Glossary

Aggregation - The process of combining data inputs from different creation and authoring tools and other systems.

Audit Trails - Log of changes for accountability.

Categorization - Organizing documents, Web pages, and other content into logical groupings, based on their contents.

CD-ROM (Compact Disc Read Only Memory) -Optical disc that is created by a mastering process and used for distributing read-only information.

Check In/Out - Ensures that only one person can work on a document at any time.

COLD/ERM (Computer Output to Laser Disk/ stands for Computer Output to Laser Disk and is still in use although laser disks have not been on the market for years. The acronym ERM here stands for Enterprise Report Management. In both, supplied output data is processed based on existing structure information in such a way that it can be indexed 

Collaboration - Tools (collaborative authoring, video conferencing, shared whiteboards, etc.) that allow multiple users to work on the same content in a common environment.

Compression - Technique used to reduce the number of bits in a digital image file; JPEG and TIFF are two examples.

Content Addressed Storage (CAS) – Storage methodology designed for rapid access to fixed content.

Content Management System - The capability to manage and track the location of, and relationships among, content within a repository.

Data Warehouse - Central repository for all, or most, of an organization’s structured data.

Database - (1) Electronic collection of records stored in a central file and accessible by many users for many applications. (2) Collection of data elements within records or files that have relationships with other records or files. Relational databases are most common-data is stored in standard rows, tables, and columns.

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.

Disposition – An action taken after a record is no longer needed for current business. Archival and destruction are two possible actions.

Distributed Capture – Strategy for getting documents into the business process in decentralized locations across a company rather than sending all documents to a central location for scanning.

DoD 5015.2-STD – Department of Defense is the standard for evaluating electronic records management applications used within the DoD. It has been endorsed by the National Archives and Records Administrations. Many RM products are certified to be in accordance with the standard.

Document Imaging - Process of capturing, storing, and retrieving documents regardless of original format, using micrographics and/or electronic imaging (scanning, OCR, ICR, etc.).

Document Management - Software that controls and organizes documents throughout an enterprise. Incorporates

document and content capture, workflow, document repositories, COLD/ERM and output systems, and information retrieval systems.

DVD (Digital Versatile Disc) - 120mm optical disc on which digital video, audio, data, and images can be stored. Available in read-only, recordable, and rewritable formats.

E-Forms/Web Forms - Forms designed, managed, and processed completely in an electronic environment.

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.

Forms Processing - The ability for software to accept scanned forms and extract data from the boxes and lines to populate databases. Software usually includes the ability to drop out the form so that recognition accuracy improves. Intelligent Document Recognition automatically identifies document types from the layout and structure of the document.

Full-Text Indexing and Search – All words in a document are indexed, enabling the document to be retrieved by words or phrases within the document.

Grayscale – In electronic imaging, capability to display varying levels of gray and usually represented as a number such as 16 levels of gray. The gray levels are created by varying the strength of the electron beam. The higher the level of gray scale, the smoother the transition from light to dark.

HCR (Handprint Character Recognition) – OCR technology designed to turn images of handprint characters into ASCII code.

ICR (Intelligent Character Recognition) – 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.

Indexing - Identification of specific attributes of a document or database record to facilitate retrieval.

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.

JPEG (Joint Photographic Experts Group) – Image compression format for storing color photos and images. There are multiple JPEG formats.

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.

Magnetic Storage - Hard disks on down to floppies.

Microfilm (Aperture Cards, Microfiche, Microfilm

Jackets, 16mm Roll Film) - (1) Fine-grain, high-resolution film used to record images reduced in size from the original. (2) Microform in the shape of a strip or roll. (3) To record microphotographs on film.

Multi-function Device (MFD, or multi-function peripheral) – Machine that connects to either a PC or network and performs two or more of the following functions: print, scan, copy, or fax. Digital copiers, fax machines, and printer/scanner combinations are all examples.

NAS (Network Attached Storage) - Can be part of a SAN. Hard disk storage directly attached to the network to provide information access.

OCR (Optical Character Recognition) - Technique by which images of characters can be machine-identified, then converted into computer processable codes.

OMR (Optical Mark Recognition) - Detects presence, or absence, of marks in defined areas; used for processing questionnaires, standardized tests, etc.

Optical Disc - Medium that will accept and retain information in the form of marks or density modulation in a recording layer that can be read with an optical beam.

PDF (Portable Document Format) - Format developed by Adobe Systems for document publication.

Personalization - Matching content to the individual.

PKI (Public Key Infrastructure) - Enables the secure exchange of content through the use of a public and a private cryptographic key pair that is obtained through a trusted authority.

RAID (Redundant Array of Independent Disks) - Storing the same data on multiple hard disks for improved performance and fault tolerance.

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.

Records Retention – the process of determining how long an organization needs to keep its records, taking

into account the operational business needs, legal, and/or regulatory requirements.

Repositories - Part of a Document Management system; specific functionality to control the check-in/out

of material, version control, and look-up against defined attributes.

Retrieval - Procedure for searching for and extracting database records or content

SAAS – Software as a Service, Users access their information using a web browser using an application that is running remotely on a server somewhere.   With web access, a client can get to their information. 

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.

Scalability – The ability of a system to expand capacity and number of users.

Scanner – Input device. Converts paper documents (microfilm scanners are also available) into a digital image of the document. Speeds range from 12 pages per minute to 200+ pages per minute.

Scanner Drivers (ISIS or TWAIN) – Provide communication between scanners and computers.

Service-Oriented Architecture (SOA) – Strategy for loosely-coupling applications together without the need to customize links between the applications to do so.

Syndication - Supply of content for reuse and integration with other material, often through a paid subscription.

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.

Taxonomy – Way to structure and categorize content. Usually hierarchical, categories (nodes) in the hierarchy progress from general to specific. Each subsequent node is a subset of the higher level node. There are three basic types of hierarchical taxonomies: subject, business-unit, and functional.

TIFF (tag image file format) – Widely used image file structure that consists of a series of headers or tags, plus the image data. There are many choices among the tabs used, such as type of image, compression used, resolution, colors planes, bit sequences, and annotations. NOTE: All TIFF viewers should be able to interpret the tags, but may not all be able to use the image.

Transformation - Changing content from one format to the needed delivery format.

Version Control - Procedures to identify the authorship and the sequence of different versions of a document.

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.

Web Content Management - A technology that addresses the content creation, review, approval, and publishing processes of Web-based content.