Glossary of Terms
A
ADF (Automatic Document Feeder) This is the
means by which a scanner feeds the paper
document.
Aggregation The process of combining data
inputs from different creation and authoring tools and other systems.
AIIM (Association for Information and Image
Management) A leading international association that brings together
the users and providers of document management technology-based solutions for
education, peer networking, professional development and industry
advocacy.
Alphanumeric Relating to a character set
comprising letters and numbers.
Annotations The changes
or additions made to a document using sticky notes, a highlighter, or other
electronic tools. Document images or text can be highlighted in different
colors, redacted (blacked-out or whited-out), stamped (e.g. “FAXED” or
“CONFIDENTIAL”), or have electronic sticky notes attached. Annotations should be
overlaid and not change the original document.
Aperture
Card An 80-column computer card containing an aperture into which a
single frame of unexposed or processed 35mm microfilm can be mounted. Index data
can be punched on the card.
ARMA (Association of
Records Managers) Not-for-profit association and the leader in
education and training for records and information management
professionals.
ASCII (American Standard Code for
Information Interchange) Used to define computer text that was built on
a set of 255 alphanumeric and control characters. ASCII is used for the storage
of alphanumeric information in most PC and RISC computer
systems.
ASP (Application Service
Provider) A business that provides computer-based services to customers
over a network. Software offered using an ASP model is also sometimes called
on-demand software or software as a service (SaaS).
Audit
Trails Log of who changed what and when. Used for accountability.
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B
Backfile Conversion Process of converting files/documents to
electronic files that have accumulated over a period of time.
Back-Up A copy of data for storage as an assurance
against loss of master data.
Barcode A machine-readable
array of vertical lines and spaces representing data. Used in indexing.
BASIC (Beginners All-Purpose Symbolic
Instruction Code) A family of high-level programming
languages.
Batch Processing The name of the technique
used to input a large amount of information in a single step, as opposed to
individual processes.
Bitmap/Bitmapped See
Raster/Rasterized.
BMP see
Raset/Rasterized
Boolean Logic/Searching The use of the
terms “AND,” “OR” and “NOT” in conducting searches. Used to widen or narrow the
scope of a search.
Briefcase A method to simplify the
transport of a group of documents from one computer to
another.
Burn (CDs or DVDs) To record or write data on a
CD or DVD.
BPA (Business Process Automation)
The process a business uses to contain costs. It consists of using
software applications and integrating them throughout the organization while
minimizing labor costs.
BPM (Business Process
Management) Automation of business processes, in whole or in part,
where documents, information, or tasks are passed from one participant to
another for action, according to a set of rules. A business process is a
logically related set of workflows, worksteps, and tasks that provide a product
or service to customers.
BPO (Business Process
Outsourcing) The contracting of a specific business task, to a
third-party service provider. Usually, BPO is implemented as a cost-saving
measure for tasks that a company requires but does not depend upon to maintain
its position in the marketplace.
Business Process A
logically related set of workflows, worksteps, and tasks that provide a product
or service to customers. see Workflow
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C
Cache The space used for the temporary storage of data that
must be accessed quickly. Usually an area of RAM memory which holds frequently
used data from a hard disk.
CAD (Computer-Aided Design)
The use of a wide range of computer-based tools that assist engineers,
architects and other design professionals in their design
activities.
CADD (Computer-Aided Drafting and Design)
see CAD
CAS (Content Addressed
Storage) A storage methodology designed for rapid access to fixed
content. Increasingly used for archiving content. (see
SAN)
Categorization Organizing documents, Web pages, and
other content into logical groupings, based on their contents.
CD An optical disc used to store digital
data.
CDIA (Certified Document Imaging
Architect) A credential that validates the knowledge of professionals
who deliver document imaging solutions.
CD Publishing
An alternative to photocopying large volumes of paper documents. This
method involves coupling image and text documents with viewer software on CDs.
Sometimes search software is included on the CDs to enhance search
capabilities.
CD-R (Compact Disc Recordable) A CD which
can be written (or recorded) only once. It can be copied to distribute a large
amount of data. CD-Rs can be read on any CD-ROM drive whether on a standalone
computer or network system. This makes interchange between systems
easier.
CD-ROM (Compact Disc Read Only
Memory) Optical disc that is created by a mastering process and used
for distributing read-only information. Written on a large scale and not on a
standard computer CD burner (CD writer).
