Term
|
Definition
|
|
Term
|
Definition
| define documents and data |
|
|
Term
|
Definition
| define technology requirements |
|
|
Term
|
Definition
| is an indicator of the process, ex: how many, how fast. Metrics are taken before, during and after an implementation. |
|
|
Term
|
Definition
| ask if it is reliable, easy to maintain and cost efficient |
|
|
Term
|
Definition
| When designing a solution, ask what is the strategic value, is it user friendly, is it used often, and what happens if the solution is not available. |
|
|
Term
|
Definition
| Senior management who is responsible for the project’s success |
|
|
Term
| Executive Review Committee |
|
Definition
| managers who support and provide direction for the project |
|
|
Term
|
Definition
| Members of a team to provide requirements, support and commitment to the project |
|
|
Term
|
Definition
| Coordinates team roles, meetings and schedules |
|
|
Term
|
Definition
| Third party sources of expertise and experience, propose products and solutions |
|
|
Term
|
Definition
| User group A subset of users with similar needs Org charts can be used to identify user groups.High level skill assessments can categorize users to determine training and support needs. |
|
|
Term
|
Definition
| documentation of the project scope, goals, a member roster, change management, escalation and risk mitigation. |
|
|
Term
|
Definition
| definition of the high level goals and constraints of the project. The project scope determines the budget, timeframe and credibility of the project. |
|
|
Term
| Scope Creep (requirement creep) |
|
Definition
| small changes to project goals and requirements that are outside of the original plan. These add up and throw original scheduling, requirements and timeframes off of the plan. |
|
|
Term
|
Definition
| sums up information gathered during the research phase, and can be used to validate user needs and vendor proposals. The project sponsor should sign off on this document. |
|
|
Term
| The requirements document contains: |
|
Definition
Description of goal
Detailed features required
Document volume and retrieval patterns
System environment that system must live in
Security specifications
Maintenance and support needs |
|
|
Term
| Role of the database layer |
|
Definition
| The database layer exists for organization, categorization and labeling of the converted images. This speeds lookup and retrieval of documents. This also provides centralized storage, and facilitates security permissions. |
|
|
Term
|
Definition
| Converting, using scanning or rendition, hard copy or electronic data into electronically stored images. These images can be compressed to lessen storage needs. Technology can also be applied to the images to facilitate document management, such as bar codes, optical character recognition and ICR for indexing. |
|
|
Term
| A DMS (Document Management System) |
|
Definition
| is a product that provides an infrastructure for the digitized images. Software that provides this functionality can manage version control, library services, and security. The DMS may also provide an audit trail to show who accessed what documents and when. |
|
|
Term
|
Definition
| combines different information sources into a unified point of access to the document imaging system. The portal provides access to documents, and also may allow adding or removing documents, task management, security management and search capabilities. |
|
|
Term
| Content Management systems |
|
Definition
| are content-centric- the display of information is the goal, not the documents themselves. A CM solution stores its data in a database and can display the information independently from the original document. |
|
|
Term
|
Definition
| automates the process behind the document imaging solution. Document routing, using defined rules about the steps required to process information, is the heart of the workflow. Roles are assigned to workers according to the functions they perform. Routing is defined to determine the actions that occur after each step is completed. Routing may need to go in multiple directions at once, or may follow a sequential path. |
|
|
Term
|
Definition
| allows groups to simultaneously work on multiple items, and synchronize their tasks. Groupware allows for calendaring and communication, scheduling and management of tasks. |
|
|
Term
|
Definition
| is the process of concatenating the knowledge of the workforce and centralizing that information. Knowledge base applications are an example of this process. KM solutions include search capabilities, the ability to control versioning of documents, and document hierarchy. |
|
|
Term
| EDI Electronic Data Interchange |
|
Definition
| Transferring information electronically, over a variety of communication interfaces- LAN/WAN, POTS and modems, database to database synchronization, XML data exchange. |
|
|
Term
|
Definition
| Enterprise Report Management |
|
|
Term
|
Definition
| The systematic control of records. Produces reliable records over time, with an emphasis on the life cycle of data. The system should address creation of records, distribution, access, and document retention and destruction. |
|
|
Term
|
Definition
| is defined as anything written down and preserved, or an account of events. |
|
|
Term
|
Definition
| is regularly referenced or required for day-to day operations. |
|
|
Term
|
Definition
| all related materials are in the same location |
|
|
Term
|
Definition
| a collection of documents |
|
|
Term
|
Definition
| Set of document types with similar parameters |
|
|
Term
|
Definition
| Documents that are similar format or content |
|
|
Term
| ODMA Open Document Management API |
|
Definition
| standardized Application Programming Interface for document management systems. |
|
|
Term
|
Definition
| Based Distributed Authoring And Versioning- Allows collaborative work on documents and the ability to track modifications and revisions. |
|
|
Term
| Groups involved with records management |
|
Definition
| ARMA (Association of Records Managers and Administrators) ICRM (Institute of Certified Records Managers) |
|
|
Term
|
Definition
Computer Assisted Retrieval 16mm film with a computer based index for the film.
