Information Download
Just curious about what’s available, or are you looking for something in particular? Here you can access White Papers, Case Studies and review a list of basic Document Management Terms and Definitions. Contact us at anytime if you have a specific question. We’re here to help.
White Papers
Decision makers almost always do there own research and we never want you to feel there isn't enough information out there for you. We recently completed a White Paper with PayStream Advisors highlighting our KeyTrack Accounts Payable Solution. This is a great example of one of the areas where we've had a significant impact on savings and efficiency.
Imaging and Workflow Automation in Accounts Payable: A White Paper on KeyMark's KeyTrack Solution
Case Studies
Let our customers be the judge. Customer case studies are one of the best ways to see how our solutions are implemented and how they help companies be more efficient while saving money. Our case studies highlight the different industries we work within.
Document Management Terms and Definitions:
Who doesn't love a good acronym? Yeah yeah we know, they are confusing and jargon in general is annoying. To help you get to the answers you’re looking for, we’ve provided a list of terms and definitions that will help clear things up. For example why do we refer to ourselves as a VAR? It sounds sort of daunting, but it means we are a Value Added Reseller, we don’t just sell you systems and software, we actually add more value to them by tacking on tools we’ve found and built along the way to make the original systems more effective for you.
Peruse Our Extensive List of Terms and Definitions:
A B C D E F G H I J K L M N O P Q R S T U V W X Y Z
A
Advanced Data Capture – Software that provides document classification, separation and extraction capabilities to structured and unstructured documents.
Automatically extracts hand-written and printed data from scanned documents, removing the need for manual re-keying, and routes data through workflow.
API Application Programming Interface – High level programming function which is used to help 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.
Architecture – The way a computer system is designed and its components are connected.
Archiving – To back up electronic records or data or to store such information offline yet available for future use. To conduct all activities related to caring for records of continuing value.
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, can automatically read the content of a document, categorize it, and classify it as belonging to one or more categorize and classifications based on business rules defined by users.
Automated Data Entry – Process of validating documents, checking for missing documents, and assigning indexes, or keywords, prior to storing the documents in a document management system.
B
Backfile Conversion – Process of converting files/documents that have accumulated over a period of time. See also Conversion.
Batch Processing - A method of executing a series of items via computer, all at one time, without human intervention. A method of grouping a set of documents by a common factor.
Business Rules Engine – Software that allows authoring, execution and sharing of decision logic by business users.
BPM – Business Process Management.
C
CDIA+ – Vendor-neutral certification that validates a professional's level of expertise in the technologies and best practices used to plan, design, and specify a document imaging/document management system.
Character Recognition – Machine reading of human readable text. See also ICR, OCR, OMR
CMS – Content Management System.
Content Management – Term used to refer to systems that manage the content objects which form documents. Can be used to differentiate compound document management systems from simple document management systems. Increasingly being used as an alternative, technically more accurate, term for an electronic document management system.
Conversion – Process of converting documents from one form to another, e.g. paper to digital.
COLD – Computer Output Laser Disk. COLD systems function to capture electronic print information and digital documents and store the information on optical disk or other storage. That data can be retrieved and printed as needed.
D
Data Extraction – 'Reads’ data off scanned images or PDF's and then directs processed content to a destination device.
Data Recovery - process of restoring information to active status from backup media of any type.
Data Replication - process of duplicating data between sites to enable the continued use of data.
DIP – Document Image Processing. Document image processing systems transform unstructured information held on paper documents or microfilm into digital images. These, together with a suitable index, can become the basis for the automation of filing, storage, retrieval, distribution and display of documents.
Document Capture – Process of validating documents, checking for missing documents, and assigning indexes, or keywords to documents.
Document Classification – Software that uses the layout and content of a document to determine the document type.
Document Imaging – The conversion of paper documents into digital images. Additional processing can then be performed on the images.
