Terms and abbreviations

Defines the requirements for an electronic signature to sign any data (for example documents in common office formats). In this format, signatures, seals and stamps are usually stored in a separate file.

Simple file format for exchanging tabular data. A CSV file consists of lines, in which individual items are separated by a comma (,). The item values may be placed between quotes ("), allowing the item text to contain a comma. If the item text contains quotes, they are doubled.

A document’s filing entry, registered in the mail journal. The form of the reference number and the order of its components (originator abbreviation, four-digit year number and other optional details) can be configured based on the originator’s record-keeping system. The reference number does not change during the document’s lifecycle. An originator has a single central series of reference numbers for every calendar year.

An application extension to FormFlow. The long-term digital archive covers all features needed for a fully-fledged replacement of a paper archive, automates tasks related to storing, searching and viewing documents and guarantees that all the tasks will run correctly and in compliance with legislation. Starting with FormFlow version 10.2.4, the module is renamed to Qualified storage.

A document is any piece of information recorded as text, image, sound or other form, analog or digital, created by the originator or sent to the originator. A document consists of one or more components (e.g. a cover letter and the message itself). A document in FormFlow may be stored separately or as a form attachment.

An application extension to FormFlow that covers all legislative requirements on records management. At the same time, it provides all the tools needed to create smart forms and digitize processes.

Markup language designed for data exchange.

File format for electronic forms.

Stand-alone, free-to-use application for filling out electronic forms.

A tool that provides central management and effective workflow management for form applications and forms, including advanced user and permission management. Administration of this tool is described in this document.

A data file in XSL-FO format, which may contain the form layout design, input data validation and the data record for the input data. Integrity and authenticity are secured using electronic signatures.

Information system of the public administration, which contains information on data mailboxes and their users.

File format for electronic invoices.

A workflow type form (with signing steps) is handed over for approval to several users, one at a time, and only then finished and archived. The individual approval steps and their order can be either specified in advance or adjusted dynamically based on the entered data.

Structured data describing the document.

Specific technical requirements on electronic signatures attached to PDF documents. They include the encryption algorithm type, attributes used in hash calculation, etc.

Official archival version of the PDF file format. It is a narrowing of the PDF definition, so that files saved as PDF/A can be opened without loss of information in all future versions of software tools. Defined in ISO 19005:1-2008 and ISO 19005-2:2011 standards.

Official archival version of the PDF file format. It is a narrowing of the PDF definition, so that files saved as PDF/A can be opened without loss of information in all future versions of software tools. Defined in ISO 19005:1-2008 and ISO 19005-2:2011 standards.

Application extension that provides overall document management in an organization. The extension overviews the circulation and status of all documents and makes sure each document is handed over to the right people in the right order while meeting all deadlines.

A form only intended for data collection, in other words one that does not have any signing steps. When a user fills out and submits the form, the data is saved in the FormFlow database (for anonymous users, approval of an arbiter may be required first).

Physical destruction of records with no possibility of contents reconstruction and identification.

An organization’s system for discarding entities (documents), which specifies how long they are to be stored (retention period) and the shredding operation type.

Retention codes "A", "S" and "V" specify how to proceed with documents after their retention period expiry, which means the entity’s value for the shredding procedure based on its contents:

An ordered collection of documents relating to the same topic and comprising a logical unit.

A record’s filing entry (record identification), if stipulated by another legal regulation or the originator’s internal rule. Examples include a file number based on the administrative procedure code or a court file number (based on the court record system). A file number is particularly the reference number of a collection sheet, initiation or other document specified by the originator and inserted in the record, or other label typically used by the organization or otherwise considered meaningful. For a standardized record, its name performs as its file number.

Specifies sorting within the file plan. The file plan code determines in which file plan class to place a document so that it can be searched, stored and discarded in the future.

A query language for manipulating data in relation databases.

Data file in XSL-FO format used as a template for the individual forms.

A set of extensions to XML-DSig, which is XML syntax for electronic signatures defining specific technical requirements for electronic signatures attached to XML documents (e.g. xml, isdoc, zfo, fo).

Markup language designed for data exchange.

File format for compressed electronic forms.