DMS Glossary

An electronic file (e-file) is a logical summary of factually related or similar procedures. It includes all documents relevant to the file (e-mails, other electronically created documents and scanned paper documents). The file provides the formal, content-related framework and is described with metadata (file number, file title, duration, etc.). The e-file replaces paper-based file management.

The file plan is a systematic, task-oriented organizational framework for creating and labeling files and processes.

A document is an object available in paper form or created electronically (e.g. email, PDF file, Word document). It forms the smallest logical unit of a process and includes its metadata (e.g. document number, subject, file reference). In the DMS, a document is also a file. Documents are assigned to a document type.

A document management system (DMS) is the software-supported management of digital documents. It is characterized by a number of advantages: Digital processes save time, as dispatch times and printing processes are eliminated. This results in faster processing of procedures as well as greater reliability and transparency of administrative processes and ultimately increases service quality.

Electronic transaction processing (e-transaction processing) refers to the support of business processes (administrative processes) via a corresponding software solution.

Case files usually refer to structured processes. They are similar to case files, but usually differ in a simple formal detail, such as the first letter of the surname of the person making the application. Essentially, case files are characterized by minor differences and are often processed in large quantities. One example of this is the personnel file.

A category is another name for a document type. It is used to classify files, processes and documents, for example.

Metadata is descriptive information about documents and files, such as file number, subject, creation date and retention period. Metadata can be used to search for files, processes and documents in the document management system.

A subject file deals with specific topics or content. A good example of this is a file for revising the file plan. In contrast to a case file, in which documents are mainly organized according to formal criteria, all documents in a subject file are structured according to content criteria.

All documents created or received, regardless of the type of information carrier and the form of recording, are referred to as written documents.

A process is a sequence of activities and the collection of related documents that are connected in terms of time and subject matter. A process is usually part of a file. It sets a formal framework for processing the documents it contains, has events that trigger and end the process as well as intermediate events and specifies the sequence of events. As a rule, a process ends with a result (output).