Standards> Queensland Government Information Standards> Glossary of terms

Glossary of terms

A B C D E F G H I J K L M N O P Q R S T U V W X Y Z

A
Acceptance Testing	Testing of software systems to determine whether the system meets the required criteria.
Accessible records	Accessible records are records that can be identified, located and viewed as required.
Accountable officer	An officer as outlined in the Financial Administration and Audit Act 1977 (Division 6 - Accountable Officers).
Accountability	Public authorities and their employees must be able to account to regulatory authorities, ministers, clients and the public to meet statutory obligations, audit requirements, relevant standards and codes of practice and community expectations.
Accurate record	An accurate record correctly reflects what was communicated, decided or done (or not done). That is, the record's content, context and structure can be trusted as a true and accurate representation of the transaction, activity(ies) or fact(s) that they document and be depended upon in the course of subsequent use.
Adequate records	Adequate records meet the purpose for which they were created and/or kept.
Agency	A department or statutory body as those expressions are defined in the Financial Administration and Audit Act 1977.
Analytical Content	Structured content optimised to support query, investigative or decision making activities. Analytical content will contain not only base information, but incorporate information derived or transformed from the original sources. Analytics may take the form of: . Operational information (sourced over a short timeframe, but provision is time critical) Tactical information (sourced over the medium term, with longer lead times on provision) . Strategic information (sourced over the long term, but often requested ad hoc and at short notice). Analytical content will typically be purposefully de-normalised when compared with Transactional content. Analytical content is primarily query or read only. Examples include: Banking reconciliation report; Customer service centre activity report; Budget trend analysis; Cash flow analysis; Data warehouse; Pivot tables
Applications	The suite of applications software that supports the business processes of agencies and supports the storage and accessibility of information. Note: In relation to the GEA, a piece of software only qualifies to be an application if some part of an agency's business processes are codified in the software. For example, Queensland Transport's TRAILS system is an application but Microsoft Word and Excel are not.
Appraisal	Process of evaluating business activities and records to determine which records need to be captured and how long those records need to be kept.
Archives	Records that are appraised by State Archives as having continuing value and that have been selected for permanent preservation.
Archiving	Process of migrating or transferring inactive information, including records, from an active system, to a repository for longer-term storage, preservation and access.
Artefact	A product of the GEA. Essentially the format defined by the GEA for EA Representations. Examples of artefacts of the GEA include GEA Position Papers, GEA Policies, and GEA Standards.
Audio-visual record	Images or sound created, stored and viewed on media such as motion picture film, filmstrips, sound and video recordings, posters and other graphic works, still images, microfilm, microfiche, aerial film, x-ray film and multimedia formats and associated finding aids, production files, strips and specifications.
Australian Government Locator Service (AGLS)	AGLS is an extended version of the Dublin Core Metadata Element Set. AGLS contains an additional four elements - availability, function, mandate and audience - and allows for structured sub-elements.
Authentic records	A record that can be proven and trusted to be what it purports to be and to have been created, used, transmitted or held by the person to whom these actions have been attributed.
Authentication	Process that verifies the claimed identity of an individual as established by an identification process.
Authored Content	Unstructured content in a wide variety of formats. Authored content are creations that are attributed to an individual or identifiable entity. Unlike its Published Content counterpart, Authored Content is typically restricted in its distribution or kept internal. Examples include: E-mail; Instant messages; Internal memorandums; Briefing notes; Application system code; Presentations; Movies; Electronic messages
Authorised use	Use by individuals who have: Received authorisation before operating the relevant device or service; Agreed to abide by the policies, guidelines and local practice arrangements for use of the relevant facility or device, and who have appropriately acknowledged this agreement where required. (See Examples of Use Reference Sheet located in the Use of ICT Facilities and Devices (IS38) Toolbox for further clarification).
Availability	Ensuring that authorized users have access to information/equipment and services when and where required.

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B
Backbone cabling	The vertical or riser cabling of a multistorey building (Building Backbone) or inter building cabling of a multi building site (Campus Backbone).
Best and final offer	In complex acquisitions of ICT goods and services it may be necessary to engage in a best and final offer process to obtain the optimum results. Such offers may be confined to price, but may also extend to the scope of the goods, equipment and related services and service contracts proposed by a supplier. Formal notice is required in the original invitation document to reserve the right of the agency to issue an invitation for a best and final offer.
Building and entry controls	Access control mechanisms, which restrict access to areas, such as checking of identification, access tokens, smartcards or any other form of identification system.
Building distributor (BD)	The distributor in which building cable(s) terminate(s) and at which connections to the campus backbone cable(s) may be made.
Business continuity	Business continuity (BC) addresses organisational recovery following a disaster. It assumes that prevention arrangements have failed and that an incident has occurred which has interrupted normal business to the extent that corrective action is required.
Business continuity plan	A plan that describes a sequence of actions, and the parties responsible for carrying them out, in response to a series of identified risks, with the objective of restoring normal business operation as soon as possible.