CD-ROM Drive A
computer drive that reads compact discs.
CD-RW
(Compact Disc Rewritable) Disk on which data can be erased and
overwritten with new data.
Character A single letter,
numeric digit or punctuation mark as defined by ASCII or EBCDIC codes. One
character requires 1 byte of storage.
Check In/Out
Ensures that only one person can work on a document at any
time.
COLD/ERM (Computer Output to Laser
Disk/Electronic Report Management) Process whereby computer output,
such as reports and electronic records, are captured, indexed and stored to
optical disk. Can be used to replace COM (Computer Output to Microfilm) or
printed reports such as green-bar.
Collaboration Tools,
such as collaborative authoring, video conferencing, shared whiteboards, etc.
that allow multiple users to work on the same content in a common environment.
COM (Computer Output to Microfilm) A
process that outputs electronic records and computer generated reports to
microfilm.
Compound Document A document containing
multiple content objects or data types often created on different application
software, i.e. not text only or image only. Contrasts with a simple
document.
Compression Means of reducing stored image
file sizes by reducing the number of bits in a digital image file; JPEG and TIFF
are two examples.
Compression Ratio The ratio of the
file sizes of a compressed file to an uncompressed file.
Content
Management Increasingly being used as an alternative, technically more
accurate, term for an electronic document management system. A set of processes
and technologies that support the evolutionary life cycle of digital
information. This digital information is often referred to as content or, to be
precise, digital content. Digital content may take the form of text, such as
documents, multimedia files, such as audio or video files, or any other file
type which follows a content lifecycle which requires
management.
Content Management System The capability to
manage and track the location of, and relationships among, content within a
repository.
Conversion Process of converting documents
from one form to another, e.g. paper to digital.
CPU
(Central Processing Unit) The “brain” of the computer.
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D
Data In everyday language is a synonym for information. In the
exact sciences there is a clear distinction between data and information, where
data is a measurement that can be disorganized and when the data becomes
organized it becomes information.
Data Entry The
process by which information is keyed into a computer allowing electronic
retrieval of the document the information is keyed from.
Data
Warehouse Central repository for all, or most, of an organization's
structured data.
Database Electronic collection of
records stored in a central file and accessible by many users for many
applications. A structured collection of records or data that is stored in a
computer so that a program can consult it to answer queries quickly and
flexibly.
DBMS (Database Management
System) A computer software designed for the purpose of managing
databases.
Decompression The process which restores
files to their original state after they have been compressed.
De-Shading Removing shaded areas to render images more
easily recognizable by OCR.
De-Skewing The process of
straightening skewed (off-center) images after they are scanned or faxed.
De-skewing is one of the image enhancements that can improve OCR accuracy.
De-Speckling Image enhancement technique which allows
minor imperfections or speckles in bit-map images to be
erased.
Diazo Film A photographic film commonly used for
microfilm duplication.
Digital Asset Management Consists
of tasks and decisions surrounding ingesting, annotating, cataloguing, storage
and retrieval of digital assets, such as digital photographs, animations, videos
and music. Digital asset management systems are computer software and/or
hardware systems that aid in the process of digital asset management.
Digital Rights Management Enables secure distribution,
and disables illegal distribution, of paid content over the Web.
Digital Signature Electronic signature that can be used
to authenticate the sender of a message.
Dithering The
process of converting grays to different densities of black dots, usually for
the purposes of printing or storing color or grayscale images as black and white
images.
Document A collection of data organized into
some logical order. Often associated with a specific task. Historically stored
as formatted paper pages or frames on microfilm. Digital documents can be stored
formatted or in processable form.
Document Imaging
Process of capturing paper documents and converting them to a digital
format to be stored in a computer file through scanning, OCR, ICR, etc.
Document Management (DM) The method of better managing
paper documents to improve efficiencies, share and protect information and
reduce costs associated with maintaining paper filing systems. Controls and
organizes documents throughout an enterprise. Incorporates document and content
capture, workflow, document repositories, COLD/ERM and output systems, and
information retrieval systems.
Document Management
System (DMS) A computer system (or set of computer
programs) used to track and store electronic documents and/or images of paper
documents. The term has some overlap with the concepts of Content Management
Systems and is often viewed as a component of Enterprise Content Management
Systems.
