Software used to organise, search for, protect, control and automate documents and processes. In the context of Filedoc, document management software centralises documents, emails, metadata, workflows, permissions, versions, tasks and integrations, enabling information to be managed securely and with full traceability. It goes beyond simple file storage; it includes rules, processes and history.

DMS stands for Document Management System. It is the term used internationally for solutions such as Filedoc, which manage digital documents, scanned documents, emails, metadata, permissions and workflows. It is equivalent to a document management system; it should not be confused with simple cloud storage.

A set of methods, rules and technologies for managing documents throughout their lifecycle. In Filedoc, document management includes capture, registration, classification, search, archiving, permissions, circulation, workflows, versions and retention. This is different from digital archiving, which is only one part of the lifecycle.

The practice of organising, protecting, making available and using information in a controlled and useful manner. Filedoc regards information management as the overarching objective: documents, emails, data, processes and knowledge are centralised and accessible to authorised users. It is broader in scope than document management; it includes data and knowledge, not just documents.

A set of documents, tasks, decisions and responsible parties relating to a business objective. In Filedoc, a process can group documents and move through workflows, allowing the status, entities, associations, activities and history to be tracked. A document is the unit of information; a process is the context and sequence of handling.

A central location where documents are stored, organised, searched and protected. Filedoc functions as a secure document repository, but also includes workflows, metadata, permissions, version history, retention policies and integrations. It differs from a shared folder in that it retains context and management rules. This clarity helps to organise the document lifecycle and reduce the fragmentation of information.

The organised storage of documents in digital format for reference, preservation and control. In Filedoc, the digital archive links documents to metadata, permissions, search functions, retention, integrity and traceability, making the information accessible and auditable. It is part of document management, not the complete system. This clarity helps to organise the document lifecycle and reduce the fragmentation of information.

Replacement of paper documents and processes with digital documents and controlled electronic workflows. At Filedoc, digitisation involves scanning, registration, workflows, electronic signatures, forms, digital archiving, search and traceability. Scanning is simply converting paper into a file; digitisation transforms the entire process. This clarity helps to organise the document lifecycle and reduce the fragmentation of information.

The conversion of physical documents into digital files, usually using a scanner or a multifunction device. In Filedoc, digitisation can feed into document registration, classification, OCR-based searching, document circulation and digital archiving. Not to be confused with dematerialisation, which encompasses the entire digital workflow.

ECM stands for Enterprise Content Management. It is an approach to managing business content such as documents, records, emails, images and unstructured information throughout its lifecycle, with rules governing security, search, retention and governance.

Records management is the management of organisational records that have legal, tax, historical or operational value. It involves the classification, retention, preservation, access, auditing and controlled disposal of business documents and records.

A search that seeks to understand the meaning of the query or content, rather than just the exact words. In the context of Cogniffy, semantic search brings document retrieval closer to the way users ask real-life questions. It is more advanced than keyword search and is related to natural language processing. It is important for making information easier to find, interpret and reuse in processes.

Intelligent Document Processing: technology that uses OCR, AI and rules to classify documents and extract data. In Filedoc, intelligent document processing helps to reduce manual data entry, automate fields, classify documents and initiate workflows using structured information. It is more advanced than OCR on its own. It is important for making information easier to find, interpret and reuse in processes.

The application of artificial intelligence to analyse, classify, summarise, search or extract information from documents. In Filedoc, document-based AI is implemented through features such as IDP, Cogniffy, intelligent classification, natural language search, summaries and validation within workflows. It is not generic AI; it is applied to the document lifecycle and processes.

An artificial intelligence platform integrated with Filedoc for the analysis, classification, search and automation of document-based knowledge. Cogniffy adds capabilities such as natural language search, automatic summarisation, an assistance chatbot, intelligent classification and AI-based workflow steps. It is the AI layer of the Filedoc offering; it should not be described as a standalone DMS.

