Glossary
A comprehensive glossary of the Federal Ministry of the Interior, Building and Community can be found in the organisational concept for electronic administrative work.
WueDMS Glossary
In our glossary you will find explanations of terms relating to the WueDMS project. Are you missing something? Please get in touch with WueDMS Support.
A unit consisting of elements and descriptive properties. Elements of a record can be documents and/or files.
Files can also be differentiated according to their file type (e.g. subject file, customer file, personnel file).
Subject files: A subject file is a file that is structured according to factual or content-related criteria and, in contrast to a case file, organises all processes and documents according to a factual characteristic, for example a file on the construction of an airport. The case file is typical for partially structured processes.
Case files: In contrast to case files, case files are uniformly structured files with the same procedure, which often only differ in one formal characteristic, for example the first letter of the applicant's surname. They are typical for structured mass proceedings, e.g. fines, social welfare.
The file number is used to clearly identify a file.
"A file plan regulates the systematic organisation of all of an authority's documents. It serves to organise the documents clearly, comprehensibly and economically. It is therefore an essential component of proper records management. The quality of the file plan essentially determines the efficiency of records management and is therefore a prerequisite for efficient administrative action.
The file plan forms an organisational framework for the entire information management, which is geared towards the official business processes, preserves the context of the individual documents and processes in the file context in contrast to other research systems, enables targeted and fast access to information, enables the creation and registration of files independently of the employee, and supports the process of sorting and archiving." (Landesarchiv NRW 2012 - Version 1.0, p. 1-2)
A status for elements in WueDMS. In this status, the element is considered archived. The user cannot make any changes to the content of the element.
The document represents the smallest logical unit of a process and can consist of one or more individual objects (documents, e.g. PDF or Office files, images).
Document type: Describes the type of document (e.g. invoice, delivery note) and thus defines the available properties (e.g. invoice number, delivery note number).
The term document management system (DMS) refers to an IT process for storing, managing and tracking electronic documents and electronic images of paper-based information captured through the use of a document scanner.
E-government is the use of electronic information technologies to make the services of public authorities easily and quickly accessible to the public and businesses. E-government is used for the exchange of information between public authorities and the public as well as companies, but also between and within public authorities. This can be the exchange of forms, information or files, the submission or processing of an application or simply a look at an authority's website to find out about opening hours or required forms.
A characteristic that compactly describes a general document or file.
General properties: Properties that every document or file has, regardless of the document type or file type.
Extended property: Freely definable, additional property that can be used to describe a general document or file.
The electronic file electronically summarises related or similar procedures. The electronic file contains all documents that provide complete information about a matter in electronic form. This can include, for example, electronically created documents, e-mails and scanned paper documents. The electronic file can reduce media disruptions. The aim is to document a process electronically from its creation to archiving. Information on the subject of electronic files can be found in the organisational concept for electronic administrative work.
Information is transmitted via various media, e.g. telephone, fax, e-mail, on paper or as an electronic file. If the medium is changed during the transmission of information, this is referred to as a media break. This is the case, for example, when an individual downloads a form from the Internet, prints it out, fills it out by hand (or fills it out electronically but then prints it out to sign it), sends it by post to a public authority, the employee on site enters the data contained in the form manually into an electronic system, the decision is generated by machine, then printed out and sent by post to the individual. Media disruptions slow down the flow and processing of information. They are a potential source of error and cause additional costs.
The process is the smallest collection of related documents from the processing of a business transaction. It is a sub-unit of a file and defines the formal, content-related framework of the documents it contains in hierarchical terms.
The ZdA ruling is a final ruling. The documents are to be added to the corresponding file or the corresponding process in the file. The ZdA ruling concludes the process.
The retention period begins with the ZdA order. This describes the period of time during which documents must be kept available for processing recourse. Once the retention period has expired, the documents are segregated. Segregation refers to the offering, evaluation and disposal or destruction of documents that are no longer required by the administration for the ongoing fulfilment of its tasks.
