55 terms covering DMS, ECM, archiving and workflow - clearly explained.
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Processing of personal data so that the data subject can no longer be identified — not even by the data controller. Under GDPR Recital 26, anonymized data no longer falls under the GDPR. Unlike pseudonymization, anonymization is not reversible.
Defined approval process in which documents must be reviewed and approved by one or more persons. Typical for invoice approval, contract management and quality control. Can be configured with multiple stages, escalation and deputy rules.
More about Docuflair WorkflowThe long-term, structured storage of documents and data. In audit-proof archiving, documents are stored immutably to comply with legal retention periods.
More about Docuflair ArchiveA complete, immutable record of all actions performed on a document or within a system. Typically includes: timestamp, user, action, affected object. In Docuflair, implemented as a SHA-256 hash chain based on the blockchain principle — each entry references the hash of the previous one, making subsequent manipulation detectable.
Technology for automatically classifying and categorising documents based on their content, layout or specific features.
Administration of digital certificates for encrypted communication and electronic signatures. Includes creation, renewal and revocation of SSL/TLS certificates and signing certificates. Docuflair uses certificates for HTTPS encryption, email signing and qualified electronic signatures.
Percentage value indicating how reliable an automatic recognition or classification is. Documents with low confidence scores are forwarded for manual review, while high scores enable touchless processing.
Management and organisation of digital content. An Enterprise Content Management (ECM) system encompasses document management, workflow and archiving.
A system for managing print and copy credits for users or departments. Credit management enables budgeted use of print and scan resources, automatic quota allocation and transparent cost allocation.
Automatic reading of structured information from documents such as invoice numbers, amounts, dates and addresses. Modern data extraction combines OCR, pattern recognition and AI for high accuracy even with varying document layouts.
Central administration and configuration of multifunction printers, scanners and other input devices. Docuflair enables device management via the web interface and Console Management (DFCMD), including status monitoring, configuration and firmware updates.
Digital representation of a physical file with structured document storage, versioning and access control. In government agencies and law firms, the digital file is increasingly replacing paper files. Docuflair enables direct scanning into electronic file systems.
More about Docuflair ArchiveSoftware for managing, storing and organising electronic documents. Provides functions such as versioning, search, access rights and workflow control.
Automatic assignment of documents to predefined categories based on their content, layout or specific features. Enables rule-based further processing and correct filing without manual sorting.
Document management and workflow automation platform. DocuWare offers cloud and on-premises DMS solutions for document archiving, workflow and digital forms. As an established DMS alternative, DocuWare relies on its own scanner integration.
Strategies, methods and tools for capturing, managing, storing and delivering enterprise content. Encompasses DMS, workflow, records management and archiving.
Digital equivalent of a company stamp for legal entities (companies, authorities). Confirms origin and integrity of a document.
Digital method for signing documents. The eIDAS Regulation defines three levels: Simple, Advanced and Qualified Electronic Signature (QES).
Enterprise content management system (ECM) by OPTIMAL SYSTEMS. Offers document management, digital files and workflow management. As an ECM platform, enaio addresses similar use cases to Docuflair in document capture and management.
Legally compliant digitisation of paper documents where the original can be destroyed after scanning. Requires compliance with the TR-RESISCAN standard.
More about TR-RESISCANConversion of various document formats into a unified standard format (e.g. PDF/A). Ensures long-term readability and archivability.
More about Docuflair NormalizeSearch algorithm that finds matches even with imprecise or erroneous input. Considers typos, abbreviations and similar spellings. In redaction, fuzzy matching enables reliable detection of personal data despite varying spellings.
More about Docuflair RedactEU regulation for the protection of personal data (since May 2018). Sets requirements for the processing, storage and deletion of documents containing personal data. Docuflair supports GDPR compliance through access controls, audit trails, redaction features and configurable retention periods.
Learn more about Docuflair RedactA monitored folder that automatically processes incoming files (e.g. converts, archives or forwards). Enables automated workflows without manual intervention.
Advanced development of OCR technology for recognising handwriting and individual characters. Uses neural networks and machine learning for interpreting handwritten text on forms, notes and annotations.
Combination of AI, machine learning and OCR for automated capture, classification and extraction of information from documents.
Assignment of metadata and keywords for document categorisation. Enables fast search and structured filing.
Capture, classification and processing of incoming documents from various sources (scanner, email, fax, upload). Docuflair covers the entire input management process: from capture at the MFP through OCR and classification to routing to target systems.
