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Key terms and concepts
| Term
|
Definition
|
|---|---|
| Alphabetical files
|
Files or folders kept in strict
alphabetical order.
|
| Archive files
|
Files which have been removed from current
use but stored for future reference. There is often a
legal requirement that they be kept for a specific period
of time (see dead files below). <link to dead files
text in this document>
|
| Active files
|
Files or documents currently in use.
|
| Certified mail
|
A letter or parcel taken to a post office
for which an official record of posting is kept, usually
for an additional fee.
|
| Chronological files
|
Files or folders kept in strict date order.
|
| Circulation slip
|
A page attached to the front of a document
or magazine to be circulated in an organisation, with a
list of names of personnel who should then pass to the
next name on the list.
|
| Collate
|
To assemble a document by sorting pages
into the correct order.
|
| Computerised filing systems
|
The orderly storage on a computer of
computer-prepared data/documents to allow for quick and
easy access.
|
| Confidentiality
|
Maintenance of privacy/security of
information.
|
| Confirmation letter
|
A letter confirming arrangements made
verbally.
|
| Correspondence
|
Written letters or documents exchanged
between different organisations, individuals or clients.
|
| Covering letter
|
A letter sent attaching or enclosing
another document, eg a letter enclosing a resumé.
|
| Creditor
|
A person or organisation to whom money is
owed.
|
| Dead files
|
Completed or closed files which must be
kept for a specific period of time because of legal
requirements.
|
| Debtor
|
A person or organisation who owes money.
|
| Designated timeline
|
Specified or set duration of time within
which a job or target should be completed.
|
| Dispatch or despatch
|
To send off, eg dispatching mail.
|
| Distribution list
|
A list of companies or individuals stored
on an organisation's data base for the purpose of
mail-outs of information such as product updates or new
brochures.
|
| Draft
|
A preliminary written layout of a document
prior to adjustments or corrections after proofreading
and spellchecking.
|
| Edit
|
To revise and correct a document.
|
| Electronic filing system
|
Electronic storage of data using computers
or magnetic tape, eg CD rom or microfiche.
|
| Enterprise
|
A company or organisation.
|
| Enterprise policy
|
The policy set by a company or
organisation.
|
| Enterprise standard
|
The standard established by a company or
organisation, ie the minimum level of performance or
quality.
|
| Filing system
|
A system of storing files in an orderly way
to allow for quick and easy access.
|
| Forecasts
|
Predictions - business forecasts are
usually based on past performances, the economy and
marketing considerations.
|
| Franking machine
|
A machine for imprinting the postage amount
directly onto envelopes or labels. Postage is pre-paid to
the Post Office.
|
| Geographical files
|
Files or folders kept in strict order by
country and/or destination area.
|
| Inactive files
|
Files which are currently not in use but
may be used in the future.
|
| Invoice
|
An itemised bill or account listing goods
or services and prices.
|
| Lever arch files
|
Files or folders using a system of metal
rings to secure files, held down with a clamp that is
levered up to release the files or documents.
|
| Mail merge
|
A function of a software program enabling
the same document to be sent to each company or
individual name stored on a database.
|
| Mail-out
|
Distribution of information such as new
product data to a large number of companies or
individuals whose names are stored on a company's
database.
|
| Manila folder
|
Cardboard folder used for file storage, eg
letters or documents.
|
| Manual filing system
|
A paper-based system for storing files in
an orderly way to allow for quick and easy access, eg in
manila folders with letters or documents filed inside the
folders.
|
| Media release
- also called a Press release |
A news article produced by a company to
promote or inform its customers, published in one or more
news media.
|
| Memorandum
or Memo |
An internal written document used to
communicate information within an organisation.
|
| Microfiche files
|
Files stored files on microfilm
transparencies which can contain a very large amount of
information. This once common method of data storage has
largely been replaced by electronic means such as disk or
CD.
|
| Minutes of meetings
|
Official written records of what was agreed
and/or discussed during a meeting.
|
| Modify
|
To alter, change or update.
|
| Numerical files
|
Files or folders kept in strict number
order.
|
| Personnel
|
Employees or staff.
|
| Policies and procedures
|
Written step-by-step reference for all
employees to follow when completing tasks.
|
| Proofread
|
To read a document in order to find and
correct mistakes such as spelling, grammar, syntax or
general layout and presentation.
|
| Reference and index system
|
A method of locating files within a filing
system, eg a card index of file names and/or dates, an
index of keywords.
|
| Registered mail
|
An official record of both posting by the
sender and receipt by the addressee of a letter or parcel
taken to a Post Office, usually for an additional fee.
|
| Sales records
|
Records of sales transactions, eg sales
reports, invoices, budgets and forecasts.
|
| Security and/or privacy of information
|
Maintenance of strict confidentiality and
privacy of information, managed by the implementation of
appropriate procedures for handling and storage of
sensitive information such as staff personnel files.
|
| Shredding machine
|
A machine for destroying paper records,
particularly confidential papers.
|
| Standard letter/document
|
A letter or document usually including
preset basic information to which the recipient's
personal details and information are added.
|
| Stationery requisition
|
A process or form for requesting stationery
supplies.
|
| Supplier
|
A provider of goods or services.
|
| Suspension files
|
Hanging or suspended files.
|
| Targets
|
Goals to be reached, eg sales targets.
|
| Template
|
A basic pattern for a document with a guide
to indicate where and what information should be added.
|
| Time frame
|
Specified duration of time within which a
job or target should be completed.
|
| Trade publications
|
Magazines or information documents produced
for reading only by persons employed or interested in
that industry or trade.
|
| Unsolicited mail
|
Mail not wanted or requested, often junk
mail.
|
| Update
|
Alter or change data to reflect new
information.
|
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|