| No. | Item | Definition |
|---|---|---|
| 1. | access | ability to view or use |
| 2. | accuracy | freedom from error |
| 3. | address | location identifier in a system |
| 4. | archive | store records for long-term keeping |
| 5. | audit trail | logged record of actions |
| 6. | authentication | identity verification process |
| 7. | authorization | official approval for access |
| 8. | backup | copy kept for recovery |
| 9. | barcode | machine-readable coded label |
| 10. | capture | collect and record data |
| 11. | case file | records for one case |
| 12. | certificate | official confirming document |
| 13. | classification | grouping by defined categories |
| 14. | column | vertical set of field values |
| 15. | compliance | meeting rules and standards |
| 16. | contract | binding legal agreement |
| 17. | custodian | keeper of records |
| 18. | data | facts stored for use |
| 19. | database | organized collection of data |
| 20. | dataset | collection of related data |
| 21. | delete | remove data from storage |
| 22. | destruction | formal record disposal |
| 23. | directory | named file storage location |
| 24. | dispose | remove records after retention |
| 25. | document | written or digital record |
| 26. | entry | single item in a record |
| 27. | export | send data out |
| 28. | extension | file type suffix |
| 29. | extract | pull data from a source |
| 30. | field | named data element |
| 31. | file | store or collection of records |
| 32. | filename | name of a stored file |
| 33. | filter | limit shown data by rule |
| 34. | folder | container for grouped files |
| 35. | form | document for collecting information |
| 36. | format | arrangement or structure of data |
| 37. | governance | oversight of data practices |
| 38. | hold | temporary stop on disposal |
| 39. | identifier | unique label for a record |
| 40. | import | bring external data in |
| 41. | index | list for locating records |
| 42. | ingest | bring data into a system |
| 43. | input | enter data into a system |
| 44. | inventory | detailed list of holdings |
| 45. | invoice | bill requesting payment |
| 46. | key | field used for identification |
| 47. | ledger | book of financial records |
| 48. | license | official permission document |
| 49. | lineage | data origin and movement |
| 50. | litigation hold | preserve records for legal case |
| 51. | locator | code showing where stored |
| 52. | log | record of events |
| 53. | merge | combine records or datasets |
| 54. | metadata | data describing other data |
| 55. | migrate | move data between systems |
| 56. | minutes | official meeting record |
| 57. | naming convention | standard way to name items |
| 58. | normalize | standardize data structure |
| 59. | original | first authentic record |
| 60. | owner | person responsible for records |
| 61. | path | route to a file |
| 62. | portable document file format | |
| 63. | permission | allowed level of access |
| 64. | policy | official rule or guideline |
| 65. | primary key | main unique record identifier |
| 66. | privacy | control of personal information |
| 67. | procedure | set way of doing tasks |
| 68. | quality | degree of accuracy and usefulness |
| 69. | query | request for specific data |
| 70. | record | stored information or account |
| 71. | recovery | return lost data |
| 72. | register | official list or record |
| 73. | repository | central storage location |
| 74. | restore | recover from backup |
| 75. | retain | keep records for a period |
| 76. | retention | required keeping period |
| 77. | revision | updated version of a record |
| 78. | row | single record in a table |
| 79. | scan | digital image of a document |
| 80. | schema | data structure design |
| 81. | search | look for records |
| 82. | security | protection against unauthorized use |
| 83. | serial number | unique sequence identifier |
| 84. | spreadsheet | grid-based data file |
| 85. | status | current state of a record |
| 86. | sync | keep data matched |
| 87. | table | rows and columns of data |
| 88. | taxonomy | system for organizing categories |
| 89. | template | preset structure for records |
| 90. | timestamp | recorded date and time |
| 91. | transcript | written record of speech |
| 92. | transfer | move records to another place |
| 93. | update | change stored information |
| 94. | validate | check for correctness |
| 95. | validity | meeting required rules |
| 96. | value | content stored in a field |
| 97. | verify | confirm accuracy or truth |
| 98. | version | specific state of a record |
| 99. | workflow | sequence of work steps |
| 100. | worksheet | single sheet in spreadsheet |