Glossary

Back scanning

Glossary topic: Recordkeeping

Retrospective or project-based digitisation of existing sets of non-digital records to enhance accessibility, maximise re-use or for preservation purposes. Also known as back-capture digitisation or post-action conversion.

Source: State Archives & Records NSW Glossary of terms: Digitisation.

Conversion

Glossary topic: Recordkeeping

The process of changing public records from one medium or format to another. This may be from one physical format to another physical format, from a physical format to a digital format, or from one digital format to another digital format.

Some examples include:

• scanning paper documents to create digital images (TIFF, JPEG)
• converting word processing documents to a PDF, or a UNIX text file to a Microsoft (Windows) text file, or upgrading MS Word files from version 1 to version 2
• digitising or microfilming a paper original
• digitising a microfilm
• converting a database to a set of PDF files and a spreadsheet.

Source: Adapted from AS ISO 15489-1:2001–Information and documentation: records management, Part 1, Clause 3.7.

Converted records

Glossary topic: Recordkeeping

Converted public records are the reproduction of the public record resulting from a conversion process.

For example, the digitised copy of a paper public record, a microfilm copy of a paper public record or a digital copy of a microfilm public record.

Digital rights management technology

Glossary topic: Recordkeeping

Technology that allows the creator or provider of digital information to control its use by restricting access to information, or the copying or conversion of information to other formats. The most common example is using password protection to restrict access to a Word, Excel or PowerPoint document.

Digitised record

Glossary topic: Recordkeeping

Fit-for-purpose

Glossary topic: Recordkeeping

Fit-for-purpose records are those that are suitable and adequate to be used for the designated role, purpose or business activity for which the record was created or required.

A fit-for-purpose reproduction of a record (following migration, conversion or digitisation) is one that is adequate to be used in the same way as the original physical record.

Mailroom processing

Glossary topic:

When all physical public records (source records) are digitised on receipt, and the digital version of the physical public record is sent to the public authority or relevant business unit to be used for the business activity.

Source records

Glossary topic: Recordkeeping

Documents or records that have been copied, converted or migrated from one format or system to another. The source records are those that remain following the successful conversion or migration.

Source records may be an original record or a reproduction generated by an earlier copying, conversion or migration process.

Source: Adapted from National Archives of Australia.