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Some Definitions
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BWW:
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Business-Work-Ware
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Document:
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In its broadest and most correct meaning, a document is any single logical item of
information being managed as a unique named or numbered entity. Thus a 5-page letter
is a document. A 10,000-page environmental impact study is a document. An image produced
by scanning a colour picture of a football team is a document. An Excel spreadsheet is a
document. A three line E-mail message inviting you to lunch is a document. A cancelled
cheque is a document. Nowadays the common link in all of the applications is the term
"document".
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EDRMS:
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Document management is the automated control of electronic documents, which encompasses
page images, spreadsheets, word processing documents, and complex compound documents. Through
their entire life cycle within an organisation, from initial creation to final archiving,
document management allows organisations to exert greater control over the production,
storage, and distribution of documents. This yields great efficiencies in the ability to reuse information,
to control a document through a workflow process, and to reduce (for example) product development cycle times.
The full ranges of functions that a document management system includes are document identification, storage and
retrieval, tracking, forwarding, workflow management, and presentation.
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Electronic Data:
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Information stored in digital format on computer media and accessed by electronic (rather than physical) means.
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Management:
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Organising and storing documents in relevant folders. Applying retirement policies to records.
Document retrieval in the most efficient manner. Avoiding duplication of information through
centralised management and outward presentation.
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Metadata:
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Extra information held about, and with, a document. This can range from dates to descriptive
text to relevant organisational needs, such as staff member or document history.
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Record:
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Uniquely identifiable entity which holds information about an item or action.
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Secure:
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Protection of the integrity of a document or record. Access is determined through system administration.
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Work-Flow:
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Passing of documents between members of an organisation as part of the processes of that organisation.
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