This glossary is provided by Image API to explain some of the terms used in discussing or explaining document management topics. Definitions are drawn from a variety of traditionally published and web sources, including but not limited to: doconsite, whatis.techtarget.com Encyclopedia of Technology Terms, AIIM and ANSI websites, published glossaries and tech FAQs, and Wikipedia as a secondary search source. In addition, Image API’s professional staff members have been consulted as to the meanings of terms as they are applied and used within the company. Terms may be added or subtracted over time.

A

AIIM - (Association for Information and Image Management (www.aiim.org) – A global ECM community that provides education, research and best practices for organizations to help find, control and optimize information.

ANSI – (American National Standards Institute (www.ansi.org) – An official, non-profit organization within the United States that administers the voluntary development of standards for products, services, processes, systems and personnel. It is the US equivalent of the British Standards Institution.

Architecture – The way a computer system is designed and its components connected together.

Archive – A collection of data files that have been packaged together to move to another system, for backup or to free up disk space on a computer yet retain all information for access.

Archiving - The process of moving documents from one location in a computer memory to another location in a compact format (or a zip format) to store active documents.

B

Backup - N. copies of files or databases kept for a specified time in case the original files or databases are damaged, lost or destroyed. V. (backing up), the act of making said copies. (Adj.) a description of copies made for backup.

Barcode - A machine-readable array of vertical lines and spaces representing data.

C

Capture - Process or means of obtaining and storing images, sounds and other data for later use.

COLD - Computer Output to Laser Disk, also referred to as ERM (Enterprise Report Management). Process whereby computer output, such as reports, are captured, indexed and stored to optical disk. Sometimes referred to as COM replacement.

Collaboration - Tools that allow multiple users to work on the same content in a common environment.

D

De-speckle - Image enhancement technique which allows minor imperfections or speckles in bit-map images to be erased

Disaster Recovery - A system established to restore normal computer, network or system functionality after the occurrence of a disaster or other major disruption to the working of a system.

Distribution - The spreading of computer programming and/or data that computers work or function on over a network.

Document - Legal definition: a written or printed instrument that conveys information. General definition: a record or the capturing of some event or thing so that the information will not be lost. Digital versions of documents should adhere to ANSI/AIIM standards to help ensure acceptability in a court of law.

Document Conversion - The function of converting a document from one form to another. Ex.: Paper documents are converted when documents are fed through a scanning device and their images captured and stored electronically in a database.

Document Processing – The overarching term used in relation to the processing of information, data or documents into a digital format for filing, archiving, storing or other uses. Ex.: Official documents received on paper are scanned, indexed and stored as images for use by the agency in the processing or filing of those documents.

DPI (Dots Per Inch) - A measure of image resolution and quality in horizontal and vertical

dimensions. Used to define scanner, printer and display screen resolution.

Duplex - In scanning, setting up a scanner to capture images from both sides of a document. A scanner set up in this manner is said to be in duplex mode.

E

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.

F-H

I

ICR (Intelligent Character Recognition) - Computer translation of manually entered text characters into machine readable characters.

Image format - Standardized means of organizing and storing images.

Indexing - The process of identifying specific attributes of a document or dataset record in order to allow retrieval from a database or repository. Ex.: Images of applications may be indexed by receive date in order to retrieve them in date order.

J

K-L

M

Microfiche - Sheet of microfilm containing an array of micro-images arranged in accordance with a standard grid, e.g. 7 rows and 14 columns, and usually including an eye-legible title along the top edge. Frequently used in micropublishing applications.

Microfilm - High-resolution photographic film suitable for recording micro-images of documents. Often used to refer to microfilm in roll format, e.g. 16mm microfilm.

N

NAS (Network Attached Storage) - Term used to describe a storage device (such as a hard drive) attached to a data network.

Near line - The on-site storage of data on removable media.

O

OCR (Optical Character Recognition) – Technique for analyzing images and recognizing and translating the alphanumeric characters into machine-readable text. See also ICR

Offline - The condition of being disconnected from a computer or telecommunications system. Often used to describe someone who has the ability to be connected to the internet or a network but who is not currently connected.

Off-line – Storage classification that requires users to perform a manual action to access information. Thus information stored on a magnetic tape or disk not directly accessible by a computer is considered to be off-line.

P

Page - in a virtual memory system, a unit of data storage that is brought into real storage (RAM on a personal computer) from auxiliary storage when a requested item of data is not already in real storage. In RAM, a page is a group of memory cells accessed as part of a single operation. On the World Wide Web, a page is a file notated with the HTML. V. to look through data

Portal - Literally a gateway. Used to mean intelligent browser software that allows users to personalize their search engine, to define websites and document libraries and subject interest profiles so that they are alerted when new documents meeting their subject interest profiles are added to those sites/libraries. Portals provide unified access to internal document repositories and third party websites, and can be divided into personal, workgroup, corporate and enterprise portals.

Q

R

Redaction - The blanking out of a part of a document or record. A copy of a record on which some information has been blanked.

Repository - Central place where a collection of data is kept and maintained in an organized way, usually in computer storage.

Retrieval – The act of retrieving data and/or images out of a repository for viewing, reviewing or manipulating by a viewer or user on the computer.

S

SaaS (Software as a Service) - The delivery of software over the Internet from external suppliers on a pay-per-use model.

SAN (Storage Area Network) - Similar to NAS but connected to TCP/IP networks using fiber channel and a SCSI interface.

Scalable – A computer application or product is scalable when it continues to function well as it or its context is changed in size or volume in order to meet a user’s need. Rescaling can be of a product itself, such as a line of different sized computer systems, or in the movement to a new context, for example moving from an existing operating system to a new one.

Scanning – The act of passing documents (paper, photographs, drawings, etc.) through a document scanner to capture an image of the original document.

Scanner - A devise used to capture images of documents fed through it for storage of that image in a data base.

Scanner - A device for converting analogue documents, e.g. paper or film, into digital form for entry into a computer. Most scanners use one or more linear CCD arrays in conjunction with a lens/mirror optical system to capture each document as a series of closely spaced lines. Special scanners are available to capture large format documents, typically up to A0 size, transparent originals such as microforms, and bound material such as books.

Security - A computer system’s or network’s ability to protect information or system resources from unauthorized access, damage or removal. Also, protecting the confidentiality and integrity of data.

Simplex - In scanning, setting up a scanner to capture an image from only one side of an original document. A scanner set up in this manner is said to be in simplex mode.

T-U

V

Versioning – A process by which documents are checked in or out of the document management system, allowing users to retrieve previous versions and to continue work from a selected point. Versioning is useful for documents that change over time and require updating, though it remains necessary to have access to a previous version.

Virtual document - A document generated by a computer or software in response to a request from a prospective user, who can use the document to electronically file information or make changes to the document. A virtual document will often mirror an actual paper document upon which it was designed.

W-Z

Web 2.0 - An imprecise term used to cover the use of the Web for interactive and collaborative purposes such as social networking, wikis and blogs.

Workflow - A term used to describe the tasks, procedural steps, organizations or people involved, required input and output information and tools needed for each step in a business process.