Surogate DMS glossary
The words this guide uses, with the Romanian terms the DMS keeps on purpose.
| Term | Meaning |
|---|---|
| Approved | The state after Validated: someone with the right approved the document and its content is fixed |
| Archival copy | A copy of a version in a format meant to last, made when the file arrives |
| Archived | The last state of a document: closed and read only; comments are still allowed |
| Arhivele Naționale | The National Archives, which approve the nomenclator, answer a selection and receive the permanent dosare |
| Attachment | A document attached to another one, such as a contract’s annex |
| Capture | A batch of pages on its way to becoming documents: scanned pages, photographs, a PDF, the attachments of a message or a printout |
| Capture channel | A way captures come in: a web upload, a watched folder, a mailbox or a virtual printer |
| Capture flow | The steps the captures of a channel run, with rules that send each part to a folder, a type and a title |
| Capture operator | The built-in role of the staff who work the captures of their units |
| Capture template | A description of one kind of form: where each value is, how it is read and which checks it must pass |
| Case | A long-lived file in Keel that moves through stages and can hold documents of the DMS |
| Check (of a template field) | A rule that a value read from a form must pass, such as being required or having the right control digit |
| Collection | Documents from different folders shared with some people for a limited time |
| Compartment | The unit an entry of the nomenclator belongs to |
| Correspondence thread | The registrations that belong together, such as an incoming registration, its reply and a later letter |
| Correspondent | The person, company or institution a registration comes from or goes to, kept in the directory of correspondents |
| Document type | A list of fields, a default folder and personal-data defaults for documents of one kind |
| Dosar (plural dosare) | A library folder with a nomenclator entry, a year and a closing rule; its documents are kept for the entry’s term |
| Draft | The first state of a document; its content can change |
| Edition | One approved version of the nomenclator: draft, in force or superseded |
| Entry | One line of the nomenclator: an indicativ, a compartment, a short content and a term |
| Favorite | A document you marked with a star |
| Grant | The act of giving a role to a person, a position or a unit, for the whole institution or one unit |
| Handover | The process by which permanent dosare are given to the National Archives |
| Hold | A mark on a dosar that keeps it out of every selection |
| Holder | The person who holds a position |
| Indicativ | The code of an entry of the nomenclator |
| Keel | The product that runs the business processes and cases of your institution; it can hold documents of the DMS |
| Label (of a registration) | A sticker with the QR code of a registration; stuck on a letter, it links the scanned letter to the registration |
| Library folder | A folder of the library that belongs to a unit; made by an administrator |
| Main register | The register of the institution that gives every registration its first number, such as 12/03.11.2026 |
| Metadata | The values a person fills in for the fields of a document’s type |
| Nomenclator | The list, approved by the National Archives, of the dosare an institution keeps and for how long |
| Not conforming at capture | The mark on a document whose data, read from a form, failed a check |
| Numbered copy | A copy of a registered PDF with the registration’s number stamped on its first page, made when you ask and never kept |
| Part (of a capture) | The pages of a capture that become one document |
| Permanent | A term meaning the dosar is kept for good and is handed over to the National Archives |
| Position | A post in a unit, held by at most one person |
| Process | A workflow of steps in Keel that people, agents and systems complete; it can hold documents of the DMS |
| Proces-verbal (plural procese-verbale) | The record of a meeting or an act; the DMS issues one for a selection and for a handover |
| Published | The state after Approved: released for use |
| Reason for access | The text you write to open a document with certain personal data; it goes into the audit log |
| Receipt | The PDF of a registration with its numbers, its units and a QR code |
| Reception | The checks a file goes through when it arrives |
| Recognition text | A text a form always has in the same place, which tells a scan of that form from any other |
| Registrar | The built-in role of the staff who register documents and work the captures of their units |
| Registration | A document that comes in, goes out or stays inside the institution, given a number in the main register and, in a service register, a second number |
| Retention term | How long a dosar’s documents are kept, in years, or permanently |
| Role | A set of permissions |
| Selection | The process by which dosare whose term has ended are proposed, confirmed by the National Archives and deleted |
| Separator sheet | A printed page put between two documents of a scanned stack to cut it |
| Service register | A register kept by one unit, with its own prefix, suffix and numbers, below the main register |
| Start rule | A rule that makes the DMS start a Keel process when a document is filed in a folder or when a dosar’s term ends |
| Unit | A part of the institution in the org chart, such as a department or an office |
| User folder | A plain folder that anyone filing in a library folder can make inside it |
| Validated | The state after Draft: the type and the metadata are complete |
| Version | One saved file of a document |
| Virtual folder | A saved search shown in the sidebar |
| Virtual printer | A printer address that sends what is printed to the DMS as a capture |
| Watched folder | A folder that the DMS watches for a scanner; each file written there becomes a capture |