Complete List of Terms and Definitions for Office Administration CPS Vocabulary 2

Terms Definitions
BRIDGE COMMUNICATION PROCESSOR PROVIDING CONNECTION BETWEEN TWO SIMILAR NETWORKS.
GOODWILL MESSAGE THAT GENERATES FAVORABLE ATTITUDE/FEELING TOWARDS YOU AND YOUR ORGANIZATION FOR OUTSIDE - CAN EXPRESS SYMPATHY, THANKS OR CONGRATULATIONS.
LIBRARY MAIL LIBRARIES, UNIVERSITIES, ZOOS, RESEARCH INSTITUTES. PRESORTED RATES AVAILABLE FOR BULK QUANTITIES. MINIMUM IS 300 PIECES. BARCODE DISCOUNTS AVAILABLE.
IMPERSONAL CHANNELS WRITTEN MEMORANDA, E-MAILS, BULLETIN-BOARD NOTICES - SMALL AMOUNT OF INFORMATION NEEDS TO BE SIMPLY COMMUNICATED.
PURGING AUTOMATICALLY DELETING CONTENT OF ELECTRONICALLY STORED RECORDS,
cuts Number of tabs (projections) extending across a set of folders: single-cut (one tab), third-cut (three tabs), and fifth cuts(five tabs).
BIBLIOGRAPHY ALPHABETICAL LIST OF ALL INFORMATION SOURCES USED FOR REPORT (CITATIONS).
PROPOSAL PLAN THAT INCLUDES INFORMATION I.E. "WHAT" NEW DEVELOPMENT IS -"WHY" IT IS IMPORTANT -"HOW" WILL IT BE USED - "HOW MUCH" WILL IT COST.
BARCODES IMPRINT CONTAINS ZIP CODE INFORMATION FOR QUICKER PROCESSING.
FRONT-END PROCESSOR SMALL, SPECIALIZED COMPUTER THAT COMMUNICATES WITH MAIN COMPUTER AND MAINTAINS ROUTINE TELECOMMUNICATION TASKS.
CENTRALIZED COMPUTING DATA ENTERED INTO CENTRALIZED COMPUTERS FROM LOCAL INPUT DEVICES.
ENCODING PROCESS OF ASSEMBLING AND ORGANIZING SYMBOLS TO FORMULATE THE MESSAGE.
ATTACHMENTS VARIETY OF BUSINESS DOCUMENTS (GRAPHS, SPREADSHEETS, OTHER CORRESPONDENCE).
INTELLIGENT RETRIEVAL INFORMATION STORED ON MICROCOMPUTER WHERE DOCUMENTS CAN BE FULL-TEXT INDEXED WITH DESCRIPTORS SO EFFECIENT SEARCHING IS POSSIBLE.
RECORDS CENTER DEPOSITORY FOR ORGANIZATION'S VITAL, INACTIVE AND/OR ACTIVE RECORDS.
INDEX POPULAR TOPICS LISTED INCLUDING BRIEF ABSTRACTS OF ARTICLES FOUND IN PUBLICATION.
INFORMATION BANKS SUBSCRIPTION SERVICE - ALLOWS COMPANIES TO CONNECT TO INFORMATION SOURCE(S) SO INDIVIDUALS CAN ACCESS ABSTRACTS OF INFORMATION NEEDED AND CAN MAKE COPIES IF NEEDED.
data integrity Maintenance of accurate information or data within the system.
Logical security Procedures embedded in software programs to restrict individual access to records.
Relative index Card containing reference information for files using a numeric or alphanumeric classification system; a backup for numeric and alphanumeric systems that consists of cards filed alphabetically, providing a complete list of names or subjects already included in the filing system; individual cards or computer listing of all names in alphabetic order to which numbers have been assigned.
PACKAGE SERVICES CLASS OF MAIL FOR CATALOGS, MERCHANIDSE AND OTHER PRINTED MATERIALD (I.E. PARCEL POST, BOUND PRITNED MATTER, MEDIA MAIL, LIBRARY MAIL).
COMMA USED AFTER AN INTRODUCTORY GROUP OF WORDS, A PHRASE, OR A DEPENDENT CLAUSE.
MODEM DEVICE THAT CONVERTS DIGITAL DATA INTO ANALOG SIGNALS AND VICE VERSA.
FEEDBACK THE RESPONSE THAT TELLS SENDER WHETHER THE MESSAGE WAS TRULY RECEIVED.
FOOTNOTES GIVE CREDIT TO A SOURCE OF INFORMATION. uSED WITH REFERENCE MAARKS, SUPERSCRIPTS, IN THE TEXT, ARE INCLUDED AT THE BOTTOM OF THE PAGE WHERE REFERENCEIS MADE.
RECORDS INFORMATION IN THE FORM OF DOCUMENTS. OFFICIAL DOCUMENTS OF THE COMPANY.
DATA INTEGRITY MAINTAINING ACCURATE DATA WITHIN THE SYSTEM
BUSINESS ARCHIVE FACILITY HOUSING RECORDS KEPT FOR RESEARCH OR HISTORICAL VALUE
PHYSICAL SECURITY RESTIRCTS ACCESS THROUGH USE OF HARDWARE, FACILITIES OR ELECTRONIC STORAGE
GEOGRAPHIC FILING SYSTEM ARRANGED ALPHABETICALLY ACCORDING TO GEOGRAPHIC LOCATIONS.
