Government Information Locator Service

DOE-STD-4001-2000

AP1.34. Freeze. The suspension or extension of the disposition of temporary records that

cannot be destroyed on schedule because of special circumstances, such as a court order or an

investigation, that requires a temporary extension of the approved retention period.

(RM Handbook, reference 5.b)

AP1.35. Government Information Locator Service (GILS). GILS is a Federal Government

service to help the general public locate and access information throughout the Federal

Government (44 U.S.C. 3511, reference 1.h). It describes the information available in those

resources, and provides assistance in obtaining the information. GILS uses network technology

and international standards for information search and retrieval. These standards are described

in the Federal Information Processing Standard (FIPS) Publication 192, "Application Profile for the

Government Information Locator Service." (FIPS 192-1, reference 3.c)

AP1.36. Location of Record. A pointer to the location of a record. Examples: an operating

system path and filename, the location of a file cabinet, or the location of a magnetic tape rack.

AP1.37. Media Type. The material and/or environment on which information is inscribed (e.g.,

microform, electronic, paper).

AP1.38. Metadata. Data describing stored data: that is, data describing the structure, data

elements, interrelationships, and other characteristics of electronic records. Record profile data.

AP1.39. Office Applications. Software packages that perform a variety of office support

functions, such as word processing, desktop publishing, spreadsheet calculations, electronic mail,

facsimile transmission and receipt, document imaging, optical character recognition (OCR), work

flow, and data management. These applications are generally those used to generate, convert,

transmit, or receive business documents.

AP1.40. Originating Organization. Official name or code that reflects the office responsible for

the creation of a document.

AP1.41. Permanent Record. Records appraised by NARA as having sufficient historical or other

value to warrant continued preservation by the Federal Government beyond the time they are

needed for a particular Agency's administrative, legal, or fiscal purposes. (RM Handbook,

reference 5.b)

AP1.42. Receipt Data. Information in electronic mail systems regarding dates and time of

receipt of a message, and/or acknowledgment of receipt or access by addressee(s). It is not the

date and time of delivery to the agency. If this data is provided by the computer system, it is

required for documents that are received through electronic mail. (36 CFR 1234.2, reference 2.j)

AP1.43. Record. A record consists of information, regardless of medium, detailing the

transaction of business. Records include all books, papers, maps, photographs, machine-readable

materials, and other documentary materials, regardless of physical form or characteristics, made

or received by an Agency of the United States Government under Federal law or in connection

with the transaction of public business and preserved or appropriate for preservation by that

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