Thursday, April 4, 2013

ECM Glossary, Letter D

Welcome to another entry in our Document Management Glossary. Today we’d like to bring you all the terms about document management that begin with the letter “D”.

Letter A.

Letter B. 

Letter C. 

Letter D.


DBPedia is a semantic search engine which takes information from Wikipedia and converts it into a semantic web: it builds relationships between data to create new meanings, thereby allowing for more complex searches. Data from Wikipedia are categorized and tagged automatically in DBpedia.

DBpedia becomes especially important in document management when we talk about automatic tagging of documents according to their content. Intelligent ECM systems, such as Athento, are capable of interacting with DBpedia or other systems such as OpenCalais in order to create automatic annotations in documents (Consult “Automatic Annotations” under the Letter “A”.)

Delivery:Delivery is the stage in Enterprise Content Management when we turn in, distribute or allot the information which is documented in our system. Delivery basically encompasses all those exit points of information which our document management system produces; in other words, delivery works with handing information over to the users of a system.
Within delivery, three main types of actions should be considered: transformation, security and distribution. Transformation refers to giving a material format to the information contained in a system (such as PDF or XML files.) Security is related to the capability of guaranteeing the integrity and the source of generated information. In this way, we can talk about important tools that can help, such as the Digital Signature. Distribution usually refers to the form in which this information is transmitted to third parties (web portals, e-mails, etc.)

Digital Signature: Digital signatures are simply a series of characters, placed at the end of a message, with the expectation of being sent as if it had been signed with a pen and ink. It offers users the chance to provide information, swear an oath or show what we want done, with total validity and security, without needing to physically be there to put our handwritten signature onto paper.
Currently the integration of document management systems with digital signatures is mandatory, now that, when documents are generated (or when someone receives digital documents) a mechanism is needed that guarantees the validity of either type. Athento, for example, offers integration with platforms like ViaFirma or Digital Signature Servers as CryptoSign.
To learn more about how this system is becoming increasingly important to businesses), you can consult all of our posts on digital signatures here

Digitalization:Digitalization is the process that, through the use of technology, allows us to convert a document on paper into a document in electronic format and which contains a true, complete, codified image of the original document.

An available document is one that can be located, recovered, presented and interpreted. Its presentation should show the activity or operation that produced it. The existing links between or among document which reflect a sequence of activities should be maintained.

DMS (Document Management System): A document management system is software or an application which permits organizations to manage all of its document flows. It gives organizational documents a logical structure for their storage and future use. This type of application allows business to be faster and more efficient when they have to look for documents, store documents and generate new content. There is a large variety of DMS available on the market, some paid and others for free while some which have more features and uses than others. All of them have the aim of helping businesses free themselves from paper and make it easier and faster to manage the documents they need to function. A document management system allows a business or organization to:

  • Create content
  • Permit collaboration between teams
  • Preserve documents
  • Generate control flows
  • Simplify the search for documents
  • Create versions of documents; and
  • Manage access to documents (among other things.)
Various diverse terms exist that refer to software that does this kind of work, though small differences exist. This is the case with Enterprise Content Management (ECM) software, which is thought to be more ample as it not only includes the functions of a DMS, it also allows for the use of collaborative tools and the management of different types of content, including content that has been generated on the web. Nonetheless, as things stand now, modern document managers have these kinds of characteristics. That said, in some countries, the term “document management” (or DM) is more widely used than ECM is.

A document, in document management, is a set of information in any format (paper or digital) which is important/necessary for the proper functioning of a business’s processes.

Electronic document:Information that is contained in an electronic format, and which is typically identified and used in a function.

Document Imaging:Software used to capture, store and recover documents (regardless of their original format) is known as Document Imaging software. It forms part of Enterprise Content Management (ECM). OCR applications are among some of the best-known document imaging tools.

Document Management:A set of technical norms and practices that are used to administer document flows within an organization – which, for most businesses, usually translates into ease of use, speed and saving time when storing a business’s information. Document management helps businesses create efficient management for the life cycles of their documents.

Drag and drop:Drag and Drop is a functionality which allows users to add files to applications by simply clicking on a file, pulling the file over to the appropriate directory and depositing it there (on the browser window). Nuxeo, for example, supports this functionality using some browsers. Users only have to download an extension or plug-in for their Firefox or Internet Explorer browsers to have the ease of taking a file from their Desktops (or any directory) and putting it in the Nuxeo window, so that the document can be stored. 

Discover how the BBVA's Real Estate manages over 7 million documents in less than a year using Athentodownload it

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