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C
Campus cabling	Cabling on a premises containing more than one building.
Campus distributor (CD)	The distributor from which a campus cabling emanates.
Capture	Record capture is a deliberate action that results in the registration of a record into a business system or a record system.
Channel	The end-to-end transmission path connecting any two pieces of applications specific equipment. Includes equipment and work area cables.
Citizen	Citizen refers primarily to Queensland citizens and corporate citizens that are incorporate entities located in Queensland. For access to Government information, it also includes those doing business in Queensland who are located outside Queensland.
Classification Scheme	Formal definition of a common set of terms or concepts that are used to describe and represent a domain of knowledge. Classification schemes describe information with different degrees of structure using logical conventions, methods and procedural rules and as such range from simple taxonomies, thesauri, glossary, metadata schemes, to logical theories. Classification schemes provide the contextual metadata of an information asset. If the classifications were produced by the agency then the classifications will also be information assets of the agency. Examples include: Taxonomy, Thesauri, Glossary, Topic Map, Metadata Scheme and ISO 19115 Data Themes
Collector	Where an agency collects personal information the agency is regarded as the collector in relation to that information. Where personal information is collected by an individual in the course of their employment by, or in the service of, an agency then the agency is regarded as the collector in relation to that information.
Complete record	Complete records comprise contextual and structural data as well as content data.
Confidentiality	Ensuring that information is accessible only to those authorised and is protected from unauthorized disclosure or intelligible interception.
Confidentiality agreement	Agreement indicating agreement to abide by agency confidentiality requirements.
Consolidation point	A location for interconnection between horizontal cables that extend from building pathways and cables that extend into work area pathways.
Constraint	A rule, restriction, limit or check that provides the controls or governance for the management of information requirements and their supporting information assets. Constraints apply to information assets as a result of legislation, policies or standards. If the constraints were produced by the agency then the constraints will also be information assets of the agency. Examples include: Information Standard 42, Financial Management Standard 1997, Public Records Act 2002, NRMW Custodianship Policy IMP/2006/2443 - Version 1.
Consumer	The recipient of a payload resulting from a request made to an information service. Consumers operate under agreed levels of service with information service providers. Consumers may also be bound by one or more constraints (such as a licence) applied by the owner over the source information asset. Examples include: Brisbane City Council requests confirmation of the survey details for a land parcel from NRMW and ABS requests a count of new vehicle sales from Queensland Transport. Treasury requests an annual budget report from an agency.
Information Content	The concepts related to the manifestation of information. It is ultimately the content itself that is used to affect an outcome for government. It is also the dimension of the information architecture that generates the majority of costs to government.
Information Context	The concepts related to the schemes used for identification of content to support its creation, use and management such as information classification.
Information Control	The concepts relating to the rules and processes that content is subject to. Control provides the ongoing management and governance that ultimately impacts the efficiency and effectiveness (i.e. the value) of content in supporting the needs of government.
Controlled environment	Environment where security measures have been implemented.
Cookies	A message given to a web browser by a web server.
Cost of provision	The costs incurred in providing access to Government information over and above those costs incurred by the agency in collecting, maintaining and using the information for its business. These are costs that would not be incurred if access to parties outside the agency were not provided. The costs associated with providing access must be proportioned over the external parties.
Crosswalk	A table that maps the relationships and equivalencies between two or more metadata formats. Crosswalks or metadata mapping support the ability of search engines to search effectively across heterogeneous databases, i.e. crosswalks help promote interoperability.
Cryptography	Embodies principle, means and methods for the transformation of data in order to hide its information content, prevent its undetected modification and/or its unauthorized use.
Custodian (Information assets)	The recognised officer responsible for implementing and maintaining information assets according to the rules set by the owner to ensure proper quality, security, integrity, correctness, consistency, privacy, confidentiality and accessibility. A custodian will be responsible for specific classifications or categorisations of data. In the majority of cases a custodian utilises data managers to handle the day to day activity associated with the custody of information assets and the data they contain. Examples include: The Director General (DG) of NRMW delegates to an Executive Director responsibility for certain Topographic data themes as defined by the ISO 19115 standard. The DG of Queensland Transport assigns an Executive Director as being responsible for Customer data classified according to their Enterprise Architecture Contextual Information Model
Custody	The term custody has two meanings: The responsibility to care for records, archives or other material based on the physical possession of records. Custody does not always include legal ownership, or the right to control access to records. The physical location of the records or archives.

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D
Data	The representation of facts, concepts or instructions in a formalised (consistent and agreed) manner suitable for communication, interpretation or processing by human or automatic means. Typically comprised of numbers, words or images. The format and presentation of data may vary with the context in which it is used. Data is not information until it is utilised in a particular context for a particular purpose. Examples include; Coordinates of a particular survey point; Driver licence number; Population of Queensland; Official picture of a minister in jpeg format
Data Manager	Typically an officer or other service provider who is assigned to perform one or more activities associated with the day to day interpretation, management, operation and support of data. Data managers may have physical custody of the data, but are typically not assigned any formal custodial responsibilities. Data managers may provide support for data used in multiple information assets and therefore serve multiple custodians. Examples include: Librarians, Database Administrators, ICT Service Providers, Records managers, Archivists and Commercial data sources.
Deep Linking	Hyper-linking to an off-site web page which is not the home page of the website being linked to, i.e. linking to internal pages of an off-site website.
Destruction	Destruction is the physical disposal of records that do not have continuing value by, for example, incinerating, shredding, pulping or deletion.
Development environment	A systems area separated from the operational systems area for the purpose of developing and upgrading software systems applications.
Direct connect cabling	Cabling from the hub/server to the floor distributor.
Disciplinary action	In the event that employees and agents are proven to have breached the conditions of a policy or associated policies, disciplinary action, as outlined in the Public Service Act 1996 and an agency Code of Conduct and/or legal action and prosecution.
Disposal	The term disposal has two meanings: The final decision concerning the fate of records. Disposal includes: keeping all or part of a record; destroying, deleting or migrating a record or part of a record; and abandoning, transferring, donating or selling a record or part of a record. A program of activities to facilitate the orderly transfer of records from current office space into alternative or archival storage.
Disposal authority	A disposal authority is a document issued by the State Archivist authorising the disposal of public records.
Document(s)	Document(s) are structured units of information recorded in any format and on any medium and managed as discrete units or objects, no matter how old or recent.
Domain	In relation to the GEA means a subdivision of the hierarchical classification scheme associated with a layer of the GEA. For example, the Technology layer of the GEA contains a domain for Desktop PCs.
Domain name	A name given to a host computer site on the Internet. (See also "Domain Name")
Dynamic	Website content that is continually refreshed to provide new or updated information to attract new viewers and to keep prior viewers returning to the site.

