Archive – the totality of documents, regardless of form, media and inscription method, created and held through time by any public or private legal entity, in conducting its activity, as well as by any physical person, during its existence; an archive can be made up of one or more archiving units.

Archivist – specialist working with an archive creator/holder and taking care of the processing, management, maintaining, use and protection of the archives, holding a university degree stipulated in the occupation standard.

Access conditions to document – the degree of access to a document by the subject of the dispositions right over the document.

Arranging – the operation of grouping archives in an archive unit based on a certain criterium: chronologically, chronologically-structural, structural-chronologically, alphabetically, by subject.

Archiving electronic system – information system dedicated to collection, storage, organization and cataloguing of electronically archived documents with the purpose of their conservation, consultation and representation.

Archive creator – the public or private physical or legal person who, during the existence, or, during its activity has created or is creating an archive.

Archive storage – specially set up space for maintaining, conservation and protection of archives.

Archive holder – public or private legal entity, as well as physical person maintaining documents resulting from their activity or taken over through dissolution, amalgamation or reshaping of other archive creators.

Archiving unit – set of documents of any nature created and received by an archive creator during its existence.

Archiving schedule – working instrument used for establishing archive units on organization structures, subjects and maintaining periods.

Archive processing – set of operations regarding an archive or any part of it, for establishing, arranging, inventory and selection of it, with the purpose of keeping and inventory and for the use of the documents.

Archiving unit (u.a.) – element of an archive individualized by the content and form and which is occupying a distinct position in an inventory instrument.

Conservation – processes and operations involved in ensuring the survival in time of an authentic record, from the technical and intellectual point of view.

Data in electronic form – representations of information, in a conventional form adequate to its creation, processing, sending, receiving or storing it through electronic means.

Document – information recorded on any type of media, created or received by one archive creator/holder.

Electronic document – data collection in electronic form, with logical and functional relations between them, and which can be represented by letters, figures or any other characters with intelligible significance or through images or sounds, through an information software or any other similar procedure.

Electronically archived document – true representation, in electronic format accessible to electronic equipment for data processing, of one paper document.

Electronic archiving of the documents – the process of transposing in electronic format, accessible to electronic data processing equipment, through scanning the paper document, ranking and metadata association.

Electronic archive – the electronic archiving system together with the totality of electronically archived documents.

Establishment – the operation of establishing the affiliation of the documents to an archive unit.

Extreme years – date of the oldest and newest document within an archive unit / file.

Inventory – the operation of taking over the documents and archives from an archiving unit, after arranging them based on criteria stipulated in the archiving schedule.

Metadata – data describing the context, content and structure of the electronically archived documents and managed in time.

Operation authorization – document issued by the National Archives entitling an economic agent to render services of maintaining, conservation, restauration, bindery, archivistic processing and use of the documents.

Registrar – employee managing and processing the documents of an archive creator/holder, holding a baccalaureate degree and a certificate for the activities conducted.

Selection – the operation of eliminating archiving units / documents from an archive, when the maintaining time has expired.

Storage media – any media on which an electronic document can be recorded or from which it can be represented.

Subject of the disposition right over the document – the physical person or legal entity owner or, as the case may be, issuing the document, entitled to establish and change the access conditions to the document, according to the applicable legislation.

The user of the electronic archive – any person authorized to have access to the electronic archive.

The manager of the electronic archive – a user managing electronically archived documents within the electronic archive, as well as the electronic arching system.