Uses indicator marks on the film itself to find images in the index. |
|
|
Term
|
Definition
| all record assets are placed on microfilm, these images are “jacketed” together to unitize the record. |
|
|
Term
|
Definition
| Computer Output to Microfiche – information printed directly to microfiche, and indexed on a computer. |
|
|
Term
|
Definition
| 35mm film slides are inserted to punch cards for each record. The card provides the index, the slide contains a large document (example: maps, blueprints) |
|
|
Term
|
Definition
| A corporate plan to re-implement services in the event of an outage. Test the plan ( and document the test) at least yearly. The DR plan should include a complete inventory of all devices. |
|
|
Term
| Business Continuity Plan Processes |
|
Definition
| and methods to minimize business disruption. Should contain information about specific events, contracts and a contact list. |
|
|
Term
|
Definition
| Multiple components designed for fail-over |
|
|
Term
|
Definition
| Strategy for redundancy and load balancing |
|
|
Term
|
Definition
| Operation is continued if a fault occurs |
|
|
Term
|
Definition
| A fully equipped and operational data processing facility- ready to go. Very expensive. |
|
|
Term
|
Definition
| Conditioned space, possibly with communications, environmental controls and power. No live data. |
|
|
Term
|
Definition
| Conditioned space with communications, environmental controls and power, Equipment is in place. Data may be near line or brought in via removable media such as tape. |
|
|
Term
|
Definition
| Redundant Array of Inexpensive Disks – multi disk arrays offer fault tolerance at the cost of speed and capacity. |
|
|
Term
| SLA Service Level Agreement |
|
Definition
| This document defines what should be delivered, when the services will be delivered and how they will be provisioned. It should also detail response time, what is specifically covered and escalation procedures. |
|
|
Term
|
Definition
| replace media that is used to store seldom-used information. These systems lower the cost of storage and provide quick accessibility to information. |
|
|
Term
| File and Retrieval systems |
|
Definition
| replace active media systems. These systems increase productivity and reduce labor cost. |
|
|
Term
| Strategic Business/Enterprise systems |
|
Definition
| integrate the needs of the entire business and allow addressing the needs of the entire business more efficiently. These systems are often integrated into other IT systems. |
|
|
Term
|
Definition
| the amount of initial investment (hardware, licenses, training, conversion) |
|
|
Term
|
Definition
| recurring bills – labor, maintenance and support, supplies and media |
|
|
Term
|
Definition
| The cost of converting the existing files and document to the new system. Depending on implementation, this can be a recurring or one time expense. |
|
|
Term
|
Definition
| These factors can be a financial or quantitative return. |
|
|
Term
|
Definition
| Includes investment risk, supplier risk, legal risk. Code Escrow can be used to mitigate the risk of a supplier going out of business. |
|
|
Term
|
Definition
| Proprietary integrated systems must have a long life. Can the network foundation support the endeavor? |
|
|
Term
|
Definition
| Will the users and business processes support the new imaging system? |
|
|
Term
|
Definition
Identify the risks
Analyze risks-the probability of the risk occurring
Plan the project and the mitigation of risks. Have a contingency plan
Implement the project
Track and Control the risks |
|
|
Term
|
Definition
| Identify the scope, the users, the database, hardware, interfaces and implementation. Use this information to create a conceptual design document, aka a Recommendation For Proposed Solution. Gear this towards the audience, with high level conceptual information for managers and more detailed for line workers. |
|
|
Term
|
Definition
Prepping of the documents to be added to the document management system – Are the documents in order, free of staples and paper clips? Problems with misfeeds can lower quality and decrease the productivity of the system.
