Glossary

• accession number
  The number allocated by an Archival Authority when batches of records are transferred.
• Action
  A task or function that is assigned to a record, specifying the task, who is responsible and the time allocated to perform the task.
• action tracking
  The task of assigning and updating actions attached to records, thereby tracking the work on a record.
• Activities Due
  Activities from the Content Manager Workflow module that are assigned to the user. You can display your Activities due by clicking the link in the Trays bar.
• Additional Fields
  Fields in Content Manager that users created in addition to the Content Manager standard fields to meet their specific needs.
• archive authority
  An office or authority prescribing disposal treatment for records.
• Archive Retention Schedule
  An agreed schedule for the retention and archival of records.
• archived records
  Records that are appropriately classified and arranged in an archive. They may still be used for reference and research.
• barcode
  A machine-readable code consisting of a sequence of vertical lines and spaces.
• barcode scanner
  A device to scan barcodes. For example, in Content Manager, you can use a barcode scanner to update record data to move records from one Location to another.
• caveat
  A privacy control. A user must have the same caveat the record has to be able to view the record.
• census
  A Content Manager function you can use to track records
• CFS connector
  See Connector Framework System
• Classification Plan
  A set of hierarchically arranged subjects or categories, each with a numeric identifier and description to arrange records by when creating them. Also known as a file or record plan.
• compound document
  An electronic document that contains links to other documents. For example, a Word document with a link to an Excel spreadsheet.
• Connector Framework System
  A software development framework that enables developers to write CFS connector software to connect software applications like Content Manager with Autonomy software like the Autonomy Intelligent Data Operating Layer (IDOL) or ControlPoint. Content Manager supplies a CFS connector to use an Enterprise IDOL installation for content indexing of the Content Manager electronic documents.
• consignment number
  The number allocated by an Archival Authority when batches of records are transferred.
• Contact
  A person or organization who has contact with your organisation. In Content Manager, you can attach any Location to a record as contact.
• database
  A collection of data. Content Manager uses its database to find information quickly.
• dataset
  The entire Content Manager data collection; database, indexes, etc.
• disposal schedule
  An agreed timeline for the disposal of specific types of records.
• Documents Checked Out
  A link in the Trays bar that displays the records that are currently checked out by the user.
• Dropzone
  Dropzone is a user interface to quickly check in files from your computer to Content Manager by dragging them. It uses a very small interface to also keep its presence on your screen to a minimum.
• ECM
  Enterprise Content Management. The technology that enables an organization to capture, manage, store and control its enterprise-wide content, like documents, images, e-mail messages, video and more. Content Manager is an ECM system.
• electronic document
  A document that exists on a computer as a file. You can attach electronic documents to Content Manager records.
• Enterprise Studio
  The Content Manager application to administer Content Manager backend structures like Workgroup Servers, event processing and dataset.
• external Locations
  In Content Manager, Locations that are external to the organisation.
• field label
  The title or name of a Content Manager field.
• File Plan
  See Classification Plan
• Hold
  A method of making a record unavailable for modifications.
• Indexing
  Content Manager's process of generating a list of words from record titles, document content, etc. to facilitate searching.
• Inquiry user
  An HP Record Manager user type.
• internal Locations
  In Content Manager, Locations that are part of the organisation.
• ISO
  International Standards Organisation
• jurisdiction
  A jurisdiction in Content Manager represents a legal entity that has the power to compel an organization to retain its records in a particular manner.
• keyboard shortcut
  A combination of keystrokes to perform a function within the application.
• keyboard shortcuts
  A combination of keystrokes to perform a function.
• KwikSelect button
  Display options for a KwikSelect field.
• label
  The title or name of a Content Manager field.
• layout
  In Content Manager, a template for a report that you can use to extract, compile and arrange Content Manager information and data.
• linked document
  An electronic document that contains links to other documents. For example, a Word document with a link to an Excel spreadsheet.
