Docubase Systems, Inc.

The amount of time it takes to get an instruction, data or image from computer memory to the central processing unit or from a storage device to computer memory.

Association for Information and Image Management. A leading trade association for document imaging offering a national show and conference on imaging, industry publications and a monthly magazine, INFORM, for imaging business and application topics.

A binary-coding scheme standard for printable characters.

Comments or explanatory notes attached for further clarification. Annotations can be added to documents within imaging systems by electronic notes or voice.

Recording data or images on a media that can be retained indefinitely and retrieved without significant loss.

Data defining the characteristics of specific information, such as data type and length. Utilized in document imaging for defining the characteristics of an index and to verify the validity of data input and retrieval.

The ability for a scanner to automatically sense the difference between text and photos and adjust the settings accordingly.

an add-on device for a flatbed scanner which allows for multi-paged document scanning sequentially. The user does not have to feed the pages in manually when using an ADF.

the process of having indexing information on a document automatically entered electronically into a database management system versus manually keyed in. Some methods of automatic indexing are OCR, DDE, screen scraping or image enabling an existing database.

American Standard Code for Information Interchange. A file encoded in the industry standard representation for text and the lowest form of exchanging text among programs. An ASCII file contains only plain text and basic text formatting characters such as spaces and carriage returns.

A means of assuring the protection of valuable data by making copies onto tapes or disk for security. Also refers to providing additional computer equipment to protect data in case of a power failure.

A machine-generated representation of data made up of vertical rectangular marks and spaces in specific patterns denoting a code for a specific product or item. Bar coding can be read by a bar code scanner for automatically indexing documents.

A process of accumulating all information/documents before processing. Within document imaging, users may batch scan a stack of documents continuously for faster processing, versus scanning one page at a time.

Large objects (images, graphics, voice, video) composed of a large numbers of bytes used by computer systems for viewing, storing or transmitting. Databases are beginning to support BLOBS to allow the ability to accommodate images and multimedia.

A type of graphic format in which the image is made up of a large number of tiny dots, or bits, arranged on a closely spaced grid. Scanned images are stored in bit map format; until converted, image data cannot be processed or retrieved by the content of the image.

A type of artwork (line art, logos) which contain only blacks and whites, with no intermediate tones (or similar bi-tonal arrangements of other colors).

A database search strategy using AND, OR, and NOT terms to retrieve selected information or documents. Some document imaging software offers boolean search capabilities on indexed data.

Bits Per Second. Used to specify the speed with which a device transmits bits of data. For example, the data transfer rate of sending images from the optical drive to the computer is expressed in bits per second (bps).

A user-defined field that contains the index values for content stored within the Docubase repository.

A designated area of storage designed for frequently accessed data to provide faster retrieval. Magnetic cache is utilized with jukeboxes to store recently scanned or frequently accessed documents to reduce the number of requests on the jukebox.

Comite Consultatif Internationale de Telegraphie et Telephone; a standards committee that recommends communications standards. CCITT established the Group 3 and Group 4 compression and optical storage formats.

Creates compact discs for recording documents. Using software, CD's can now be recorded across the network. CD-recordables now provide affordable solutions for backup, archival, COLD and image storage.

Compact Disk - Read Only Memory. A read-only disk used for reading information or sound. Used for retrieving information recorded on a CD-recordable.

The number of characters an output device can print in one second.

A standard MS Windows option. Within document imaging, the Clipboard allows for images or ASCII text to be cut and saved until pasted in another location.

The ability of one component to read and process data from another component without having to convert the computer code.

A combination of data types used within a document, including text, graphics, scanned images, signatures and annotations.

A method of reducing the size of a document/file by using an algorithm for eliminating redundant information or blank areas and spaces. Images are compressed to provide more compact storage and faster transmission of the document.

A product that transfers electronic data (usually from a mainframe or mid-range computer) to optical disk or CD-recordable for storage. This application is usually used for archival of electronic data and eliminates the use of microform and computer printouts.

The ability to retrieve a document or documents based upon any text contained within a document(s).

The amount of dark and light in an image; a high contrast photograph would contain a great differentiation between black and white colors.

The result of transferring data from one format to another. In document imaging, conversion usually refers to the process of scanning paper or microform and converting to a bit-mapped image for document processing and storage.

Document archiving is the storing of files for a predetermined period of time.

The process of converting physical documents to digital format to be placed on various types of media.

Using a device to convert from printed media to digital media.

Placing documents, physical or digital, in a central location.

An application software package where specific records of related information are stored by the system. For document imaging, the indexes that are retrieved from each document are stored in a database management system for easy and flexible retrieval.

Areas available on function screens where a document imaging user can key in information for indexing purposes.

The process of expanding a compressed file to its original format.

Software that defines the means of communicating with hardware components. For document imaging, device drivers are required to utilize some imaging peripherals and storage devices.

The process of converting information into digital format (a matrix of pixels) that a computer system can process. In document imaging, a scanner converts paper into digital form to allow its image to be displayed and printed on a computer.

