Content Management Glossary
Content management can involve many unique terms and concepts. Below is FileCloud’s content management IT glossary that has definitions for the most commonly used terms and acronyms.
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| Content Services Platform – A Content Services Platform (CSP) is a collection of services and microservices that are embodied in an integrated product suite with applications that share common APIs, repositories, and products. CSPs can exploit diverse content types, serve multiple constituencies, and have many use cases throughout an organization. See Gartner Definition -> |
| EFSS – Enterprise file sync sharing (EFSS) is a software tool that allows users to securely sync files, documents, and photos with customers, partners, employees, and other customers on multiple devices. Depending on security and compliance requirements, EFSS allows organizations to choose between cloud or on-premises storage. Many companies adopt EFSS technology to stop employees from accessing consumer-based file sharing apps that IT cannot manage or control.
EFSS services may include workflow features that allow users to edit files, make comments and track document versions. You can use data encryption and containerization to protect your information. IT can even set up granular access policies for certain services to limit who is allowed access to what. |
| DRM – Digital rights management (DRM) is a method to protect copyrights in digital media. This includes technologies that restrict the copying and the use of proprietary software and works copyrighted. DRM technology does not catch pirates. The digital rights management tools and technological protection measures are a collection of technologies that allow you to restrict the use of proprietary hardware or copyrighted works. |
| DLP – Data loss prevention or data leak prevention is what DLP stands for. Data loss prevention software prevents data exfiltration transmissions or data breaches by monitoring and detecting sensitive data at rest, in motion, and in use. Data loss and data leak are closely related terms that are often interchangeable. |
| Anti-Virus – An anti-virus product is a program that detects and removes viruses and other malicious software from your computer. Malicious software, also known as malware, is code that can cause damage to your computer and laptops and their data. |
| Content Services– A set of services and microservices that can be incorporated into a product suite or separately as applications that share common APIs. This allows you to exploit different content types and serve multiple constituencies within an organization. |
| Content Classification – Content Classification organizes unstructured content. It analyzes the entire text of emails and documents and applies rules to automate classification decisions. Every day, you have to make decisions about what content to manage. By organizing and accurately organizing information, Content Classification helps reduce the manual decision-making that employees have to make. It can also be used for determining whether a content item should be classified. Filtering out emails about lunchtimes or documents that don’t have any business value can help you reduce costs and ensure that only the documents that are required to be archived and classified are retained. |
| Workflow – This is a structured and repeatable sequence of activities that allows for the organization of resources to transform materials, provide service, or process information. |
| Ransomware Protection – Ransomware Protection solutions help protect companies from ransomware attacks and recover encrypted data. Ransomware protection software that is best will prevent infected devices from becoming infected and prevent malware from changing files and folders locally or remotely. As cybersecurity threats increase, it is becoming more important to have the best ransomware prevention software. This is because ransomware attacks can be extremely difficult to eradicate. |
| Compliance – Compliance ensures that your records management policies are being followed and that you comply with all retention schedules required by law. Compliance with applicable laws is an item that must be checked when an organization is subject to audit by a government agency. |
| Cloud Storage – Cloud computing is which stores data online through a cloud computing provider that manages and runs data storage as a service. This allows you to access your data anytime, anywhere and gives you global scale, agility, and durability. The service provider has several servers they own and can offer remote access for a recurring charge. |
| Self-Hosted File Sharing – Self-hosting is the act of owning and managing your server to host your data and services instead of relying on third parties. Self-hosting means owning a server. |
| SaaS File Sharing – This is file-sharing using SaaS (software as a service) and is often preferred. It makes it easy to transfer files online and manage them individually or as part of a group. SaaS solutions offer the same capabilities and can be scaled down or up depending on your file transfer requirements. This reduces IT overhead and optimizes the cost of the service. |
| Metadata – Metadata refers to “data that provides information on other data,” but it does not contain the data’s content, such as text or images. There are several types of metadata. Descriptive metadata is information that describes a resource. It’s used to identify and discover. |
| 2FA – 2-factor authentication is a type of multi-factor authentication that requires two methods to verify your identity. 2FA is an additional layer of security that ensures that anyone trying to access an online account is who they claim to be. First, the user will need to enter their username and password. Instead of being granted immediate access, users will need to enter additional information. |
| Enterprise Content Management – An set of defined processes, strategies, and tools that allow businesses to efficiently obtain, organize and store critical information for employees, customers, and business stakeholders. Enterprise Cloud Content Management solutions allow companies to digitize, control, and automate unstructured information such as packing slips, invoices, tax documents, emails, resumes and tax documents, and meeting notes. |
| OCR – This is an electronic or mechanical conversion of images from typed, handwritten, or printed text into machine-coded text. It can be done from a scanned document or a photo of a paper. |
| Federated Search – Federated search is a search method that indexes multiple data sources and then presents these results to users in a single interface. Traditional search methods only index one data source at a given time. |
| Group Management – Administrators and authorized users are able to manage groups of people with different folder and file permissions on a content service platform.
One example of a FileCloud feature that allows group management is FileCloud. Administrators have the ability to allow users to create user groups and share content. Users can choose Manage User Groups from the drop-down menu. Administrators can also edit, delete and assign administrators to user groups. |
| Team Folders – The team folder is a powerful tool to share with your team. Team folders allow you to automatically sync contents in group folders to all group members and choose to share files or folders within a team folder. |
| File streaming – Audio and data are broken down into data packets, just like any other data sent over the Internet. Each packet contains a small portion of the file. An audio or video player on the client device interprets the data packets as audio or audio and takes control of the flow. |
| Modernization of File Servers – A file server is a computer that contains files and is accessible to all users who are connected to a local area network (LAN). A microcomputer may be designated the file server in some LANs. In others, it could be a computer with a large hard drive and specialized software. File Server Modernization is often referred to as moving from on-premises data files servers into the cloud. Modernizing file servers can also be done by adding an enterprise content management system to create a hybrid cloud environment and offer more data access and connectivity. |
| Retention – Content management systems allow you and your staff to create policies that will determine what to do with certain documents or records at a particular time. One example of this has files automatically moved to a different folder, system, directory, or site after six months of inactivity. |
| Archival – Document archival is the act of storing information that you don’t often use in secure storage for long periods. Document archiving companies will manage your documents, helping you reduce the risk of making mistakes and improving data security. |
| Legal Hold – The process an enterprise can use in order to keep all forms of potentially relevant information while litigation is pending. A hold on items stops users from deleting them from content management systems. Administrators can usually manage legal holds and assign them to files and folders. |
| Folder Permissions – Folder permissions allow users to limit access to specific folders according to their user and user types. Administrators can create rules to restrict folder access in order to improve data security. |
| GDPR – The General Data Protection Regulation 2016/679 (EU law) is a regulation in EU law on data protection in the European Union. It also covers the transfer of personal information outside the EU and EEA. |
| HIPAA – The 1996 Health Insurance Portability and Accountability Act (HIPAA) was a federal statute that required the creation of standards to protect patient information. |
| FINRA – The Financial Industry Regulatory Authority (USA) is a private corporation that acts as a self-regulator and regulates member brokerage firms, exchange markets, and other financial institutions. |
| Data residency – This refers to the physical or geographical location of an organization’s data or information. Data residency is similar to data sovereignty. It refers to legal or regulatory requirements that data must be adhered to based on where it is located. |
| NTFS Permissions – The resultant permissions for a file or folder are for a user or group. It’s the combination of explicit permissions and inherited permissions. It is, in other words, the permissions that a user or group has on a file or folder. |