A subfield of artificial intelligence that enables systems to learn patterns from data. In the context of Cogniffy and IDP, machine learning can support classification, pattern detection, and the extraction and analysis of documents based on real-world examples. Unlike fixed rules, it learns from data and training.

Data associated with a document, such as type, date, supplier, customer, subject, status or reference. In Filedoc, metadata underpins search, classification, workflows, retention, reporting and integrations with systems such as ERP or CRM. Unlike the document’s content, these are contextual fields.

The process of linking documents to metadata, categories, searchable text and search terms. In Filedoc, indexing makes documents searchable by fields, content, entities, processes and filters, and can be supported by OCR and AI. It is not just a matter of naming the file; it is about creating searchable context.

A type of search that seeks to understand the meaning of a query or content, rather than just exact words. In the context of Cogniffy, semantic search brings document retrieval closer to the way users ask real-life questions. It is more advanced than keyword search and is related to natural language processing. It is important for making information easier to find, interpret and reuse in processes.

A search function that allows users to type in everyday questions or phrases to find relevant documents, data or answers. In Cogniffy, this capability helps users search through documents and processes without relying solely on technical filters, whilst still adhering to permissions and governance. Related to semantic search and chatbots, but focused on the query interface.

The automatic assignment of documents to categories or document types based on content, rules or AI. In Filedoc, automatic classification can reduce the manual work involved in recording documents and improve the consistency of document organisation. This is different from indexing; classification determines the type or category. It is important for making information easier to find, interpret and reuse in processes.

The process of identifying and extracting relevant information from documents, such as amounts, dates, suppliers or numbers. In Filedoc, data extraction can populate fields, validate invoices, trigger workflows and integrate information with ERP or other systems. Unlike OCR; OCR reads text, whilst data extraction identifies useful fields.

Structured data is data organised into fields, tables or predictable formats, such as dates, values, invoice numbers, customers or suppliers. It is easier to search, validate, integrate and automate than free-form or unstructured data.

A vector database is a system used to store and search numerical representations of data, such as text or documents. It is relevant to semantic search, generative AI, embeddings, information retrieval and question-and-answer systems.

LLM stands for Large Language Model. It is a type of AI capable of understanding, generating and summarising text, and is useful for research, classification, information extraction and document assistance.

NLP stands for Natural Language Processing. It is the field of artificial intelligence that enables systems to understand, interpret and generate human language, supporting document search, classification, extraction and automation.

An organised sequence of tasks, responsible parties, rules and decisions within a process. In Filedoc, workflows route documents and processes for validation, approval, signature, processing, archiving or other actions defined by the organisation. It is not merely a list of tasks; it includes rules, deadlines and a history. The concept is important for defining responsibilities, deadlines, statuses and evidence of execution.

A tool that enables you to model, execute and monitor processes, including stages, responsible parties, rules and deadlines. In Filedoc, the workflow manager allows you to configure document-based processes without the need for programming, whilst providing monitoring and traceability. The workflow system is the tool; the workflow is the process itself. This concept is important for defining responsibilities, deadlines, statuses and evidence of execution.

A digital process that sends documents for validation, decision-making and recording by designated personnel. In Filedoc, approval workflows can include deadlines, possible responses, comments, attachments, signatures and a searchable history. This is a specific type of workflow; it does not cover all types of processes. The concept is important for defining responsibilities, deadlines, statuses and evidence of execution.

A flexible workflow designed for one-off or not entirely predictable situations. In Filedoc, ad hoc workflows allow documents or processes to be routed when they need to be handled outside a fully structured workflow. This differs from a structured workflow, which has fixed stages. The concept is important for defining responsibilities, deadlines, statuses and evidence of execution.

The use of technology to execute, route or control repetitive tasks and business rules. In Filedoc, process automation combines workflows, tasks, rules, notifications, forms, IDP and integrations to reduce manual work. It is broader in scope than workflow; it may include AI and integrations. The concept is important for defining responsibilities, deadlines, statuses and evidence of execution.

