Document Management Terms

Document Management System:

Typically the totality of the computer hardware, scanning devices and software which enables the document management functionality to be delivered.

 

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Applications:

Document management, often referred to as Document Management Systems (DMS), is the use of a computer system and software to store, manage and track electronic documents and electronic images of paper based information captured through the use of a document scanner.

Basics:

See Document Management-Applications above.

Benefits:

The number one benefit of a document management solution is to find a document quickly. Industry figures state that the average worker spends 30% of their time either filing or searching for documents.

Best Practices:

A set of ‘industry sector specific’ rules and procedures upon which you base your implementation upon. The simple rule of thumb is:

‘Understand what you are trying to do , why you are trying to do it, document it, qualify it presents tangible business benefit – if not modify accordingly, then refer back to it regularly’

Big Data:

Large volumes of unstructured information that break ‘traditional’ rules/methods of structuring and analysis.

Business Case:

The business justification for implementing a Document Management Solution. See also Document Management Best Practices above.

Business Requirements:

See Business Case above.

Business:

A business focused on the delivery of Document Management Solutions.

Capabilities:

The specific functionality offered by the Document Management Software/solution.

Categories:

The classification of application suitability, e.g. Enterprise Class, Small Business class.

Certification:

Typically a manufacturer’s accreditation for installation, configuration and support of their product set.

Cloud:

A Document Management Software/Solution that resides on externally hosted servers. Typically, access to these services is charged on a monthly rental basis.

Companies:

See Document Management Business above.

Comparison:

Typically a manufacturers comparison of features against a competing product. See also Document Management Best Practices above.

Consulting:

The process of assessing and documenting the business requirements/benefits of a document management solution.

Content Management Definition:

Content management, or CM, is the set of processes and technologies that support the collection, managing, and publishing of information in any form or medium.

Definition:

Document management, often referred to as Document Management Systems (DMS), is the use of a computer system and software to store, manage and track electronic documents and electronic images of paper based information captured through the use of a document scanner.

Demo:

A presentation of the key benefits.

Directory Design Definition:

The process of designing the structure within which scanned documents are stored for later retrieval.

Directory Structure:

The structure within which scanned documents are stored for later retrieval.

Document Imaging Definition:

is an information technology category for systems capable of replicating documents commonly used in business.

Document Management Duplicates:

Multiple copies of the same document within the Document Management System.

Document Management Europe:

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Document Management Facts:

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Document Management Faq:

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Document Management Features:

A manufacturer’s highlighted software functionality.

Document Management File Structure:

See Document Management Directory Structure above

Document Management Filing:

The process of storing and indexing scanned documents.

Document Management For Law Firms:

Document Management software for Law Firms

Document Management For Small Business:

Document Management software for small businessses

Document Management Functions:

Features/functions of a Document Management software product

Document Management Fundamentals:

Basic functionality that should be provided by a Document Management software package.

Document Management Future:

The roadmap for a manufacturer’s future product development.

Document Management Guidance:

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Document Management Guide:

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Document Management Guidelines:

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Document Management Hardware Requirements:

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Document Management Healthcare:

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Document Management Hierarchy:

The order in which a file system is/can be navigated.

Document Management Human Resources:

Document Management software for human resources

Document Management In Sharepoint:

Document Management functionality within sharepoint

Document Management Justification:

The business justification for implementing a Document Management Solution. See also Document Management Best Practices above.

Document Management Law Firms:

Document Management software for law firms

Document Management Law Office:

See Above

Document Management Laws:

Legislation governing the legal use of electronic images.

Document Management Lawyers; Document Management software for lawyers

Document Management Legal:

Document Management software for lawyers

Document Management Legislation:

Legislation governing the legal use of electronic images.

Document Management Library:

Repository of scanned images.

Document Management Lifecycle:

Retention period of scanned documents, see also Records Management Definition:

Document Management Linux:

Document Management software for the Linux/Unix OS.

Document Management Mac:

Document Management software for the MAC OS.

Document Management Market:

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Document Management Oil Gas Industry:

Document Management software for the Oil and Gas Industry

Document Management Outlook Integration:

Integration of document management system with MS Outlook email client.

Document Management Paralegal:

Document Management software for paralegal

Document Management Plan:

The rules and processes against which a document management system is to be employed.

Document Management Policy:

The rules and processes defining how a document management solution is to be used within a business/organization

Document Management Portal:

A gateway to access the document management repository over the internet.

Document Management Public Sector:

Document Management software for government departments

Document Management Publications:

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Document Management Publishing:

Ability to push information from a document management system to an external system, typically a company intranet/web site or MS SharePoint development.

Document Management Purpose:

The business case for implementing a document management solution.

Document Management Questions:

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Document Management Requirements:

See Document Management Business Case above.

Document Management Reviews:

Reviews of various document management products.

Document Management Risks:

Risk analysis of running a document management solution within a business unit.

Document Management Rules:

Rules controlling how a document or electronic image can be stored/retrieved from the document management system.