After the documents are scanned, where will they go? A safe strategy will consider retaining them for a period of time.Consider marking the documents as scanned somehow. The scanned documents should also be checked for quality. |
|
|
Term
|
Definition
| A pattern inserted into a digital image. Watermarking can be used to assert copyright, to show an origination source or identify forged or stolen material. |
|
|
Term
|
Definition
| (pure text) text only, small size, indexable |
|
|
Term
|
Definition
| ( tagged image file) rasterized images of the original document. Large output files, but can be compressed |
|
|
Term
|
Definition
| (portable document format) Freely readable and protable across multiple document systems. Image sizing can be conmtrolled via quality sliders. Text elements are stored as chearacters. Format is owned by Adobe Systems. |
|
|
Term
|
Definition
| More compressed and less functionality then PDF. Owned by LizardTech |
|
|
Term
|
Definition
| (LuraDoc format) breaks the documents into scanned images and test layers. |
|
|
Term
|
Definition
| Graphics Interchange Format – line art representation of original document. Portable format. |
|
|
Term
|
Definition
| Joint Photographic Experts Group – compressed graphic images. JPG is a lossy format. |
|
|
Term
|
Definition
| Bitmap- Large file size in a portable image format. BMP is not lossy. |
|
|
Term
|
Definition
| can be performed by add in boards that increase the performance and abilities of the system. These boards can do additional image processing such as scaling, rotation and OCR among other tricks. |
|
|
Term
|
Definition
| in black and white conversion, the threshold where a black /white decision is made. This can be dyanmic according to contrast. |
|
|
Term
|
Definition
| the threshold where a black /white decision is made. The decision is set manually. |
|
|
Term
|
Definition
| removing borders or portions of an image |
|
|
Term
|
Definition
| straigtening out a skewed image. |
|
|
Term
|
Definition
| removing stray speckles from an image, leaves a clean background. |
|
|
Term
|
Definition
| a technique of improving an image by softening the image edges. This can reduce resolution but leaves a cleaner image. |
|
|
Term
|
Definition
| frames the target scan area by finding the document edge. |
|
|
Term
|
Definition
| reverses the colors, black to white. |
|
|
Term
|
Definition
| turning the image either to fit a format, or to fix the appearance of a scanned original. |
|
|
Term
|
Definition
| capturing input from a specific area of the scanned image. |
|
|
Term
|
Definition
| dumping the background pattern or image during the scanning process. Saves space, leaves a clean image. |
|
|
Term
| CAR\LAR Courtesy Amount Recognition/Legal Amount Recognition |
|
Definition
| In chack scanning – the software compaeres the two amounts and returns the value. |
|
|
Term
| ICR Intelligent Character Recognition |
|
Definition
| used to recognize handwriting. Learns andbecomes more accurate as time goes on. |
|
|
Term
| OCR Optical Character Recogniton |
|
Definition
| reads character text in a scanned image. |
|
|
Term
|
Definition
| reads checkmarks, boxes etc on a form. |
|
|
Term
|
Definition
| The ability to read just the data from a filled out form, dropping all but the data and storing the text only. This may include the ability to act on the data inserted to the form. |
|
|
Term
|
Definition
| Additional notes outside of the document main. |
|
|
Term
|
Definition
| use of a black area over certain parts of a document, to keep sensitive information private. |
|
|
Term
| auto document feeder (ADF) |
|
Definition
| allows for moving through a stack of documents easily. |
