information Governance Glossary

The fact of being responsible for your actions and being able to give a satisfactory reason for them.

In computer programming, an application programming interface (API) is a set of subroutine definitions, protocols, and tools for building application software.

Archival Information Package

Application Programming Interface

Archives are all documents, whatever their date, place of storage, form and medium, produced or received by any natural or legal person and by any public or private service or organization in the course of their activity.

Automatic document recognition (ADR)

A chronological recording of events, such as creation, access, modification or deletion which have affected the content of a Record and its usage during its Lifecycle. An Audit trail is integral to the long-term integrity of records as it may indicate who created, modified or accessed records and when.

Business Process Management

Business Unit

A collection of archived e-Records belonging to a function or a department with intrinsic value that are driven by regulations and laws e.g. GxP, SOA, labor laws or defined as vital or of patrimonial value in the global Records Retention Schedule (RRS).

A Business object describes an object that cannot be archived in the preservation center because stored in the datalake or in the sources application to decommission or to archive and some informations may be missing in order to archive properly (record class, producer etc…). It is the reason why, these Business Object have to be transformed into AIP object that can be archives properly.

The action of retrieve records related to a topic (product, …)

All the actions and means implemented by the archive services to ensure access to documents.

Also called Digital bulk - Dark data are everywhere and, when they are not well structured like on shared network drives, they lead to difficulties in accessing information or to an excessive waste of time by users trying to find the right documents.

A set of methods and techniques for extracting information from large amounts of data. Its use allows for example to establish correlations between these data and to define typical customer behaviors.

Data privacy, also called information privacy, is the aspect of information technology (IT) that deals with the ability an organization or individual has to determine what data in a computer system can be shared with third parties.

Any information that is created, received, stored or used in an electronic medium e.g. documents, database systems, email, audio and video recordings. Refer to the definition of a Record.

In the context of a merger-acquisition operation, the data room is the place where all the legal, tax, accounting and economic documents of a company are made available to potential buyers and their advisors to perform the acquisition audit (or "due diligence"), in order to assess the real situation of this company and the value of their assets

Database management system

Type of machine learning and artificial intelligence (AI) function that imitates the workings of the human brain in processing data and creating patterns for use in decision making.

See dark data

The approach that consists in designing more sober digital services and moderating one's daily digital uses (definition by Frédéric Bordage, creator of Green It)

Legal concept, about having a lasting record of an individual’s intent. It is intended to provide a secure and accurate identification method for the signatory to provide a seamless transaction

The process of destroying records that are no longer needed. It is one of the three possibilities for the final treatment of records pro¬posed in a document repository (with final retention and sorting).

State of the documents produced by a company, reflecting its organization and used to manage its archives. It sets out the life cycle of each type of document: retention periods, communication rights, final treatment, possible sorting operations, preservation operations according to its medium, etc.

Electronic document management

Record generated, communicated, received, or stored by electronic means for use in an information system or for transmission from one information system to another.

An external user is a non-SANOFI employee in contract / partnership with SANOFI. It can be ITS contractors, CROs, searcher from universities, etc.…

products, solutions, and services to help improve content-driven processes and enable customers to monitor their content easily and efficiently

Govern in place: In some cases, it should be not to archive content but apply a retention period and manage life cycle without moving content from the source application. In this case users have access to data stored in the source application and the system govern them in place.

The General Data Protection Regulation (GDPR) is a regulation by which the European Parliament, the Council of the European Union and the European Commission intend to strengthen and unify data protection for all individuals within the European Union (EU). It also addresses the export of personal data outside the EU.

A system that establishes the organization of records in use in offices.

European Parliament regulation on the protection of individuals with regard to the processing of personal data and on the free movement of such data. It applies to all entities located in a European country that process personal data, as well as all entities across the world that process personal data belonging to EU residents.

