Below you'll find a glossary of electronic document management terms. Definitions of the various terms that relate more or less to the world of EDM and digitization/dematerialization. This page will be updated regularly to reflect technological developments and emerging terms.
Classification from A to Z.
AES (Advanced Encryption Standard): This is a symmetrical encryption algorithm. AES is a symmetrical encryption standard that replaces DES, designed to counter cyber-attacks. It is currently the most widely used and safest algorithm in terms of security.
API (Applications Programming Interface): In IT, this is an interface that opens up the functions of one piece of software to another via a programming language. It enables applications to communicate with each other, exchanging services and data. Think of an API as the link between two chains. Not only software, but also operating systems and databases use APIs to communicate externally, and sometimes even internally.
Archiving with probative value: This concept refers to all the technical and organizational measures required to record, store and retrieve electronic documents or data, in order to ensure their proper preservation and perfect integrity throughout their lifecycle.
The aim of archiving with probative value is to ensure that the information is preserved and can be retrieved at a later date, for the purposes of justification or control. There are 3 main principles that must be guaranteed by probative value archiving:
Auto-completion: This is a system that allows a given element, whether computerized or not, to complete itself automatically, thus avoiding the need for manual input.
Bit: This is a contraction of Binary Digit. The bit is used as a basic unit of measurement of information. It is the simplest unit used by a computer in a notation system. Its value is equal to either 0 or 1. More precisely, it corresponds to the minimum quantity that a message can transmit.
Do not confuse Bit (lower-case b for abbreviation) with Byte (upper-case B for abbreviation).
Byte: Addressable unit of a computer. Mainly used to quantify the memory capacity of a computer chip set. It can also be defined as a unit of information corresponding to a Byte, i.e. 8 bits.
CAD ( computer aided design ): Includes all the software and geometric modeling techniques used to design and virtually test manufactured products using computers and digital simulation techniques.
Chorus Pro: Chorus Pro is a shared solution for dematerializing invoices for government departments, local authorities and businesses. It enables invoices to be transmitted in three different ways:
Its main aim is to modernize public-sector structures, by enabling them to receive invoices electronically, but also to simplify life for businesses.
Validation circuit: A path made up of stages to be validated by one or more users with this authority.
The validation circuit starts with one step, and ends with another. Each step is made up of what we call "expert searches", which condition what we want to see. Example:
A document enters a circuit because it meets all the conditions of the first stage. As we modify them, they meet the conditions assigned to each stage, right up to the final one. The document exits the circuit when it meets all the conditions of the last stage.
Cloud computing: This term is generally used to describe the on-demand delivery of resources and services over the Internet. It involves using remote computer servers via a network, usually the Internet, rather than via a computer's hard disk, to store or operate data.
When data or programs can be accessed via the Internet, we talk about Cloud Computing.
Digital safe: Also known asan "electronic safe", this is a complementary component to the EAS. In fact, it's more common to speak of an electronic safe component (CCFN), the term used in standard NF Z 42-020. Like a physical safe, it is an ultra-secure space for archiving, indexing and retrieving sensitive digital files on a server, which may be external to the company. The server can also be accessed online, via the Internet. It enables access to be controlled, and ensures the traceability and authenticity of an archive. The electronic safe is not a substitute for an EDM, as it cannot be used for day-to-day document management.
Compte personnel de formation (CPF): This is a system designed to give employees access to professional training throughout their lives. All employees, from the moment they enter the job market, are allocated a CPF, which will remain with them until retirement. The employee is entitled to hours of training, depending on the length of the year worked, even if he or she changes jobs or becomes unemployed.Following the reform by Law no. 2018-771 of September 5, 2018, since January1, 2019, the account is no longer funded in hours but in euros. The hours acquired on the employee's account on December 31, 2018 are converted into euros, at a rate of 15 euros per hour.
User Centered Design.
This is an approach that takes into account the needs, expectations and specific characteristics of end-users when designing software or applications. The term is generally used in computer ergonomics, based on usability and ergonomics criteria.
Reliable digital copy: This is the digitized copy of a document whose legal conformity is recognized by Decree no. 2016-1673 of December 5, 2016. A reliable copy has the same probative value as the original. The reliability of the document is still left to the judge's discretion, but an enforceable or authentic copy of an authentic writing is deemed reliable.
A copy is considered reliable if its form or content is preserved in conditions that prevent any modification. An Electronic Archiving System (EAS) complying with standard NF Z42-013 can guarantee document integrity.
