Contents - Index

Definitions

ADO or OLE DB:  Microsoft latest universal standard for database connectivity.  This standard allows D2M to use many different databases without changing the program itself.

Annotations:  Mark-up to an image.

Automatic Document Feeder (ADF):  Some scanners are capable of using a document feeder.  Even if your scanner does not have a document feeder, you may be able to purchase one for it.  In the D2M configuration program, there is a setting to let D2M know if you have a document feeder so that you can scan multiple documents at one time through the feeder.

Cropping:  This is the process of removing unneeded border.

Database:  The place where Docs2Manage stores the classifying information about your documents.  Client/Server databases like MS SQL Server (SQL Express), Oracle (Oracle Express), MySQL, and Sybase are optimized to organize and find your data or documents much quicker than data stored in a flat file since all processing of the data is done on the server and not on the local machine.

Deskew:  This is the process of determining the angle of skew of a scanned page and correcting the condition by rotating that page by that angle to make it appear straight.  This process works best when there is some sort of defined lines or borders to the document image.

Despeckle:  This is the process of removing speckle or noise from your Black & White document images.  This not only makes the image cleaner, but also reduces storage space.

Document Information record:  This is the information about the document stored in the DOCMAIN table.

Document Page record:  These are the pages of a record stored in the DOCPIC table.  For example, the US-1040 is one document that contains 2 pages.

D2M:  Acronym for Docs2Manage

DSS:  Acronym for Document Storage System, the former name for Docs2Manage

Document Templates: Beginning with Docs2Manage v2.0 document template support has been added as a convenience.  This gives the ability to create documents from blank forms you may have created in the past.  When you create a document from a template, you can edit the document and save it to the system when you are finished, but the document template remains unchanged so it can be used again in the future.

Duplex Scanner:  A scanner with an ADF capable of scanning both sides of paper.

File Directory:  Typically refers to a direct on a physical or mapped drive on your computer.  Docs2Manage does not need to authenticate the connection to the directory.  Since this type of file structure does not need to by authenticated or is already authenticated by the system special care should be given that a user does not go into the directory structure and change files outside the system; because of this, a file share which can require authentication is the preferred file storage method recommended for Docs2Manage.  However, Docs2Manage can use this structure for local installations and this allows Docs2Manage to use Unix servers for file storage through Samba.

File Share:  Typically refers to a directory in Windows that has been marked to share its files.  The share can be set up so only certain users can access the share.  This is the most preferred method for Docs2Manage to store you documents because Docs2Manage can authenticate into a file share that the desktop user does not know and cannot authenticate into. A file share usually is identified beginning with a "\\" (without quotes).

FTP (File Transfer Protocol) Server:  A server and protocol commonly used for accessing files on the Internet through simple password authentication.

File (Document):  When you add a file to D2M and you specify to store it as a file, D2M is not aware of the format.  This is good if a computer needs to add an MS Word Document or equivalent to D2M but does not have that software installed or installed properly.  D2M simply compresses the file and stores it.  A computer that has the proper software to edit the file should be able to open the document from within D2M.

Image (Document):  If you scan or add an image from an acceptable graphic file, the data is stored in a compressed image format to save disk space.  Most scanners save images as Windows bitmaps.

Internationalization:  The ability for an application to change languages and character sets to match the local language.  Docs2Manage has the ability to change languages to any one of ten different languages including English (default), Spanish, German, Chinese, Arabic, and many more.  If your language is not supported, there is even a way to add your own language or modify one of the existing languages.

OCR (Optical Character Recognition):  This is the process of extracting letters or words from your document images.  D2M uses these characters to form the keywords that are tied to your documents.  These can be searched much like a keyword on a web search engine.

Repository:  This is the area of D2M acts as an in-box of unrelated / unclassified documents where they can be passed on to other repositories or users and classified later.  The advantage is that it can hold hundreds if not thousands of documents without cluttering your physical workspace.

Simplex Scanner:  A scanner with an ADF but only scans one side.

Thumbnails:  A miniature representation of a page image.

Windows Documents (OLE Documents):  When you add a file to D2M, you may add it as a Windows Document or as a file.  If you store it as a Windows document, D2M is aware of the format of the document via Microsoft OLE.  Because of this, the document image preview may show an icon or preview of the real document.  In order to add a document as a Windows document, the proper editor must be installed on the client's computer.
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