The down below listed definitions are extracted from the documentation system . They are to be considered within the context of the related subject or procedure.
The down below listed definitions are extracted from the documentation system . They are to be considered within the context of the related subject or procedure.
AUTHORIZATION: The authority to take action and decision.
ACCESS: Permission to enter or communicate.
ANNOTATE: To add notes , comments or explanation for changes.
ARCHIVE: A procedure to preserve record and documents
ARCHIVE FILE: Files where records and documents are registered and kept.
ARGUMENTS: An independent variables upon whose value that of a function depends.
ARRAYS: To set or place in order certain function or forms.
AS BUILT: This is a descriptive figure or situation to reflect its final and actual latest status.
ADF: Automatic Document Feeder. Commonly used with MFP, network scanners and desktop scanners for converting paper into a document management solution.
ADSL: Asymmetric Digital Subscriber Line. A method used in broadband connection technology for moving data over regular phone lines. An ADSL circuit is much faster than a regular phone connection, and the wires coming into the subscriber’s premises are the same (copper) wires used for regular phone service.
Affinity User Also may be named “Round Robin”. Commonly used in a document management business process workflow for enabling the workflow engine the duty of assigning new tasks to a group or community of users.
Alphanumeric: Relating to a character set comprising letters and numbers.
American National Standards Institute: See ANSI
American Standard Code for Information Interchange: See ASCII
Annotation: The attachment of notes to images or graphics.
ANSI American National Standards Institute (www.ansi.org).
API: Application Programming Interface. High level programming function which is used to assist one program to communicate with another. A document management system vendor will provide an API to help programmers integrate that system with other applications and use other applications to control the document management system.DocuLex WebSearch and Goby Capture both offer an API for 3rd party product integration.
Appliance: A number of industry players have already leveraged the virtual appliance, but not all of these appliances are in the cloud. Given the benefits the cloud promises, making that move in the near future is a certainty for quite a few companies. Many email archiving and document management software solutions are delivered as an appliance, basically pre-installed in a server.
Architecture: The way a computer system is designed and its components connected together.
ASCII: American Standard Code for Information Interchange. A standard table of 7-bit codes for digital representation of letters, numbers and special control characters. ASCII is used for the storage of alphanumeric information in most PC and RISC computer systems.
ASP: Application Service Provider.
Aspect ratio: Ratio of the height to width of a page, display screen, image frame, etc.
AIIM , Association for Information and Image Management: See AIIM
ATM:Asynchronous Transfer Mode. A network technology based on transferring data in cells or packets of a fixed size.
Audit trail: A record of the activity that has occurred to a certain file/document that may be kept for legal reasons.
Auto Categorization and Classification:Software that, after training or setup, can automatically read the content of a document categorize it and classify it as belonging to one or more categories and classifications based on business rules defined by users.
1. A systematic examination and evaluation of data or information, by breaking it into its component parts to uncover their interrelationships. Opposite of synthesis.
2. An examination of data and facts to uncover and understand cause-effect relationships, thus providing basis for problem solving and decision making.
BATCH FILE: A number of files put together or required to perform one operation.
BINDER: Folders holding sheets together.
BROCHURES: Sheets containing descriptive or advertising materials.
BUILT-IN: Something forming one integral part of something else.
Basement: The substructure or foundation of a building. 2. The lowest habitable story of a building, usually below ground level.
Base Line: A line serving as a basis, as for measurement, calculation, or location.
Bore Holes: A hole made by a bore hole Macine or burrowing worm.
Binders: 1. One that binds, especially a bookbinder. 2. Something, such as a cord, used to bind.3. A notebook cover with rings or clamps for holding sheets of paper.
British Standards(BSI): Official mark of quality and reliability, in the form of a kite, on articles approved by the British Standards Institution. an association, founded in London in 1901, that establishes and maintains standards for units of measurements, clothes sizes, technical terminology, etc, as used in Britain. Abbreviation: BSI Compare International Organization for Standardization, National Bureau of Standards.
BIWEEKLY: 1. Happening every two weeks.
B2B: (business-to-business) Electronic transactions between organizations. Document management applications manage business to business document transactions utilizing workflow processes as well as email archiving solutions.
