| No. | Item | Definition |
|---|---|---|
| 1. | access | ability to view or use |
| 2. | acknowledgment | confirmation of receipt |
| 3. | amendment | formal change to document |
| 4. | appendix | supplementary section at end |
| 5. | approval | formal acceptance for use |
| 6. | approver | person authorizing the document |
| 7. | archive | store for inactive records |
| 8. | attachment | file sent with another |
| 9. | audit trail | record of actions taken |
| 10. | author | person who created it |
| 11. | backlog | accumulated unprocessed work |
| 12. | backup | extra copy for recovery |
| 13. | baseline | fixed approved reference point |
| 14. | cancelled | officially withdrawn or stopped |
| 15. | change | modification to content |
| 16. | circulation | movement among recipients |
| 17. | comment | remark or feedback note |
| 18. | completeness | nothing important missing |
| 19. | confidential | restricted to authorized people |
| 20. | consistency | uniformity throughout documents |
| 21. | controlled | managed under formal rules |
| 22. | current | latest approved for use |
| 23. | custodian | person safeguarding records |
| 24. | deadline | latest allowed completion time |
| 25. | disposal | authorized destruction of records |
| 26. | distribution | sending documents to recipients |
| 27. | document | recorded information in any form |
| 28. | draft | preliminary unfinished version |
| 29. | due date | required completion date |
| 30. | duplicate | exact copy of something |
| 31. | editable | able to be changed |
| 32. | effective | in force from a date |
| 33. | enclosure | included additional document |
| 34. | expiry | end of validity period |
| 35. | filename | name of a digital file |
| 36. | folder | container for stored files |
| 37. | footer | bottom section of a page |
| 38. | freeze | lock against further changes |
| 39. | guideline | recommended direction or advice |
| 40. | handover | transfer of responsibility |
| 41. | hard copy | printed paper version |
| 42. | header | top section of a page |
| 43. | hold | temporary stop on action |
| 44. | identifier | unique distinguishing code |
| 45. | issuance | official act of release |
| 46. | issue | release a document officially |
| 47. | keyword | important search term |
| 48. | legibility | ease of reading text |
| 49. | lock | prevent editing or access |
| 50. | log | chronological record of events |
| 51. | markup | visible editing annotations |
| 52. | master copy | official source version |
| 53. | matrix | grid showing relationships |
| 54. | metadata | data describing a document |
| 55. | naming convention | standard rule for names |
| 56. | notification | message about document activity |
| 57. | obsolete | no longer current or valid |
| 58. | original | first authentic version |
| 59. | originator | person starting the document |
| 60. | owner | person responsible for document |
| 61. | pagination | numbering of pages |
| 62. | permission | authorized level of access |
| 63. | policy | guiding organizational rule |
| 64. | priority | relative importance level |
| 65. | procedure | official way to do something |
| 66. | receipt | act of receiving something |
| 67. | recipient | person receiving the document |
| 68. | redline | marked changes in text |
| 69. | register | official list of documents |
| 70. | retention | required keeping period |
| 71. | retrieve | get document from storage |
| 72. | review | careful examination before approval |
| 73. | reviewer | person examining the document |
| 74. | revision | updated version of a document |
| 75. | routing | directing to recipients or steps |
| 76. | scan | digital image of a document |
| 77. | security | protection against unauthorized use |
| 78. | sign-off | formal final approval |
| 79. | signature | name mark showing approval |
| 80. | soft copy | digital electronic version |
| 81. | stamp | impressed or printed mark |
| 82. | status | current stage or condition |
| 83. | submission | formal sending for review |
| 84. | summary | short main-point overview |
| 85. | superseded | replaced by a newer version |
| 86. | table of contents | list of sections and pages |
| 87. | template | standardized starting document format |
| 88. | timestamp | recorded date and time |
| 89. | title | name of the document |
| 90. | traceability | ability to track history |
| 91. | tracker | tool for monitoring progress |
| 92. | transmittal | formal document sending notice |
| 93. | turnaround | time needed to process |
| 94. | uncontrolled | not managed under control |
| 95. | unlock | remove editing restriction |
| 96. | version | particular form of a document |
| 97. | void | cancel so it is invalid |
| 98. | watermark | faint identifying background mark |
| 99. | withdraw | remove from active use |
| 100. | workflow | sequence of process steps |