{"id":12297,"date":"2024-12-17T13:45:05","date_gmt":"2024-12-17T12:45:05","guid":{"rendered":"https:\/\/www.neoledge.com\/notre-glossaire-neoledge\/"},"modified":"2025-07-30T09:49:43","modified_gmt":"2025-07-30T07:49:43","slug":"notre-glossaire-neoledge","status":"publish","type":"page","link":"https:\/\/www.neoledge.com\/en\/notre-glossaire-neoledge\/","title":{"rendered":"Our glossary"},"content":{"rendered":"

Unlock the meaning of key concepts with our comprehensive glossary.<\/h2>\n

Archivage \u00e9lectronique<\/a>
\nDigitization<\/a>
\nRetention period <\/a><\/p>\n

ECM<\/a>
\nEDM<\/a>
\nElectronic invoice
\n<\/a>IDMS<\/a>
\nWorkflow management<\/a>
\nReliable Audit Trail<\/a>
\nBusiness process<\/a>
\nOptical character recognition<\/a>
\nCRM \/ URM<\/a>
\nWorkflow<\/a>
\nAccessibility<\/a>
\nElectronic signature<\/a>
\nERM<\/a>
\nERL<\/a>
\nCapture<\/a>
\nRegistration<\/a>
\nLAD \/ RAD<\/a>
\nAutomation tool<\/a>
\nIndexing<\/a><\/p>\n

 <\/p>\n

Digital archiving<\/a><\/h3>\n
What is it?<\/strong><\/div>\n
<\/div>\n
Electronic archiving and document classification help businesses structure and manage their documents for fast and efficient access.<\/div>\n
<\/div>\n
Archiving involves storing documents that are no longer actively used but must be retained.<\/div>\n
Classification is the structured organization of documents\u2014placing each one in its proper, predefined location.<\/div>\n
<\/div>\n
It\u2019s important to distinguish classification from storage:<\/div>\n
<\/div>\n
Classification refers to the logical, intellectual organization of documents based on clear criteria.<\/div>\n
<\/div>\n
Storage is the physical or digital placement of documents in containers or systems.<\/div>\n
<\/div>\n
Both archiving and classification are governed by regulations. Not all documents have the same legal retention periods\u2014these depend on the document type and its purpose.<\/div>\n
<\/div>\n
Why does it matter?<\/strong><\/div>\n
<\/div>\n
Effective archiving and classification allow for quick and reliable document retrieval. To be efficient, the classification system must align with the company\u2019s internal logic and processes, and it should be flexible enough to evolve over time.<\/div>\n
<\/div>\n
Properly managed documents lead to significant productivity gains and improved compliance for the organization.<\/div>\n
<\/div>\n
How is it done?<\/strong><\/div>\n
<\/div>\n
The Elise EDM system automates the classification and organization of documents and emails. By leveraging metadata, Elise creates connections between related documents while ensuring full compliance with legal and regulatory standards.<\/div>\n

Digitization<\/a><\/h3>\n
What is it?<\/strong><\/div>\n
<\/div>\n
Digitization, also called dematerialization, is the process of converting paper documents and information into electronic files. It often means scanning paper originals to create an exact digital copy.<\/div>\n
<\/div>\n
Any type of document in a company can be digitized, whether it comes from inside or outside the organization (like payslips, invoices, or internal reports).<\/div>\n
<\/div>\n
But digitization isn\u2019t just about creating digital copies. It also means transforming all paper-based document flows and their processing into digital workflows and automated operations. In short, it\u2019s about automating business processes.<\/div>\n
<\/div>\n
Digitization involves four key steps:<\/div>\n
<\/div>\n
Creating digital documents<\/div>\n
<\/div>\n
Managing them efficiently<\/div>\n
<\/div>\n
Distributing or sharing them<\/div>\n
<\/div>\n
Storing and preserving them securely<\/div>\n
<\/div>\n
Why digitize?<\/strong><\/div>\n
<\/div>\n
Digitization makes managing archived data, documents, and content much easier. It speeds up access to files and makes sharing seamless.<\/div>\n
<\/div>\n
For businesses, the benefits include lower costs and faster processing times. Plus, digitization strengthens data security and protection. It also helps reduce the environmental impact by supporting a \u201cpaperless\u201d approach.<\/div>\n
<\/div>\n
How does it work?<\/strong><\/div>\n
<\/div>\n
DocFactory, a multi-location document platform, brings together all your documents, no matter where they come from, into a single centralized system.<\/div>\n

Retention period<\/a><\/h3>\n
What is it?<\/strong><\/div>\n
<\/div>\n
Every document created or received by an organization must be kept for a defined period of time. These retention periods are set by law and vary depending on the type of document.<\/div>\n
<\/div>\n
Why does it matter?<\/strong><\/div>\n
<\/div>\n
If an organization fails to keep documents for the legally required duration, it can face penalties or fines. Authorities may conduct audits to ensure compliance.<\/div>\n
<\/div>\n
That said, companies are free to store documents longer than required, unless personal data is involved\u2014in which case strict data protection rules apply.<\/div>\n
<\/div>\n
How is it managed?<\/strong><\/div>\n
<\/div>\n
With a solution like Elise ECM, retention periods can be managed automatically using a records schedule. Based on the document type, the system can assign a retention deadline and determine what should happen next\u2014whether the file should be archived, deleted, or closed\u2014all without manual input.<\/div>\n

ECM<\/a><\/h3>\n
What is it?<\/strong><\/div>\n
<\/div>\n
Enterprise Content Management (ECM), encompasses the practices, rules, methods, and tools that help organizations manage all their business-related information electronically.<\/div>\n
<\/div>\n
It also includes tools that support document management and collaborative content creation, such as workflows, version control, and transaction management.<\/div>\n
<\/div>\n
Why is it important?<\/strong><\/div>\n
<\/div>\n
ECM is an essential tool for efficiently managing your content and all its versions. It\u2019s flexible and scalable, designed to maximize the use and value of your information.<\/div>\n
<\/div>\n
ECM impacts every department and business area within an organization, helping to leverage information to improve and streamline business processes.<\/div>\n
<\/div>\n
By managing both structured and unstructured data\u2014from applications, documents, and communications\u2014ECM connects all this information within a powerful software platform. It controls where documents are stored, who can access them, and manages their full lifecycle from creation to destruction.<\/div>\n
<\/div>\n
How does it work?<\/strong><\/div>\n
<\/div>\n
Solutions like Elise ECM handle document flows from multiple channels and integrate easily with internal systems like ERPs, business apps, and other IT infrastructure.<\/div>\n

EDM<\/a><\/h3>\n
What is it?<\/strong><\/div>\n
<\/div>\n
EDM stands for Electronic Document Management. It\u2019s a process that uses specialized software to simplify and automate the capture, organization, filing, and archiving of both incoming and outgoing documents. The entire document lifecycle is tracked, with any changes automatically updated to ensure traceability and reduce the risk of loss. EDM involves four key steps:<\/div>\n