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The version of the form that is saved containing user content will become a formal record within the organization. Once a document achieves the status of a record, the organization may apply best-practice or legally enforced retention policies which state how the second half of the record life-cycle will progress.
Other electronic signatures confirm the identity of the sender and the integrity of the sent data. Digital rights management and watermarking are used in content syndication and media asset management to manage and secure intellectual property rights and copyrights. Electronic watermarks, embedded in a file, protect use rights for Internet content.
Not all documents are records. A record is a document consciously (consciously means that the creator intentionally keeps it) retained as evidence of an action. Records management systems generally distinguish between records and non-records (convenience copies, rough drafts, duplicates), which do not need formal management.
Document management software is an electronic cabinet that can be used to organize all paper and digital files. [25] The software helps the businesses to combine paper to digital files and store it into a single hub after it is scanned and digital formats get imported. [26]
Enterprise file synchronization and sharing (also known as EFSS and enterprise file sync and share) refers to software services that enable organizations to securely synchronize and share documents, photos, videos and files from multiple devices with employees, and external customers and partners. Organizations often adopt these technologies to ...
The term native files refers to user-created documents, which could be in Microsoft Office or OpenDocument file formats as well as other files stored on computer, but could include video surveillance footage saved on a computer hard drive, computer-aided design files such as blueprints or maps, digital photographs, scanned images, archive files, e-mail, and digital audio files, among other data.
Metadata, data about data, can be used to organize electronic resources, provide digital identification, and support the archiving and preservation of resources. In well-structured, machine-readable electronic records, the content can be repurposed as both data and metadata. In the context of electronic record-keeping systems, the terms ...
Personal information management (PIM) is the study and implementation of the activities that people perform in order to acquire or create, store, organize, maintain, retrieve, and use informational items such as documents (paper-based and digital), web pages, and email messages for everyday use to complete tasks (work-related or not) and ...
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