|
|
Term
|
Definition
| scanners can read magnetic ink on checks |
|
|
Term
|
Definition
|
|
Term
| turn the document into machine readable text |
|
Definition
|
|
Term
|
Definition
|
|
Term
|
Definition
| is the amount of use until maintenence. |
|
|
Term
| The ppm rating for a scanner is based on a certain resolution (dpi) |
|
Definition
| a larger dpi will scan slower but improve OCR results |
|
|
Term
| The resolution of an image is |
|
Definition
| number of dots per inch (dpi). |
|
|
Term
|
Definition
| the larger the file size. |
|
|
Term
|
Definition
| Image and Scanner Interface Specification |
|
|
Term
|
Definition
| standards allow for programmers to have an expected feature set, abstracting the actual hardware layer. This allows developers to write to a single driver and use it across many equipment manufacturers. |
|
|
Term
|
Definition
| refers to cataloging the documents in the document management system. |
|
|
Term
|
Definition
| it is possible to find documents based on the information they contain. |
|
|
Term
|
Definition
| should identify the fields to be indexed |
|
|
Term
|
Definition
| can be manually keyed in or extracted automatically via barcodes, MICR, OCR, metadata, or other automated methods. |
|
|
Term
|
Definition
|
|
Term
|
Definition
| searching across multiple data sources |
|
|
Term
|
Definition
|
|
Term
|
Definition
| specific words, can use Boolean operators |
|
|
Term
| A data retrieval system needs to be |
|
Definition
| user friendly and accessible for maximum user acceptance. |
|
|
Term
|
Definition
| the link between two disparate document systems, whether used as a one time conversion tool or for integration/join/data view purposes. |
|
|
Term
|
Definition
|
|
Term
| Devise a system that keeps infrequently accessed documents on |
|
Definition
| slower, inexpensive media. |
|
|
Term
| Storage formats have problems |
|
Definition
| corrupt media, securing information, obsolescence, capacity. |
|
|
Term
| Account for Storage formats problems |
|
Definition
| with backup strategies in the DR plan. Migrate obsolete formats to newer technology. |
|
|
Term
|
Definition
|
|
Term
| This technology allows for write protection |
|
Definition
|
|
Term
| This may be a legal requirement, guarding against unauthorized changes. |
|
Definition
|
|
Term
| provides data integrity and non-repudiation |
|
Definition
|
|
Term
|
Definition
| load multiple media sources under a unified interface. |
|
|
Term
|
Definition
| jukebox management software |
|
|
Term
| JMS (jukebox management software) is used to |
|
Definition
| control these subsystems, and manage archiving and indexing. |
|
|
Term
|
Definition
|
|
Term
|
Definition
|
|
Term
|
Definition
|
|
Term
|
Definition
|
|
Term
| Storage Virtualization is |
|
Definition
| the unification of storage |
|
|
Term
| Storage Virtualization creates a |
|
Definition
| single pool managed across varied platforms and locations. |
|
|
Term
|
Definition
| Direct Access Storage Devices |
|
|
Term
| an example is a hard drive |
|
Definition
Direct Access Storage Devices
RAID is one type |
|
|
Term
|
Definition
| Hierarchical Storage Management |
|
|
Term
| software that migrates documents between on line and near line storage |
|
Definition
HSM
Hierarchical Storage Management |
|
|
Term
| The HSM software may leave |
|
Definition
| an index file on the online storage system for speeding access to a migrated file. |
|
|
Term
|
Definition
| Redundant Array Of Inexpensive Discs |
|
|
Term
| A redundancy strategy that stripes or mirrors data across multiple drives. |
|
Definition
|
|
Term
| All ____ solutions are not fault tolerant |
|
Definition