Document Management – System that stores and retrieves digital document images and electronic documents such as spreadsheets and word processing files. Document Management systems often possess ‘librarian’-type functions such as check in/out or version control.
Document Retention -- Document Retention is the requirement to manage documents as they are created, maintained and ultimately destroyed. Deleting valueless documents saves space and time while reducing costs. With defined and enforced criteria for maintaining and destroying documents, organizations can avoid fines, penalties and other legal consequences for documents that are not kept long enough, destroyed improperly or stored too long.
Document Scanning – Similar to copying except an electronic image of the document is created and stored on a computer.
Document Separation – The process of identifying when one document or group of documents ends and another one begins. Can be done manually or automated.
DTD – Document Type Definition. The formal definition of the elements, structures and rules for marking up a given type of SGML document. A DTD can be stored at the beginning of a document or externally in a separate file.
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.
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.
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. 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.
ERM – Electronic Records Management. The application of records management principles to electronic records.
ERMS – Electronic Records Management System. The management of records using electronic systems to apply records management principles.
E-Signatures – Allows users to sign documents by affixing a signature to a document. Electronic signatures can be captured via signature pads.
F
File Conversion - The process of changing the form, medium, or technological context of a record. The process of changing legacy documents and records from one format, storage media, application, and/or system to another.
FOIA – Freedom of Information Act. A U.S. federal law created to ensure public access to government records.
Forms Processing – Software that automates the process of scanning paper forms, applying recognition technology to recognize the form, extracting data from the form, validating, correcting and exporting the data to a business application.
H
Handwriting Recognition – The conversion of handwriting into machine-readable text.
I
Integrated Fax Server – Permits faxes to be sent and received from a central server rather than a departmental paper fax machine or individual PCs. Can be linked to an e-mail system so faxes arrive via e-mail inbox.
ICR – Intelligent Character Recognition. Recognition processes in which a document image (bit-map) is converted to coded text. Involves advanced techniques such as feature analysis and artificial intelligence. Able to recognize a wider range of type styles and sizes than Optical Character Recognition. See also OCR.
Image Processing – The manipulation of digital images after they have been scanned and digitized. Includes rotation, zoom, enhancement, analysis, etc.
L
Legacy System – Software and/or hardware that has become obsolete or been replaced, but which continues to store data.
M
Mail Management – Application of records management principles and techniques to the flow of mail within the organization.
O
OCR – Optical Character Recognition. Technique for analyzing images and recognizing and translating the alphanumeric characters into machine-readable text. See also ICR.
OMR – Optical Mark Reading. A recognition technology for detecting the presence or absence of marks in a defined space, e.g. ticks or crosses in boxes, etc.
P
ppm – pages per minute. Commonly used measure for the output speed of printers and input speed of scanners.
R
Record Retention Schedule – A schedule that details the categories of records an organization is required to store. It outlines the length of time different categories of records should be stored, and when they can be deleted.
Records Management – The function of managing records to meet organizational needs, business efficiency and legal and financial accountability.
Redaction – The blanking out of a part of a document or record. A copy of a record on which some information has been blanked.
RIM – Records and Information Management.
S
Scanner – A device for converting analogue documents, e.g. paper or film, into digital form for entry into a computer.
Storage Media - various types of storage materials on which information is recorded, such as paper, magnetic, microform, and optical.
Systems Integrators – In the context of content management, companies which supply third-party products and provide services for their implementation, integration and support (Like KeyMark).
U
UDO – Ultra Density Optical. The 30GB standard for professional optical storage. Based on high density, blue laser technology, UDO is the next generation to 5.25 inch MO (Magneto Optical) storage.
Unstructured Forms Processing – Software that can automate data entry of standard fields on non-standard forms such as invoices.
V
VAR – Value Added Re-seller. Re-sells systems with added software value (like KeyMark).
W
Workflow – Workflow electronically transmits documents through the business process, either automatically based on configured logic, or manually by users. Workflow automated processes can be scheduled to run at the most convenient time and run completely unattended.