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E
EA Classification Model	An EA Classification Model is a set of classifications used to organise the elements of an enterprise architecture (EA). Several classification models exist within the GEA, including but not limited to the Business Portfolio Framework, the Information Portfolio Framework, the Application Portfolio Framework and the Technology Portfolio Framework.
EA Representations	In relation to the GEA, the EA Representations are all of the components of the enterprise architecture that comprise the content (as opposed to the rules and structure) of the GEA. These include a collection of current and target enterprise architectures, and mechanisms/standards for achieving the target enterprise architecture.
e-commerce	Any business exchange or process conducted via computer-mediated networks.
e-Government	Refers to the conduct of public sector processes, outputs and services through computer-mediated networks.
e-mail	E-mail is used to send written messages between individuals or groups of individuals.
Electronic procurement	Electronic commerce for procurement, or e-Procurement, is the use of electronic technologies to streamline and enable the procurement activities of an organization.
Electronic Service Delivery (ESD)	The use of computer-mediated networks to provide additional channels for the provision of public services to households and industry.
Electronic records	Electronic records are records created, communicated and maintained by means of electronic equipment.
Employees	Employees are defined as those engaged on a tenured, temporary, or seconded basis as defined by the Public Service Act 1996 and/or relevant agency legislation. Where contractors are engaged to provide services for, or on behalf of, the agency, contract conditions must clearly reflect the Government’s policy on this issue. Agencies must ensure that other persons, such as students, volunteers, work experience, or other external bodies authorised by the agency to use Government-owned ICT facilities and devices, are aware of and acknowledge the Government policy on the restrictions and consequences of misuse of these facilities and devices.
Encryption	The process of cryptographically converting plain text electronic data into a form unintelligible to anyone except the intended recipient.
Enterprise Architecture	Enterprise architecture is the practice of applying a comprehensive and rigorous method for describing a current and future structure and behaviour for an organisation's processes, information, applications, technology and human resources, so that they align with the organisation's strategic direction. Although often associated strictly with information technology, it relates more broadly to the practice of business efficiency and effectiveness.
Equipment room	A room dedicated to housing distributors and applications specific equipment. This room usually houses the Building distributor and may house the Campus Distributor.
Evidence	The records of a business transaction which can be shown to have been created in the normal course of business activity and which are inviolate and complete.
Exchange	Subject Area: The concepts related to the exchange of content between parties.
Extensible mark-up language (XML)	XML is a meta data language to enable the design of individual mark-up languages.
External organization	External organizations include other State Government, Federal Government and local government agencies, the private sector and the general public.
Extranet	An Extranet is usually provided for partial access by authorised external users to an agency intranet via a valid username and password.

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F
File	A file is an organised unit of documents managed as a discreet object because they deal with the same subject, activity or transaction. Documents within a file may or may not be stored in the one location.
Firewall	A method of protecting a network against security threats from other systems and networks by centralising and controlling access to the network using a combination of hardware and software controls.
Floor distributor	The distributor used to connect between the horizontal cable and other cabling subsystems or equipment.
Frame	A general term to describe any assembly of cabling hardware providing for termination and cross connection of cabling by means of jumpers or patch cords.
Freedom of information	Freedom of information is the legal right, subject to certain exclusions, of the public, to access and correct public records.
Freely accessible	Freely accessible means access is available to citizens at no charge in a widely accessible form and at their reasonable convenience either electronically or, if necessary, in paper format through public libraries.
Full and accurate record	The term "full and accurate" describes the essential characteristics of records that distinguish them from other forms of information.
Function	A function is the largest unit of business activity in an organization or jurisdiction.