Electronic validation of documents or requests, with designated responsible parties, deadlines, recorded decisions and a searchable history. In Filedoc, digital approvals can take place within workflows for invoices, contracts, internal requests, minutes and other document-based processes. Unlike electronic signatures, approving is not always the same as signing. The concept is important for defining responsibilities, deadlines, statuses and evidence of completion.

A target or service level agreement used to monitor deadlines and process performance. In the context of document workflows, SLAs help to measure response times, delays, bottlenecks and compliance with critical stages. It is not exclusive to support; it applies to internal processes. The concept is important for defining responsibilities, deadlines, statuses and evidence of execution.

BPMN stands for Business Process Model and Notation. It is a notation used to represent business processes through diagrams, facilitating the analysis, documentation and communication of workflows between technical and business teams.

Organisation, classification and archiving of emails as part of the company’s document management system. In Filedoc, emails can be logged directly from Outlook or via the integrated email client, saving messages and attachments along with metadata, search functionality, links and workflows. Unlike email marketing, this treats emails as business documents.

A digital form used to collect structured data and initiate processes or workflows. In Filedoc, electronic forms can be internal or external, enabling the collection of requests, documents and data that feed into workflows without the need for programming. Unlike a free-form document, it structures data at source. It helps transform scattered entries into structured, searchable and actionable data.

A method of signing in digital format used to validate documents or approvals without the need for paper. In Filedoc, the electronic signature can be integrated into workflows for contracts, quotations, minutes, invoices or other documents that require formal validation. Not to be confused with a scanned signature, which is an image of a signature.

European General Data Protection Regulation. In Filedoc, the GDPR is relevant because documents may contain personal data; therefore, access control, traceability, retention, search and rights management are important. It is a legal regulation; technology supports, but does not replace, legal governance. It is relevant for protecting information, demonstrating compliance and maintaining auditable evidence.

Data Protection Officer. In the context of records management, the DPO may need to locate documents containing personal data, monitor access, assist with data subjects’ requests and demonstrate protective measures. This is an organisational role, not a software feature. It is important for protecting information, demonstrating compliance and maintaining an audit trail.

Rules that define who can view, edit, approve, share or delete documents and processes. In Filedoc, access control can be based on users, groups, profiles, job titles, departments, document types and confidentiality levels. Unlike authentication, access control defines what a user is permitted to do. It is important for protecting information, demonstrating compliance and maintaining an audit trail.

The ability to track actions, statuses, responsible parties and the history of a document or process. In Filedoc, traceability is achieved through logs, circulation, versions, responses, approvals, signatures, amendments and searchable statuses. Unlike an audit, traceability is the ability to track, whilst an audit is the analysis. It is important for protecting information, demonstrating compliance and maintaining auditable evidence.

Practices that help manage documents in accordance with standards, internal policies and legal requirements. In Filedoc, document compliance is supported by access control, retention, auditing, traceability, integrity, classification and search functions. It is not an automatic guarantee; it depends on configuration and policies. It is important for protecting information, demonstrating compliance and maintaining auditable evidence.

Rules that define how long each type of document must be retained. In Filedoc, retention periods can guide archiving stages, designate responsible parties, and determine disposal or preservation, with an auditable history. Part of the document lifecycle. It is important for protecting information, demonstrating compliance and maintaining an auditable trail.

Management of a document’s change history for reference, comparison or retrieval. In Filedoc, version control allows you to retain previous versions of attachments and documents, supporting traceability and secure collaboration. It is different from a backup; it is the document’s functional history. It is important for protecting information, demonstrating compliance and maintaining an auditable trail.

NIS2 is the European directive that strengthens cybersecurity requirements for essential and important organisations. In the context of document management, it is relevant to information security, access control, traceability, risk management and business continuity.