Document Preparation The process of removing
staples, paper clips, repairing tears to paper document prior to the imaging
process.
Document Retrieval The matching of some stated
user query against a set of free-text records. Accessing an image or electronic
file.
Document Retrieval Software Software used to
search, view, print, fax, and email electronic documents and images from a
computer.
Document Scanning Process of capturing paper
documents and converting them to a digital format via a scanner.
DOS (Disk Operating
System)
Double-Sided Scanning Uses a
single-sided scanner to scan double-sided pages, scanning one collated stack of
paper, then flipping it over and scanning the other side.
DPI
(Dots Per Inch) Measure of image resolution and quality in horizontal
and vertical dimensions. Used to define scanner, printer and display screen
resolution.
Drag-and-Drop The movement of on-screen
objects by dragging them across the screen with the mouse.
Duplex
Scanners Automatically scan both sides of a double-sided page,
producing two images at once.
DVD(Digital Video
Disc or Digital Versatile Disc) A plastic disc, like a CD, on which
digital video, audio, data, and images can be written, stored and read. DVDs are
faster, can hold more information storing at least six to seven times more data
due to use of finer pits and more closely spaced tracks, and can support more
data formats than CDs. Available in read-only, recordable, and rewritable
formats. Single or dual sided disks are available as well as single or dual
layer. Single-sided, single-layer disks have a capacity of 4.7GB
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E
EDMS (Electronic Document Management System)
(see Document Management System)
E-Forms/Web Forms Forms
designed, managed, and processed completely in an electronic environment.
Electronic Document Management (EDM) See Document
Management (DM).
Email (Electronic Mail) Method of
composing, sending, storing, and receiving messages over electronic
communication systems. The term "e-mail" (as a noun or verb) applies both to the
Internet e-mail system based on the Simple Mail Transfer Protocol (SMTP) and to
intranet systems allowing users within one organization to e-mail each other.
Enterprise Content Management
(ECM) is the technologies, tools, and methods used to capture,
manage, store, preserve, and deliver content across an enterprise.
Erasable Optical Drive A type of
optical drive that uses erasable optical discs.
ERM
(Electronic Records Management) The practice of identifying,
classifying, archiving, preserving, and destroying records. The ISO 15489: 2001
standard defines it as "The field of management responsible for the efficient
and systematic control of the creation, receipt, maintenance, use and
disposition of records, including the processes for capturing and maintaining
evidence of and information about business activities and transactions in the
form of records".
ERMS (Electronic Records
Management System)
ERPS
(Enterprise Resource Planning Systems)
Integrate (or attempt to integrate) all data and processes of an
organization into a unified system.
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F
Field The smallest logical unit of data in a database record,
i.e. fields in an index record.
File All the data
comprising a document or part of a document (page image) held under a single
naming code.
File Formatting The criteria used to format
a file.. comma quote delimited, fixed length, etc.
File
System The way in which files are named and where they are placed
logically for storage and retrieval, most commonly in a hierarchical (tree)
structure.
Filebound An affordable content management
solution that helps manage business-critical information created from disparate
sources and stored in different forms, such as paper documents, digital files,
e-mail, website input and many others. It allows for the fast and seamless
integration of information from various sources, directly into core business
applications and operating platforms (such as Windows) for a comprehensive
Content Management solution.
Firewall A combination of
hardware and software that separates a LAN (Local Area Network) into two or more
parts for security purposes.
Flatbed Scanner A
flat-surface scanner that allows users to input books and other
documents.
Folder Browser A system of on-screen folders
(usually hierarchical or “stacked”) used to organize documents. For example, the
File Manager program in Microsoft Windows is a type of folder browser that
displays the directories on your disk.
Forms Processing
A specialized imaging application designed for handling pre-printed
forms. Forms processing systems often use high-end (or multiple) OCR engines and
elaborate data validation routines to extract hand-written or poor quality print
from forms that go into a database.
FTP (File
Transfer Protocol) Mechanism for transferring data files over the
Internet.
Full-Text Indexing and Search Enables the
retrieval of documents by either their word or phrase content. Every word in the
document is indexed into a master word list with pointers to the documents and
pages where each occurrence of the word appears.
Fuzzy Logic
A full-text search procedure that looks for exact matches as well as
similarities to the search criteria, in order to compensate for spelling or OCR
errors.
