Electronic Mail System.

DOE-STD-4001-2000

AP1.26. Electronic Mail Message. A document created or received on an electronic mail

system including brief notes, more formal or substantive narrative documents, and any

attachments, such as word processing and other electronic documents, which may be transmitted

with the message. (36 CFR 1234.2, reference 2.j)

AP1.27. Electronic Mail System. A computer application used to create, receive, and transmit

messages and other documents. Excluded from this definition are file transfer utilities (software

that transmit files between users but does not retain any transmission data), data systems used

to collect and process data that have been organized into data files or data bases on either

personal computers or mainframe computers, and word processing documents not transmitted on

an e-mail system. (36 CFR 1234.2, reference 2.j)

AP1.28. Electronic Record. Electronic record means any information that is recorded in a form

that requires a computer or other machine to process it and that satisfies the legal definition of a

record in 44 U.S.C. 3301, reference 1.f). (36 CFR 1234.2, reference 2.j)

AP1.29. Event Disposition. A disposition instruction, in which a record is eligible for the

specified disposition (transfer or destroy) upon or immediately after the specified event occurs. No

retention is applied and there is no fixed waiting period as with the "timed" or combination "timed-

event" dispositions. Example: "Destroy when no longer needed for current operations". (RM

Handbook, reference 5.b)

AP1.30. File

AP1.30.1. An arrangement of records. The term is used to denote papers, photographs,

photographic copies, maps, machine-readable information, or other recorded information

regardless of physical form or characteristics, accumulated or maintained in filing equipment,

boxes, or machine-readable media, or on shelves, and occupying office or storage space. (Noun)

(41 CFR 201-4 and 36 CFR 1220.14, references 2.t) and 2.a)

AP1.30.2. The act of assigning and storing records in their appropriate file categories. (Verb)

(RM Handbook, reference 5.b)

AP1.31. File Code. Numbers or symbols used to represent lengthy file titles. It identifies

information for filing, reference, and disposition. (RM Handbook, reference 5.b)

AP1.32. File Plan. A document containing the identifying number, title, description, and

disposition authority of files held in an office. (RM Handbook, reference 5.b)

AP1.33. Format. For electronic records, the format refers to the computer file format described

by a formal or vender standard or specification, such as ISO/ISEC 8632-1 (Information Technology

- Computer Graphics - Metafile for the Storage and Transfer of Picture Description Information

(CGM); ISO/ISEC 10918 (Joint Photographic Experts Group (JPEG)); WordPerfect 6.1 for

Windows; and Microsoft Word 7.0 for Windows. For non-electronic records, the format refers to

its physical form: e.g., paper, microfilm, video, etc.

A-6