Glossary

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Convenience Copy -- Refers to any copy made of a Master Record for reference or for the convenience of multiple users.  When an electronic image (copy) is created from a hard copy or paper original, it is acceptable to declare the electronic image to be the Master Record and that will render all other copies, including the orignal hard copy, to be Convenience Copies.  Convenience Copies may be disposed when the University Operations retention period has been met (typically FE+2 except when this is greater than the official UT Records Retention for the document).  No authorization from Records Management is required for Convenience Copy disposal.

Document Manager (Process Role)  -- Provides administrative support for the document management system from a business process or records management perspective.  Responsible for establishing and managing controls that comply with UT Records Retention policies.  May also be referred to as the Vault Administrator.

Entity -- The term used in the classification system to represent the group, office or unit to which the document or record applies. The entity list includes the service units within the University Operations portfolio, UT Austin and UT System offices as well as local, state and federal governments.

Mail Receiver / Mail Logger -- A process role that can be performed by anyone within the office receiving and importing the mail into the Meridian University Operations vault.

Master Record -- The documentation or recording of a transaction or interaction that we are required to retain.  A Master Record may also be referred to as the original or copy of record.

Metadata -- Most simply, data about data.  With regards to the Meridian document management system, this is the descriptive data captured in the document properties.
 

Name (Document Name) -- In the University Operations vault, name is a document property that the system provides based on the classification path, the document title, the document log number and the file type extension. For example, a name would look something like, "ADM-01.08.01__Sample Document__0000300.pdf". If a document is reclassified or renamed after import, the name will be changed too. In the context of the University Operations vault, Name does not refer to a person's name; for this information, refer to the People properties.

Procedure -- The specific course of action required to achieve a process step. Procedures contribute to processes and it may be helpful to think of a Procedure as how a process step will be done. Typically, documented Procedures are depicted in a list or a table and contain very specific instructions about how to do something.

Process (Business Process) -- At a high level, a Process is what will be done. A Process, through a series of steps or activities, produces a desired output from given inputs. Typically a process is represented by a diagram or a flowchart and the steps may be described in a narrative.

Recipient (Process Role)  -- As a process role, the Recipient is the person to whom the incoming mail or record is addressed or the person providing administrative support to the addressee. Recipient's will have an inbox in the University Operations vault and will be responsible for managing the record as well as taking action on the record content.

Title (Document Title) -- In the University Operations vault, title is a document property that the user provides in the Wizard when the document is imported. The title property field is limited to 30 characters. Title may correspond to the original file name or record name (prior to import). The title is a component of the document Name. The title is listed in the General Information section of the Wizard or document properties and can be changed via the Edit Properties function which results in renaming the document.

Transitory Records -- Transitory records are records of temporary usefulness which can be in any medium (e.g. voicemail, email, hard copy, fax, etc.) are routine messages, internal meeting notices, routing slips, incoming letters or memoranda of transmittal that add nothing of substance to enclosures. Transitory information includes routine information that is used for communication, but not for the documentation, of a specific university transaction.  Transitory information should be disposed as soon as it has served its purpose; no authorization from Records Management is required for disposal.

UT Records Retention Schedule (UTRRS) -- UT document certified by the Texas State Library and Archives that is used to determine whether an official state record has met retention and archival review requirements. The UTRRS (produced and managed by the Office of Accounting Records Management) is available here.

Vault -- A vault (in the InnoCielo Meridian Office Client) is essentially a filing system with defined categories and applied security. A vault is the top-most level of the classification structure. Currently, the Office of the VP for University Operations has one established production vault called "University Operations" and one test vault called "University Operations Test".

Vital Record -- A vital record is necessary to the resumption or continuation of the operations of the university in an emergency or disaster. In the event of a disaster, a vital record may contribute to the reestablishment of the legal or financial status of the university or the protection and fulfillment of obligations to the people of the state. The UTRRS identifies vital record series. Refer to the University Operations Records Retention Schedule for vital record status.