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G
GIF (Graphics Interchange File
Format) Display and exchange for
high-quality/resolution graphics.
Gigabyte One billion
bytes or one thousand megabytes. In terms of image storage capacity, one
gigabyte equals approximately 25,000 81/2” x 11” pages scanned at 200
DPI.
Grayscale See “Scale-to-Gray.”
GUI (Graphical User Interface) A type
of user interface which allows people to interact with a computer and
computer-controlled devices which employ graphical icons, visual indicators or
special graphical elements called "widgets", along with text, labels or text
navigation to represent the information and actions available to a user. The
actions are usually performed through direct manipulation of the graphical
elements.
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H
Hard Disk A non-volatile storage device which stores digitally
encoded data on rapidly rotating platters with magnetic surfaces.
Handprint Character Recognition (HCR) OCR technology
designed to turn images of handprint characters into ASCII code.
Hierarchical Storage Management (HSM) Software that
automatically migrates files from on-line to near-line storage media, usually on
the basis of the age or frequency of use of the files.
HIPAA (Health Insurance Portability and
Accountability Act) Enacted by the U.S. Congress in 1996. Title II, the
Administrative Simplification (AS) provisions, requires the establishment of
national standards for electronic health care transactions and national
identifiers for providers, health insurance plans, and employers. The AS
provisions also address the security and privacy of health data.
HTML (Hypertext Markup Language) Predominant markup
language for the creation of web pages.
HTTP (Hypertext Transfer
Protocol) A communications protocol used to transfer or convey
information on the World Wide Web.
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I
ICR (Intelligent Character Recognition) A software process that
recognizes handwritten and printed text as alphanumeric characters. Advanced
form of OCR technology that may include capabilities such as learning fonts
during processing or using context to strengthen probabilities of correct
recognition or that can recognize handprint characters.
Image
Processing The manipulation of digital images after they have been
scanned and digitized. Includes rotation, zoom, enhancement, analysis,
etc.
Image Enabling Allows for fast, straight
forward document link through any third-party application.
Image
Processing Card (IPC) A board mounted in either the computer, scanner
or printer that facilitates the acquisition and display of images. The primary
function of most IPCs is the rapid compression and decompression of image
files.
Image Resolution Measure of image quality.
Defined as dots per inch (dpi) e.g. 200dpi.
ImageSilo®
An ultra-secure, redundant, off-site Web browser-based data and content
management repository that allows instant retrieval and delivery of data, images
and e-files anywhere, anytime, 24x7.
ImageVault A
network storage device used to house scanned images for easy retrieval via LAN,
WAN or Net.
Imaging Process of capturing paper documents
and converting them to a digital format to be stored in a computer file through
scanning, OCR, ICR, etc.
Index A system used to make
finding information easier. Descriptive data that enables desired information to
be retrieved.
Index Fields Database fields used to
categorize and organize documents. Often user-defined, these fields can be used
for searches.
Indexing Identification of specific
attributes of a document or database record to facilitate retrieval.
Information Retrieval (IR) The science of searching for
information in documents, searching for documents themselves, searching for
metadata which describe documents, or searching within databases.
Instant Messaging (IM) A form of
real-time communication between two or more people based on typed text. The text
is conveyed via computers connected over a network such as the
Internet.
Input Designs Templates used to enable authors
to more easily enter content into a system, typically customized, based on the
type and format of content to be entered.
Intelligent Document
Recognition automatically identifies document types from the layout and
structure of the document.
Internet Publishing
Specialized imaging software that allows large volumes of paper
documents to be published on the Internet or intranet. These files can be made
available to other departments, offsite colleagues or the public for searching,
viewing and printing.
ISIS and TWAIN Scanner Drivers
Specialized applications used for communication between scanners and
computers.
ISO 9660 CD Format The International
Standards Organization format for creating CD-ROMs that can be read worldwide.
ISP (Internet Service Provider) A business or
organization that provides to consumers access to the Internet and related
services.
IT (Information Technology) The study, design,
development, implementation, support or management of computer-based information
systems, particularly software applications and computer hardware. IT deals with
the use of electronic computers and computer software to convert, store,
protect, process, transmit and retrieve information, securely.