Faithful digital copy: According to Article 1379 of the Civil Code and its implementing decree of December 5, 2016: a digital copy is said to be faithful if the date of creation of the copy is specified, accompanied by an affixed digital fingerprint that will enable any subsequent modification of the document to be detected. There are several fingerprints: a qualified timestamp; a qualified electronic seal; a qualified electronic signature.
CRM (Customer Relationship Management): Customer Relationship Management (CRM) is the set of tools and techniques used to capture, process and analyze information about customers and prospects, with the aim of building loyalty by offering them services.
Data Center: A data center is a physical location, usually a room, where companies group together various IT equipment such as computers, servers, routers, etc. Companies generally use this infrastructure to organize, process and store very large quantities of data. A data center is therefore an essential part of a company.
Retention period: Represents the minimum length of time for which a company must retain any document received or issued in the course of its business. This period may vary according to the nature of the documents and legal obligations. It applies to both paper and electronic documents.
Docflow defines the sequential process of completing a task.
EDI (Electronic Data Interchange): This technique replaces the physical exchange of documents between companies (orders, invoices, etc.) with the exchange of these documents in a standard electronic format between trading partners via computers connected by dedicated links or a value-added network.
This not only saves time for companies, but also cuts costs, reduces errors and improves relations with business partners.
For example, a company can issue its orders, shipping notices and invoices via EDI, which will be teletransmitted to the computers of its commercial partners, who will then be able to automatically interpret and integrate the corresponding data into their respective information systems, without paper or human intervention.
The eiDAS (electronic Identification Authentication and trust Services): This is EU regulation no. 910/2014 of July 23, 2014 on electronic identification and trust services for electronic transactions within the internal market.
ERP or PGI (Progiciel de Gestion Intégré) in French. It's defined as a group of modules linked to a single database. Simply put, it's business software.
ERP is a software package that uses multiple management functions to manage all a company's operational processes. These management functions are, for example: order management solution, inventory management solution, payroll and accounting management solution, e-commerce management solution, B-to-B or B-to-C commerce management solution, etc.
Factur-X: Factur-X is a new electronic invoice format. It is a "mixed" electronic invoice standard that complies with the European Semantic Standard EN16931. It consists in receiving an invoice including 2 different formats in a single document. The invoice is both based on a PDF file (PDF/A3 standard), making it readable for the user, and also embeds a set of structured data in XML format, enabling the computer to process the data automatically.
EDM stands for " Gestion Electronique de Documents ". (DMS for Document Management System or ECM for electronic content management). Software used to classify, retrieve and manage digital copies of documents.
"Gestion Électronique de Documents et d'Informations Existants". This modernization of the GED acronym is intended to reinforce the association between the notion of information management and that of document management. This reflects the evolution of document management software as it integrates functionalities enabling documents and associated data to be used as vectors of Information (capture, acquisition, digitization, validation, distribution, classification, indexing, archiving, validation circuits, workflows, alerts, annotations, etc.).
HADS/HDS: Hébergement Agrée de Données de Santé. Health Data Host.
In order to be accredited, the hosting provider must be inspected and audited by an external body, at its own expense. HDS certification is now required in accordance with the HDS 1.1 standard, which is in fact a complement to ISO 27001. Previously, approval was required.
HMS (Hardware Security Module): This is a device considered tamper-proof, offering cryptographic functions. It is a hardware encryption box that generates, stores and protects cryptographic keys. With this device, you can prevent any unauthorized consultation or manipulation of data hosted on application servers, by means of a master key capable of encrypting them.
Timestamping: This can be defined as recording the date and time of an event, piece of information or computer data. Time stamping plays an important role in online data traceability.
HTTPS (Hypertext Transfer Protocol Secure) is the secure version of the http computer language, a communication protocol that links a client and a server for the World Wide Web (www). It's a combination of http and a site authentication certificate.
Your document base includes sensitive information which, while meeting availability and mobility needs, must be fully secured and kept confidential.
AI: Artificial intelligence is the set of theories and techniques implemented to enable machines to imitate a real form of intelligence.
ICR: Intelligent Character Recognition is an advanced OCR technique. Like OCR, this technique extracts the textual content of an image containing text, but ICR incorporates handwritten character recognition, as well as a learning mechanism. It can recognize a plethora of potential matrices, and improve its performance for future recognition tasks.
