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Doconsite - Glossary of Document, Records and CMS Category: Business and Law Date & country: 11/11/2007, UK Words: 419

DDE
Dynamic Data Exchange. A procedure developed by Microsoft whereby data from one Windows application can be exchanged with another. Typically invoked by copying from one application and pasting into another application.

De-speckle
Image enhancement technique which allows minor imperfections or speckles in bit-map images to be erased.

Decompression
The opposite of compression, i.e. the expansion of a compressed data file to its original size.

Desktop publishing
See DTP

Deutsches Institut für Normung.
German standards organisation. See DIN

Diazo film
A photographic film commonly used for microfilm duplication. Requires exposure to ultra-violet light and processing with ammonia. Typically blue or black in colour when processed.

Digital Audio Tape
See DAT

Digital certificate
An attachment to an electronic message used to authenticate the sender for security reasons.

Digital Optical Recording
See DOR

Digital Preservation Coalition
See DPC

Digital to Analogue Converter
See DAC, D/A

Digitisation
Process of producing digitally encoded electronic files from paper or microform documents. Commonly achieved by scanning to produce a bitmap image of a page and then assigning a binary code to the resulting raster graphics data.

DIN
Deutsches Institut für Normung (www.din.de). German equivalent of British Standards Institution.

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.

Direct Read After Write.
See DRAW

DIRKS
Designing and Implementing Recordkeeping Systems. An eight-step methodology developed in Australia for managing business information and records. Complies with ISO 15489.

Disk drive
A device for reading and/or writing data on a disk.

Display
In the context of this guide a display is a device for viewing textual and/or graphical images.

DjVu
A proprietary image compression algorithm and decompression software developed by AT&T and marketed by LizardTech.com. Designed to provide higher compression rates for greyscale and colour images than standard compression techniques such as JPEG. Used to deliver greyscale and colour image files across the Internet.

DLT
Digital Linear Tape.

Document
A collection of data organised into some logical order. Often associated with a specific task. Historically stored as formatted paper pages or frames on microfilm. Digital documents can be stored formatted or in processable form.

Document Content Architecture
See DCA

Document Enabled Networking
See DEN

Document Image Processing
See DIP

Document Management System
See Electronic Document Management System

Document Type Definition.
See DTD

Domain name
The unique name that identifies an Internet site, e.g. www.cimtech.co.uk. Domain names always have two or more parts, separated by dots. The part on the left is the most specific, and the part on the right is the most general.

DOR
Digital Optical Recording. The process of recording digital information onto an optical medium, e.g. disk, tape.

DOS
Disk Operating System. Commonly used to refer to MS-DOS (Microsoft Disk Operating System) developed by Microsoft Corporation.

DOT
Digital Optical Tape. A storage medium in which a coating on a tape backing is modified by a laser beam. Can store 1,000 GB of data on a single role of 1 inch tape.

DPA
Data Protection Act.

dpi (dots per inch)
Measure of image resolution and quality in horizontal and vertical dimensions. Used to define scanner, printer and display screen resolution.

DRAW
Direct Read After Write. A recording technique that reads while writing in order to verify the written data. Optical disk storage is DRAW.

Drive
Device for reading and/or writing a data storage medium.

DRM
Digital Rights Management.

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.

DTP
Desktop publishing. The use of desktop computers and page layout software for the production of publications. Output can be direct to desktop printers of via high resolution image setters and conventional printing processes.

Dublin
Core Metadata Initiative

Duplicator (microform)
Machine for producing duplicate copies of microforms.

DVD (Digital Versatile Disk)
DVD disks are similar in size (120mm diameter) to Compact Disks but are capable of storing at least six to seven times more data due to use of finer pits and more closely spaced tracks. Single or dual sided disks are available as well as single or dual layer. Single-sided, single-layer disks have a capacity of 4.7GB.

DVD-R
A recordable write-once DVD format, with a capacity of 3.95 GB (first generation) or 4.7GB per side. There are two versions, (i) authoring version with no copy protection and (ii) general version (for consumer use) with copy protection (CPRM) and no CSS capability (which mean these disks cannot be used to copy CSS protected disks).

DVD-RAM
A re-writable DVD, with capacities of 2.6 GB (first generation) or 4.7 GB (second generation) per side.

DVD-ROM
The basic pre-recorded DVD disk, which supports DVD-Audio and DVD-Video formats. Also used to describe other DVD formats not defined in the DVD specifications including PC/Mac applications and DVD-based games consoles, etc.

DVD-RW
A re-writable DVD with a capacity of 4.7 GB per side. The DVD-RW is an alternative to the DVD-RAM, which supports fewer re-write cycles than DVD-RAM but is claimed to be more compatible with DVD-ROM drives. (DVD-R and DVD-RW are supported by Panasonic, Toshiba, Apple, Hitachi, NEC, Pioneer, Samsung and Sharp.)

DVD+R
A recordable write-once DVD format. (DVD+R and DVD+RW are supported by Philips, HP, Dell, Ricoh, Yamaha, etc.)

DVD+RW
A re-writable 12cm optical disk with a capacity of 4.7GB per side developed by Philips and Pioneer as an alternative to DVD-RAM. It is claimed to offer almost total compatibility with existing players, but is not an official DVD format.