• list pane
  The section of a Content Manager window that displays a list of items, for example, a record search result or a list of Locations.
• Location
  In Content Manager, Locations represent people or places that you can associate with records or each other.
• metadata
  In Content Manager, data about a record or electronic document. For example, title, subject, author, etc. of a record.
• module
  One of the functions within Content Manager, for example Thesaurus, Classifications, Retention Schedules, Workflow etc.
• My To Do Items
  A link in the Trays bar that displays tasks that need to be completed by the current user. To Do items do not necessarily reference records.
• Offline Records
  Records currently checked out of Content Manager to a specific folder on the computer. You can display Offline Records by clicking the link in the Trays bar.
• origin
  Origins in Content Manager are a way of importing records into Content Manager automatically and without user intervention by using your own application created using the Content Manager Software Development Kit (SDK). You can also use origins for recording parameters and providing an audit trail for these imports. An origin is required by the Content Manager SDK to import records and Locations to Content Manager, using the BulkLoader class.
• procedure
  A sequence of actions that can be attached to a Content Manager record.
• record
  An item in Content Manager that represents a piece of information that is a record by the organization's definition. Generally, this is everything that is relevant to the organization's operations, like meeting minutes, certain e-mail, invoices, images, etc.
• record plan
  See Classification Plan
• Record Retention Schedule
  An agreed schedule for the retention and archival of records.
• Record Type
  In Content Manager, Record Types define the information that makes up the record and what it can be used for. When you create a record, is uses a certain Record Type, either chosen by the user or assigned by the system.
• Records Due tray
  The Records Due tray displays records that have an Action that the user is responsible for.
• Records In or Due tray
  A combination of the In and Due trays. Displays the records assigned to the current user or that have an Action the user is responsible for.
• Records In tray
  The In tray displays records where the current user or position is the Assignee Location.
• Records Work tray
  Displays records that the user uses frequently.
• render
  Content Manager render is a module that enables you to create renditions of electronic documents, for example for long-term storage.
• report layout
  In Content Manager, a template for a report that you can use to extract, compile and arrange Content Manager information and data.
• Retention Schedule
  An agreed schedule for the retention and archival of records.
• search form
  A search form is the web page with the collection of fields that appears for a Content Manager Web Client user to carry out a search
• security caveat
  See Caveat.
• security level
  In Content Manager, security levels distinguish records by higher to lower levels. For example, all records that have security level of TOP SECRET are higher in restriction compared to those with a level of UNCLASSIFIED.
• shortcut key
  A combination of keystrokes to perform a function within the application.
• shortcuts bar
  A toolbar that you can add frequently accessed records and other items to.
• space management
  A Content Manager function to manage paper records in a long-term storage facility.
• status bar
  At the bottom of the Content Manager window. The status bar shows messages to help you use Content Manager.
• stop word
  A word that will not be indexed by Content Manager.
• Thesaurus
  In Content Manager, a module and also a controlled list of terms in hierarchical order from broader to narrower meaning. You can use thesaurus terms to title or attach to records to make record retrieval easier.
• TRIM
  Total Records Information Management (TRIM) was a software application developed by HP Software that enabled paper and electronic record management. The name changed to HP Records Manager in 2013. In 2016, the product was re-named to Content Manager.
• US DoD
  United States Department of Defense.
• user labels
  An Content Manager function you can use to create your own set of electronic labels that you can then attach to records and Locations.
• user type
  When a Content Manager Location is also a Content Manager user, they have a user type assigned to them, which comes with a set of permissions.
• view pane
  In Content Manager, the section of a window that displays metadata for the item selected in the list pane.
• Workflow
  Content Manager module that enables users to create Workflows out of Activities and attach records to the Workflow.
• Workflow Due Tray
  Displays Workflows that have an Activity with the user as responsible Location.
• Workgroup Server
  Connects the Content Manager dataset to the client computer.