B2C: (business-to-consumer) Electronic transactions between organizations and individual consumers.
B2G: (business to government) Electronic transactions between organizations and government.
Backfile conversion: Process of converting files/documents that have accumulated over a period of time. Used in reference to projects to scan and digitize documents. See also Conversion.
Background: Parts of a page or image that does not include text, lines or other information.
Back-up: A copy of data for short-term storage as an assurance against loss of master data. The process of producing a back-up copy.
Barcode: A machine-readable array of vertical lines and spaces representing data. There are many types of barcodes, including Code 39, 25,128 and the new 2D style barcode know as PDF417. Widely used for automatically indexing documents for workflow use and document management needs.
BCS: Business Classification Scheme. Method of organizing information for purposes such as retrieval, storage and retention scheduling. May be used to organize paper files and/or an EDM system.
Bi-level: A binary scan in which each pixel represents either black or white, i.e. no grey or color values. Synonymous with black-and-white and monochrome.
Bitmap: A representation of an image containing characters, graphics, etc. as a series of pixels arranged in horizontal and vertical sequence. Each pixel can be represented by one bit or up to 32 bits. See also Raster graphics. Bitmap images are used for OCR technology for full text searching in document managment software.
BizTalk: A set of Microsoft-backed standards for using XML for B2B transactions.
Bleed through: The unwanted appearance of information printed on the reverse of a page when viewing or scanning the front of the page.
Boolean searching: Text searching technique using Boolean logic operators such as AND, OR and NOT.
BPM: Business Process Management also described as Workflow. Generally a Petri-net design is established and then the documented process is used or automating a business process.
BPR: Business Process Re-engineering. Name given to a project that involves modeling one or more business processes, redesigning them and then implementing the new processes often using workflow document management software.
COVER LETTER: A cover letter is a letter used to introduce the accompanying documents and explain some details not included in the documents. (see also Transmittal)
CONTROLLED COPY: A copy made out of the master original , red stamped with controlled copy stamp.
COMPUTER SYSTEM AND INFORMATION DEPARTMENT (CSID): Central office of a location where the sever of the network is located, attended by qualified personnel to control the network and assist users.
CENTRAL COMPUTER SYSTEM AND INFORMATION DEPARTMENT (CCSID): Central office controlling various locations and provide assistance to offices located at those locations.
COMPOSITE: a unit made up from a different parts or sections has interfacing functions.
CUSTOMIZE: To build to fit certain specifications and criteria.
CAPTURE: Capture primarily involves accepting and processing images of paper documents from scanners or multifunction printers. Optical character recognition (OCR) software is often used, whether integrated into the hardware or as stand-alone
COLLABORATION: Collaboration should be inherent in an EDMS. In its basic form, a collaborative EDMS should allow documents to be retrieved and worked on by an authorized user. Access should be blocked to other users while work is being performed on the document. Other advanced forms of collaboration allow multiple users to view and modify (or markup) a document at the same time in a collaboration session. The resulting document should be viewable in its final shape, while also storing the markups done by each individual user during the collaboration session.
|Cohort: Group whose members share a significant experience at a certain period of time or have one or more similar characteristics. People born in the same year, for example, are the birth cohorts (generation) for that year. Similarly, married men or those who smoke are cohorts of the other married men or other smokers.
DATA BASE: A large amount of data stored in a well organized format.
DEPARTMENTAL INSTRUCTION: A set of instruction made specifically to define the scope , purpose and procedure to be followed in performing task within department located in the same location or related to one department.
DOCUMENTATION: The minute a message or an idea is added to a piece of paper, this piece of paper becomes a document. The form this message was written, the way is dispatched, received, filed and treated or replied to, call documentation.
DOCUMENTATION SYSTEM: The documentation system is a number of authorized procedures to define a system to control and maintain regulations. Governing the handling system of documents, and ensure that documents conform to standard norms, processed in conformance to the requirements set by a body of expert, who in their turn assume responsibility on the practicality and the revision of such procedure, in order to accommodate new circumstances and requirements changes.
