Paper-mess to Paper-less Appendix A: Glossary of Terms

[vc_row css=”.vc_custom_1451991003825{margin-bottom: 100px !important;}”][vc_column width=”1/4″ offset=”vc_col-lg-9 vc_col-md-9″][vc_single_image image=”2368″ img_size=”large”][vc_column_text css=”.vc_custom_1500415644798{margin-top: 40px !important;}”]Access Rights: Permissions defined by system administrators which limit the folders and document a user can access. This is one of the key components of security in an ECM.

ADF: Automatic Document Feeder. This is the part of a scanner that feeds the paper to be scanned automatically.

Annotations: Notes, highlights and other digital markups made by a user. A well-designed ECM stores these annotations in a separate file so the original document is not altered. The system overlays the annotations over the original document automatically, as if the original document had the annotations.

Audit Trail: The process that tracks all access to an ECM system, document or record. This can include the date, time and the names of the users who accessed, modified, deleted or added documents to the system.

Bar Code: A pattern of lines that represents text characters. A bar code can be created simply in your word processing tool by highlighting some characters and changing to a bar code font.
An add-on component to ECM, bar-code recognition is designed to increase the speed that documents can be stored and eliminate the need to annually enter file names and index information.

Batch Processing: The technique used to input a large amount of information in a single step (as opposed to individual processes).

A great example would be accounts payable files. If these documents are filed by PO number, the first page being the PO, followed by packing slips and other information, then a number of POs could be scanned at once.The batch processing system would recognize the first page of the PO by using zone OCR. It would then capture the PO number from the page and validate it by looking it up in the accounting database. The system would continue to scan until it found the next new PO.

Then, it would take those pages, create a file, name it, and add index information that would relegate it to the accounting database. Finally, the system would file the document in the proper folder and continue on to process the remaining documents.

Document Management System: Software used to store, manage, retrieve and distribute digital and electronic documents as well as scanned paper documents.

Full-Text Indexing and Search: A search capability that enables users to find a document by searching any word or phrase in that document. This requires that every word in every document is indexed into a master word list, which has pointers to the documents and pages where each occurrence of the word appears.

Image Enabling: A process that allows simple integration between an ECM and a third-party software application.
For example, image enabling allows a user to find a PO in the accounting software and, by hitting certain keys, to then launch a search into the ECM, displaying all documents associated with that PO number.

Index Fields: Database fields that can be used to store additional information about a document or folder. These fields can be used for searches and for integration with other applications.

OCR: Optional Character Recognition. This is a software process that recognizes text on a scanned image. You must have a scanner with OCR capabilities in order to enable full-text searching of documents.

Open Architecture: Hardware or software that uses standard technology rather than proprietary technology. This makes supporting and integrating with third-party devices and applications easier.

SQL: Structured Query Language. This is the most popular standard for running database searches. It is often used to refer to Microsoft SQL database.

Scalability: The capacity of a system to expand to include more document capacity, users, or modules without requiring major changes or reconfiguration.

TIFF: Tagged Image File Format. This is a non-proprietary image format that has been widely used since 1981. It allows for several different types of compression. TIFFs can be either single or multiple files; a single-page TIFF is a single image of one page of a document.

WORM: Write-Once-Read-Many. These are discs which are an optical storage archival media. Included in this media type are CR-R and DVD-R media. Industries like financial and government are required to keep an archive copy of ECM data for disaster recovery purposes.

Zone OCR: An add-on feature of ECM that allows information to be extracted from a page using OCR on a specific area or zone. This information is often called a token and can be used to name a document, populate an index field or perform a number of other functions.[/vc_column_text][/vc_column][/vc_row]