Indexing : This is a computerized process combining techniques from computer science, information science and libraries, which enables data (digital or textual documents, keywords, web pages, etc.) to be referenced, thus facilitating access or processing.
Data integrity: This is the confirmation that data exchanged (sent or received), or stored, is complete and unaltered. It is proof of the reliability and credibility of data throughout its life cycle.
Interoperability: This term refers to the fact that a product or system with known interfaces has the ability to adapt to work with other independent systems without access restrictions.
DRL: Automatic Document Reading is a set of technologies that enables textual information to be segmented and extracted automatically from digitized documents, both structured and unstructured. For its operation, DRL brings together three essential technologies:
The information thus extracted can then be used as metadata in an EDM system.
OCR: Optical Character Recognition (OCR) is a set of computer processes that enables a computer system to translate and store printed, handwritten or typed text automatically.
To perform this task, a computer needs OCR software. This enables the text to be recovered from the image of a printed text and saved in a file that can be used in word-processing software.
On Premise:Unlike SaaS, an On Premise solution refers to software whose architecture is physically present within the company (i.e. installed on the company's servers), and which has been licensed from the publisher.
Accounting gateways: Also known as gateway or transit software, the accounting gateway is a means of interconnecting business or DMS software and accounting software to avoid multiple entries, errors and associated time wastage.
The purpose of an accounting gateway is to enable two software packages, including the company's accounting solution, to communicate and exchange data.
BCP: short for Business Continuity Plan, this is a set of measures designed to ensure that essential business services are maintained in the event of crisis scenarios. This includes an analysis of possible risks, such as a fire, cyber-attack, computer problem, natural disaster at a site, etc. The BCP will enable business to be restarted more quickly, while avoiding maximum data loss.
Reliable Audit Trail: The Reliable Audit Trail is a tool to be implemented by companies, which includes documented and permanent internal controls specific to invoicing and its management, in order to justify the integrity of the content.
To achieve this, the tax authorities require the audit trail to guarantee 3 key principles: the authenticity of the invoice's origin, the integrity of its content and its legibility.
Disaster Recovery Plan (DRP): A Disaster Recovery Plan (DRP) is a document containing a set of technical, organizational and security procedures which, in the event of a major disaster or incident, will enable a company to plan the steps to be taken to get its IT system back up and running. Each possible incident is considered in the DRP, as is the way in which the damaged system will be switched over to an undamaged one, and within what timeframe.
QR code: Quick Response Code is a two-dimensional matrix code, so it contains more information than a simple barcode, which can only be coded horizontally. It consists of black modules placed in a white square. Depending on the arrangement of these dots, the information contained within the code will be different. The QR Code is readable by smartphones and tablets, and enables direct access to a web page, video content, additional information etc...
ADR: Automatic Document Recognition (ADR) involves recognizing the type of document to be processed, based on various criteria and constraints defined by the DMS. The RAD module will analyze the document, and then compare it with models already present in the database to determine whether it is an invoice, a quotation, or other. This technology then determines the nature of the digitized documents (quotation, invoice, order...) for efficient filing of information.
RGPD: Acronym for "Règlement Général pour la Protection des Données" (English: GDPR for General Data Protection Regulation) and refers to the latest European directive on the protection of individuals with regard to the processing of personal data, and on the free movement of such data, published in 2016 and due to come into force in member states on May 25, 2018.
RGS: for Référentiel Général de Sécurité (General Security Reference), is the regulatory framework for building confidence in exchanges within the administration and with citizens. Its aim is to reinforce user confidence in the various electronic services set up by administrative authorities.
"SaaS: Software as a Service (SaaS) architecture is a software distribution model. It is one of the four main categories of Cloud Computing. SaaS is a software solution that can be used online (also known as Cloud or on demand). The software is delocalized and accessible remotely via the Internet, in return for a subscription to the publisher/host, on any browser.
SAE (Système d'Archivage Electronique): The SAE goes beyond the simple storage of archived data. It also integrates the records management rules defined by the company (retention period, type of document, level of confidentiality, etc.). It enables paper documents or electronic data to be stored, consulted and retrieved over time, guaranteeing their integrity and durability.
Scan Center: This is a facility offering a digitization service to companies and individuals. It's a place where you'll have access to advice and support for your dematerialization processes, and can ensure your transformation from paper to digital.
Select2Search: This is a new tool for accessing your documents in Zeendoc from any program on your computer. All you need to do is :
This saves time by saving a few clicks.
