| Transfer | Documented delegation of the right to manage a file, file or set of files. |
| classification | The systematic identification and arrangement of a case file into a selected category of the classification scheme, i.e. the filing plan. |
| Classification scheme | A hierarchical or dictionary-like category structure that allows the classification and classification of case files; |
| Document | Recorded information or object that can be treated as a single entity; |
| EDI | EDI (Electronic Data Interchange) is a term for a set of standards that allow business documents to be exchanged electronically through a closed system. Organisations using such a system between themselves agree in writing in advance to use EDI. |
| Electronic signature | Electronic data logically associated with or inextricably linked to an electronically signed electronic document for identification purposes. It allows the reader of any electronically signed document to verify the identity of the signatory and the integrity of the document. It is created with the sender's so-called private key and its authenticity can be verified with its public key. It is document-dependent, i.e. if any changes are made to the signed file, the electronic signature cannot be reversed. |
| Electronic archiving (certified) | A regulatory procedure for the long-term preservation of authenticated (legally binding) electronic documents (e.g. eInvoices). These rules provide for the archiving of official documents which are subject to a preservation obligation and which were created electronically. A qualified archiving service provider may be engaged to fulfil the preservation obligation, but the person subject to the preservation obligation may also ensure appropriate preservation himself. |
| Electronic archiving | Electronic archiving without authentication. |
| Electronic document | A document received or transmitted electronically using a computer program - recorded in electronic form - and stored on an electronic storage medium. |
| Electronic invoice | Under the VAT Act, invoices can be issued on paper or electronically. In the case of invoices issued electronically, the integrity and authenticity of the invoice and the data it contains must be guaranteed. |
| Mail sent using an electronic mail program. | |
| Contact | The registration of the document, the assignment of a file number to the document after its receipt or creation in the file book and on the document. |
| Index number | A unique identifier assigned by the public sector body to the document to be filed. |
| Documents (Archives Act) | Recorded information, a set of data, produced or received in the course of the operation of an agency or the activities of a person, which is to be treated as a single unit and which may be on paper, microfilm, magnetic, electronic or any other medium; it may contain text, data, graphics, sound, images, moving images or any other form of information or a combination of these; (Note: a document can include one or more documents (e.g. if a document has attachments) and can be recorded on any medium in any format. In addition to the content of the document(s), it should also contain contextual information and (where feasible) structural information (i.e. information describing the constituent parts of the document). An important feature of the document is that it is not changeable.) |
| Tracking files | Information on the work done on the document, the physical location of the paper document. |
| Records management | The activity of preparing, recording, organising, sorting for scrap, providing with aids, professional and safe preservation, making available for use, scrapping or archiving a document. |
| Data Management Policy | A set of rules for the written administration of an Organisation, drawn up in accordance with the Organisation's rules of organisation and operation, to which a filing plan is annexed. |
| File Manager | The person responsible for the management of the file. |
| Equipment rental | Release of the document from the archives without obligation to return it. |
| Receipt of files/transmissions | Physical and electronic movement of mail and documents between staff, departments and organisational units. |
| Archive plan | The list is the basis for the classification and sorting of the documents in terms of their scrapability, which classifies the archival material into items (subject groups, in justified cases types of documents), in a classification system adapted to the tasks and competences of the public body and its organisation, and determines the period of retention for administrative purposes of the documents belonging to the scrapable items, as well as the deadline for the transfer of the documents to the archives. |
| Archive item | The smallest filing unit, with individual retention periods, which may contain the records of several individual cases, according to the scope and organisation of the body or person creating the file. |
| File item number | Code specifying the classification of the document in the subject group and type of document defined in the filing plan, and its classification according to the possibility of scrapping; |
| Provision of a file item number | The classification of the file in the filing plan as a primary classification scheme; |
| Document type | The physical form of a document that is considered a document and that relates to a particular matter. |
| Office document storage (storage unit) | A4 or A3 size, lockable cardboard box, which ensures the long-term preservation of the documents in the storage. |
| Office order | The definition of an order related to the office's document management processes and operational document management tasks, which specifies exactly where and how documents can be stored in the office. |
| Conversion (authentic, electronic) | Making an electronic copy of a paper document (e.g. an invoice) that is capable of producing legal effects. The rules for making copies are set out in the so-called Conversion Regulation. The main rules are: the electronic copy must be identical in appearance or content to the original paper document; the electronic copy must include as metadata the name of the original paper document, its physical size, the exact name of the organisation or person or system that made the copy, the copy policy, the time of making the copy and information on the validity period; once the metadata has been deposited, the electronic copy must be endorsed with an authentication clause ('Identical to the original paper document') and then electronically signed. |
| Central Repository | A repository for the archival material of several departments of an Organisation prior to disposal or archiving. |
| Placing in central archives | The documents of closed cases that are no longer needed for the management of the case are stored and managed in a central repository. |
| Central archives document management | Receiving, storing, organising, registering and fulfilling requests for data from the documents transferred to the central archives, as well as sorting, scrapping and destroying scrapped documents. |
| Add to archives | The transfer to the Archives of complete and closed volumes of documents of permanent value which have expired. |
| Document of permanent value | A document containing data relating to the activities of a given Organisation, which is of economic, social, political, legal, defence, national security, scientific, cultural, technical or other importance for the research, knowledge and understanding of the historical past, or for the continuous performance of public duties and the exercise of citizens' rights, and which is not or only partially accessible from other sources. |
| Secondary | A certified copy of the original document, authenticated in the same way as the first example. |
| Copy | A simple (not authenticated) or authenticated (with an authentication stamp) document, made subsequently from the original document, in the same form and with the same text. |
| Retention period | The retention period of the case files as provided for in the filing plan on the basis of the legal or administrative value. |
| Destruction | The permanent inaccessibility or deletion of an out-of-date document in such a way that the information contained therein cannot be retrieved. |
| Annex | An integral part of a document, an additional part of it, inseparable from it. |
| Metadata | (in the context of document management) Structured or semi-structured information that allows documents to be created, managed and used over time, and within and across the domains in which they are created. |
| Operational document management | Operational document management is the management of documents under administration. This process starts with the transfer of the document to the case handler and ends with the closure of the case and its transfer to the Central Registry. |
| PKI | PKI (Public Key Infrastructure) is a globally accepted system for ensuring the authenticity of electronic documents and transactions. A PKI is a system based on mathematical and logical technology that ensures that anyone can be uniquely identified on an open network (e.g. the Internet). It ensures that the user is who they say they are and verifies the authenticity and integrity of the document. |
| Fixing | Register, classify, record and store metadata in a document management system. |
| Account | Any document that meets the conditions set out in Chapter X of the VAT Act. Any document which undoubtedly refers to the invoice and modifies its content (and complies with the legal requirements) is also considered as an invoice. |
| Certificate | A certificate issued by a Certification Authority that indelibly contains the certificate owner's identifying information (e.g. name) and the owner's public key. It certifies the identity of the owner or the existence of some other fact, including the official (official) nature. |