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G
GEA Definition Paper	(formerly called ‘GEA White Paper’) Provides background to a topic and aims to provide a standard meaning for terms and concepts to ensure consistent usage and common understanding across the Queensland Government. The use of the term GEA White paper (while an appropriate term in the ICT Industry) conflicts with a similar term used to describe a document that defines the policy of the Government of the day.
GEA Discussion Paper	Raises issues on a topic. GEA Discussion Papers are used to promote discussion across the sector and may lead to the development of a policy, standard or position paper. May span multiple domains.
GEA Domain Specification	(also known as ‘models’) GEA Domain Specifications provide design specifications for application within a GEA domain. These will usually be in the form of models but the type of model will be dependent on the domain it is representing.
GEA Guidelines	Provides agencies with supporting material, for example, advice, toolkits, checklists to help them align with the position, specification or GEA policy.
GEA Implementation Strategies	Documents the approach to achieving alignment with position or strategic direction, in a particular timeframe. May span multiple domains.
GEA Policies	(also known as Information Standards) Documents policy and mandatory principles for a topic. GEA Policies, like GEA Position Papers have a compliance requirement.
GEA Position Papers	Provides the Queensland Government’s position on a topic. May span multiple domains. GEA Position Papers also include a set of objective measures that are to be achieved with their associated timeframes. GEA Position Papers, like GEA Policies have a compliance requirement.
GEA Standards	Documents the constraints for a particular area. The constraints are mandatory. These will tend to be technical in nature. For example, a Web Services Interoperability standard defines the way in which international web service standards are to be applied when exposing a technical web service.
GEA Strategic Direction	A document that defines a strategic direction to be taken by the Queensland Government. Endorsement of a Strategic Direction indicates in principle agreement to take a particular direction.
Generally available publication	A magazine, book, newspaper or other publication (however published) that is or will be generally available to members of the general public.
Glossary	An alphabetical list of technical terms in some specialized field of knowledge; usually published as an appendix to a text or as a stand alone tool. Glossaries are intended to aid communication, identification or classification of information assets. Examples included: Queensland State Archives Glossary of Archival and Recording Keeping Terms, Information Standards Glossary.
Governance	Governance refers to how all agencies involved in a project or process (individually and collectively) make decisions relating to the establishment, management and control of the project or process. In practice, governance refers to the people, policies, processes and structures which enable collaborative and informed decision making.
Government information	Government information includes digital data, audio-visual material and hard copy material. It refers to that information that is the property of the Queensland Government or the Parliament of Queensland and is intended to be made available to citizens or it could be anticipated would be reasonably requested by citizens. Government information does not include court judgments.
Government Enterprise Architecture (GEA)	The Government Enterprise Architecture provides the framework to support the development of better services for Queenslanders, more efficient and effective use of ICT in the Government, and effective partnering with the private sector.
Government information architecture (GIA)	The GIA has been superseded by the Government Enterprise Architecture (GEA).
Government Information Technology Conditions (GITC)	GITC agreements contain standard contractual terms and conditions information and communication technology (ICT) products and services within the Australian public sector. The conditions cover a wide-ranging area of hardware and software purchases, licensing arrangements consultancy and telecommunication services.
Government publication	A book, manuscript, newspaper, magazine, journal, document, pamphlet, printed music, illustration, map, paper, photograph, microfiche, film, tape or disk, which has been produced by, or on behalf of, an agency for the purposes of informing the public.
GovNet	Queensland whole-of-Government Intranet

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H
Horizontal cable	The cable connecting the floor distributor to the telecommunications outlet.
HTML (HyperText Markup Language)	The set of markup symbols or codes inserted in a file intended for display on an Internet Browser.
HTTP (Hypertext Transfer Protocol)	The set of rules for exchanging files (text, graphic images, sound, video, and other multimedia files) on the Internet. Relative to the TCP/IP suite of protocols (which are the basis for information exchange on the Internet), HTTP is an application protocol.

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I
ICT	Information and Communication Technology refers to applications, information and technology.
ICT Disaster Recovery	ICT disaster recovery is concerned with plans to restore ICT services if a disruptive incident occurs.
ICT resources strategic plan	The plan developed and implemented under section 22 of the Financial Management Standard.
ICT products and/or services	ICT products and/or services generally cover all types of technology (data, voice, video, etc.) and associated resources, which relate to the capture, storage, retrieval, transfer, communication or dissemination of information through the use of electronic media. All resources required for the implementation of ICT are encompassed, namely equipment, software, facilities and services, including telecommunications products and services that carry voice and/or data.
Individual concerned	In relation to personal information or a record of personal information, this term means the individual to whom the information relates.
Information	Information is any collection of data that is processed, analysed, interpreted, classified or communicated in order to serve a useful purpose, present fact or represent knowledge in any medium or form. This includes presentation in electronic (digital), print, audio, video, image, graphical, cartographic, physical sample, textual or numerical form.
Information and communication technology (ICT) facilities and devices	ICT facilities and devices cover computers (including palm and handheld devices); telephones (including mobiles); removable media; radios or other high frequency communication devices; television sets; digital or analogue recorders (including DVD and video); cameras; photocopiers; facsimile machines; printers (and other imaging equipment); electronic networks; internet; email; web mail; and fee-based web services.
Information and communication technology (ICT) resources	Information and communication technology resources for an agency means the resources the agency needs to meet the informational requirements of the agency and its clients, and carry out the agency's operational responsibilities. For item 1, resources include the following: (a) information obtained, produced or supplied by the agency; (b) the information systems of the agency; (c) equipment or facilities that support the agency's information systems, including, for example, communication equipment or software; (d) the agency's human resources.
Information asset	An identifiable collection of data stored in any manner and recognised as having value for the purpose of enabling an agency to perform its business functions thereby satisfying a recognised agency requirement. Data or information that is referenced by an agency, but which is not intended to become a source of reference for multiple business functions is not considered to be an information asset of the agency. This is merely information. Information assets are considered to be associated with one of four standard types: Transactional, Analytical, Authored, and Publication. It should be noted that information content may appear in more than one asset. For example, customer details may exist as a transactional asset, but also be represented in a second analytical asset. In this case there are two assets. It is important to note that an Information Asset may also be considered to be a Public Record if it meets certain criteria. However, not all of an agency’s Information Assets will necessarily be Public Records. Information Assets within the Information Architecture that are technology dependent are implemented in accordance with the Application and Technology Architectures of an agency or the government. Examples included: Record, Document, Electronic message, Row in a database, Table or figure within a document, Whole database table, Collection of data objects about a single logical entity or concept such as ‘customer’, Content identified through a URL or URI and Metadata about other information assets.
Information Domain	A domain is a subset of a network that makes up the Internet. Domain identifiers form part of unique Internet addresses (URL's) used to identify any one web page from those available on the Internet.
Information Management	Information management is the means by which an organisation plans, collects, organises, governs, secures, uses, controls, disseminates, exchanges, maintains and disposes of its information; as well as any means through which the organisation ensures that the value of that information is identified and exploited to its fullest extent.
Information Package	Information assets received by a consumer in response to a request (query) of an information service provided by a supplier. The content and structure (schema) of a payload is subject to the definitions that govern the information service and agreed between the supplier and consumer. Often this content and structure will be a direct result of the information assets contained within the payload. A payload, once received by a consumer, may become an information asset of the consumer. Examples included: A book received from the library in response to a request for loan, Full details of a parcel of land, EDI message and XML document.
Information privacy principle (IPP)	Any of the Information Privacy Principles set out in section 3 of IS 42.
Information Service	Represents an endpoint that provides a defined interface for access to information assets in a particular business context. Implementation details of an information service should be transparent to the consumer. That is, it should not be necessary to understand the process of retrieval in order to locate, request and use the information asset(s) returned by the service. In addition the implementation of the service does not have to be automated - it could consist of purely human to human activity via a variety of channels. The interface of an information service represents the terms of a contract between the supplier of the service and its consumers. As such it describes the structure of the payload and any other conditions relating to the request for the information asset and / or the response. Such contacts may be in the form of a memorandum of understanding or legal agreement or for electronic information services in the form of Web Service Description Language (WSDL). Examples included: A web service to retrieve an address, Library assistance available via e-mail, Health information available from the SSQ call centre, A form available from a static web site and URL for the download of a particular cadastral data set.
Information standards	Information Standards are documents issued under the Financial Management Standards Act 1997 by Government ICT designed to assist Queensland Government agencies in managing communication and information resources by establishing and promoting best practice.
Information Standards Officers (ISOs)	Department-nominated Information Standards Officers provide advice on the Information Standards management process. ISOs assist in determining the extent of review required for Information Standards, and are responsible for coordinating and streamlining the Information Standards development and implementation process within their department.
Information systems	The organised collections of hardware, software, equipment, policies, procedures and people that store, process, control and provide access to information.
Inline Linking	Incorporating files, such as images, into web pages by linking to them on another website but displaying them inline. Inline linking makes it appear to the user that a file being displayed is part of the web-page when it in fact is owned and is hosted by another website.
Integrity	The assurance that information has been created, amended or deleted only by the intended authorised person and/or means and that the accuracy, and that the information complete and processing methods are safeguarded
Internet	Computer-based worldwide information network.
Internet Browser	A desktop application that retrieves, interprets, and displays World Wide Web data.
Intranet	The development of Internet technology behind a "firewall" within an organization.
Inviolate records	Records that are time-bound and complete. To be inviolate, a record must be securely maintained to prevent alteration and unauthorised removal.

