Useful Document Management Glossary, Definition & Terms
Documents
Information stored in either paper or electronic form.
Document Management
Document Management is a software-based solution for efficiently organizing different types of information from different sources (including digitized paper documents) into an integrated electronic system for archival, administration, tracking and distribution purposes.
Document Retrieval
Document retrieval allows you to locate and access a specific document archived in a database by entering related information into a database query form. When a document is opened for editing, it is “locked” and cannot be edited simultaneously by other users in the system.
CVS
Concurrent Versions System allows the saving, sharing, and recovering of version information for people working on a particular document or related set of documents.
Imaging
This is the process by which paper-based information is translated into electronic format. Pictures and photographs are scanned and digitized into graphic images while paper documents undergo Optical Character Recognition which converts the printed information into electronic text.
Workflow
This refers to the cycle of revisions and updates applied to documents shared within an organization or between a group of individuals; specifically, this is the system used to monitor the creation, distribution and retrieval of documents for a given project or workgroup.
XML (extensible mark-up language)
XML is the document management standard that enables active content delivery for data formatting and document processing systems.