DOCUMENT CONTROL CENTER (DCC): Is the central location controlling the incoming and outgoing of correspondence and documents, the processing system and procedure controlling the documentation departments.
DOCUMENT CONTROL GROUP (DCG): Is the group of personnel their function is under the control of the central document control.
DISCIPLINE: A section or unit categorized by a specific function or activity.
DOCUMENT CONTROL MANAGER (DCM): The person in Charge of the document control center or group holding the technical and managerial skill to mange the documentation department. (refer to flow chart and job description of DCC under addendum.
DOCUMENT CONTROL ENGINEER (DCE): The engineer in Charge of the document control center or group, who has the qualification to control the technical matters in the documentation department. (refer to flow chart and job description of DCC under addendum.
DEFAULT: A selection automatically used by computer program in the absence of a choice made by users.
DISTRIBUTION MATRIX; Is a tubular form set to show the numbers of copies to be allocated and distributed to the named personnel related to the location served by the document control center.
DELETE: To eliminate a part of document or the entire document.
DCN: Design change notice.
DISTRIBUTION STAMP: An onshelf or custom made stamp listing staff by position. Helps to allocated distribution of received document to recipients either for information or action.
DISTRIBUTION: A published document for distribution has to be in a format that can not be easily altered. As a common practice in law regulated industries, an original master copy of the document is usually never used for distribution other than archiving. If a document is to be distributed electronically in a regulatory environment, then the equipment tasking the job has to be quality endorsed AND validated. Similarly quality endorsed electronic distribution carriers have to be used. This approach applies to both of the systems by which the document is to be inter-exchanged, if the integrity of the document is highly in demand.
DOCUMENT CONTROLLER: See Job Description under Employement page in this website for major Document Control Position.
Disposition: Refers to the range of actions undertaken to manage records over time, which may include retention, destruction, or transfer to archival storage. All disposition actions must follow formal policies and meet company’s requirements for record keeping.
Destruction: Is the act of disposing of records permanently by obliterating records so that the information in them can no longer be physically or electronically reconstructed or recovered. All destruction decisions must be formally approved before action is taken.
E-MAIL: Electronic mail used for sending letters, photos, sounds, video, file over the Internet.
EDIT: To make changes by modifying the content of a document.
ENTRIES: The input of data into a computer through the input devices, to execute commands or filling fields.
ENTREPRISE: Any organization, including businesses, non-profits, and government agencies or institution.
EBXML: Electronic Business using eXtensible Markup Language. A modular suite of specifications that enables enterprises of any size and in any geographical location to conduct business over the Internet. Using ebXML, companies now have a standard method to exchange business messages, conduct trading relationships, communicate data in common terms and define and register business processes. XML is widely utilized to transfer data between document capture software and document management, workflow and email archiving applications.
E-business (Electronic business) Conducting business using computers, the Internet and World Wide Web technology instead of paper and postal delivery.
ECM Enterprise Content Management. The management of all types of content, including business documents, Web-based content, electronic transactions, e-mails, document images, and rich media across an organization.
ECMS Enterprise Content Management System. A system providing a set of document and content services that address a wide range of different content types–see ECM.
E-commerce: (Electronic commerce) Conducting business using computers, telephones, fax, the Internet, etc., instead of using paper and mail.
EDI: (Electronic Data Interchange) Automatic exchange of information between computer systems. Examples include automatic placing of orders with suppliers as a result of a single supermarket purchase which takes total stock below a pre-set level.
EDMS: Electronic Document Management System. Also Engineering Document Management System.
EDRM: Electronic Document and Records Management.
EDRMS: Electronic Document and Records Management System.
EIR: Environmental Information Regulations. Provide rights of access to environmental information held by public authorities.
Electronic Document Management System: System that manages the content of electronic documents and provides facilities for version control and access control. Also referred to as Document Management Systems and Electronic content management systems. Document management systems also facilitate business process improvements by automating workflow processes. DMS also manages the life cycle of documents.
E-mail: (electronic mail) A system for passing messages and attachments between computer users who are linked by a network or the internet. Email is to be recognized as part of an organizations legal documents and should be archived and managed according to the local records management policy. Email archiving software is commonly used by organizations for properly managing the life cycle of email messages.