Dynamic Data Exchange
See DDE

E-business (Electronic business)
Conducting business using computers, the Internet and World Wide Web technology instead of paper and post.

E-commerce (Electronic commerce)
Conducting business using computers, telephones, fax, the Internet, etc., instead of using paper and mail.

e-GIF
e-Government Interoperability Framework. Set of technical policies and specifications governing information exchange in the UK public sector.

e-GMF
e-Government Metadata Framework.

e-GMS
e-Government Metadata Standard. Forms part of the e-government interoperability framework. e-GMS lays down the elements, refinements and encoding schemes to be used by government officers when creating metadata for their information resources or designing search systems for information systems. The e-GMS is needed to ensure maximum consistency of metadata across public sector organisations.

E-mail (electronic mail)
A system for passing messages between computer users who are linked by a network.

EAI
Enterprise Application Integration.

EBCDIC
Extended Binary Coded Decimal Interchange Code. An 8-bit code developed by IBM. See also ASCII

EBP
Electronic Bill Presentment

ebXML
Electronic Business using eXtensible Markup Language. A modular suite of specifications that enables enterprises of any size and in any geographical location to conduct business over the Internet. Using ebXML, companies now have a standard method to exchange business messages, conduct trading relationships, communicate data in common terms and define and register business processes.

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 organisation.

ECMS
Enterprise Content Management System. A system providing a set of document and content services that address a wide range of different content typesâ€`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. Also Engineering Document Management System.

EDRM
Electronic Document and Records Management.

EDRMS
Electronic Document and Records Management System.

EIR
Environmental Information Regulations. Provide rights of access to environmental information held by public authorities.

Enterprise
Information Portal

EPS (Encapsulated PostScript)
A file format commonly used by computer applications having graphics capability. PostScript enables images to be accurately displayed and scaled for printing or inclusion in other application programs without disturbing the file`s native attributes.

Erasable disk
Any type of data storage disk on which data can be erased and new data written in its place. Usually taken to mean an optical disk that is rewritable.

ERM
(i) Electronic Records Management (ii) Enterprise Report Management (COLD).

ERMS
Electronic Records Management System.

ERP
Enterprise Resource Planning.

Ethernet
Local area network using bus topology. Designed by Xerox and now widely used.

Extranet
A website restricted to select users outside an organisation.

Fabric
The hardware that connects workstations and servers to storage devices in a storage area network.

Facsimile
See Fax.

Fax
The technology used to scan, compress and transmit pages across a telephone line to be decompressed, printed out or stored at the other end. Group III fax is an analogue system. Group IV is digital. The fax compression algorithms are used in most DIP systems.

Fax server
A network server with fax boards to allow all network users to export files as faxes and to receive faxes directly.

FC
Fibre Channel. A serial data transfer architecture developed by a consortium of computer and mass storage device manufacturers and now being standardised by ANSI.

Fiche
See Microfiche

Field
The smallest logical unit of data in a database record, i.e. fields in an index record.

File
All the data comprising a document or part of a document (page image) held under a single naming code.

File Transfer Protocol
See FTP

Fileplan
A Business classification scheme completed to lowest levels with the addition of folders..

Firewall
A combination of hardware and software that separates a LAN into two or more parts for security purposes.

FOIA
Freedom of Information Act. The Freedom of Information Act 2000 gives a general right of public access to all types of recorded information held by public authorities, sets out exemptions from that general right, and places a number of obligations on public authorities. The Act applies only to public authorities and not to private entities. The Act is enforced by the Information Commissioner who oversees both Freedom of Information and Data Protection legislation. The Act applies only to England, Wales and Northern Ireland.

FOISA
Freedom of Information (Scotland) Act.

Folder
A common unit used in a hierarchical storage system. Documents are stored in folders which are stored in cabinets, etc.

Forms processing
Software that automates the process of scanning paper forms, applying recognition technology to recognise the form, extracting data from the form, validating, correcting and exporting the data to a business application.

Fractal compression
A means of compressing image data files, especially colour. Offers potential for very high compression ratios, e.g. 1000:1.

FTP
File Transfer Protocol. Mechanism for transferring data files over the Internet.

FTR
Full Text Retrieval. An indexing and searching system whereby documents are indexed automatically by all the significant words they contain. Searches may be made for documents containing specific words or combinations of words.

FTS
Full Text Search. See FTR

GCat
See Catalist

GIF
CompuServe`s G

Gigabyte (GB)
One thousand megabytes.

Gopher
An Internet tool used to search for files, graphics and more, using on screen menus.

Graphic COM recorder
A computer output microfilmer capable of producing both text and graphics.

Graphical User Interface
See GUI

Graphics
Pictures and drawings created by computer or scanned into the computer. Includes vector graphics and raster graphics.

Greyscale
Simplest form of scanned raster data. All scanner data, including binary data, starts as greyscale. Greyscale images have a number which describes how light or dark each pixel is. It is used for representing continuous tone images such as photographs.

Greyscale range
The range is determined by how sensitive the scanner is to light or dark. The greater the range the more gradations of greyscale. 8 bits of data per pixel allows 256 different levels of grey. 4 bits per pixel allows 16 levels.