Authority to Weed Authority given to the State Archives by the agency and approved by the State Records Committee to purge a record series of duplicate or nonessential materials prior to permanent retention. This process ensures the integrity of the record series and increases its accessibility and usefulness to the agency and prospective researchers. A process of converting electronic data directly onto microfilm. Generally used instead of hard copy printouts. The process of transferring records from one physical format to another.
Conversion includes changing paper to microform, optical disk, or another electronic format.
Copy A reproduction of the contents of an original document which is not the official file copy of the agency. Copies are usually identified by their function, i.e., action copy, reading file copy, tickler file copy, etc. A single State Records Center storage box holds one cubic foot of letter or legal size paper records. Data Administration Developing and administering policies, procedures, practices, and plans for defining, organizing, protecting and efficiently utilizing data. Data Dictionary Information on the definition, structure, and usage of data within a system or organization.