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Glossary of Enterprise Content Management Terms

Whether you are new to the enterprise content management space or a seasoned pro, it’s helpful to have a glossary of terms by your side. So print or bookmark this list, and let us know if we’ve missed anything!

Enterprise Content Management terms:

Absolute Link – is a hyperlink containing a full URL, which includes all the information needed to find a particular site, page or document or other addressable item on the Internet.

Aggregation (data) – the practice of combining documents from different applications. The goal is to unify data from different sources, forwarding them to storage and processing systems in a uniform structure and format.

Application Program Interface -An API is a set of commands, functions, protocols, and objects that programmers can use to create software or interact with an external system. It provides developers with standard commands for performing common operations so they do not have to write the code from scratch.

Auto-Classification – Autoclassification is a set of technologies that make it possible for documents to be categorized without human intervention.

Bulletin Board System (BBS)- Is a computer server running custom software that allows users to connect to the system using a terminal program. Once logged in, the user can perform functions such as uploading and downloading software and data, reading news and bulletins, and exchanging messages with other users through email, public message boards, and sometimes via direct chatting.

Categorization– Organizing documents, Web pages, and other content into logical groupings, based on their contents.

Computer Output to Laser Disk (COLD) -Stores and indexes computer output (reports primarily) on magnetic disks, optical discs, and magnetic tape. Once stored, the reports can be retrieved, viewed, printed, faxed, or distributed to the Internet. Often used for Internet Billing applications.

Compression -Technique used to reduce the number of bits in a digital image file; JPEG and TIFF are two examples

Content Management (CM)– is a set of processes and technologies that supports the collection, managing, and publishing of information in any form or medium.

Content Automation – is a new concept that refers to streamlining content processes, which allows organizations to work with and deliver their content with precision.

Content Management Interoperability Services (CMIS)– is a standard that defines a domain model and Web Services that can be used by applications to work with one or more Content Management repositories/systems. The CMIS interface is designed to be layered on top of existing Content Management systems and their existing programmatic interfaces.

Content Management System (CMS) is a computer application that supports the creation and modification of digital content using a common user interface that supports multiple users working in a collaborative environment.

Content Analytics- is the act of applying business intelligence and business analytics practices to digital content. Companies use content analytics software to provide visibility into the amount of content that is being created, the nature of that content and how it is used.

Content Delivery Network (CDN)- is a globally distributed network of proxy servers deployed in multiple data centers. The goal of a CDN is to serve content to end-users with high availability and high performance.

Content Management (CM) – is a set of processes and technologies that supports the collection, managing, and publishing of information in any form or medium.

Content Management Application (CMA) – is the front end component of a content management system. The CMA interface allows users to create and manage corporate or website content.

Content Management Interoperability Services (CMIS)– is an open standard that allows different content management systems to inter-operate over the Internet. Specifically, CMIS defines an abstraction layer for controlling diverse document management systems and repositories using web protocols.

Content Services –  A concept that covers three aspects, including Content Services Applications, platforms and components.

Data Feed -is a mechanism for users to receive updated data from data sources. It is commonly used by real-time applications as on the Web.

Data Mashup – A data mashup is an integration of two or more datasets in a single graphical interface. A business dashboard is a prime example of a data mashup. Dashboards pull data from multiple, disparate sources to provide end-users with an at-a-glance view of their business performance.

Data Warehouse -Central repository for all, or most, of an organization’s structured data.

Digital Asset Management – (DAM) is a business process for organizing, storing and retrieving rich media and managing digital rights and permissions. Rich media assets include photos, music, videos, animations, podcasts and other multimedia content.

Digital Enterprise -Digital enterprise is an organization that uses technology as a competitive advantage in its internal and external operations. As information technology (IT) has reshaped the infrastructure and operations of enterprises, digital enterprise has taken on different meanings.

Document Capture – Document Capture Software refers to applications that provide the ability and feature set to automate the process of scanning paper documents.

Document Imaging– is the process of replicating documents commonly used in business. Document imaging systems can take many forms including microfilm, on demand printers, facsimile machines, copiers, multifunction printers, document scanners, computer output microfilm (COM) and archive writers.

