Definitions and examples? I'll give it a shot...
1) Identification - how do people know that this form or piece of data is supposed to be kept as a record, and how do you distinguish one record from another? ex. they are listed in the applicable procedures and/or there is a master list. Records are uniquely identified with a number or other ID (like CAR #s)...
2) Collection - are the records actually collected as they are supposed to be? ex. weekly reports that are supposed to be submitted
3) Indexing - this sounds alot like filing to me...sort of like how do you compile your records so that they are distinguishable, available, and readily available
4) Access - If you have to get your hands on a particular record, can you do it? Where do you keep them
5) Filing - I don't know. Sounds the same as indexing to me.
6) Storage - do you remove records from a particular location after a period of time (but before disposal time) and where do you put them to keep them safe, identified, etc. Ex. the file cabinet fills up after one year but they must be kept for 3 years so they are boxed up and kept on a shelf in the warehouse
7) Maintenance - keeping them safe, clean, legible, making sure they are filed/indexed as appropriate
8) Disposition - after you no longer need them, what do you do with them? Are there any confidentiality issues regarding disposal methods, how does everyone know when and how to dispose of records, etc.
I'm not sure that I've pegged everything because I'm new at this, so this question is still very much open to all the experienced knowledgable folks here.
I agree with Dave that defining these points in a matrix is the easiest way to answer these questions for the auditor.