Glossary of Terms

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AES Encryption: a government-standard method for securing information from being compromised. Bar Code Recognition: Used to identify scanned documents. Data found on bar codes is often used to index and store documents. (SEE INDEXING)

Business Process Management: software that enables implementation of computer-based rules to automate paper-intensive business processes.

COLD/ERM Processing: automatic import and indexing of large text reports into smaller files.

Data Mining: software that enables users to enter complex search criteria and then locates pertinent data from within the stored archive.

Desktop Publishing: software providing the ability to scan, edit and incorporate images with other graphics for professional publishing.

Document Distribution: software application that provides for documents to be distributed via email, fax or to archive.

Document Imaging Software: applications that convert paper documents to a digital format, usually through scanning.

Document Management System: proprietary electronic system that scans, stores secures and retrieves documents received or created by an organization.

Document Management: software designed to manage all types of documents, including scanned, electronic and paper.

e-Government: Providing efficient access to its publics has been a major venture from Washington, D.C. for the past few years. Since the passing of the e-Government bill in 2002, it has become a national endeavor to transition government agencies on all levels into using modern technologies. This bill is designed to make it easier for citizens and business to access government information, while improving customer service, consolidating redundant systems, decreasing paperwork, increasing productivity, and finally, saving money. These are just some of the advantages that government agencies can realize by taking advantage of a document management solution:

• Backfile scanning of paper documents, photographs or microfilms to digital format Implementation of e-GOV Web-based document management solutions
• Public access systems to public records and documents Forms and data conversion Email management:
• As the de facto standard for business communication, removing emails from the server and saving them to a repository isn't enough.
• E-mail must be classified, stored and destroyed consistent with business standards - just as any other document or record.

Electronic Content Management (ECM): the use of electronic techniques for organizing, processing, managing, globalizing, updating and presenting digitally created content.

Forms Processing: software designed to extract data from a form as it is scanned into the system. The form is then routed or processed, based on the extracted data. Forms can contain typed coded or handwritten text.

Health Insurance Portability and Accountability Act of 1996  (HIPAA): legislation to improve access to health care services and insurance, promote the transfer of health care information electronically, reduce fraud, and ease the administration of health care programs. Health insurance portability (HIPAA Title I) provides continued health insurance coverage for people as they transition from job to job. Electronic transfer and protection of health information (HIPAA Title II) sets standards for the storage and protection of health information, as well as the transfer of information between health care organizations.

Image Enhancement/Processing: software applications used to improve the quality of scanned or existing digital graphic image files. Quality improvements vary from simple image de-speckling and contrast cleanup to modifying the image with an editing tool.

Indexing:the process of assigning descriptive searchable data to each scanned document.

Integration: merging processes, functions and data between two or more systems so the end result is a seamless and tight-knit singular system.

Joint Photographic Experts Group (JPEG or JPG): compression format for photographic images, commonly used to transmit images over the Internet.

Long-term Archival: content that must be preserved over decades must be saved to media, such as paper and film-based imaging, with longevity to match.

Metadata: information about the data in a system.

Online Backup Solution: provides the most advanced answer for data protection by offering a superior facility, faster recovery and virtually no margin for data-compromising error.

Optical Character Recognition (OCR): is a recognition software process that "reads" images and returns text versions. This text can be used to re-create a scanned document of fax for editing, indexing or full-text searches.

Optical Mark Recognition (OMR): is used to scan paper-based documents and recognize data or marks in a predefined location.

Parallel Processing: many people performing work on a document simultaneously.

Portable Document Format (PDF): self-contained, cross-platform document format used for representing documents in a manner that is independent of the original application software, hardware, and operating system.

Production Capture: software products designed to capture high volumes of paper. Scanned images are then released to other software applications for storage and retrieval.

Publishing: routing of content to the appropriate recipients either through paper or electronically through portals, Intranet, Extranet, email or fax.

Records Management:content of long-term business value are deemed records and managed according to a retention schedule that determines how long a record is kept based on either outside regulations or internal business practices. Any piece of content can be designated a record.

Repositories: searchable space where data is stored for retrieval and organization.

Sarbanes-Oxley Act: targets the accountability of financial practices of publicly traded companies assigns liability to CEOs and CFOs in regard to information released in company financials.

Scanning: typical way of entering information into a system, either through a scanner or a Multi-function device.

Storage Technology: ranges from optical disks to magnetic, tape, microfilm, RAID, and paper to provide a solution for access to online or nearby data infrequently needed.

Syndication: distribution of content for reuse and integration into other content.

Systems Audit: a log of every action performed in the system, to present a record in case of auditing.

Tagged Image Format (TIFF): compression format used for storing raster images such as photographs and line art.

Web Content Management: technology that addresses the content creation, review, approval and publishing processes of Web-based content. Key features include creation and authoring tools or integrations, input and presentation template design and management, content re-use management and dynamic publishing capabilities.

Workflow: the step by step series of tasks or transactions that comprise a business process. In today's document management systems, workflow refers to the automatic routing of electronic documents through these steps.