Email Archiving: A method of meeting compliance regulations for the long term conservation of enterprise business critical messages. Also, a method for rapid data and attachment discovery. Archive Studio’s WebSearch offers both cloud service and local server software for email archiving and message preservation.
Email Backup: A method for moving a copy of email from your corporate mail server, such as MS-Exchange, to a different media for purposes of disaster recovery. The process of restoring email from a backup is slow, expensive and is demanding of available hard drive space.
EPS: (Encapsulated PostScript) A file format commonly used by computer applications having graphics capability. PostScript enables images to be accurately displayed and scaled for printing or inclusion in other application programs without disturbing the file’s native attributes.
Erasable disk: Any type of data storage disk on which data can be erased and new data written in its place. Usually taken to mean an optical disk that is rewritable.
ERM: (i) Electronic Records Management (ii) Enterprise Report Management (COLD).
ERMS: Electronic Records Management System.
ERP: Enterprise Resource Planning.
Ethernet: Local area network using bus topology. Designed by Xerox and now widely used.
Exchange: also known as Microsoft Exchange is a popular e-mail messaging system from Microsoft that runs on Windows servers. DocuLex Archive Studio’s WebSearch has the ability to archive all email in Exchange. Archive email enable rapid discovery of all message and attachment content.
Extranet: A website or Web Portal restricted to select users outside of an organization’s network.
Empowerement: A management practice of sharing information, rewards, and power with employees so that they can take initiative and make decisions to solve problems and improve service and performance.Empowerment is based on the idea that giving employees skills, resources, authority, opportunity, motivation, as well holding them responsible and accountable for outcomes of their actions, will contribute
Enrepreneur: Someone who exercises initiative by organizing a venture to take benefit of an opportunity and, as the decision maker, decides what, how, and how much of a good or service will be produced. An entrepreneur supplies risk capital as a risk taker, and monitors and controls the business activities. The entrepreneur is usually a sole proprietor, a partner, or the one who owns the majority of shares in an incorporated venture.
FILING SYSTEM: Documents are issued for a purpose, may be it achieve the purpose immediately, may be it need some times .In both ways the documents need to be kept for reference. It should be made available, traceable whenever a circumstance arises. Up keeping the document into files to safeguard its integrity under a well-defined system is called a filing system.
FAX & FAX COVER: Fax is a photocopy type of a letter made only by sending it through facsimile. It may replace a letter, memo or a covering letter, transmittal if it is faxed with accompanying documents.
FORMAT: The arrangement by which information is stored or drawn.
FLOW CHART: A diagram shows step by step the systematic process of an operation and outline the interrelation of each and define the responsible in controlling this process.
FOLDERS: A large file holding other files.
FONTS: Set of style and size of letters , numbers or symbols.
FUNCTION: The purpose of a related actions
FMR: Field Material request
ICONS: A graphic symbols to suggest for something or for an available file or function.
INDENT: To draw up section or a paragraph.
INDEXING: To list an indexed items, drawings or files.Indexing tracks electronic documents. Indexing may be as simple as keeping track of unique document identifiers; but often it takes a more complex form, providing classification through the documents' metadata or even through word indexes extracted from the documents' contents. Indexing exists mainly to support retrieval. One area of critical importance for rapid retrieval is the creation of an index.
INTERNET: A world wide web of electronic communication and displaying data electronically.
ITALIC: Inclined letters numbers or fonts.
IMPLEMENTATION: To carry out in implementing procedures or specification or any required decision.
INTERNAL CORRESPONDENCE: This Covers all correspondence between all the branches of the institution and all areas.
INTERDEPARTMENTAL CORRESPONDENCE: This covers all correspondence between departments within the branch or location/project only.
ISO: An organization, the International Organization for Standardization, that sets standards in many businesses and technologies, including computing and communications.
Integration: Many document management systems attempt to integrate document management directly into other applications, so that users may retrieve existing documents directly from the document management system repository, make changes, and save the changed document back to the repository as a new version, all without leaving the application.
LABELS: A description or identification of an item or brand, Drawers or filing cabinet.