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J
J2EE (Java 2 Platform, Enterprise
Edition)
Jacket (microfilm) Unitized microform
comprising two layers of clear, flexible plastic bonded or welded together to
form channels into which strips of 16mm or 35mm film can be inserted. Commonly
used in applications where there is a need to update files periodically.
JFIF (JPG File Interchange Format) What people
generally mean when they refer to "JPEG". It is a file format created by the
Independent JPEG Group (IJG) for the transport of single JPEG-compressed
images.
JPEG or JPG (Joint Photographic Experts Group)
An image compression format used for storing color photographs and
images.
Jukebox A mass storage device that holds optical
disks and loads them into a drive.
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K
Key Unique identifiers such as ID numbers, file references,
etc. logically associated with an image document and used as index
information.
Key Field Database fields used for document
searches and retrieval. Synonymous with “index
field.”
Keyword A significant word in a document that
helps to define the content of the document.
KM (Knowledge
Management) Comprises a range of practices used by organizations to
identify, create, represent, and distribute knowledge for reuse, awareness and
learning. Often a part of Information Management.
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L
LAN (Local Area Network) A computer network covering a small
geographic area, like a home, office, or group of buildings.
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M
Magnetic Storage Referring to the storage of data on a
magnetized medium from hard disks on down to floppies.
Magneto
Optical (MO) Recording data using a
combination of magnetic and optical means to change the polarity of a magnetic
field in the recording medium. Data is erasable and/or rewritable.
Magneto-Optical Drive A drive that combines laser and
magnetic technology to create high-capacity erasable
storage.
MAPI (Mail Application Program
Interface) This Windows software standard has become a popular e-mail
interface and is used by MS Exchange, GroupWise, and other e-mail packages.
Match and Merge Uses index information that already
exists in other systems to populate indexing fields. It allows you to index 1
(or many, depending on how many fields it takes to create a unique identifier)
unique field and populate the remaining fields with a text file (or table
lookup) provided from a different source.
Metadata Data
associated with documents to provide information on their contents, context and
use.
MFP (Multifunction Printer or
Multifunctional Peripheral) A device that performs any combination of
scanning, printing, faxing, or copying.
MICR (Magnetic Ink
Character Recognition) A technique for the automatic recognition of
stylized characters printed with a magnetic ink.
Microfiche Sheet of microfilm containing an array of
micro-images arranged in accordance with a standard grid, e.g. 7 rows and 14
columns, and usually including an eye-legible title along the top edge.
Microfilm High-resolution photographic film suitable
for recording micro-images of documents. Often used to refer to microfilm in
roll format, e.g. 16mm microfilm.
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N
NAS (Network Attached Storage)
Uses file-based protocols such as NFS or SMB/CIFS where it is clear
that the storage is remote, and computers request a portion of an abstract file
rather than a disk block. Can be part of a SAN. Hard disk storage directly
attached to the network to provide information access.
Near-Line
Documents stored on optical disks or compact disks that are housed in
the jukebox or CD changer and can be retrieved without human intervention.
NT (Network Technology) Refers to
Microsoft Windows NT server and workstation software.
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O
OCR (Optical Character Recognition) Technique
by which images of characters can be machine-identified, then converted into
computer processable codes. Technique for analyzing images and recognizing and
translating the alphanumeric characters into machine-readable text. OCR is used
for type. See also ICR.
ODBC
(Open Database Connectivity) Standard for linking
client workstation with server database.
Off-Line
Archival documents stored on optical disks or compact disks that are
not connected or installed in the computer, but instead require human
intervention to be accessed.
OMR (Optical Mark
Recognition) Detects presence, or absence, of marks in defined areas;
used for processing questionnaires, standardized tests, etc.
On-Line Documents stored on the hard drive or magnetic
disk of a computer that are available immediately.
Open
Source A set of principles and practices that promote access to the
design and production of goods and knowledge. The term is most commonly applied
to the source code of software that is available to the general public with
relaxed or non-existent intellectual property restrictions. This allows users to
create software content through incremental individual effort or through
collaboration.
Optical Disks Computer media similar to
a compact disc that cannot be rewritten. Data is recorded by the user once (and
is unalterable) and can be read many times. An optical drive uses a laser to
read the stored data. Primarily WORM (Write-Once, Read-Many).
Optical Jukebox See
“Jukebox.”
Outsourcing The delegation of non-core
operations from internal production to an external entity specializing in the
management of that operation.
