons concurring in the
formation of the record appear in the top part of the record. A memorandum
is an informal business communication distinguished by the absence of a
subscription. In its legal meaning, it is an agreement reached but not yet
formally drawn up and signed between the author(s) and the addressee(s).
MERE ACT
Entity: Subtype of entity ACT
An act which is neither directed toward, nor
capable of, changing the relationships between two or more physical or juridical persons.
Mode of Transmission
Activity Model: definition of Authentic records
The method by which a record is communicated
over space or time.
MONITOR RECORDS SYSTEM
Activity Model A14(A141)
Examine the audit trail, protocol register and feedback from officers and issue an
evaluation report.
MULTIPLE ACT
Entity: Subtype of entity TRANSACTION
An act accomplished by one physical person or juridical person and directed toward many
physical persons or juridical persons.
National and international
standards
ICOM: A-0
Sets of rules of cooperation among national and international peer entities.
Needed source records
ICOM: A4
Source records after
conversion which, instead of being destroyed, are returned to stored semiactive records.
OFFICE
Entity
A right and correspondent duty to exercise a trust manifested as a locus for
the regular transaction of business or the performance of a given competence(s).
Officer
Activity Model: definition of ACT (n)
A person holding an office.
Officer's initiative
ICOM: A2
An act originating within the agency, which triggers another act within the
agency.
Physical form
Activity Model: definition of CONVERT RECORDS
The characteristics of the external appearance of the record (e.g., format, color, configuration,
architecture).
PRESERVATION UNIT
Entity
The container in which records are placed
when they are aggregated.
PRESERVE RECORDS
Activity: A-0/A4
To protect records of continuing usefulness. In
the course of carrying out this activity, unneeded records are destroyed.
PROCEDURE
Entity
The body of written and unwritten rules governing the conduct of an act.
PROTOCOL REGISTER
Entity and ICOM A14
A register used to assign to records a unique, consecutive number and record
all the data necessary to identify the persons and acts involved and the documentary context of the record.
PROTOCOL REGISTER ENTRY
Entity
The entry in the protocol register which contains, for every RECEIVED RECORD
and SENT RECORD, a unique, consecutive number and all the data necessary to
identify the persons and acts involved and the
documentary context of the record.
RECEIVE DOCUMENTS
Activity: A2(A22)
To acquire, date-stamp, and set aside incoming
documents.
RECEIVED RECORD
Entity: subtype of entity RECORD
Incoming document that has been set aside.
Received records
ICOM: A2
Incoming documents that have been
set aside.
RECORD
document created by a physical or juridical person in
the course of practical activity.
RECORDKEEPING AND RECORD-PRESERVATION SYSTEM
Context entity in entity model
A set of internally consistent rules governing recordkeeping, i.e., the making, receiving, setting aside, and handling of active and semiactive records by the records creator, and record-preservation, i.e., the intellectual and physical maintenance of semiactive and inactive records by the records creator, and the tools and mechanisms used to implement those rules.
Recordkeeping and record-preservation system
ICOM: A0/A1/A13/A14
A set of internally consistent rules governing recordkeeping, i.e., the making, receiving, setting aside, and handling of active and semiactive records by the records creator, and record-preservation, i.e., the intellectual and physical maintenance of semiactive and inactive records by the records creator, and the tools and mechanisms used to implement those rules.
Records
Activity model: Scope
Documents created by a physical or juridical person in
the course of practical activity. Alias: archival documents.
Records' creator
Activity Model: Viewpoint
The physical or juridical person who makes, receives, and/or accumulates
records by reason of its function. In this
model, the records' creator is an agency.
Records office
ICOM: A0/A1/A2
The agency's office, the exclusive competences of which are to carry out the
activities IMPLEMENT ARCHIVAL FRAMEWORK and MAINTAIN ARCHIVAL FRAMEWORK and to oversee the activities CREATE RECORDS, HANDLE RECORDS , and PRESERVE RECORDS.
Records removed
from central records system
ICOM: A0/A3/A4
Semiactive records that are no longer
needed by the agency within the central records system but which are still needed for business purposes.
Records system
Activity model: in definition of CONSIGN RECORDS TO CENTRAL RECORDS SYSTEM
The system that comprises the creator's records , its recordkeeping and record-preservation system and is controlled by the creator's records management function.
Records to be
consigned to central records system
ICOM: A2
Records which have been made and set aside
for the purpose of consigning them to the central records system but which have not yet been classified.
Records to be sent
ICOM: A2
Records generated within the agency, which are intended to cross the
communication boundary between the agency and the external world.
Redirected documents
ICOM: A2
Documents for which the receiving agency or the specific addressee, in his or her
capacity as an officer of the agency, is not the
competent person and which,
therefore, have been returned to the sender or directed to the competent person.
REGISTER
Entity: subtype of entity RECORD
An intellectual form of record
consisting of blank folios bound together for the regular inclusion of
information about acts, persons or records.
REGISTER RECORDS
Activity: A2(A24)
Within a protocol register, assign to records a consecutive number and record all the
data necessary to identify the persons and acts
involved and the documentary context of the records.
Reliable copies of sent
records
ICOM: A2
Copies of records which have been
registered and sent.
Reliable received records
ICOM: A2
Received records that have been
registered.
Reliable sent records
ICOM: A-0/A0/A2
Sent records that have been registered.
REMOVE RECORDS
FROM CENTRAL RECORDS SYSTEM
Activity: A3 (A35)
Take semiactive records out of the
central records system .