"Information governance is the way in which a company organizes, manages and secures all the information circulating within it in order to build up an exploitable information capital. It is a discipline that relies on technologies, organizational methods and human activities. Specifications concerning the design and the operation of an information system for electronic information preservation, was the first ISO 14641 standard prepared by ISO Technical Committee 171 (ISO/TC 171) Document management applications, Subcommittee SC 3, General issues. The document was submitted as a French National Standard and was adopted as NF Z42-013:2009 in France. This part of ISO 14641 describes the methods and techniques to be used in an electronic information system for managing documents within an archive."

Area of work that involves reponsibility for checking wether a business is following official rules or laws.

GxP is an abbreviation for good practice, which refers to the series of laws, regulations, and guidance that govern various areas of the research, development, testing, manufacturing, and distribution of medicines.

It is the overall strategy for information at an organization. Information governance balances the risk that information presents with the value that information provides. Information governance helps with legal compliance, operational transparency.

An insight engine combines machine learning, rich usage analytics and AI-powered search capabilities to facilitate more intuitive, personalized and relevant digital experiences. According to Gartner, insight engines “apply relevancy methods to describe, discover, organize and analyze data.

Mode of archiving that automatically archives the data from an application throughout the life of the application. A connection between the application and the archiving solution must be implemented.

Different types or applications of information technology ( whom is the use of computers to store or retrieve data and information) that support processes in organizations. They are aimed to support customer and supplier relations.

Description: Connect to or Push incremental batches of content objects to archive. Optionally proceed to a selection, a verification or complete missing metadata in a staging environment (Data Lake) if required.

Automatic document reading (LAD).

Mode of archiving that allows capture of high volumes of e-Records (serial documents or structured data) from the systems or applications that created them into the archiving solution. This type of archiving is carried out at the end of life of an application when it is decommissioned.

Information describing the context, content, and structure of records and/or their management.

A set of measures to ensure compliance and integrity of a document throughout its life cycle.

mixed electronic archiving system

The act of transferring records from one system to another while preserving their authenticity, integrity, reliability and usability.

French standard certified by AFNOR

Mode of archiving that automatically archives the data from an application throughout the life of the application. A connection between the application and the archiving solution must be implemented.

Type of digital record which is an optional sub-level the RRS (ex. "Learning Objects, Training Catalog, Training History" are record types for "General and individual training files" category within Human Resources function).

Information in any tangible or electronic medium, that is created, received or used for business purposes, or that the company is legally required to collect and/or maintain. Records include, but are not limited to, all forms of electronic and hard-copy documents, database systems, emails, films, microfilms, photographs, audio and video recordings, biological samples including tissue samples/slides etc.

Operation consisting in drawing up a topographical list of the items kept in an archive. It is also the operation intended to check periodically the completeness of the of the archives.

Operational principles for managing records through their retention lifecycle and final disposition, including storage, retrieval, and destruction, to achieve efficient, transparent and accountable governance.

To store sounds or moving pictures using eletronic equipement.

Set of measures intended to rationalize the production, sorting, conservation and use of archives.

A detailed listing of documents and files submitted to an archive by a transferring department.

Corporate area of endeavor involving the administration of all business records throughout their life cycle. In this context, a record is documentation of a business event.

Data of little or no relevance, obsolete and therefore need to be deleted.

Recovery Point Objective

Recovery Time Objective

It is a oftware distribution model in which a cloud provider hosts applications and makes them available to end users over the internet.

An electronic records management system enables the retention and retrieval of digital documents or data, guaranteeing their authenticity, integrity and readability over time. These functions are based on IT and software rules and architecture that must allow for system interoperability and reversibilit

Statement of Archiving Practices

Standard 'Data Exchange for Archiving

Single Sign On

A room in an archive building used for storing documents.

Third Party Electronic Archiver.

Third Party Paper (or Physical) Archiver.

Material and intellectual operation by which the responsibility for the conservation from a depository to a repository. This term also designates, by extension, the documents thus transferred in one go.

Govern in place: In some cases, it should be not to archive content but apply a retention period and manage life cycle without moving content from the source application. In this case users have access to data stored in the source application and the system govern them in place.

Vendor Information Risk Program