Records terminology
Below we explain some of the key terms to do with records, as used in connection with DOXiS Records Management:
Record
A record is a stand-alone storage object that is managed independently of documents. A record contains links to other records and documents. Records can be given attributes (index values) and the same fundamental operations can be used on records that are used on documents (create new record, create attributes, modify, delete, search, create links, etc.).
Record model
Every record is based on a record model. The record model describes the internal structure of different types of record (e.g. HR record, customer record, property record) and serves as a template for creating new records. Records that have been generated on the basis of a predefined record model are described as ‘instances’ of the record model in question. The record model defines the underlying structure of a record and how objects can be stored in it. Record models are usually displayed hierarchically in a tree structure.
Register
A register within a record is also called a folder. Like records, registers can be given attributes (e.g. contact details, address details, etc.). In a typical three-level hierarchy (record -> register -> document), a register holds links to documents or other objects, e.g. URLs. A register can also hold sub-registers (= sub-folders). This makes it possible to define customised register structures with any number of hierarchy levels within records.
Documents and other storage objects
Documents are the actual carriers of the information stored in records. In the wider sense, the term ‘document’ includes among other things: scanned-in documents (e.g. inbound mail), emails, Office documents and Web documents. Then there are objects like URLs, notes, workflows, reports and many more. It is also possible to integrate a customer’s own business objects using customisation options. The level of complexity of record models can vary considerably. Examples are e.g. court records or records of comprehensive tender and proposal projects.
The simplest example of a record model is a reference file that is nothing more than a folder that can contain any number of documents – with no further specifications in terms of size or structure.
File plan
A file plan consists of general filing regulations that apply to all records within an organisation. In those cases where record models are not sufficient and it makes more sense to organise and process records in accordance with a file plan, DOXiS Records Management offers the necessary support. It is also possible to use more than one file plan. A file plan is not mandatory for implementing electronic records, i.e. there are scenarios in which a range of different record models are used, but without a file plan.