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P
P2P (Peer-to-Peer) A communications model in
which each party has the same capabilities and either party can initiate a
communication session. Contrasted with the Client/server relationship between
two computer programs in which one program, the client, makes a service request
from another program, the server, which fulfills the request.
Paper Medium for capturing information. Easily
lost, misplaced and misfiled.
PaperFlow™ A powerful,
fully-automated document capture and indexing system from Digitech Systems.
Paperless Office An environment in which there is
minimal paper and all forms of documentation are theoretically converted to a
digital form. The ideal is driven by a number of motivators including
productivity gains, costs savings, space saving and the need to share
information.
PaperVision™ Enterprise The core
application of the Digitech product suite. This robust data management system
stores, manages, retrieves, tracks and distributes electronic documents and
content easily and cost-effectively.
PDF (Portable Document
Format) Electronic replica of a document. Unlike pure image formats
like TIFFs, PDFs permit content searches, the addition of metadata, and the
embedding of electronic signatures. Enables the platform-independent
presentation of information. Developed by Adobe Systems for document
publication.
PDF/A (PDF/Archive)
Personalization -Matching content to the
individual.
Phase Change A method of storing
information on rewritable optical disks.
Pixel Picture
Element. A single dot in an image. It can be black and white, grayscale or
color.
Planetary Camera Type of microfilm camera on
which the document is placed on a fixed copyboard and microfilmed using a camera
head supported above (usually) the copyboard. The document and the film remain
statuary during the exposure.
Portable Volumes A
feature that facilitates the moving of large volumes of documents without
requiring copying multiple files. Portable volumes enable individual CDs to be
easily regrouped, detached and reattached to different databases for a broader
information exchange.
PPM (Pages per Minute)
Number of pages that can be scanned in one minute
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Q
QC (Quality control) The process by which data and images are
checked manually and automatically for accuracy, integrity, clarity and
completeness.
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R
RAID (Redundant Array of Independent Disks or
Drives) An umbrella term for data storage schemes that divide and/or
replicate data among multiple hard drives. Storing the same data on multiple
hard disks or drives improves performance and fault tolerance. Files on RAID
drives can be duplicated (“mirrored”) to preserve data. RAID systems vary in
levels of redundancy, with no redundancy being a single, non-mirrored disk as
level 0, two disks that mirror each other as level 1, on up to level 5, the most
common.
RAM (Random Access Memory) The place in a
computer where the operating system, application programs, and data in current
use are kept so that they can be quickly reached by the computer's processor.
RAM is much faster to read from and write to than the other kinds of storage in
a computer, the hard disk, floppy disk, and CD-ROM. However, the data in RAM
stays there only as long as your computer is running. When you turn the computer
off, RAM loses its data.
Raster/Rasterized (Raster or Bitmap
Drawing) A method of representing an image with a grid (or “map”) of
dots or pixels. Typical raster file formats are GIF, JPEG, TIFF, PCX, BMP,
etc.
RDBMS (Relational Database Management System) A
database management system in which data is stored in the form of tables and the
relationship among the data is also stored in the form of tables. Most common
form of database used today.
Reader-Printer A type of microfilm reader
equipped with a printing capability able to produce a paper copy of the image
displayed on the viewing screen.
Record Any piece of
information created or received and maintained by an organization or person in
the course of their business or conduct of affairs and kept as evidence of such
activity.
Records Management Enables an enterprise to
assign a specific life cycle to individual pieces of corporate information from
creation, receipt, maintenance, and use to the ultimate disposition of records.
A record is not necessarily the same as a document. All documents are potential
records, but not vice versa. A record is essential for the business; documents
are containers of "working information." Records are documents with evidentiary
value. The function of managing records is to meet organizational needs,
business efficiency and legal and financial
accountability.
Redaction A type of document annotation
that provides word-level security by concealing from view specific portions of
sensitive documents. Like all annotations in a document imaging system,
redactions should be image overlays that protect information but do not alter
original document images.
Region (of an image) An area
of an image file that is selected for specialized processing. Also called a
“Zone.”
Repositories A place where
electronic data, images and files are stored and maintained. Part of a Document
Management system with specific functionality to control the check-in/out and
distribution of material, version control, and look-up against defined
attributes.
