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Term
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Definition
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Archive files
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Records retained because of their research
or historical value
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Collate
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To put together (a document) by sorting its
pages into correct order
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Computerised filing system
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Storage of data using computers eg back up
copies of correspondence, database files
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Confidentiality
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Maintaining privacy and/or security of
information
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Creditor
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One to whom money is owed
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Dead files
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A file which is closed but which must be
kept for a specific period of time, usually as a legal
requirement eg financial records
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Debtor
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One who owes money
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Dispatch
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To send off eg dispatching the mail
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Electronic filing system
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Electronic storage of data using computers
or magnetic tape eg CD Rom or microfiche
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Filing system
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A means of storing and providing easy
access to business information
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Forecasts
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Predictions
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Inactive files
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Files that contain information that is no
longer used but which might be used in the future
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Modify Information
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Make changes to, or alter, information eg
update, reformat, add or delete information
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Insurance
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A safeguard against risk or harm
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Invoice
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An itemised bill or account
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Manual filing system
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A paper-based filing system containing for
example letters, forms, contracts, journals
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Meeting minutes
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An official written record of what took
place at a meeting
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Personnel
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Staff or employees
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Reference and index systems
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A means of locating files within the filing
system eg a card index of file names, a database of file
numbers, a paper index of keywords
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Relocation (of files)
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Moving files to another location usually to
make the filing system more efficient
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Sales records
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Records of sales transactions eg sales
reports, invoices, budgets and forecasts
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Secondary storage
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An alternate or backup location of a file
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Security of information
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Maintenance of strict confidentiality of
information ensured by appropriate handling and storage
of sensitive information
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Supplier
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Provider of goods or services
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Targets
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Goals to be reached
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Time frame
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A specified amount of time within which an
action is to be completed
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Update
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To bring up to date
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