SHA-3: This algorithm, used in particular by Zeendoc, guarantees that the fingerprint of a computer file will be modified as soon as any bit of the file is modified. SHA-3 is therefore an algorithm used to verify the integrity of a computer file, by comparing the fingerprint produced during verification with the original one.
Electronic signature: This is a mechanism using data in electronic form, logically associated with other data in electronic form, which the signatory uses to sign. The mechanism must identify the signatory, and also guarantee the integrity of the document, often by means of time stamping.
Advanced electronic signature: This is the same as an electronic signature, but with additional requirements:
Qualified electronic signature: This is an advanced electronic signature, but one that has been created by a qualified electronic signature creation device, which also relies on a qualified electronic signature certificate. It offers a higher level of security, but is more complicated to use, as it must meet a number of stricter requirements than the advanced signature.
S.S.O (Single Sign-On) : Single sign-on allows a user to access several computer applications (or secure websites) using a single authentication.
Database management system: (Acronym: DBMS) This is a computer program for storing, manipulating, managing and sharing information in a database. The fact that there is no intermediary between the computer scientist and the data, nor between the user and the data, guarantees the permanence, quality and confidentiality of the stored data.
Regression testing: A regression test is a set of tests performed on a program after it has been modified, to ensure that no defects have been introduced or discovered in parts of the software that have not been modified. As soon as a software program or its environment is modified, these various tests are carried out.
Digital transformation: Another term is "digital transformation". For an organization, this term refers to the process of integrating digital technologies into all its activities. This process is based on four main pillars, driven by the widespread use of the Internet:
The term "digitization" is also used, although this refers to all aspects of society, not just those concerning businesses.
Webservice: This is a technology that enables applications and systems to operate and exchange information remotely, independently of the platforms and languages on which they are based. This communication is carried out using XML messages, and is based on the principle of requests and responses.
Workflow: This is a process for automating tasks, enabling an automated sequence of processes to be carried out, the path to be followed and the actors involved to accomplish a specific task.
A workflow management tool can be used to model and automate the flow of information within a company.
Setting up an efficient workflow within a company will enable marketing operations or customer requests to be processed more quickly and at lower cost.
10 accounting terms to master
Accounts payable: This account is classified in the balance sheet, grouping all unpaid supplier invoices. It is T-shaped, with a debit column and a credit column. A supplier invoice is recorded by debiting an expense account and crediting supplier account 401. The supplier account is debited when the invoice is paid.
Accounting entries: This is an operation that consists in recording a commercial, economic or financial flow within the company's accounts. It is made up of several rows and columns, and is supported by an accounting document. 4 main items of data must appear :
Journal: This is an accounting document in which all the company's accounting operations are listed. It is generally referred to as a journal, because companies divide the journal into several journals according to the nature of the operations to be recorded. There are sales journals, bank journals, cash journals, etc. These are called "auxiliary journals".
The journal is therefore an essential document for entering entries, as it is here that they are recorded.
Accounting lettering: This is an accounting technique which consists of assigning a letter to a debit amount, in order to make it correspond to a credit amount. These amounts generally represent an invoice and its payment. This technique enables a company to better organize customer reminders and supplier payments, by quickly identifying customers who have not paid their invoices, as well as suppliers who have yet to be paid.
Accounting software: This is a computer tool that enables individuals or companies to keep their own accounts. It enables basic accounting tasks to be completed, and all transactions carried out by a company with its various partners to be transcribed.
A company has two choices when it comes to its accounting software: either develop it in-house, or purchase it from a software publisher.
Sales management software: This is accounting management software with its own database, enabling the company to manage sales and purchases. Sales management software offers a number of basic functions:
It can be purchased or rented on its own or as part of an ERP system.
Analytical plan: This is a set of codes used by the accountant to sub-index a cost breakdown. This technique is a management and operating tool for companies, enabling the creation of more detailed statistics at the end of the year. The term "analytical plan" is used to designate the different "items" and "axes" to which each activity is assigned.
Chart of accounts: This is a set of articles and rules defining accounting standards. Its main purpose is to define the main accounting concepts, so that companies can record their accounting entries.
Document reconciliation: Technique used to bring together two related documents, using identical data. Example: An invoice with its purchase order, using a purchase order number...
Accounting entries: This is a manual operation involving the allocation of accounting transactions to company accounts. All transactions must appear, and all documents generated and issued by the company, or emanating from third parties, must be entered. It is the accumulation of these accounting entries that gives rise to a company's balance sheet and income statement each year.
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