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K
Key information	Key information is any information that is of strategic significance to an agency, or to Government as a whole. It is a generic term which may be used to describe a set of data.

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L
Law enforcement agency	This term includes the Queensland Police service, the Criminal Justice Commission and the Queensland Crime Commission.
LDAP(Lightweight Directory Access Protocol)	A set of protocols for accessing information directories. LDAP is based on the standards contained within the X.500 standard, but is significantly simpler.
Lead agency	For the purposes of IS 42, lead agency means the Department of Justice and the attorney General.
Legislation	Acts as passed and subordinate legislation (such regulations) of the Queensland Parliament or other jurisdictions (such as the Australian Commonwealth) that are legally enforceable in the state of Queensland. Legislation contains a set of rules expressed as an obligation, an authorization, permission or a prohibition. In the context of the Queensland Government Information Architecture legislation is merely one type of constraint. Examples included: Water Act 2000, Financial Management Standard 1997 and Commonwealth Privacy Act 1988.
Licence	The grant of certain rights over an information asset, describing the purposes to which the information asset may be used and the conditions upon that use. This takes the form of a contract for licence in the case where the information asset is sourced from a non-government entity and as a memorandum of understanding when the information asset is sourced from another government department. When an information asset is exchanged via an information service, the agency may choose to place a licence over the information asset provided o the consumer. Examples included: An agency may be granted the right to distribute verbatim copies of an information asset they sourced from another government department as long it is unchanged and the original creator is attributed
Link	The transmission path between any two interfaces of generic cabling. It excludes equipment and work area cables.

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M
Mandatory principles	Of any information standard, means the principles stated in the information to be the mandatory principles of the standard
Manufacturers accreditation	Manufacturers certify that installing personnel maintain a standard of installation that would uphold the quality and performance capability of the cabling infrastructure being installed. Minimum standards for accreditation for such training are as follows: Formal instruction including installation practice. Certification of an individual on successful completion of the instruction. Manufacturers are to provide periodic follow-up training.
Meaningful records	Meaningful records may be understood in the context of the processes and business for which they are created and in which they are used.
Medium	Medium means the physical object in which information is recorded or carried. For example, paper files, computer printouts, photographs, microfilm, plans, cards, floppy disks, compact disks and magnetic computer tapes.
Metadata	Data about a particular information asset. Specifically the contextual information about an information asset upon which the asset was established and will be managed on an ongoing basis. Metadata may include information about ownership, the applicable constraints, performance measures that will be or are being applied to the information asset. As contextual information metadata assists in ensuring the authenticity, reliability, usability, integrity and accessibility of digital records over time. Examples included: The AGLS record associated with a particular document, including the particular QKey (Keyword AAA) terms assigned to the document. The use of the term metadata within the information architecture is purposefully very specific and encompasses only contextual metadata given the level of abstraction for this model. More broad definitions of metadata include three key concepts. Namely the contextual metadata, plus the metadata schemes (such as classifying values used) and the metadata schema – all of which are present within the abstract model in their component parts.
Meta Model	Meta Model in relation to the GEA is the set of rules for structuring and populating the GEA.
Modular socket connector	An eight way modular connector conforming to IEC 603-7 specification. Often incorrectly termed an RJ connector. Also called a telecommunications outlet/connector
Multimedia	Using a combination of text, graphics, video, animation and sound to present information.
MUTO	Multi-user Telecommunications Outlet. A grouping, in one location, of several telecommunications outlet/connectors.