Document Lifecycle – The document lifecycle is the sequence of stages that a document goes through from its creation to its eventual archival or destruction.

Document Management– Consolidates all of your organization’s information in one place and store it electronically to it’s easier to find the documents you need.

Document Metadata – Is information attached to a text-based file that may not be visible on the face of the document; may also contain supporting elements such as graphic images, photographs, tables and charts, each of which can have its own metadata.

Enterprise Information Management (EIM)- is a particular field of interest within information technology. It specializes in finding solutions for optimal use of information within organizations, for instance, to support decision-making processes or day-to-day operations that require the availability of knowledge.

Extranet– An extranet is a system, typically accessed via a web browser, that allows a company to provide information, products and services to external parties (eg customers, partners and other companies). Extranets typically require a secure login process to access. Some extranets offer integration points for partner companies to interface with (eg automatic interfacing to sales ordering processes).

Federated Search – is an information retrieval technology that allows the simultaneous search of multiple searchable resources. A user makes a single query request which is distributed to the search engines, databases or other query engines participating in the federation.

Forms Processing – This term refers to the capability of a software to accept scanned forms and extract data to fill databases.

Generally Accepted Record keeping Principles (GARP)– is a framework for managing records in a way that supports an organization’s immediate and future regulatory, legal, risk mitigation, environmental and operational requirements.

Gated Content / Ungated Content -Gated content is anything behind a form. It is any content that requires a user to give some information — usually personal information, like an email address — in order to see, read, or interact with the content.

Hybrid Enterprise Content Management – is the practice of using cloud services to supplement on-premises software that manages enterprise content.

Intelligent Content – Intelligent content is content that’s structurally rich and semantically categorized and therefore automatically discoverable, reusable, reconfigurable, and adaptable.

Metadata Management – Metadata management is the oversight of data associated with data assets to ensure that information can be integrated, accessed, shared, linked, analyzed and maintained to best effect across an organization.

Open Document Management API- is an API that simplifies the communication of desktop applications with document management systems (DMS). ODMA standardizes the access to the DMS, which makes getting to these files as easy as if the files were in the actual local file system.

Pagination – is the process of dividing a document into discrete pages, either electronic pages or printed pages

Public Key Infrastructure-Enables the secure exchange of content through the use of a public and a private cryptographic key pair that is obtained through a trusted authority

Predictive Coding -Predictive coding allows software to take information entered by people and generalize it to a larger group of documents, making the sorting process less taxing.

Regulatory Compliance – This refers to the way a company complies with laws, regulations and guidelines relating to its business.

Records Information Management – the professional practice of managing the records of an organization throughout their lifecycle, from the time they are created to their eventual disposal

Records Retention Schedule – It is a policy document that defines an organization’s legal and compliance record keeping requirements.

Repositories -Part of a Document Management system; specific functionality to control the check-in/out of material, version control, and look-up against defined attributes.

Semi-Structured Data – is a form of structured data that contains tags or other markers to enforce hierarchies of records and fields within the data.

Social Curation – Social curation is collaborative sharing of Web content organized around one or more particular themes or topics.Software Integrations- Integrating with other technologies, from electronic medical record systems to core banking solutions, optimizes ECM solutions.

Software Integrations – The integration of software with other technologies.

Tape -A magnetic storage media. Standard widths are 8mm, 1/8-inch, 1/4-inch, 1/2-inch, 4mm DAT (Digital Audio Tape), and DLT (Digital Linear Tape) in either rolls or cassettes.

Virtual Printer – is a simulated device whose user interface and API resemble that of a printer driver, but which is not connected with a physical computer printer.

Wiki – A wiki is a web based system for creation, updating and searching of simple HTML content. A wiki is usually collaboratively edited, and is often open to public access. Some wikis allow anonymous access and updating of wiki pages.

Workflow Management/(BPM) – Helps organizations efficiently assign work among employees by automating business processes. Visit out BPM site for more on this.

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