Document Management, Capture & Scanning Acronyms Explained
A
ADF – Automatic Document Feeder
A scanner component that automatically feeds multiple pages for batch scanning.
AI – Artificial Intelligence
Technology that enables systems to learn patterns and improve document classification, extraction, and decision-making.
API – Application Programming Interface
A method that allows document systems to connect with other applications.
ASCII – American Standard Code for Information Interchange
A character-encoding standard used historically in text processing.
B
BPM – Business Process Management
The discipline of analysing and improving workflows involving documents and data.
Batch Scanning
The process of scanning large volumes of documents together.
Bit Depth
The amount of colour or grayscale detail captured during scanning.
C
Capture - The conversion of paper or incoming content into digital information.
CCD – Charge-Coupled Device
A scanner sensor type known for high image fidelity.
CIS – Contact Image Sensor
A compact scanner sensor commonly used in production scanners.
Check-in / Check-out
Controls document editing to avoid version conflicts.
Cloud DMS
A document management system hosted in the cloud.
CMS – Content Management System
Software primarily used for managing web content, distinct from DMS.
D
DC – Document Capture
The intake and digitisation of paper or incoming documents.
DMS – Document Management System
Software used to store, manage, and control documents.
DPI – Dots Per Inch
A measure of scanning resolution.
Digital Mailroom
The centralised capture and routing of inbound physical and electronic mail.
E
ECM – Enterprise Content Management
A broader framework for managing documents, records, and content.
EDMS – Electronic Document Management System
An older but still-used term for DMS platforms.
Encryption
Protects document data from unauthorised access.
F
File Plan
A structured framework used in records management.
Full-Text OCR
OCR applied to the entire document, enabling text search.
FOI / FOIA – Freedom of Information (Act)
Legislation providing public access to records.
G
GDPR – General Data Protection Regulation
European regulation governing personal data handling.
Governance
Policies and controls applied to documents and records.
H
Hybrid DMS
A document system combining cloud and on-premise components.
High-Volume Scanning
Scanning operations handling thousands of pages per day.
I
IAM – Identity and Access Management
Controls user identities and permissions.
ICR – Intelligent Character Recognition
Advanced OCR for handwritten or non-standard text.
IDP – Intelligent Document Processing
Combines OCR, AI, and automation to extract and understand documents.
Indexing
Assigning metadata to documents to enable retrieval.
Image Enhancement
Techniques used to improve scan quality.
ISO 15489
International standard for records management.
J
JPEG / JPG – Joint Photographic Experts Group
A compressed image format.
K
KFM – Knowledge and File Management
A broader term sometimes used to describe content management practices.
L
Legal Hold
Prevents document deletion during litigation or audits.
Lifecycle Management
Managing documents from creation to destruction.
M
Metadata
Data that describes documents, enabling classification and search.
MFP – Multifunction Printer
A device that scans, prints, copies, and faxes.
Microfilm
An analogue archival medium sometimes digitised during scanning projects.
N
Normalisation
Standardising scanned images for consistency.
O
OCR – Optical Character Recognition
Technology that converts images of text into machine-readable text.
OMR – Optical Mark Recognition
Detects checkboxes and filled marks on forms.
On-Prem – On-Premises
Systems hosted within an organisation’s infrastructure.
P
PDF – Portable Document Format
A standard format for sharing documents.
PDF/A- An archival-quality PDF standard.
PII – Personally Identifiable Information
Sensitive data linked to individuals.
PPI – Pixels Per Inch
A measure of screen resolution.
R
RBAC – Role-Based Access Control
Controls access based on user roles.
Records Management
The discipline of governing records for compliance.
Retention Schedule
Defines how long records must be kept.
RMS – Records Management System
Software designed to enforce retention and disposal rules.
RPA – Robotic Process Automation
Automates repetitive digital tasks.
S
Scanning
The process of converting paper to digital images.
Search & Retrieval
Finding documents using metadata or full text.
STP – Straight Through Processing
Processing without human intervention.
Security Classification
Determines how documents are protected.
T
TIFF – Tagged Image File Format
A high-quality image format often used in scanning.
TWAIN
A standard that allows software to control scanners.
U
Unstructured Data
Data that doesn’t fit into predefined fields.
V
Version Control
Manages document revisions over time.
W
Workflow
The routing of documents through business processes.
Z
Zonal OCR
OCR applied to specific areas of a document.