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N
National security information	Any official resource including equipment that records information about or is associated with, Australia’s: security form espionage, sabotage, politically motivated violence, promotion of communal violence, attacks on Australia’s defence system or acts of foreign interference; Defence plans and operations; International relations, that relate to significant political and economic relations with international organisations and foreign governments; or National interest, that relates to economic, scientific or technological matters vital to Australia’s stability and integrity.
Navigation bars	A navigation bar is a collection of links to the most important parts of a document site.
Networks	Include communications capability that enables one user to connect to another user or system.
Non-national security information	Any official information asset that requires increased protection and does not meet the definition of national security information. Most often this will be information about: Government or agency business, whose compromise could affect the governments capacity to make decisions or operate, the publics confidence in government, the stability of the market place and so on; Commercial interests, whose compromise could affect the competitive process and provide the opportunity for unfair advantage; Law enforcement operations, whose compromise could hamper or render useless crime prevention strategies or particular investigations or adversely affect personal safety; or Personal information that is required to be protected under the provisions of the Government’s Information Privacy Principles (IS42), the Public Records Act 2002, or other legislation.
Non-Government information	Information provided by a resource other than Qld State or Federal Government entity.

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O
Office Application Suite	An integrated set of office applications including: a word processor, spreadsheet, presentations package and a low-end database.
Online	Use of the Internet for information service delivery and/or collaboration with other government agencies and organizations external to government.
Operational environment	The information systems are where information processing is carried out.
Outsourcing	The purchase of labour or services from a source outside government.
Owner (Information assets)	Information as an asset is owned by the State of Queensland ^[1]. The term owner in the Strategic Direction is the recognised officer who is identified as having the authority and accountability under legislation, regulation or policy for the collection of information assets on behalf of the State of Queensland. Information owners define the policy which governs the information assets of an agency, for example determining the security classification of information assets. An owner will often delegate the operational responsibility for information assets to a custodian, who applies controls that reflect the owner’s expectations and instructions such as ensuring proper quality, security, integrity, correctness, consistency, privacy, confidentiality and accessibility of the information assets. ^[1] It is well understood that within government all legal ownership and associated rights and entitlements are vested in the State of Queensland. However, practically, the State can only act through the officers of the legislature, judiciary or the public service. Indeed, at an intellectual property level beneficial use delegations do not apply when the public entity represents the State of Queensland and has the power to deal with assets under its enabling legislation. That is, the public sector owner is deemed to be acting as the State in relation to assets. For this reason the term owner for the purpose of describing the information architecture is deemed to be the officer through whom the State, as the ultimate owner, is acting.

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PDF	Portable Document format
Personal information for the purposes of all Information Privacy Principles (IPP) other than IPP 6&7	Information or an opinion (including information or opinion forming part of a data-base), whether true or not, and whether recorded in a material form or not, about an individual whose identity is apparent, or can reasonably be ascertained from that information or opinion.
Personal information for the purposes of IPP 6&7	This information is limited to information concerning an individual's "personal affairs" as the phrase "personal affairs" has been interpreted in the freedom of information Act 1992.
Physical security	The means used to provide physical protection of resources against deliberate or accidental threats.
Policy	Sets outs a government plan or course of action intended to influence and determine decisions, actions, and other matters relative to a particular purpose. A policy, like legislation, contains a set of rules expressed as an obligation, an authorization, permission or a prohibition. In the context of the Queensland Government Information Architecture a policy is merely one type of constraint. Examples included: NRMW Custodianship Policy IMP/2006/2443 - Version 1, Information Standards and GEA Policies.
Pornography	The explicit description or exhibition of obscene literature, art or photography, generally intended to stimulate erotic rather than aesthetic or emotional feelings.
Preservation	Preservation involves storing, protecting and maintaining records.
Probability	The likelihood of a specific outcome, measured by the ratio of specific outcomes to the total number of possible outcomes.
Public authority	As defined by the Public Records Act 2002, Schedule 2.
Public key infrastructure (PKI)	The combination of software, encryption technologies and services that enables organizations to protect the security of their electronic communications and on-line transactions.
Public records	As defined by the Public Records Act 2002, Schedule 2.
Published Content	Unstructured content assembled from its component pieces, into a desired format and disseminated to a wide target audience. Published content is only changed through either a “replacement” publication process or removal of access to the content. Unlike Authored Content, Published Content is typically less restricted in its distribution and often exposed to public or external access. Examples included: Smart Directions PDF available from www.governmentict.qld.gov.au , Intranet sites, Internet sites / content, Government Gazette, Re-prints of legislation and Brochures on changes to road rules.