REPORT
Entity: subtype of entity RECORD
An intellectual form of record including a title and a table of contents and
used to render an account of, or make a statement about, something heard,
seen, done, or researched.
Requests for records
ICOM: A0/A2/A3
A call for records by a records creator's office or officer in
order to act or to make reference to them.
Retention schedule
Activity Model: definition of CREATE RETENTION SCHEDULE
A timetable associated with each class of record, which determines the retention period, the
office of primary responsibility and the final disposition of the records.
RETRIEVE RECORDS
Activity: A3(A32)
To access records or remove them from their
locations in the central central records system .
Retrieved records
ICOM: A0/A2/A3
Records that have been accessed or removed
from their locations in the central records system in order to act.
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REVIEW RECORDS
Activity: A4(
Reviewed records
ICOM: A4
Records that have been subjected to
examination for the purpose of determining whether they need to be
converted, maintained as they are, transferred, or destroyed.
REVISE
INTEGRATED BUSINESS AND DOCUMENTARY PROCEDURES
Activity A14 (A143)
Modify integrated
business and documentary procedures following changes in administrative
and legal context and according to revisions to recordkeeping and record-preservation system.
REVISE RECORDKEEPING AND RECORD-PRESERVATION SYSTEM
Activity A14 (A142)
Modify recordkeeping and record-preservation system in accordance with the recommendations of the evaluation report.
Revisions to integrated business and documentary procedures
ICOM: A1/A13/A14
Modifications to integrated business
and documentary procedures following changes in administrative
and legal context and according to revisions to recordkeeping and record-preservation system.
Revisions to recordkeeping and record-preservation system
ICOM: A1/A13/A14
Modifications to recordkeeping and record-preservation system in accordance with the recommendations of the evaluation report.
Semiactive records
ICOM: A-0/A0/A4
Records which are no longer needed for the
purpose of carrying out the actions for which
they were created, but which are needed by the records creator for reference.
SENT RECORD
Entity: subtype of entity RECORD
A record generated within an agency, which is intended to cross the
communication boundary between the agency and the external world.
Set aside
Activity Model: in definition of CREATE RECORDS
To retain records in order to act (i.e., transfer, respond, forward) or for reference.
SIMPLE ACT
Entity: subtype of entity MERE ACT
An act resulting from one expression of will of a
single physical or juridical person
aimed to one purpose.
Source records after
conversion
ICOM: A4
The records from which converted records have been generated.
Among these, those which are still needed for business purposes return to the
stored semiactive records, while those
which are no longer needed for business purposes are destroyed.
State of transmission
Activity Model: definition of Authentic records
The primitiveness, completeness, and
effectiveness of a record when it is initially set aside after being made or received.
STORE SEMIACTIVE RECORDS
Activity: A4(A41)
To house records in office space or off-site
according to the frequency of use, retention decisions, and security needs.
SURVEY ACTIVE RECORDS
Activity: A11(A114)
Examine active records in offices
and information provided by
officers in light of the administrative analysis, the analysis of inactive records and
the analysis of semiactive
records, in order to produce an analysis of active records.
SURVEY INACTIVE RECORDS
Activity: A11(A112)
Examine accumulation of inactive
records in light of the administrative analysis in order to
produce an analysis of inactive
records.
SURVEY RECORDS CREATOR
Activity: A11(A111)
Examine the information about
records creator in order to produce an administrative analysis.
SURVEY RECORDS
CREATOR AND ITS RECORDS
Activity: A1 (A11)
To design and enact a methodology for collecting, compiling and analyzing data
about the records creator and its records.
SURVEY SEMIACTIVE
RECORDS
Activity: A11 (A113)
Examine accumulation of
semiactive records in light of the administrative analysis and the analysis of inactive records in
order to produce an analysis of
semiactive records..
Tools
ICOM: A-0
Hardware, software and other equipment and supplies used to generate,
transmit, manage, and store records.
Trained officers
ICOM: A0/A1/A13/A14
Management officers, action officers, and
records officers who have undergone training associated with the activity
IMPLEMENT ARCHIVAL FRAMEWORK.
TRAIN OFFICERS
Activity: A13 (A133)
To familiarize officers of the agency with the recordkeeping and record-preservation system and instruct them on the integrated business
and documentary procedures.
TRANSACTION
Entity: subtype of entity ACT
An act capable of changing the relationship between
two or more physical or juridical
persons.
TRANSFER CUSTODY OF
INACTIVE RECORDS
Activity: A4 (A44)
To physically and legally pass custody of inactive records to
the competent archival body.
Transferred inactive
records
ICOM: A-0/A0/A4
Inactive records, the custody of which has been passed to a competent archival body.
Untrained officers
ICOM: A1/A13
Officers who have not yet undergone training
associated with the activity IMPLEMENT ARCHIVAL FRAMEWORK.
UPDATE OFFICERS
Activity A14(A144)
Familiarize trained officers with revisions to recordkeeping and record-preservation system and instruct them on revisions to the integrated business and documentary procedures.
Updated officers
ICOM: A1/A14
Trained officers who have been
familiarized with revisions to
recordkeeping and record-preservation system and instructed on revisions to the integrated business and documentary procedures.
VOLUME
Entity: subtype of entity PRESERVATION UNIT
An aggregation of records bound together
physically by the creating office for purposes of
maintenance and use. The records usually relate to the same subject, derive
from the same activity, and/or are arranged in chronological order.
