A guide to terms and abbreviations used to describe document management (DMS) features and functions.
Document management is the process by which organisations manage documents from the point of creation, or from the point a document enters a business, to distribution, storage, retention and deletion. Document management encompasses workflows that include documents, the protocols applied to control them, and permissions relating to who is able to interact with the documents. A document management glossary can be helpful to understand the features and functions involved.
Organisations use different systems for managing documents including manual, paper-based processes, email, file shares, Google Docs and electronic document management software. If you want to learn about document control or to invest in document management software, this document management glossary and its links will help to enhance your of understanding document management concepts.
Here’s a glossary of key terms related to document management
A
- Access Control
Security settings that define who can view, edit, or delete documents within a document management system (DMS). - Archiving
The process of storing inactive documents that are no longer in use but are preserved for historical, legal or compliance reasons.
B
- Backup
A copy of data (documents) stored separately to protect against data loss in case of system failure, corruption or disaster. - Batch Processing
Handling multiple documents simultaneously to perform tasks like scanning, indexing or archiving in bulk.
C
- Check-In/Check-Out
A system used to prevent multiple users from editing a document at the same time. Users “check out” a document to edit, and “check in” the updated version. - Cloud Storage
A method of storing documents online via third-party servers, allowing access from any internet-connected device. - Collaboration
Features within a DMS that allow multiple users to work on a document together in real-time or asynchronously. - Compliance
Ensuring that document management processes follow legal, regulatory or industry standards such as GDPR, HIPAA and FERPA. - Content Management
The systematic creation, management, and distribution of digital content, such as documents, multimedia and web content.
D
- Data Encryption
A method of securing digital documents by converting them into unreadable code, accessible only with a decryption key. - DMS (Document Management System)
- Document Capture
The process of scanning and converting physical documents into digital format for storage in a DMS. - Document Lifecycle
The stages a document goes through from creation and use to archiving and eventual disposal. - Document Retention
Policies that define how long documents must be kept and when they can be deleted or archived.
E
- e-Discovery
The legal process of identifying, collecting and producing electronically stored information (ESI) in response to litigation or investigation. - Electronic Document Management System (EDMS)
A software application used to manage, store, track and organise digital documents. - Encryption
The process of converting data into a secure format that cannot be easily accessed by unauthorised users.
F
- File Format
The structure of a file that defines how data is stored (e.g., PDF, DOCX, XLSX, JPEG, MP4, MOV). - File Sharing
The ability to send and share documents with others through a document management system or other digital platforms.
I
- Indexing
The process of categorising or tagging documents with keywords or metadata to facilitate easy search and retrieval. - Information Governance
The set of policies and procedures for managing and controlling information to meet legal, regulatory and business requirements. - ISO 15489
An international standard for records management that outlines best practices for managing documents and records.
M
- Metadata
Information that describes and provides context about a document, such as author, creation date and keywords. - Migration
The process of moving documents from one system to another, such as from paper-based systems to a DMS.
O
- OCR (Optical Character Recognition)
A technology used to convert scanned images of text into machine-readable data, enabling the text to be searched and edited. - Online Collaboration
The process of working with others on documents over the internet in real-time or asynchronously.
P
- Permission Levels
The settings that determine which users or groups can access, edit or delete specific documents. - Policy-Based Management
Automating document management processes by applying predefined rules and policies (e.g., for retention, access, or version control).
R
- Records Management
A specialised area of document management that focuses on the maintenance and storage of records to meet legal, historical or operational requirements. - Redaction
The process of obscuring or removing sensitive information from a document, usually for compliance or legal purposes. - Retention Schedule
A timetable that dictates how long different types of documents should be retained before being archived or deleted.
S
- Search Functionality
A feature of DMS that allows users to find documents by keyword, metadata or content within the document itself. - Security Controls
Measures to protect documents from unauthorised access, tampering or theft. - Structured Data
Data that is organised in a pre-defined format, such as databases, where it is easy to search and retrieve.
T
- Template
A pre-defined document structure used to ensure consistency in format and content for commonly used documents. - Tagging
Assigning descriptive labels (tags) to documents, making them easier to find and categorise. - Taxonomy
A hierarchical classification system used to organise and categorise documents within a DMS.
V
- Version Control
A feature in DMS that tracks and manages changes to a document over time, allowing users to access previous versions if necessary.
W
- Workflow Automation
The use of automated processes within a DMS to route documents through a series of steps or approvals based on predefined business rules. - Watermarking
Adding a translucent mark (such as a logo or text) to a document to indicate ownership, authenticity, or to protect against unauthorised distribution.
We hope this document management glossary of terms gives you a better understanding of the key concepts in document management systems.
Document Logistix document management software, Document Manager, has won Product of the Year for Document Management, Records Management, Business Process Management and Robotic Process Automation.
If you have any questions or would like to see a document management system in operation, please feel free to get in touch.
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