The document defines key terms related to archives and records management. It provides definitions for archives, files, central files, historical archives, total files, libraries, catalogs, documentation centers, life cycles, documentary classification, documentary conservation, consultation documents, documentary custody, digitization, documentary diplomatic, final disposition of documents, documents, vital documents, files, foliation, documentary inventories, and books. The glossary defines common concepts and terminology used for managing records and archival materials.

1. GLOSSARY
AGN: It is a public institution of national order, responsible for:
•Formular, guide and control the archiving policy.
• Coordinate the national archives system.
•Recuperar, preserve and disseminate the documentary heritage of the country and
that custody.
DOCUMENTARY GROUNPING: It is a set of documents generated by an
administrative unit in the exercise of their functions.
Archives: Activities related to all of the archival work, ranging from the drafting of the
document to their elimination or permanent preservation.
FILE: Set of documents, whatever its date, form and material, accumulated in a
natural process by a person or public or private entity.
CENTRAL FILE: It is a set of documents organized according to administrative
academic units that produce them and transferred from your file management.
HISTORICAL ARCHIVE: Unit responsible for organize, retain, manage, describe and
disseminate institutional documentary memory
TOTALFILE: Concept that refers to the whole process of the documents in its life
cycle.
LIBRARY: Place where the books ordered his reading or consultation are conserved.
Entire unit formally established and enabled with staff and resources to provide library
services and information.
CATALOGUE: Series ordered all materials or matters that handle a file, or the moral
and physical entities involved in the processing of them.

2. DOCUMEN TATION CENTER: Is a unit of information that collects, manages, and
diffuses a particular knowledge area documentation or produced by an agency or
institution is limited to that.
LIFE CYCLE: Successive stages which cross documents from their production or
reception, until their final disposition.
DOCUMENTARY CLASSIFICATION: The process of documentary organization
phase, in which are identified and established documentary groupings based on the
organico-funcional structure of the producing entity (background, section, series or
issues).
DOCUMENTARY CONSERVETION: A set of preventive or corrective measures taken
to ensure the physical and functional integrity of archive documents.
CONSULTATION DOCUMENT: Access to a document or group of documents in order
to know the information they contain.
DOCUMENTARY CUSTODY Save or possession of documents by an institution or
person, which implies legal responsibility in the management and conservation of the
same, whatever that is owned.
DIGITIZATION: Conversion of analog materials to digital format for storage on a
computer.
DOCUMENTARY DIPLOMATIC: Discipline studying the internal and external features
of documents subject to the formal rules that govern their development, in order to
show the evolution of the document types and determine their value as sources for the
story.
FINAL DISPOCITION OF DOCUMENTS: Decision resulting from the assessment
made at any stage of the life cycle of documents, recorded in withholding tables or
tables of documentary assessment, with a view to its total preservation, elimination,
selection or reproduction.
DOCUMENT: Recorded information, matter what your shape or the medium used.

3. VITAL DOCUMENT: They are those who possess a critical value for your company,
and are unique and irreplaceable, therefore require special to be stored and
preserved.
FILE: Complex documentary unit formed by a set of documents generated organic
and functionally a producer instance in the resolution of a matter.
FOLIATION: Act of listing sheets.
DOCUMENTARY INVENTORY: Instrument of information retrieval that describes in an
accurate and precise series or Affairs of a documentary.
BOOK: A set of sheets of paper together by some means, that make up a whole
bound with cover and cover.
PAGE: Written or printed on one side.