THESAURAS IS A LEXICON (DICTIONARY) OF SIMILAR WORDS OF INVORMATION THAT FOCUSES ON SYNONYMS AND ANTNONYMS.
ETIQUETTE REFERENCES FOCUS ON CONVENTIONAL REQUIREMENTS OF SOCIAL BEHAVIOR AND CONDUCT ESTABLISHED FOR SPECIAL OCCASIONS.
UNITY COHOERENT FLOW OF IDEAS THAT EXISTS THROUGHOUT A WRITTEN WORK (WITHIN SENTENCES/PARAGRAPHS AND BETWEEN PARAGRAPHS).
records Official documents of the company or organization valuable enought to be retained and stored ina format for future use and distribution.
Decryption Process of decoding data that has been encrypted into a secret format.
Physical security Procedures that restrict access to records through the use of hardware, facilities, or electronic storage.
Geographic filing system Classification system in which records are arranged alphabetically according to geographic locations.
PERSONAL INTERVIEW ALLOWS ONE TO OBTAIN RESPONSES TO QUESTIONS IN PERSON.
MAIN DOCUMENT SAME AS FORM LETTER INTO WHICH VARIABLE INFORMATION IS INSERTED.
REGISTERED MAIL PROTECTION OF ALL TYPES OF VALUABLE ITEMS. ALL CLASSES OF MAIL MAY BE SENT REGISTERED. FIRST-CLASS RATES MUST ALSO BE PAID. CLAIMS PAYABLE UP TO $25,000.
COLON IS FOLLOWED BY TWO SPACES; USED AFTER INTRODUCTORY STATEMENT, ENUMERATED ITEMS, OR A SERIES INTRODUCED WITH AN EXPRESSION.
NETWORK TOPOLOGY THREE BASIC NETWORK STRUCTURES: BUS, STAR AND RING CONFIGURATION USED IN LOCAL & WIDE AREA NETWORKS.
CONTENT LISTENING TO GAIN AN UNDERSTANDING OF THE CONTENT OF THE PRESENTATION.
REFERENCE CITATIONS USED TO CITE SPECIFIC INFORMATION THAT IS QUOTED OR PRARPHRASED FROM SECONDARY INFORMATION SOURCES.
MISCELLANEOUS FOLDER END OF FILE GROUP, CONTAINS RECORDS NOT YET ASSIGNED TO AN INDIVIDUAL FOLDER.
RELATIVE INDEX BACK-UP SYSTEM FOR NUMERIC AND ALSO ALPHANUMERIC SYSTEMS. ALPHABETIC LISTING OF NAMES/SUBJECTS INCLUDED IN THE FILES.
ACCESSION RECORD OFFICIAL LOG LISTING NAMES TO WHICH NUMBERS HAVE ALREADY BEEN ASSIGNED,
ACRONYM WORD FORMED WITH SET OF INITIALS OF WORDS IN A SET PHRASE OR NAME.
DOUBLE STRIKETHROUGH DOUBLE LINE DRAWN THROUGH EACH LETTER OR FORM HILITED FOR CHANGE.
nonessential records Documents that are not ncesssary for the restoration of the business and have no predictable value.
Public key Code available to everyone that is used as the basis for encrypting a message.
Block codes Groups (blocks) of numbers that are reserved for records that have a common feature or characteristic.
DEDUCTIVE APPROACH (DIRECT APPROACH) WRITING POSITIVE LETTERS. WHEN LETTERS CARRIES GOOD NEWS, MAIN IDEA IS PRESENTED IMMEDIATELY.
CONSECUTIVE ADJECTIVES ADJECTIVE THAT MUST APPEAR IN ORDER TO MAKE THE SENTENCE MAKE SENSE.
OPEN PUNCTUATION NO PUNCTUATION IS KEYED IN AFTER THE SALTUATION OR COMPLIMENTARY CLOSE.
INACTIVE RECORDS RECORDS NO LONGER REFERRED TO OR USED ON A LIMITED BASIS.
CHARGE-OUT TRACKING SYSTEM TRACKS FILES THAT HAVE BEEN BORROWED FROM HARD-COPY FILES.
ALPHABETIC FILING SYSTEM OLDEST FORM OF CLASSIFICATION & SERVES AS BASIS FOR ALL OTHER FILING SYSTEMS.
Microprinting Words in an area of a document that appear to the reader as a solid line and can only be read under magnification.
Duplex numeric system Filing system in which file numbers may have two or more sets of code numbers separated by a dash, comma, period, or space.
INTERNATIONAL MAIL MAIL TO MEXICO SAME RATE AS USA. GLOBAL EXPRESS & GLOBAL GUARANTEED ARE HIGHER WITH WEIGHT LIMITS. CERTAIN PACKAGE CONTENTS REQUIRE CUSTOMS FORMS.
HANGING INDENT FIRST LINE OF EACH ENTRY MUST BE FLUSH LEFT. SECOND LINE AND THEREAFATER ARE INDENTED 1/2".
miscellaneous folder File folder at the end of a file group that houses the group of records that have not yet been assigned individual folders.
Filing unit A number, a letter, a word, or any combination of those that form a character string used for filing.