Resolution Defines the clarity and
information content of a bit-map. Often measured in dots per inch (dpi) and
commonly used as part of the specification of printers, scanners and computer
displays.
Retrieval Procedure for searching for and
extracting database records or content
ROI
(Return-On-Investment) A method of calculating the pay back period for
an investment. The ROI of a Document Management is substantially less than the
ROI of other IT investments.
ROM (Read-Only Memory)
“Built-in" computer memory containing data that normally can only be
read, not written to. ROM contains the programming that allows a computer to be
"booted up" or regenerated each time it is turned on. Unlike a computer's random
access memory (RAM), the data in ROM is not lost when the computer power is
turned off. The ROM is sustained by a small long-life battery in your
computer.
Rotary Camera A type of
microfilm camera in which the document is transported round a roller and imaged
as it passes through the camera. The film is moved during exposure in
synchronization with the movement of the document.
RTF
(Rich Text Format) A proprietary document file format used for
cross-platform document interchange.
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S
Safe Harbor A framework developed by the U.S. Department of
Commerce in consultation with the European Commission to provide a streamlined
means for U.S. organizations to comply with the European Commission’s Directive
on Data Protection.
SAN (Storage Area Network) A high-speed
network that connects computer systems and storage elements and allows movement
of data between computer systems and storage elements and among storage
elements.
Software as a Service (SaaS)
A software application delivery model where a software vendor develops a
web-native software application and hosts and operates (either independently or
through a third-party) the application for use by its customers over the
Internet. Customers pay not for owning the software itself but for using it.
SAS 70 (Statement on Auditing Standards No. 70) Defines
the professional standards used by a service auditor to assess the internal
controls of a service organization and issue a service auditor’s report. Issued
by the Auditing Standards Board of the American Institute of Certified Public
Accountants (AICPA).
Scale-to-Gray An option to display
a black and white image file in an enhanced mode, making it easier to view. A
scale-to-gray display uses gray shading to fill in gaps or jumps (known as
aliasing) that occur when displaying an image file on a computer screen. Also
known as grayscale.
Scalability The capacity of a system
to expand without requiring major reconfiguration or re-entry of data. Multiple
servers or additional storage can be easily added.
Scanner
A device for converting analogue documents, e.g. paper or microfilm,
into digital form for entry into a computer. Special scanners are available to
capture large format documents, transparent originals such as microforms, and
bound material such as books.
Scanning See Document
Scanning
SCSI (Small Computer Systems
Interface) Pronounced “skuzzy.” A standard for attaching peripherals (notably
mass storage devices and scanners) to computers. SCSI allows for up to 7 devices
to be attached in a chain via cables.
SCSI Scanner Interface
The device used to connect a scanner with a computer.
Service Bureau A company that provides outsourcing
services related to document and electronic management and employs industry
professionals.
SOA (Service Oriented Architecture)
Defines the design of the integration layer among vendor-supplied and
organizationally-developed business systems so as to "loosely couple" these
systems in such a way that the solution can be assembled with minimal concern
for platform technologies and the internal design of participating systems.
SLA (Service Level Agreement) That
part of a service contract where the level of service is formally
defined.
SQL (Structured Query
Language) A method of searching and retrieving information from database systems
with the objective of creating a common means of accessing data from different
databases and of transferring data between databases.
SRM
(Storage Resource Management) Identifies underutilized capacity,
identifies old or non-critical data that could be moved to less-expensive
storage, and helps predict future capacity requirements.
Syndication Supply of content
for reuse and integration with other material, often through a paid
subscription.
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T
Tape A magnetic storage media. Standard widths are 8mm,
1/8-inch, 1/4-inch, 1/2-inch, 4mm DAT (Digital Audio Tape), and DLT (Digital
Linear Tape) in either rolls or cassettes.
TCO (Total Cost of
Ownership)
TCP/IP Network communications
protocol. This is the protocol used by the
Internet.
Terabyte (TB) A measurement
term for data storage capacity. Defined as one trillion bytes, or 1000
gigabytes.
Text/Image Retrieval A facility that allows
full/free text retrieval techniques to locate and retrieve document
images.
Thumbnails Small versions of an image used for
quick overviews or to get a general idea of what an image looks
like.
TIFF (Tagged Image File Format)
De facto standard for imaging. Generally used for imaging of general office
documents. Allows for several different types of compression. TIFFs may be
either single or multi-page files. A single-page TIFF is a single image of one
page of a document. A multi-page TIFF is a large single file consisting of
multiple document pages. Used for fax and scanned images.
