Key Enterprise Content Management Terms

  • Audit Trail: With Content Management, your documents are protected against unauthorized access and any activity is logged in a database commonly referred to as an audit trail. This includes views, changes to the content and edits to the indexing structure.
  • Annotations: Just like the productivity tools you would use with paper documents, Content Management provides the same functionality with the ability to mark up records with sticky notes, highlights, redactions and more. Annotations are a layer to the document and do not impact the integrity of the original file.
  • Indexing: In order to find your documents, you first need to describe them. Indexing is a process of “tagging” your documents with descriptors that will allow you to find them with ease. It can be done manually with data entry or automatically with Optical Character Recognition (OCR) technology.
  • Taxonomy: This refers to the structure you give your documents, or more specifically, how you classify them; similar to how you would in any filing system. With Content Management it’s easy to create a system for managing your records that reflects both best practices and your personal preferences.
  • Revision Control: A key component of Content Management is maintaining the integrity of the original document. If changes are permitted, or if users are collaborating on content development, versioning saves each iteration along the way, allowing users to revert to a previous copy.
  • Workflow: Putting your documents and their related information into motion is a primary benefit of Content Management. It allows you to easily design well defined processes that enforce business rules, set escalation schedules and ensure that authorization procedures are followed.