The ability to recover all information assets after a disaster. Within document imaging, back-up of the storage media can provide disaster recovery capabilities.

The ability of an input or output device to simulate shades of gray within an image by grouping dots into clusters known as halftone cells. Utilized by scanners and printers, dithering offers the appearance of gray scale, but at a cost in the resolution.

New terminology to describe the ability to centrally organize all document files. Scanned images as well as all application files can be integrated together and managed by one software application.

The process of scanning paper documents into a computer for electronic retrieval and storage.

A system that searches, finds and retrieves a document for viewing

Scanning resolution measured in dots per inch that describes the number of image samples taken in an inch. The higher the number of dots per inch, the higher the resolution of the image and the more storage it requires. Most documents are scanned at 200 dpi to reduce the storage capacity required.

Disk Operating System.

To send information from the host computer to a PC for integration into a PC application. For document imaging, data may be downloaded for automatic indexing for integration with a scanned image or for archiving data.

Within document imaging, duplex refers to a document with information on both sides of the page. For scanning, special software is required to accommodate duplex documents.

A method of sending messages and data between applications within Windows. DDE is utilized for linking images to databases for automatic indexing.

an application that creates, stores and sends data and/or documents by electronic means. Some document imaging software can allow images to be sent through inter-office electronic mail.

optical media, usually referred to as rewritable.

function that allows for images to be exported or sent to another application or directory. Document images may be exported in specific file formats that are supported by the software package utilized.

the process by which paper documents or digitized representations of paper documents are transmitted electronically over telephone lines, and the paper or digitized image is reproduced or stored at the other end.

a device that digitizes paper or sends electronic data to a remote location. The data transmits electronically, and it is received at the other end via paper or electronic data based on the type of device at the receiving location.

a collection of pages or a document with a common subject. Scanned images are normally stored under one file name.

a copy board on a scanner which lays flat on top of the adjustable optics platen. Pages are placed underneath the flatbed cover so that the optics can read without movement. A flatbed is used to scan documents that cannot be easily scanned with a document feeder.

the ability to retrieve a document or documents based upon any text contained within the document(s). With some imaging software, the selection of documents retrieved may be in order of the number of occurrences of the text string within all documents searched.

a term indicating a billion bytes or 1,000MB of data.

Varying degrees of density within a pixel denoting multiple levels of dark or light. Used for scanning document images to provide better clarity.

a CCITT term used to classify the transmission of documents. For document imaging, Group 3 compression is a standard method employed to reduce the space that a file occupies when stored.

a CCITT term used to classify the transmission of documents. For document imaging, Group 4 compression is a standard method employed to reduce the space that a file occupies when stored.

scanners with this capability can determine a level of dark or light in a pixel within a document and transmit this to the computer. The higher the grayscale, the clearer the document image becomes.

a technology used by scanners defining a gray shade created by an alternating pattern of black and white dots. The density of the dot pattern determines the quality of the printed copy.

a communication link between a host computer and another computer, usually a PC. Document imaging uses a host interface for merging database or text information with document images.

a way of linking data together in an on-screen text document by providing associative links

graphical representation of a program, file or function when it is minimized. With some document imaging software, icons can be created for easy access to imaging functions or categories of similar document types.

graphical representation of a document.

To enable viewing of document images within an application. Usually involves adding a "hot key" command to allow viewing.

usually defines the scanning, storage and processing of graphics or color images/photographs. Sometimes used to describe document imaging, but incorporates a broader realm of scanning beyond business documents.

function that allows for images to be sent and integrated into another computer's application or directory.

a word or group of words that identifies specific information about a document; the index is stored in a database management system for later retrieval.

the method by which keys or references are typed into a computer to uniquely define a scanned image.

Information to be transferred into a computer. Images may be input into a document imaging system by scanning, faxing or importing.

a device that converts data into an electronic form that a computer can process, such as a scanner. Input devices may be a scanner, fax board or modem for importing files.

an advanced form of OCR usually referring to recognizing and learning handprint.

a method of connecting two incompatible devices

a device filled with optical disks that stores data or document images. Through robotics, a jukebox loads a specific disk containing a requested document or documents for retrieval purposes.

A word that has been used as an index value for content stored within Docubase.

process that allows users to search for a document or documents on the basis of defined words within the index of the document(s)

executives, managers and professionals who are normally involved in making managerial decisions for a company. Document imaging addresses the demand of knowledge workers by providing fast information retrieval of required information.

the format of a document image in which the horizontal axis size of a page is greater than its vertical axis size.

a storage device that uses laser technology to read and write data, such as optical storage devices.

illustrations which contain only blacks and whites, with no intermediate tones.

A virtual storage device which is used as the WORM media for the systems repository. The size is configured by the system administrator.

in an imaging system, the storage area where documents are cached before being written out to the optical. Also, indexing data is usually stored on magnetic for fast document retrieval.

the process of manually keying in the data from a paper document into a database management system for indexing purposes.

