Glossary
Document management terms clearly explained - from A to Z.
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A
Archiving
The long-term, structured storage of documents and data. Audit-proof archiving stores documents in an unalterable manner to comply with legal retention periods.
More about Docuflair ArchiveAudit Trail
A complete record of all actions performed on a document. Contains information such as timestamp, user and type of change. Important for compliance and traceability.
Automatic Document Recognition
Technology for automatic classification and categorisation of documents based on their content, layout or specific characteristics. Enables automated processing of large document volumes.
Access Control Layer
Security layer for controlling access rights at user, group and device level. Enables granular permissions for scan, print and archiving functions.
More about Docuflair Access ControlActive Directory (AD)
Microsoft directory service for central management of users, computers and permissions in Windows networks. Docuflair automatically synchronises users and groups from Active Directory.
B
Barcode Recognition
Automatic reading and interpretation of barcodes on documents for identification, sorting or linking to databases. Supports 1D barcodes (e.g. Code 39) and 2D codes (e.g. QR codes).
Batch Processing
Simultaneous processing of multiple documents in a stack. Enables efficient scanning, converting or archiving of large document volumes.
BSI (Federal Office for Information Security)
German federal authority for IT security. Defines standards such as TR-RESISCAN for legally compliant replacement scanning.
More about TR-RESISCANC
Compliance
Adherence to legal regulations, guidelines and standards. In document management, particularly relevant for data protection (GDPR), retention periods and industry regulations.
Content Management
Management and organisation of digital content. An Enterprise Content Management (ECM) system encompasses document management, workflow and archiving.
D
Digitisation
Converting analogue information (e.g. paper documents) into digital formats. Includes scanning, OCR recognition and structured storage.
DMS (Document Management System)
Software for managing, storing and organising electronic documents. Provides functions such as versioning, search, access rights and workflow control.
GDPR (General Data Protection Regulation)
EU regulation for the protection of personal data. Sets requirements for the processing, storage and deletion of personal information in documents.
Duplex Scan
Simultaneous scanning of front and back of a document in one pass. Significantly speeds up digitisation of double-sided documents.
E
ECM (Enterprise Content Management)
Strategies, methods and tools for capturing, managing, storing and delivering enterprise content. Encompasses DMS, workflow, records management and archiving.
F
Follow-Me Printing
Print function where print jobs are stored centrally and only retrieved at the printer of choice through authentication (e.g. smart card). Increases security and flexibility.
More about Docuflair PrintFormat Normalisation
Converting various document formats to a uniform standard format (e.g. PDF/A). Ensures long-term readability and archivability.
More about Docuflair NormalizeFTP / SFTP / FTPS
File Transfer Protocol and its secure variants. Protocols for file transfer over networks. SFTP and FTPS encrypt transmission for secure document storage.
G
GoBD
Principles for proper management and storage of books, records and documents in electronic form. German administrative regulation for digital bookkeeping and archiving.
H
Hash Value
Unique digital fingerprint of a document, calculated by a cryptographic algorithm. Enables verification of document integrity - any change alters the hash value.
Hot Folder
Monitored folder that automatically processes incoming files (e.g. converts, archives or forwards). Enables automated workflows without manual intervention.
I
IDP (Intelligent Document Processing)
Combination of AI, machine learning and OCR for automated capture, classification and extraction of information from documents. Goes beyond traditional OCR.
Indexing
Assignment of metadata and keywords for document categorisation. Enables fast searching and structured filing.
IIS (Internet Information Services)
Microsoft web server for Windows Server. Docuflair uses IIS to provide administration and user interfaces via web browser.
L
Long-term Archiving
Storage of documents over a period of at least 10 years whilst ensuring readability, integrity and authenticity. Requires migration-free formats such as PDF/A.
LDAP (Lightweight Directory Access Protocol)
Network protocol for querying and modifying directory services. Docuflair uses LDAP for synchronising user data from Active Directory or other directories.
M
Metadata
Descriptive information about a document (e.g. author, creation date, document type). Enable searching, sorting and automated processing.
MFP (Multifunction Printer)
Device combining printing, scanning, copying and often faxing. Central hardware for document processing in the office.
Master Server / Member Server
Architecture for distributed Docuflair installations. The Master Server centrally manages licences and configuration, whilst Member Servers handle local processing at various locations.
Microsoft 365 Integration
Connection to Microsoft cloud services such as SharePoint Online and OneDrive. Enables scanning directly to cloud storage locations with OAuth2 and MFA authentication.