|
|
Term
| Raid can be implemented via |
|
Definition
|
|
Term
| Raid via _____ is more expensive but is vastly superior. |
|
Definition
|
|
Term
| stripe set, no parity. Fast, but more prone to failure. |
|
Definition
|
|
Term
| Mirrored disks. Faster reads, slower writes then single disk |
|
Definition
|
|
Term
| Disk striping with parity. 3 Drives minimum. Fault tolerant and fast. |
|
Definition
|
|
Term
|
Definition
| Good for offsiting and cold storage. Less expensive solution, slow writes and reads. |
|
|
Term
| Common formats are DAT and DLT |
|
Definition
|
|
Term
|
Definition
| DVD and CD using wither rewritable or write once technology. |
|
|
Term
| Files can be added with packet writing software, either Disc At Once or Track At once. Once a disc is finalized it cannot be added to. |
|
Definition
|
|
Term
| ________ may be an issue for burned CDs and DVDs. |
|
Definition
|
|
Term
| Leave the data on the original media. |
|
Definition
|
|
Term
|
Definition
| Lets the old data stay , new data is brought into the new system. |
|
|
Term
| Day Forward with On Demand |
|
Definition
| New documents are scanned. Old data that is needed is scanned when needed. |
|
|
Term
|
Definition
| either partial or complete, brings old documents into the system. |
|
|
Term
|
Definition
| cheaper on the whole, but must consider costs in labor, equipment, training and quality control. |
|
|
Term
|
Definition
| Outside firms have to be trained staff, specialized hardware and must guarantee quality (at a high cost.) |
|
|
Term
| _____ can be built to simulate a new system |
|
Definition
|
|
Term
| Are useful for turning up unconsidered factors, reduce risk for project stakeholders. |
|
Definition
|
|
Term
|
Definition
| A pilot is not a prototype |
|
|
Term
| _______ ________ are small scale rollouts of a finalized solution |
|
Definition
|
|
Term
| ________ ________ use test data and do not intruse on active systems and business processes. |
|
Definition
|
|
Term
| After testing with the prototype system, ______ _______ on what works and what didn’t. Use this opportunity to set expectations and address issues that arose duing the test. |
|
Definition
|
|
Term
|
Definition
break into phases to reduce the impact of change
define what constitutues a successful rollout |
|
|
Term
| Project management software |
|
Definition
| can be used to show dates, milestones and deliverables. |
|
|
Term
|
Definition
|
|
Term
| UAT User Acceptance Testing |
|
Definition
| Asks does the product function as expected? |
|
|
Term
|
Definition
| Asks does the product perfrom as expected? |
|
|
Term
|
Definition
| Asks does system performance suffer unexpectedly under a heavy load? |
|
|
Term
|
Definition
| Overloading the system in an attempt to produce a failure |
|
|
Term
|
Definition
| Verifying all bugs have been fixed and no new ones have arisen. |
|
|
Term
|
Definition
| how the test will be undertaken. Includes the specifications of the test, the data used in the test, how it will be used, a record of the test procedure, and a report on findings. |
|
|
Term
|
Definition
| The implementaton of the system should include technichal, system and user documentation. |
|
|
Term
| ________ is part of the overall deliverable system. |
|
Definition
|
|
Term
| need to be expandable and updated when needed |
|
Definition
|
|
Term
|
Definition
| Backups/DR, user account and security, maintence and troubleshooting |
|
|
Term
|
Definition
|
|
Term
|
Definition
| changes made to the base system for implementation |
|
|
Term
|
Definition
