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Archived Document Management: What's it all about?

We thought we'd give you a handy glossary of terms used in Archive Document Storage, we've not got everything here but we've got a few.

 

Access

The right, opportunity and means of finding, using or retrieving records. In the case of online document storage, security measures such as passwords, multi-factor authentication etc. should be used to ensure that only permissioned users that need to see those documents can access them.

 

Administrator

The person or persons responsible for creating user accounts and permissioned hierarchy of document access in either individual or group form.

 

Archives

Information or documents of an important nature which have been selected for storage and retrieval, either in a physical or digital form.

 

Archival Storage Boxes

Boxes used for housing archived documents of an important nature that have been selected for physical storage and retrieval.

 

Audit Log

A security feature providing a digital record of accessed documents including information such as access points and activity summary.

 

Backup

The process of ensuring a copy of all electronic document information is held in a separate environment from that used day-to-day. This allows all information to be accessible in the event of an issue with the primary site.

 

Bulk Upload

The process of uploading large volumes of information or documents in a secure and efficient manner to a secure online document vault.

 

Classification of Documents

The process by which documents are identified and categorised in accordance with predefined or legally required methods and procedural rules.

 

Confidential information

Any personal information that would cause damage or distress to individuals if disclosed without their consent; any other information that would prejudice the University's or another party's interests if it were disclosed without authorisation.

 

Courier

A traditional method of delivering a retrieved physical document from an archival document storage site to the end user, often after a significant period of time has elapsed from the initial request being made.

 

Device

A way of accessing digitally archived documents in the cloud from any location through a connected desktop, laptop or other mobile technology.

 

Document

A document may be any format - hard copy or electronic. It may contain any information including text and imagery and may be produced in any language.

 

Document destruction

The destruction of physical or digitally archived documents that no longer have any legal impact or operational value. to an organisation or their stakeholders

 

Document life cycle

The life of a document which consists of the main phases of development, use, storage and destruction.

 

Document management system

An electronic system that stores and retrieves documents received or created by an organisation.

 

Information governance

The framework of permissioned processes and controls designed to contribute to the day-to-day running of an organisation in accordance with industry standards and legal requirements. It incorporates the creation, management and destruction of information, security, privacy, access rights and discovery.

 

Metadata

Information about a document (data about data). With electronic records metadata is attached to, or form part of, each record. Examples of metadata include: information about the author, title, destruction date and subject of a document.

 

Multi-factor authentication

A security process to prevent unauthorised access to a system by utilising an additional layer of security, often in the form of a uniquely generated key to prevent leakage of information and combat rogue access.

 

OCR

Optical character recognition is the conversion of images of typed, handwritten or printed text into machine-encoded text from a scanned document.

 

Permissioning

Granting access to a document or vault of archived documents, through approval by an authorised administrator.

 

Remote access

The access of documents anywhere in the world where connectivity is present using secure authorised credentials.

 

Security

Securitising documents and preventing unauthorised access to documents can take many forms, for example Vaultari has five levels of security designed to reduce theft or leakage of documents and information.

 

USB

A way organisations without a solution such as Vaultari deliver archived documents to the end user, typically after an elapsed period of time.

 

User

A permissioned person authorised to access an organisations documents.

 

Vaultari

The smartest way to manage archived documents online in the cloud. With Vaultari archived documents are no longer in storage boxes they are accessible on demand. Documents anywhere, anytime.