To understand how NextPage® works and how to use it effectively, it will help to learn some basic terms.

Classification – A classification is a way to categorize documents. For example, you may have a classification of "HR Documents" that you apply to any documents related to HR. Other classifications may be based on a project you are working on, where the classification for documents is the project name.

Document Thread – This refers to all of the files (including e-mail attachments) that contain some version of a document. For example, if you save the first draft of a proposal letter, edit and save a second draft under a different name, then e-mail that draft to a colleague for further editing, the document thread would include at least these five files:

 

• the first draft of the document on your machine
• the second draft on your machine
• the attachment in your Sent Items folder in your e-mail
• the attachment in your colleague’s Inbox folder in his or her e-mail
• any copies of the document saved on your colleague’s machine

Duplicate - A duplicate is any file that has the exact same content as another file. We often use the term that these files must be "bit-wise identical" in order to be considered duplicates of each other. When considering whether or not two files are duplicates, the names of the files are not taken into consideration. For example, if I had two documents, "marketing model for 2010.doc" and "marketing model for 2010-revised.doc", and their contents were exactly the same, they would be considered duplicates despite the different names.

Version of a Document – This is any one file that is a either a duplicate or a copy of another document. All of the bulleted examples above would be seen as different versions of the same document by NextPage. If a user creates only one file and makes no changes to it, does not e-mail it, or put it on a usb be or in a shared drive location, there would be only one version of that document. If that same user e-mailed that document there would be two new versions: one in sent items and the other in the inbox of the person it was e-mailed to. 

 

Classified Documents – Documents that have been assigned to a specific classification.

Unclassified Documents – Documents that have not been assigned to a classification. You may reclassify these files to available classifications.