LAYOUT: Arrangement or set up of design drawings, site or location.
LINK: Connecting elements or correlate different subjects or files.
LOGIC: Science based on formulas , facts and criteria.
LOGO: Symbols designed to introduce or displays in idea.
MACRO: The word "Macro" is derived from Greek word for large.
MACROMANAGEMENT: In terms of Management the manager set the business policy,determining strategy and organizing management to do the business, where the manager delegate responsibilities to subordinate. Macromamagement is the opposite of "One man show" is a cllective responsibility.
NAVIGATE: To search around for data or other information.
NETWORKS: A system of connection of computer terminal with network sever to provide feasible application and back up services and higher capacity and performance.
NUMERIC ORDER: A serial order of numbers sorted in ascendant or descendent listing.
NUMERIC FUNCTION: Functional system deals with numbers.
OTHER PARTIES: Party not related to the company or to any branches of the company.
ORIGINAL: Is the master print out carrying original signature , amendments, fingerprint and original stamps and stamped “MASTER ORIGINAL”.
ORIGINAL COPY: A copy of the original red stamped with ”ORIGINAL COPY” stamp.
OPERATORS: Symbols that denotes a mathematical operation.
ORGANIZER: A system to organize data, input and output in different formats.
OCR:Optical Characters reconignition, scan Photo of a document and change it to its original format (i.e from PDF to WORD).
Outsourcing:The contracting or subcontracting of noncore activities to free up cash, personnel, time, and facilities for activities in which a company holds competitive advantage. Companies having strengths in other areas may contract out data processing, legal, manufacturing, marketing, payroll accounting, or other aspects of their businesses to concentrate on what they do best and thus reduce cost.
The published document should be in a format that is not easily altered without a specific knowledge or tools, and yet it is read-only or portable.
QUALITY MANAGEMENT CONTROL (QMC): A document established to control the proper way of controlling and handling matters contribute to the quality and quality management of the office and site work with compliance of standard system and procedures.
QUALITY MANAGEMENT PROCEDURE (QMP): A standard procedure established to control the proper way of controlling and handling matters contribute to the quality and quality management procedure of the office and site work with compliance of standard system and norms.
QUERIES: Inquiry for more detailed information about any subject.
QUntity Survey: A mathematical process used in estimating cost of an actvity, new building/project construction, improvement,or reproduction.
REFERENCE LIBRARY: A central place where a copy of major documents are displayed to be used as a reference or borrowed to avoid duplication and extra cost for multiple copying.
RUNNER: A person in charge of collecting and distributing correspondence and document from document control center and recipients.
RESTORE: To put back something into its original state.
REVISION: Revised version to a document carrying the same number but issued under new revision edited to reflect changes affecting data or the design of the documents.
Revision: A document revised to reflect some changes affecting it content or it purpose, it supercede the previous version or make it obsolete.
Revision History: this Is a list of revisions affecting a document from its initiaton up to its final issue.
Retrieval: Retrieve the electronic documents from the storage. Although the notion of retrieving a particular document is simple, retrieval in the electronic context can be quite complex and powerful. Simple retrieval of individual documents can be supported by allowing the user to specify the unique document identifier, and having the system use the basic index (or a non-indexed query on its data store) to retrieve the document. More flexible retrieval allows the user to specify partial search terms involving the document identifier and/or parts of the expected metadata. This would typically return a list of documents which match the user's search terms. Some systems provide the capability to specify a Boolean expressioncontaining multiple keywords or example phrases expected to exist within the documents' contents. The retrieval for this kind of query may be supported by previously built indexes, or may perform more time-consuming searches through the documents' contents to return a list of the potentially relevant documents.
REPRODUCTION: Document/image reproduction is key when thinking about implementing a system. It's great to be able to put things in, but how are you going to get them out? An example of this is building plans. How will plans be scanned and scale be retained when printed?
SECONDARY DISTRIBUTION MATRIX (SPDM): Is a tubular form set to show the numbers of copies to be allocated and distributed to the named personnel related to the Specific department controlled by the by the department head .
SUPERSEDED COPY: An obsolete documents with a revision displaced, in favor of new revision or issue.