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QCISP	Queensland Communication and Information Strategic Plan (1999 2004)

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Reasonable access	Reasonable access means there are no significant geographical, economic or social barriers created by the government to limit access by citizens.
Recordkeeping	Recordkeeping is the act of making and keeping records.
Recordkeeping meta data	Recordkeeping metadata is information describing the context, content and structure of records and their management through time.
Recordkeeping systems	A recordkeeping system is the interaction of technology, people, principles, methods, processes and information systems that capture, maintain and provide access to records over time.
Record(s)	A record is recorded information in any form, including data in computer systems created or received and maintained by an organization or person in the transaction of business or the conduct of affairs and kept as evidence of such activity. (Aust. Standard AS4390)) Records are information objects that document business activities and transactions. To be regarded as evidence a record must be complete.
Records continuum	The records continuum is the whole extent of a record's existence. Recordkeeping across the continuum requires a consistent and coherent regime of management processes from the time of the creation of records (and before creation in the design of recordkeeping systems), through to the on going preservation and use of records as archives.
Records lifecycle	The records lifecycle is the model of records management and archival management which describes the stages through which a record is said to pass during its "life", often using 'birth to death" analogies.
Records management	Records management is the corporate function of managing records to meet operational business needs, accountability requirement and community expectations. Records management includes the systematic capture, control, maintenance, distribution, access and control of records. Records management is primarily concerned with capturing complete, accurate and reliable evidence of organisational activity for current business purposes.
Records retention	Records retention describes the act of the keeping of records for as long as they have administrative, business, legislative and/or cultural value.
Records system	Electronic systems or applications used for creating, maintaining, controlling and storing records.
Reliable records	Reliable records may be trusted as credible evidence of the transactions they document.
Request for information (RFI)	An RFI is a formal notice to suppliers indicating that information is being sought as to the goods, services and/or equipment that may be available to meet a specified need. An RFI is used by agencies to assess the capability of the market to meet a specified need and to assist in selecting a short-list of the most suitable suppliers.
Request for offer (RFO)	An RFO is a formal notice to suppliers indicating that proposals/solutions (incorporating the provision of goods, services and equipment) are being sought to meet a detailed specification of agency requirements. An RFO is used by agencies to select the supplier most able to meet the specified need.
Request for Comment (RFC)	An Information Standard is issued as a Request for Comment (RFC) so that there can be consultation on the working draft.
Requirement	A need arising from an agency's business activity, or from support of business activity, where such activity is intended to fulfil the purpose of the agency as defined by legislation, central agency requirements or ministerial direction. Importantly requirements within the Information Architecture are derived from the Business Architecture of an agency or government. Examples included: Maritime safety strategies required under the Transport Operations (Maritime Safety) Act 1994 to assist in managing maritime transport operations, The state wide digital cadastral dataset required under the Survey and Mapping Infrastructure Act 2003 to support the effective identification and valuation of land and The list of registered Nurses required by the Nursing Act 1992 to ensure integrity of the health profession.
Resources	Resources are government resources that should that should be able to be located on-line via the Internet. There are two types of resources that should be able to be located on-line: information eg. Static web page text, maps, videos; and public services eg. Paying for a licence (where the service is available on-line).
Resources description framework (RDF)	RDF integrates a variety of web-based metadata activities including sitemaps, content ratings, stream channel definitions, search engine data collection (web crawling), digital library collections, and distributed authoring, using XML as an interchange syntax that provides a model for describing resources.
Risk assessment	An evaluation of system assets and their vulnerabilities to threats, including potential losses that may result from threats.
Risk Analysis	A systematic use of available information to determine how often specified events may occur and their likely consequences.
Risk Avoidance	Not becoming involved in a risk situation by ceasing the activity or process
Risk Control	The provision of appropriate policies, procedures and standards of protection to avoid or minimise identified risks.
Risk Identification	The process of determining possible outcomes or occurrences associated with an activity, why these might occur and how.
Risk Level	The level of risk calculated as a function of likelihood and consequence.
Risk Management	The systematic application of policies and practices to the tasks of identifying, analysing, assessing, treating and monitoring risk.
Risk Retention	Retaining the responsibility for loss.
Residual Risk	The remaining level of risk after all risk treatment measures have been taken.
Risk Treatment	Selection and implementation of appropriate management options for dealing with identified risk.
Risk Transfer	Shifting the responsibility for loss to another party.