1 megabyte = 1,024 K or 1,048,576 bytes of data.

a filming technology for storing document images in which images are displayed on rectangular sheets of film. Microfiche readers and printers are required for viewing and printing these images. Microfiche is normally used for files with a relatively small number of documents, each document arranged in a row and column format.

a filming technology for storing large number of document images on a roll of film. Microfilm readers and printers are required for viewing and printing images.

broadly refers to all the filming technology available for storing document images, including microfiche, microfilm, aperture cards and other filming technology.

a software package created by Microsoft which allows users to work on many programs in one area.

a peripheral (usually serial) pointing device or drawing tool which provides functionality to programs such as MS Windows and graphics packages.

a combination of pictures, images, graphics, sound video and animation supported by a particular software package.

the process of defining all the needs of a potential document imaging user to help in building the best solution for those requirements.

the ability of a scanner to remove particles from a document image for clean-up.

the ability to add and electronically attach notes to a document image that can be displayed by all future users that retrieve the document. Emulates the attachment of a sticky note to a paper document.

the process of converting digital images to a format that can read and/or recognize printed text (characters). OCR allows a documents' content to be searched and retrieved based on specific defined criteria.

Media that stores massive amounts of data using laser technology. Standard optical disks store approximately 128MB to 1.3GB of data.

drives that use laser technology to store document images/data onto removable media designed for storing vast amounts of information.

the transfer of electronic data outside of a document imaging system. Output can be a printed hardcopy, an outbound fax, a file export, etc.

device that converts document images to formats utilized outside of the system. Output devices may be printers, fax boards or communications hardware for exporting images.

moving across a graphic image on a computer display to view various sections of the image.

the process of recognizing patterns and converting them to machine-readable format. The process involves conversion by comparing signals to pre-defined rules of identification. Examples of technologies that utilize pattern recognition are OCR, bar coding and voice recognition.

the ability to transfer PC data to and from a fax board through a interface that converts documents and graphics data to a fax format.

a graphics file format based on Z-Soft's PC Paintbrush Plus. The PCX file is a fixed resolution bit map and a common document imaging import and export file format.

any records that are determined by public authorities to have permanent retention.

The smallest addressable element on a computer screen that defines the resolution of the document.

another name for an optical disk

An indexing capability where words are "marked" or highlighted and then automatically OCR'ed into an index data field.

the positioning of an image in which the page is set tall and vertical. Opposite of landscape in which the image is wide and horizontal.

the page description language from Adobe Systems, Inc. PostScript fonts are high quality type styles when printed on a laser printer.

a request for a document or documents through defining specific index information.

the process of "reading" or OCR'ing "marked" data into a corresponding index data field.

the process of reorganizing the business process and work flow within an organization. Usually referred to when implementing workflow software for automatically moving information throughout the organization electronically versus manually.

in document and graphics scanning, the density of dots or pixels on a display, measured in dots per inch. Three hundred samples per inch translates into 300 dots per inch. The lower the resolution, the less defined the image.

Optical storage technology that allows files to be deleted, updated and replaced. Also known as erasable.

Rotates the way an image is displayed by turning it a predetermined number of degrees. Most document imaging software rotates 90 to 180 degrees.

a digitizing device using light sensitivity to translate a picture or typed text into a pattern of dots which can be understood and stored by a computer.

to change the size or density of a document image.

the process of scanning a paper document into a computer and converting it to digital format for display or output to a printer, fax or modem.

a method of automatic indexing in which document imaging software searches for specific words in a database or other application, scraps it off and sends it back to the imaging system.

the search routine you set-up to retrieve a document using index and data search conditions.

after scanning, a condition in which the document is distorted and not properly positioned on the screen.

the original paper document that is converted into a bit-mapped image when scanned.

the maximum amount of data that can reside in a storage device or media. Usually expressed in terms of "bytes", "megabytes" (over a million bytes) or "gigabytes" (over a billion bytes).

a standard query language used to create and retrieve information within a relational database management system.

"boilerplate" screens of indexing information that can be defined by the user or system designer to easily index or retrieve documents.

a term indicating over a trillion bytes of data

files made up of characters that can be manipulated by a computer. Text within scanned images require OCR conversion before the text can be processed or retrieved.

a scanner setting that determines the level of gray at which a pixel is regarded as being black or white.

Aldus Corp.'s Tagged Information File Format (TIFF). A format used to store gray scale images.

any system operation that can be performed without the user monitoring its activity.

To communicate a file or image from one computer system to another.

the ability to add search conditions to a search string when unknown letters or words are present.

the automatic routing of a document from one user or department to another. The locations or specific users that documents need to be routed to can be pre-programmed after the scanning process.

optical storage device or media where documents cannot be deleted, updated or replaced. Used for archival applications where document security needs to be maintained.

an indexing capability where groups of words are "zoned" or highlighted and then automatically OCR'ed into an index data field.

to enlarge or reduce a specific area of a displayed image for easier viewing. Most document imaging software provides the user "zoom in" or "zoom out" capabilities by defining a specific window within the document to be viewed or by defining specific zoom levels that can be predetermined by the user.