Document Management Security:

Rules controlling access to the document management system.

Document Management Server:

Physical resource used to store electronic images on.

Document Management Services:

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Document Management Software:

The software application which provides the document management functionality.

Document Management Solutions:

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Document Management Support:

The organization that provides post installation support for your document management software,

Document Management Survey:

Part of the business justification process for assessing benefits of a Document Management Solution. See also Document Management Best Practices above.

Document Management System Healthcare:

Document Management software for paralegal

Document Management Taxonomy:

the scheme of document classification, e.g. invoices, purchase orders, letter

Document Management Technician:

Resource responsible for installation of product on computer system

Document Management Technology:

Applies to both the hardware and software that provides document management functionality.

Document Management Timeline:

Life cycle of an electronic document. See also Records Management.

Document Management Version Control:

Ability to record the history changes to a document.

Document Management Versioning:

Ability to increment version numbers of a file upon change.

Document Management Vocabulary:

A list of terms typically used in connection with Document Management.

Document Management Watermark:

Overlay applied to a document that whilst visible, does not obscure information beneath.

Document Management Web Based:

A document management system that can be accessed over the internet.

Document Management Website:

Manufacturers product web site.

Document Types:

Typically the internal business description, i.e. invoice, credit note, purchase order etc.

Electronic/Digital Signature:

symbols or other data in digital form attached to an electronically transmitted document as verification of the sender’s intent to sign the document.

 

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Enterprise Content Management Definition:

Enterprise Content Management (ECM) is the strategies, methods and tools used to capture, manage, store, preserve, and deliver content and documents related to organizational processes. ECM tools and strategies allow the management of an organization’s unstructured information, wherever that information exists.

Gartner Magic Quadrant:

A proprietary reporting format pioneered by Gartner.

Health check:

A review on the effectiveness of an existing solution based upon the businesses current or original requirements.

Key Features:

A manufacturer’s highlighted software functionality.

Key Performance Indicators:

A set of metrics against which to measure system performance.

Keywords:

A set of terms against which a document can be searched/found.

Metadata:

A set of terms used when filing a document against which a document can later be searched/found.

Methodology:

An approach to the scanning, storage, filing and retrieval of scanned images/documents and other forms of electronic files.

Methods:

Software application processes governing to the scanning, storage, filing and retrieval of scanned images/documents and other forms of electronic files.

Metrics:

A set of rules against which to measure system performance.

Microsoft:

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Mobile App:

A software program that allows access to Document Management data from your mobile of tablet device.

Model:

Technical makeup/structure of the document management system.

Module:

A Feature or function, usually optional, available from a Document Management software manufacturer.

Multilingual:

The languages a document management software supports.

NAICS Code:

The North American Industry Classification System (NAICS) is the standard used by Federal statistical agencies in classifying business establishments for the purpose of collecting, analyzing, and publishing statistical data related to the U.S. business economy.

Naming Conventions:

Rules against which documents are to be filed.

Numbering System:

Rules against which documents are to be filed.

OCR:

Optical Character Recognition, the ability to convert a scanned image into a format that can be edited in a word processing package or similar.

 

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Online:

Ability to access your document management system over the internet.

Outsourcing Trends:

Current purchasing habits of businesses that choose to outsource their document management.

Outsourcing:

Contracting of external company/resource to manage the scanning and filing of documents into the system itself.

Pain Points:

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Paperless:

The use of an entirely electronic medium with a work environment, avoiding the need to print or handle paper based records.

Plan Template:

A default set of (usually industry specific) rules and processes against which a document management system is to be employed.

Records Management Definition:

Records management is part of an organization’s broader activities that are associated with the discipline or field known as Governance, risk, and compliance and is primarily concerned with the evidence of an organization’s activities as well as the reduction or mitigation of risk that may be associated with these activities.

 

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ROI:

Return on investment, or ROI, is the most common profitability ratio. There are several ways to determine ROI, but the most frequently used method is to divide net profit by total assets. So if your net profit is £120,000 and your total assets are £ 360,000, your ROI would be .33 or 33 percent.

System Demo:

A presentation of the document management functionality and how it may be used within your business/organizational context.

Tagging:

Also called Metadata; the terms used to file a document against which are later used for document retrieval.

Tips:

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Tools:

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Tutorial:

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UI Design:

The User Interface determines how a user can interact with the document management system.

UI:

The User Interface determines how a user can interact with the document management system.

Value Chain:

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Value Proposition:

See ROI

Virtual Appliance:

Dedicated device/‘black box’ that comes with document management software pre-installed for connection to an organizations network.

Workflow:

Ability to automate a process or series of processeswithin the document management system. Workflows can typically be ‘triggered’ once certain conditions have been met, i.e. scanning of new invoice into the system may trigger a payment request that is emailed to accounts for payment within a pre-specified period.

 

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Workflow Software:

The functionality within the document management software that provides workflow capabilities.

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