Document Management and Workflow Automation Glossary

The business world loves an acronym, and with the growing list of technology terms being used online you can easily get lost. But don’t worry, if you’re having trouble knowing your ECM from your OCR, we have a quick checklist to keep you on top of it all.

Optical Character Recognition (OCR):

OCR captures numbers and letters from paper documents, digitises them and turns them into a digital format ready for storage and processing.

Enterprise Content Managment (ECM):

ECM as an umbrella term covers document management, Web content management, search, collaboration, records management, digital asset management (DAM), workflow management, capture and scanning.

Indexing

This step is where the data is read, and key portions are stored as an index value. These index values describe the purpose and content of the document, this enables efficient searches

Full Text Search

This is like a search engine for your documents in the database. The results for your search are highlighted in the document, so you can see at a glance the context for the search term.

Roles and groups

A role is used to assign tasks and allow permissions to a job title or department.

Business logic:

Business logic describes the custom rules or algorithms that handle the exchange of information between a database and user interface, determining how the data is organised and acted on.

Machine learning:

It is a branch of artificial intelligence technology. This is based on the idea that systems can learn from data, identify patterns and make decisions with minimal human intervention.

Redundancy:

Simply put, this is the duplication and storage of data for recovery and for compliance within your industry. For either cloud or on premises software the data should be mirrored and stored off-site for access if needed, regardless of any planned or unplanned issues that may arise.

Encryption:

To comply with international regulations and GDPR, all documents should be stores with AES (Advanced Encryption Standard. This encryption is recommended by the ENISA – the highest European security agency.

Public Cloud:

A model in which cloud services are delivered over the Internet. The leading public cloud providers are Microsoft Azure and Amazon Web Services and Google Cloud.

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