Glossary of Terms - DocSolid - Digital Mailroom and Records Scanning Software

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API: An application programming interface (API) is a way for two or more computer programs to communicate with each other. It is a type of software interface, offering a service to other pieces of software.

Airmail2 Hub: The Hub allows attorneys and other mail recipients to provide structured, ticketed instructions back to the mailroom related to any individual mail item.

Batch Work: Another productivity advantage of Airmail2 is the ability to do work in batches so labor can be organized based on discrete tasks. Efficiencies are achieved this way and workers can be tasked for most roles with minimal training.

Coversheet: A printed coversheet (also: cover sheet) is a method for adding scanning instructions on a separate sheet of paper, included as the first page of a document to be scanned.

Using a coversheet to scan is a widely available method, but the fact that it involves adding an additional sheet of printed paper is a disadvantage because it adds some time and cost considerations.

In comparison to the Postmark brand stamps and labels that work with Airmail2, the key advantage of scanning stacks of different documents together in one stack is not a practical approach when using coversheets.

Printable coversheets are included with Airmail2. A coversheet can be used once and discarded, or there are some repetitive use cases for them, particularly with the Airmail2 Digital Records Room solution.

The term “coversheet” was also the common termonology used in reference to a completely different type of cover sheet that would be used in conjunction with old fax machine devices. A fax cover sheet would include information about a document transmitted via telephone facsimile which would often include the sender’s information, recipient instructions, page count, etc.

DMS: The DMS acronym stands for Document Management System, a term that refers to a class of enterprise software applications used for storing, organizing and sharing digital files. DocSolid is a technology partner with the leading DMS vendors, iManage and NetDocuments.

Dispenser: Plastic refillable containers for dispensing a roll of Postmark stamps or roll of Postmark labels.

DocFolders: Reusable file folders with a closable lid to securely store or hand-off a stack of paper documents while the paper is physically handled in between batch work steps. For example, when there is a hand-off from the mail addressing step to mail scanning step.

DocPockets: Reusable clear plastic sleeves designed for device document feeders to scan envelopes or odd-sized paper such as receipts.

Document Repository: Refers to all types of enterprise applications used for secure storage and sharing of digital files. Examples of document repositories include Microsoft OneDrive, Google Drive and Box.

eCover: eCover is an optional printed cover sheet that may be used instead of stamps or labels. The eCover can be particularly useful for certain Digital Records workflows. The eCover is available for Airmail2 operators to print from the options menu.

Feeder: The intake tray on scanning hardware where a stack of paper is placed to be fed one page at a time into a dedicated scanner or multi-function copier.

HTTPS / HTTP: Hypertext Transfer Protocol Secure (HTTPS) is a protocol that secures communication and data transfer between a user’s web browser and a website. HTTPS is the secure version of HTTP that is a variant of TLS.

The protocol protects users against eavesdroppers and man-in-the-middle (MitM) attacks. It also protects legitimate domains from domain name system (DNS) spoofing attacks.

HTTPS plays a significant role in securing websites that handle or transfer sensitive data, including data handled by online banking services, email providers, online retailers, healthcare providers and more.

How is HTTPS superior to HTTP?
In HTTP, the information shared over a website may be intercepted, or sniffed, by any bad actor snooping on the network. This is especially risky if a user is accessing the website over an unsecured network, such as public Wi-Fi. Since all HTTP communications happen in plaintext, they are highly vulnerable to on-path MitM attacks.

Encryption in HTTPS
HTTPS is based on the TLS encryption protocol, which secures communications between two parties. TLS uses asymmetric public key infrastructure for encryption. This means it uses two different keys:

The private key. This is controlled and maintained by the website owner and resides on the web server. It decrypts information that is encrypted by the public key.

The public key. This is available to users who want to securely interact with the server via their web browser. The information encrypted by the public key can only be decrypted by the private key.

iManage: IManage is a leading document management system (DMS) vendor and DocSolid Technology Partner.

Labels: Labels are self-adhesive, sequentially numbered barcodes that are dispensed on a 500-count roll from the Postmark pop-up dispenser that is uniquely designed for high-volume, structured scanning for Digital Records workflows.

Mailman Server Software: Scan jobs concurrently utilize a highly configurable on-demand image processing software engine called the Mailman. The term “Mailman” is a portmanteau for “mail manager” software. The Mailman software is deployed similar to hardware memory modules so that Mailman engines can be added on demand to increase digital document processing power. Adequate scanning power will be allocated to new systems based on the size and scope of the system. Adding more Mailman engines can be necessary to meet new performance needs from increased usage, expanded scope of the solution, or changes to service level requirements.

NRL: NRL is an acronym for “NetRight Link” that is used by iManage.

NetRight was the name of the company originally founded and incorporated in Illinois in October 1995 under the name NetRight Technologies, Inc., then reincorporated in Delaware in December 1996.

In April 1999, NetRight changed the company name to iManage, Inc.

The term “NetRight Link” is the source of the acronym NRL. NetRight was the company that preceded iManage, before Interwoven, before Autonomy, before Autonomy/HP.

NetDocuments: NetDocuments is a leading document management system (DMS) vendor and DocSolid Technology Partner.

PDF: Portable Document Format (PDF) is ubiquitous as a versatile digital file format that was originally created by Adobe. PDF files are an easy, reliable way to save, read, print and share documents so they appear consistent on screen and printed – regardless of the software, hardware, printers or operating systems being used by anyone who views the document.

In 1991, Adobe co-founder, Dr. John Warnock, launched the paper-to-digital revolution with an idea he called, The Camelot Project. The goal was to enable anyone to capture documents from any application, send electronic versions of these documents anywhere, and view and print them on any machine. By 1992, Camelot developed into PDF.

The PDF format is now an open standard, maintained by the International Organization for Standardization (ISO). PDF documents can contain links and buttons, form fields, audio, video, and business logic.

Postmark: Postmark brand supplies are designed for use with the Airmail2 software.

Postmark Software Platform: The Postmark Software Platform refers to the integrations, tools and applications that work together to achieve various Paper2Digital Solutions for DocSolid customers and partners.

QC – Quality Control: Built-in software controls and workflow ensure all documents are properly captured to enable confident, logged shredding or other paper disposition.

SSL: SSL stands for Secure Sockets Layer and is the predecessor to Transport Layer Security, TLS. These are cryptographic protocols for secure communications across an unsecured network like the Internet.

Special Handling: A standard feature of Airmail2 is Special Handling, allowing Airmail2 Operators to define written, temporary instructions for a mail recipient’s profile and specify a time period for the instructions to be in effect. The result will generate a pop-up message window displaying those special instructions in the Airmail2 screen when that recipient is selected.

Stacks Scanning: One of the unique productivity advantages of Airmail2 is the ability to scan a group of separate documents together in one stack. Dedicated scanners with larger hopper capacity are suited for this, but the same method applies to any size feeder on a scanner or multifunction copier.

The Airmail2 software identifies each document as a separate digital file based on a Stamp or Label (or eCover) identifying the first page.

Stamps: Stamps are self-adhesive, sequentially numbered barcodes for Digital Mail and convenience scanning with Scanback. Stamps work interchangeably with Labels and eCover Cover Sheets.

TLS: TLS is a proposed Internet Engineering Task Force (IETF) standard, first defined in 1999, TLS builds on the now-deprecated SSL (Secure Sockets Layer) specifications (1994, 1995, 1996) developed by Netscape Communications for adding the HTTPS protocol to their Navigator web browser.

Veritag®: Digital documents are tracked for quality control purposes with Veritag, a proprietary software technology developed by DocSolid.