| The system users will require the most detailed training, with the initial rollout training being the most intensive. Evaluate the user group for skills and resistance to change. User skills can be assessed in multiple ways including surveys, observation and testing. |
|
|
Term
|
Definition
|
|
Term
|
Definition
|
|
Term
|
Definition
|
|
Term
|
Definition
|
|
Term
|
Definition
| Application Programming Interface |
|
|
Term
|
Definition
|
|
Term
|
Definition
|
|
Term
|
Definition
| Business to customer Bit Map |
|
|
Term
|
Definition
| Computer Assisted Retrieval |
|
|
Term
|
Definition
|
|
Term
|
Definition
|
|
Term
|
Definition
|
|
Term
|
Definition
|
|
Term
|
Definition
| Chief Information Officer |
|
|
Term
|
Definition
| Cyan, Magenta, Yellow, Black |
|
|
Term
|
Definition
| Computer Output to Laser Disk |
|
|
Term
|
Definition
| Customer Relationship Management |
|
|
Term
|
Definition
|
|
Term
|
Definition
|
|
Term
|
Definition
| Document Imaging Solution |
|
|
Term
|
Definition
|
|
Term
|
Definition
| Document Management / Document Imaging |
|
|
Term
|
Definition
| Document Management System |
|
|
Term
|
Definition
| Document Management System/Document Imaging System |
|
|
Term
|
Definition
|
|
Term
|
Definition
| Digital Rights Management |
|
|
Term
|
Definition
|
|
Term
|
Definition
|
|
Term
|
Definition
| Digital Video Disc-Recordable |
|
|
Term
|
Definition
| Digital Video Disc+Recordable |
|
|
Term
|
Definition
|
|
Term
|
Definition
| Electronic Document Management |
|
|
Term
|
Definition
| Electronic Document Management System |
|
|
Term
|
Definition
| Electronic Document System |
|
|
Term
|
Definition
| Enterprise Resource Planning |
|
|
Term
|
Definition
|
|
Term
|
Definition
|
|
Term
|
Definition
| Graphics Interchange Format |
|
|
Term
|
Definition
| Hierarchical Storage Management |
|
|
Term
|
Definition
| Hypertext Transfer Protocol |
|
|
Term
|
Definition
| Secure Intelligent Character Recognition |
|
|
Term
|
Definition
| Integrated Drive Electronics |
|
|
Term
|
Definition
|
|
Term
|
Definition
| Integrated Services Digital Network |
|
|
Term
|
Definition
| Image and Scanner Interface Specification |
|
|
Term
|
Definition
|
|
Term
|
Definition
|
|
Term
|
Definition
| Joint Photographic Expert Group |
|
|
Term
|
Definition
|
|
Term
|
Definition
|
|
Term
|
Definition
|
|
Term
|
Definition
| Lightweight Directory Access Protocol |
|
|
Term
|
Definition
|
|
Term
|
Definition
|
|
Term
|
Definition
| Magnetic Ink Character Recognition |
|
|
Term
|
Definition
|
|
Term
|
Definition
|
|
Term
|
Definition
| Optical Character Recognition |
|
|
Term
|
Definition
| Open Database Connectivity |
|
|
Term
|
Definition
| Open Document Management API |
|
|
Term
|
Definition
|
|
Term
|
Definition
|
|
Term
|
Definition
| Page Description Language |
|
|
Term
|
Definition
| Public Key Infrastructure |
|
|
Term
|
Definition
| Post Office Protocol version 3 |
|
|
Term
|
Definition
|
|
Term
|
Definition
|
|
Term
|
Definition
| Redundant Array of Independent Disks |
|
|
Term
|
Definition
|
|
Term
|
Definition
|
|
Term
|
Definition
|
|
Term
|
Definition
|
|
Term
|
Definition
|
|
Term
|
Definition
| Small Computer System Interface |
|
|
Term
|
Definition
| Standard Generalized Markup Language |
|
|
Term
|
Definition
|
|
Term
|
Definition
| Simple Mail Transfer Protocol |
|
|
Term
|
Definition
| Simple Network Management Protocol |
|
|
Term
|
Definition
| Structured Query Language |
|
|
Term
|
Definition
|
|
Term
|
Definition
| Transfer Control Protocol / Internet Protocol |
|
|
Term
|
Definition
| Trivial File Transfer Protocol |
|
|
Term
|
Definition
|
|
Term
|
Definition
|
|
Term
|
Definition
|
|
Term
|
Definition
|
|
Term
|
Definition
| Web Content Management System |
|
|
Term
|
Definition
|
|
Term
|
Definition
| Extensible Markup Language |
|
|