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Schema	A representation, outline or model imposed on a complex information structure to assist in explaining it, mediate perception, or guide a response. Specifically the combination entities and their relationships, attributes and associated data types. Within the information architecture this includes specific XML documents, DTDs, XSDs, ER Models, UML Models or any other meta-description of the structure of content. Schemas also provide the structural metadata of an information asset. NB: A schema is not to be confused with a scheme which is a form of classification. See Classification above. Examples included: Structure of the AGLS Element Set, Data model for an application, XML schema for a data exchange, Database structure and Model of page structure of a web site.
Security Classified Information	Official information (National Security or Non-National Security) which require additional security controls in accordance with the risk of compromise to the information. See also Non-National Security information and National Security Information
Security controls	Hardware, procedures, policies and physical safeguards that are put into place to assure the integrity and protection of information and the means of processing and accessing it.
Security incidents	May include, but are not limited to, any act that: Does not comply with the requirements of this policy; Exposes the Queensland Government to actual or potential monetary loss through the compromise of security; Involves the disclosure of confidential or private information or the unauthorised use of Queensland Government information; Results in the loss of Queensland Government information; or Involves the use of hardware, software or information for unauthorised or illicit purposes, which may include the violation of any law, regulation or reporting requirements of any law enforcement or Government body.
Sensitive information	Information that requires classification, that is Highly Protected, Protected or In Confidence.
Services	Services are activities undertaken by an agency on a repetitive basis either to fulfil legislative requirements or to satisfy an external client need. Services should be identified in Outcome Statements produced by agencies as part of the Managing for Outcomes (MFO) program.
Significant individual purchase	A significant individual purchase in IT&T is defined as one with a high relative monetary value and/or where supply is difficult to secure as defined in the State Purchasing Policy 2000 (Categories 2, 3, and 4). Some principles in this Information Standard apply only to purchases falling into these categories.
Site map	A site map provides a global view of the organization of a page or site.
SOE (standard operating environment)	A common set of specific product and version types to be used for desktop systems across all Government agencies.
Solicit	Solicit, in relation to personal information, means request a person to provide that information, or a kind of information in which the information is included.
Splash page	A page that loads on entering a web site and does not usually contain substantive data, only to reinforce what the site is about.
Standard	Sets out the technical or other specifications necessary to ensure that a method or material will consistently do the job it is intended to do. In the context of information architecture standards may be applied to information assets. In many cases standards themselves may manifest as information assets. In the context of the Queensland Government Information Architecture a standard is merely one type of constraint. Some classifications also manifest as standards. Examples included: ISO 19115 Geographic Information - Metadata Standard and Queensland Government Information Security Classification Framework.
Streaming	Allows users to see and hear/see an audio/video file as its transferred. Streaming video is usually sent from pre-recorded video files, but they can also be broadcast live
Structure	Subject Area: The concepts related to the formal description of the internal structures of content as well as the relationships between content.
Structured Content	Information assets typically described via entity-relationship or class models, such as logical data models and XML documents. Structured data is organized in well-defined semantic "chunks" called entities, nodes or objects. Examples included: Relational database, Spreadsheet and Cadastral data set.
Supplier	The provider of an information service through which consumers are able to access information assets. Suppliers implement the information service, but may not necessarily be the data manager, custodian or owner. However, a supplier would operate within the rules applicable to the information assets they utilise for an information service. Examples included: OESR provides access to various information assets (some of which are held by other agencies) about Queensland to Queensland Government agencies and NRMW offers access to digital cadastral information assets to local councils.

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Taxonomy	A collection of controlled vocabulary terms organized into a hierarchical structure. Taxonomies provide a means for categorizing or classifying information within a reasonably well-defined associative structure, in which each term in a taxonomy is in one or more parent/child relationships to other terms in the Taxonomy. Specifically, the children in a taxonomy are specialisations of the parent concept. Examples included: Dublin Core, AGLS and Queensland Government Enterprise Architecture Portfolio Frameworks (Business, Application, Information and Technology)
Telecommunications closet	An enclosed space for housing telecommunications equipment, cable terminations and cross-connecting cables.
Telecommunications outlet	A fixed connecting device where the horizontal cable terminates.
Thesaurus	A controlled list of terms linked together by semantic, hierarchical, associative or equivalence relationships. Not merely the hierarchical specialisation structure of a taxonomy, but also the semantics of related terms in forms of synonyms and antonyms as well as language usages (such as verb, noun etc). Examples included: Keyword AAA: A thesaurus of common administrative terms, QKey, Thesaurus of Geographic Names [TGN] and Australian Governments' Interactive Functions Thesaurus.
Third party	An individual or an organization outside of the individual agency that provides labour or services.
Topic Map	A mechanism for describing knowledge structures and associating them with information resources. Topic Maps exploit both the hierarchical classification of taxonomies (broader/narrower) with the semantic features of a thesaurus (related terms / uses) without necessarily the strict control of a thesaurus. Examples included: OpenCyc and ISO/IEC 13250 Topic Maps.
Transaction	A transaction is the smallest unit of business activity. Processes resulting from undertaking a piece of business, or the relationship between or within Public Authorities, between people or between a Public Authority and a person are all transactions.
Transactional Content	Structured content that supports or results from the execution of business processes and workflows. Transactional content will typically be relational in nature and purposefully normalised when compared with Analytical content. Transactional content is typically subject to modification on an ongoing basis. Examples included: Driver licence record, Address details and Appointment.
Transfer	A transfer is the process of changing the physical custody of records. This may occur without changing the legal ownership of the records.
Transition point	A transition point is used to connect round cables to flat, under-carpet cables.

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Unauthorised use	Access that has not been authorised and includes use which is inappropriate, unlawful and/or criminal. (See Examples of Use Reference Sheet located in the Use of ICT Facilities and Devices (IS38) Toolbox for further clarification).
Use	In relation to personal information, does not include mere disclosure of the information, but does include the inclusion of the information in a publication.
Useable records	Useable records are those records that may be viewed and are fully functional and re-useable.
User	A person who employs a computer system and its facilities to undertake a task.
Unstructured Content	An information asset that is free-form format, such as multimedia files, images, sound files, or unstructured text. Unstructured data does not necessarily follow any format or hierarchal sequence, nor does it follow any relational rules. However, unstructured content may contain some structured content. For the sake of simplicity, this concept of semi-structured is considered to be within the scope of unstructured data for the purpose of the Information Architecture. Examples included: Web pages, Documents, MPEG files and E-mail.

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Virus & malicious code	A piece of computer software or code introduced into another program for malicious purposes.

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W3C	World Wide Web Consortium in co-ordination with organizations around the world pursues accessibility of the Web through technology, guidelines, tools, education and development.

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XML	See Extensible mark-up language
X.500	A standard that defines how global directories should be structured. X.500 directories are hierarchical with different levels for each category of information, such as country, state, and city.

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Last updated 11 March 2008

Information Standards

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