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Not all documents are records. A record is a document consciously (consciously means that the creator intentionally keeps it) retained as evidence of an action. Records management systems generally distinguish between records and non-records (convenience copies, rough drafts, duplicates), which do not need formal management.
Unlike a relational database where every record contains the same fields, leaving unused fields empty; there are no empty 'fields' in either document (record) in the above example. This approach allows new information to be added to some records without requiring that every other record in the database share the same structure.
Records management taxonomy is the representation of data, upon which the classification of unstructured content is based, within an organization. It may manifest itself as metadata in structured database fields or in folder structures represented to end users from a user interface within a system.
The following is provided as an overview of and topical guide to databases: Database – organized collection of data, today typically in digital form. The data are typically organized to model relevant aspects of reality (for example, the availability of rooms in hotels), in a way that supports processes requiring this information (for example, finding a hotel with vacancies).
Data validation: Data validation rules can check for document failures, missing signatures, misspelled names, and other issues, recommending real-time correction options before importing data into the DMS. Additional processing in the form of harmonization and data format changes may also be applied as part of data validation. [7] [8] Indexing
Document retrieval is defined as the matching of some stated user query against a set of free-text records. These records could be any type of mainly unstructured text, such as newspaper articles, real estate records or paragraphs in a manual. User queries can range from multi-sentence full descriptions of an information need to a few words.
In the case of document retrieval, queries can be based on full-text or other content-based indexing. Information retrieval is the science [1] of searching for information in a document, searching for documents themselves, and also searching for the metadata that describes data, and for databases of texts, images or sounds.
XML databases are mostly used in applications where the data is conveniently viewed as a collection of documents, with a structure that can vary from the very flexible to the highly rigid: examples include scientific articles, patents, tax filings, and personnel records.