SUBCONTRACTOR(S): A party subcontracted a job from the CONTRACTORS , this job may be a combination of work or services or both.
SUB - SUBCONTRACTOR: A party subcontracted a job from the SUBCONTRACTOR, this job may be work or services or combination of both.
SUB - VENDOR(S): A party subcontracted a job from the CONTRACTOR OR SUBCONTRACTOR, this job is to sell materials or equipment and maintenance.
SCOPE: The range of intention to treat a subject or control a specific subject matter related to area of concern.
SNAP: A quick and short movement from one point to another.
STRING: A series of things arranged in sequence.
STORE ISSUE VOUCHER A form states or list of material issued fro store according to request.
STORAGE: Store electronic documents. Storage of the documents often includes management of those same documents; where they are stored, for how long, migration of the documents from one storage media to another and eventual document destruction.
SECURITY: Document security is vital in many document management applications. Compliance requirements for certain documents can be quite complex depending on the type of documents. For instance, requirements dictate that medical documents have certain security requirements. Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people. Document marking at the time of printing or PDF-creation is an essential element to preclude alteration or unintended use.
SEARCHING:Searching finds documents and folders using template attributes or full text search. Documents can be searched using various attributes and document content.
SharePoint, waht is it?
"SharePoint " is shorthand that some people use to refer to one or more Microsoft SharePoint products or technologies. People can use SharePoint to set up collaborative sites to share information with others, manage documents from start to finish, and publish reports to help everyone make better decisions. SharePoint products and technologies include the following:
· SharePoint Foundation: The underlying technology for all SharePoint sites. SharePoint Foundation is available for free on-premises deployment and was called Windows SharePoint Services in previous versions. You can use SharePoint Foundation to quickly create many types of sites where you can collaborate on Web pages, documents, lists, calendars, and data.
· SharePoint Server: A server product that relies on SharePoint Foundation technology to provide a consistent, familiar framework for lists and libraries, site administration, and site customization. SharePoint Server includes all the features of SharePoint Foundation plus additional features and capabilities such as Enterprise Content Management, business intelligence, enterprise search, personal sites, and Newsfeed. SharePoint Server is available for on-premises deployment or as part of a cloud-based service offering such as Microsoft Office 365.
· SharePoint Online: A cloud-based service, hosted by Microsoft, for businesses of all sizes. Instead of installing and deploying SharePoint Server on premises, any business can now simply subscribe to a service offering such as Office 365 and their employees can use SharePoint Online for creating sites to share documents and information with colleagues, partners, and customers.
· SharePoint Designer: A free program for designing, building, and customizing Web sites that run on SharePoint Foundation and SharePoint Server. With SharePoint Designer, you can create data-rich Web pages, build powerful workflow-enabled solutions, and design the look and feel of your site. The sites you create can range from small project management team sites to dashboard-driven portal solutions for large enterprises.
· SharePoint Workspace: A desktop program that you can use to take SharePoint site content offline and collaborate on the content with others while you are disconnected from the network. While you and other team members are offline, you can make changes to SharePoint content that will eventually synchronize back to the SharePoint site.
TABS: A projection of an item from the screen used for pull down menu or to show icons.
TEMPLATE: A format to be used as a pattern to follow a standard system.
THESAURUS: A dictionary showing words and their synonyms.
TOGGLE: To pull on chain
TOOLBARS: A bar designed to show commands or list Icons.
TRANSMITTAL: This is a cover form created to list a number of attachments to it and the purpose of dispatcing .Contain specific details and and fields to be filled out , Should has a serial number and a receipt acknoledgement section to be filled by recipients.
TECHNICAL CLERK: See Job description of various Document Control positions under employement section.
YIELD: (General Physics) the stress level at which a metal or other material ceases to behave elastically. The stress divided by the strain is no longer constant. The point at which this occurs is known as the yield point. Compare proof stress.
Statements and opinions in the above list do not reflect those of MDOC SYSTEM. The information is gathered from a variety of sources and is current and accurate as of the date noted. This information is subject to change and will not be further updated. It is the responsibility of the reader to seek current statistics and information.