Learn more about Docuflair ScanA billing model where print, scan and copy costs are assigned to individual jobs, projects or cost centres. JBA enables precise cost allocation and transparent usage analysis per department or client.
An order to preserve documents in connection with ongoing or anticipated legal proceedings. Documents under legal hold must not be deleted, altered or destroyed — even after regular retention periods have expired. Violations can lead to severe legal consequences.
Technologies and software for digitising legal work processes. Encompasses document management, electronic filing, deadline management and digital signatures in law firms and legal departments. Docuflair is optimised as a legal tech solution for legal software integration (RA-MICRO, ADVOKAT, TriNotar).
Learn more about Docuflair JusticeStorage of documents for a period of at least 10 years whilst ensuring readability, integrity and authenticity. Requires migration-free formats such as PDF/A.
Descriptive information about a document (e.g. author, creation date, document type). Enables search, sorting and automated processing.
Subfield of AI for machine processing and analysis of natural language. In document management, NLP enables content analysis of documents, automatic summaries and extraction of relevant information from free text.
Technology for converting scanned documents or images into editable and searchable text.
More about Docuflair ScanSpecialised software for optical character recognition that converts scanned images into searchable and editable text. Docuflair integrates a powerful OCR engine recognising over 99 languages and supporting both full-text OCR and zone OCR for targeted data extraction.
Learn more about Docuflair ScanControl and optimisation of document output across various channels (print, email, archive, cloud). Docuflair provides output management through rule-based distribution of scanned and processed documents to configured targets.
Learn more about Docuflair PrintPersonal data that can directly or indirectly identify a natural person. Examples: name, email address, phone number, IBAN, social security number, tax ID, IP address, location data. The GDPR defines a broad concept of personal data in Art. 4(1).
Central administration and control of all printing processes in an organisation. Encompasses printer management, cost control, access control and follow-me printing. Docuflair offers print management with user authentication, print quotas and detailed usage statistics.
Learn more about Docuflair PrintConfigurable policies that define how print jobs are processed. Print rules can automatically enforce duplex printing, restrict colour printing, specify paper formats or redirect print jobs to cost-effective devices – reducing costs and conserving resources.
Learn more about Docuflair PrintPlanning, control and optimisation of business processes. In document management, process management encompasses automation of document workflows, approval processes and notifications. Docuflair supports process management through configurable workflow rules.
Learn more about Docuflair FlowAccording to GDPR Art. 4(5): processing of personal data in such a manner that the data can no longer be attributed to a specific person without additional information. The mapping table is stored separately. Unlike anonymization, pseudonymization is reversible.
Management of business records throughout their entire lifecycle - from creation through use to archiving or destruction.
Irreversible removal of personal or confidential data from documents. Unlike anonymization or pseudonymization, redacted content is physically destroyed and cannot be reconstructed. Typical use cases: GDPR subject access requests, freedom of information requests, file inspection.
More about Docuflair RedactSystematic creation of reports and evaluations on usage data. In document management, reporting covers analysis of print, scan and copy volumes, cost distribution by department, device utilisation and error frequency.
Property of an archive system that protects stored information from subsequent modification. Ensures immutability and completeness of archived documents.
Central administration and configuration of all scanning processes. Encompasses scanner configuration, scan profiles, quality settings and user permissions. Docuflair offers comprehensive scan management via the web interface and Device Client.
Learn more about Docuflair ScanFully automated document processing without manual intervention. Documents are automatically captured, classified, extracted and archived. The goal is the highest possible touchless processing rate to reduce manual work and accelerate business processes.
Storage of different versions of a document. Enables tracking of changes and restoration of previous versions.
A digital quota for print and copy services assigned to users or groups. Unlike physical credit, virtual credit is managed via software and can be automatically topped up, limited or suspended when exceeded.
Search across the entire text content of all archived documents. Enables finding documents based on any text passage.
Visible or invisible marking in documents for protection against unauthorised use or to indicate document status.
Defined sequence of processing steps for documents. Enables automated approval processes and task distribution.
More about Docuflair FlowSystematic control and automation of work processes. In document management, this includes automatic distribution, approval and archiving of documents based on defined rules. Docuflair offers workflow management with rule-based document processing.
Learn more about Docuflair FlowStorage technology where data can only be written once and cannot be modified afterwards. Foundation for audit-proof archiving.
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