DORA is the European regulation on digital operational resilience for the financial sector. It is relevant to technology risk management, security, business continuity, critical suppliers, evidence and the control of digital processes.

A link between a document management solution and an ERP system to share data, statuses and documents. In Filedoc, ERP integrations allow documents to be linked to invoices, suppliers, purchases, customers, orders or accounting transactions. ERP is the system; ERP integration is the link with document management. It ensures continuity between systems, reduces duplication and improves the operational quality of data.

An enterprise resource planning (ERP) system used to manage processes such as finance, procurement, sales, stock and accounting. In Filedoc, the ERP system can provide data and receive reports or documents, thereby avoiding duplicate entries in document-based processes. This differs from CRM, which focuses on customer relations. It ensures continuity between systems, reduces duplication and improves the operational quality of data.

A system for managing customer relationships, sales opportunities, contacts and sales activities. In Filedoc, integration with a CRM system allows contracts, quotations, emails and documents to be linked to customers or sales opportunities. Unlike ERP, it focuses on sales and customer relations. It ensures continuity between systems, reduces duplication and improves the operational quality of data.

An interface that enables communication between systems and applications. In Filedoc, APIs can support integrations with ERP systems, CRM systems, portals, databases, internal applications and external services. Unlike web services, although many APIs are made available via the web. It ensures continuity between systems, reduces duplication and improves the operational quality of data.

An integration mechanism that enables different systems to exchange data or trigger functions via the web. In Filedoc, web services can be used to communicate with external applications and automate processes between systems. It is a form of integration; it can coexist with APIs. It ensures continuity between systems, reduces duplication and improves the operational quality of data.

Consistent updating of document fields with data from other systems. In Filedoc, metadata synchronisation can utilise ERP, CRM or databases to populate fields, avoid duplication and maintain consistent taxonomies. Unlike one-off imports, this involves continuous or recurring alignment. It ensures continuity between systems, reduces duplication and improves the operational quality of the data.

Document management provided via cloud infrastructure, with secure online access. At Filedoc, the cloud enables access from different locations and devices, in accordance with the permissions, architecture and requirements defined in the project. This does not mean a lack of control; a private cloud may be used. It ensures continuity between systems, reduces duplication and improves the operational quality of data.

The ability to manage information from multiple companies or organisations within a single system with centralised organisation and control. In Filedoc, the multi-company feature enables you to work with corporate groups whilst maintaining context, acronyms, permissions and logical separation by organisation where applicable. This differs from multi-instance; multi-company functionality can exist within the same logical repository.

Software as a Service: a model in which software is provided as a service, usually via the cloud. In document management, SaaS can simplify access, updates and scalability, but must be assessed in light of security and integration requirements. Unlike on-premises solutions, it is associated with services and the cloud.

The ability to manage information from multiple companies or organisations within a system with centralised organisation and control. In Filedoc, the multi-company feature enables users to work with corporate groups whilst maintaining context, abbreviations, permissions and logical separation by organisation where applicable. Unlike multi-instance, multi-company can exist within the same logical repository.

Accessing and carrying out document-related tasks from mobile devices or whilst away from the office. In Filedoc, mobility allows you to view documents, respond to pending items, approve processes, record information and initiate workflows on a computer, tablet or smartphone. Unlike simple remote access, it includes the ability to take action on processes.

A suite of features for preparing, documenting, approving and archiving meetings, agendas, minutes and resolutions. In Filedoc, meeting management can include scheduling, agenda items, minutes, voting, resolutions, attachments, workflows and signatures. Unlike video conferencing, it focuses on documentation and decision-making. It facilitates adoption of the system and brings document management closer to users’ day-to-day work.

Quality Management System, used to manage quality documents, revisions and procedures. In Filedoc, the QMS module can support the creation, revision, approval, disposal and distribution of quality documents via workflows. Unlike general document management, it focuses on quality and controlled revision. It facilitates the adoption of the system and brings document management closer to users’ day-to-day work.