| No. | Item | Definition |
|---|---|---|
| 1. | account number | a number for an account |
| 2. | alphabetize | to arrange by letter order |
| 3. | amendment | an official change to document |
| 4. | annotation | an added explanatory note |
| 5. | application | a formal request document |
| 6. | approve | to accept officially |
| 7. | archive | to store for long-term keeping |
| 8. | attachment | a file sent with email |
| 9. | audit | to inspect records formally |
| 10. | authorize | to give official permission |
| 11. | backlog | unfinished accumulated work |
| 12. | backup | a saved extra copy |
| 13. | binder | a cover holding documents |
| 14. | box | a container for records |
| 15. | cabinet | a storage unit for files |
| 16. | calendar | a system of dated entries |
| 17. | case number | a number for a case |
| 18. | catalog | an arranged list of records |
| 19. | certificate | an official written proof |
| 20. | classify | to group by type |
| 21. | contract | a legally binding agreement |
| 22. | copy | a duplicate of a document |
| 23. | correspondence | letters or emails exchanged |
| 24. | cross-reference | link to related record |
| 25. | database | an organized collection of data |
| 26. | deadline | the latest due time |
| 27. | directory | an organized list of contacts |
| 28. | distribute | to give out to others |
| 29. | document | a written or digital record |
| 30. | draft | a preliminary version |
| 31. | drawer | a sliding storage compartment |
| 32. | due date | the required completion date |
| 33. | duplicate | an exact additional copy |
| 34. | electronic written message | |
| 35. | entry | an item in a record |
| 36. | fax | to send document electronically |
| 37. | file | to place in organized storage |
| 38. | folder | a container for related papers |
| 39. | form | a document with blanks |
| 40. | forward | to send onward |
| 41. | identifier | a unique identifying code |
| 42. | inactive | not currently in use |
| 43. | inbox | place for incoming items |
| 44. | index | a list for finding records |
| 45. | initial | to mark with initials |
| 46. | inventory | a detailed list of items |
| 47. | invoice | a bill for goods or services |
| 48. | issue | to provide officially |
| 49. | keyword | important search term |
| 50. | label | a tag with information |
| 51. | ledger | a book of financial records |
| 52. | license | official permission document |
| 53. | locate | to find the position of |
| 54. | log | a chronological record |
| 55. | memo | a short internal message |
| 56. | merge | to combine into one file |
| 57. | metadata | data describing other data |
| 58. | minutes | official notes of a meeting |
| 59. | notarize | to witness officially by notary |
| 60. | notation | a brief written note |
| 61. | obsolete | no longer in use |
| 62. | organize | to arrange in order |
| 63. | original | the first authentic document |
| 64. | outbox | place for outgoing items |
| 65. | pending | awaiting action or decision |
| 66. | permit | an official authorization document |
| 67. | photocopy | to copy with a machine |
| 68. | to produce on paper | |
| 69. | privacy | freedom from unauthorized access |
| 70. | process | to handle through steps |
| 71. | queue | a waiting line of tasks |
| 72. | receipt | proof of payment received |
| 73. | record | to document information officially |
| 74. | reference | information used for identification |
| 75. | register | an official list or log |
| 76. | report | a formal written account |
| 77. | retain | to keep for a period |
| 78. | retrieve | to find and bring back |
| 79. | review | to examine carefully |
| 80. | revision | an updated version |
| 81. | roster | a list of names |
| 82. | scan | to make a digital image |
| 83. | search | to look through records |
| 84. | shred | to destroy confidential papers |
| 85. | sign | to write a signature |
| 86. | signature | a person’s written name |
| 87. | sort | to arrange by category |
| 88. | split | to divide into parts |
| 89. | stamp | to mark officially |
| 90. | statement | a summary of account activity |
| 91. | summary | a brief account of contents |
| 92. | tab | a labeled folder divider |
| 93. | template | a standard document pattern |
| 94. | timestamp | recorded date and time |
| 95. | tracking | monitoring movement or progress |
| 96. | transcript | a written record of speech |
| 97. | update | to make current |
| 98. | validate | to check official correctness |
| 99. | verify | to confirm accuracy |
| 100. | workflow | sequence of work steps |