N
NAS (Network Attached Storage)
Network storage for central file storage. Can serve as storage location for digitised documents and archives.
O
OCR (Optical Character Recognition)
Technology for converting scanned documents or images into editable and searchable text.
More about Docuflair ScanOn-Premises
Software installed and operated locally on the organisation's own servers - as opposed to cloud solutions. Provides maximum control over data and security.
OAuth2
Open standard for authorisation. Enables secure authentication with cloud services such as Microsoft 365 without storing passwords in Docuflair.
P
PDF/A
ISO-standardised PDF format for long-term archiving. Contains all information necessary for display (fonts, colours) and is self-describing.
Pull Printing
See Follow-Me Printing. Print jobs are only released after authentication at the printer.
PDF/UA
PDF/Universal Accessibility - ISO standard for accessible PDF documents. Ensures accessibility for people with disabilities through structured content and alternative text.
Q
QR Code Separation
Automatic splitting of document stacks based on QR codes. Enables batch processing of different documents with automatic assignment to target folders or workflows.
R
Records Management
Systematic management of business records throughout their entire lifecycle - from creation through use to archiving or destruction.
Redaction
Irreversible removal or obscuring of sensitive information in documents. Important for data protection and freedom of information requests.
More about Docuflair RedactAudit-Proof Storage
Property of an archive system that protects stored documents from alteration, deletion and manipulation. Required for legally compliant storage.
Remote Scan Client
Software component for scanning from desktop scanners (TWAIN/WIA) with central management by Docuflair. Enables unified scan workflows even without a multifunction printer.
RFID (Radio-Frequency Identification)
Radio technology for contactless identification. RFID cards or transponders enable quick user login at multifunction devices without PIN entry.
S
Scan-to-Folder
Direct storage of scanned documents in a network folder. Enables structured filing without manual intermediate steps.
Scan-to-Email
Sending scanned documents directly by email from the scanner. Practical for quick document exchange.
SMTP
Simple Mail Transfer Protocol - Standard protocol for email sending. Used for scan-to-email and automatic notifications.
SharePoint
Microsoft platform for document management and collaboration. Docuflair enables direct scanning to SharePoint Online and SharePoint Server with automatic metadata assignment.
SQL Server
Relational database management system from Microsoft. Docuflair uses SQL Server (or alternatively SQLite) to store configurations, logs and metadata.
T
TIFF
Tagged Image File Format - Image format for high-quality scans. Supports lossless compression and multi-page documents (Multi-Page TIFF).
TR-RESISCAN
Technical guideline for legally compliant replacement scanning from the BSI. Defines requirements for processes, technology and organisation for legally compliant digitisation of paper documents.
TWAIN
Standard interface for communication between scanners and software. Enables scanning directly from applications.
TLS (Transport Layer Security)
Cryptographic protocol for secure data transmission. Docuflair encrypts all connections between clients, servers and multifunction devices with TLS.
V
Versioning
Storage of different editing states of a document. Enables tracking changes and restoring previous versions.
Full-Text Search
Search in the entire text content of documents, not just metadata. Requires OCR recognition for scanned documents.
Four-Eyes Principle
Control mechanism where critical actions must be approved by two people. Required for TR-RESISCAN for approval of scanned documents before original destruction.
More in the TR-RESISCAN GlossaryW
Workflow
Defined sequence of work steps for processing documents. Can include approval processes, distribution and automated actions.
More about Docuflair FlowWORM (Write Once Read Many)
Storage technology where data can only be written once but read any number of times. Foundation for audit-proof archiving.
WebDAV
Web Distributed Authoring and Versioning - Extension of HTTP for web file access. Enables Docuflair connection to WebDAV-capable storage systems.
WIA (Windows Image Acquisition)
Windows interface for scanners and cameras. Alternative to TWAIN for connecting desktop scanners to the Remote Scan Client.
X
XPS (XML Paper Specification)
Microsoft format for print-ready documents, similar to PDF. Docuflair supports XPS as input and output format for document processing.
XRechnung
German standard for electronic invoices in the public sector. XML-based format mandatory for invoices to federal authorities.
More about Docuflair InvoiceY
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Z
Access Rights
Definition of which users or groups may access certain documents or functions. Foundation for data protection and information security.
More about Docuflair Access ControlZUGFeRD
Central User Guide of the Forum for Electronic Invoicing Germany - Standard for electronic invoices combining PDF and structured data.
More about Docuflair InvoiceSpecialised Glossaries
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