TIFF
Group III (compression) A one-dimensional compression format for
storing black and white images that is utilized by most fax
machines.
TIFF Group IV (compression) A two-dimensional
compression format for storing black and white images. Typically compresses at a
20-to-1 ratio for standard business documents.
Transformation Changing content from one format to the
needed delivery format.
Turn-Key Document Scanning System
A scanning system with installation, training and support provided by
the vendor.
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U
UI (User Interface) The aggregate of means by which people
(the users) interact with a particular machine, device, computer
program or other complex tool (the system). The user interface provides
means of: Input, allowing the users to manipulate a system Output, allowing the
system to produce the effects of the users' manipulation.
URI
(Uniform Resource Identifiers) Short strings that identify resources in
the Web, e.g. documents, images, downloadable files, services, electronic
mailboxes, and other resources. They make resources available under a variety of
naming schemes and access methods, such as http, ftp and Internet mail,
addressable in the same simple way.
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V
VAR (Value Added Reseller) A company that adds value to an
existing product(s), then resells it (usually to end-users) as an integrated
product or complete "turn-key" solution. This value can come from professional
services such as integrating, customizing, consulting, training and
implementation. The value can also be added by developing a specific application
for the product designed for the customer's needs which is then resold as a new
package.
Version Control Procedures to
identify the authorship and the sequence of different versions of a
document.
Video Scanner Interface A type of device used
to connect scanners with computers.
Visual Basic An
extension of Basic which takes advantage of the graphical capabilities of modern
systems. Predominantly used with PCs.
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W
WAN (Wide Area Network) A computer network that covers a broad
area (i.e., any network whose communications links cross metropolitan, regional,
or national boundaries). The largest and most well-known example of a WAN is the
Internet.
WAP (Wireless Application Protocol) An open
international standard for applications that use wireless communication. Its
principal application is to enable access to the Internet from a mobile phone or
PDA.
Web 2.0 Refers to a perceived second generation of
web-based communities and hosted services — such as social-networking sites and
wikis — which facilitate collaboration and sharing between
users.
Web Based Document Imaging A document imaging
system accessed via the internet.
Web Content
Management (WCM) A technology that addresses the
content creation, review, approval, and publishing processes of Web-based
content.
WebDAV (Web Document Authoring and
Versioning)
Wildcard Non-specific searching
term primarily used in text or text field searching as a substitute for
characters or words.
WIP (Work in Progress) Work or a
process not yet completed.
WML (Wireless Markup Language)
A content format for devices that implement the Wireless Application
Protocol (WAP) specification, such as mobile phones, and preceded the use of
other markup languages now used with WAP, such as XHTML and even standard
HTML.
Workflow, Ad Hoc A simple manual
process by which documents can be moved around a multi-user imaging system on an
“as-needed” basis.
Workflow/BPM (Business
Process Management) Automation of business processes, in whole or in
part, where documents, information, or tasks are passed from one participant to
another for action, according to a set of rules. A Business
Process is a logically related set of workflows, worksteps, and tasks
that provide a product or service to customers. BPM is a mix of Process
Management/Workflow with Application Integration
technology.
Workflow, Rule-Based A programmed series of
automated steps that route documents to various users on a multi-user imaging
system.
WORM (Write Once, Read Many)
Refers to a kind of computer storage media that can be written to once,
but read from multiple times.
WORM Disks (Write
Once Read Many Disks) Primarily used to store archives of data that
cannot be altered. WORM disks are created by standalone PCs and cannot be used
on the network, unlike CD-Rs.
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X
XML (Extensible Markup Language) An established standard, based
on the Standard Generalized Markup Language, designed to facilitate document
construction from standard data items. Also used as a generic data exchange
mechanism. Its primary purpose is to facilitate the sharing of data across
different information systems, particularly via the Internet.
XQL (XML Query Language)
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Z
ZIP A common file compression format that allows quick and easy
storage for transport. ZIP applications allow the compression of any kind of
data for transfer.
Zone OCR An add-on feature of the
imaging software that populates document templates by reading certain regions or
zones of a document, and then placing the text into a document index field.
Zoom To enlarge a portion of an image to view it more
clearly.
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