Glossary of Document Management Terms

Access Permissions

Access permissions define who can view, edit, delete, or share a document within a document management system. These permissions are assigned based on user roles, departments, or individual settings. They act as digital gatekeepers that protect sensitive data from unauthorized access or changes.

Audit Trail

An audit trail is a detailed log that records every action taken within a document management system. That includes document creation, access, editing, deletion, sharing, and even login attempts. These logs provide a chronological record of activity, helping organizations track data usage, detect anomalies, and maintain transparency.

Bulk Document Upload

Bulk document upload is a feature in document management systems that allows users to upload multiple files or folders in one action rather than individually. It’s commonly used when onboarding new clients, migrating systems, or digitizing paper records. The tool typically supports various file types, batch tagging, and automated folder organization.

Content de-duplication

Content de-duplication is the process of identifying and removing duplicate files or data entries within a DMS. Rather than storing multiple identical or nearly identical files, the system retains a single instance and replaces the duplicates with pointers or links. This reduces clutter, saves space, and improves accuracy across your digital records.

Capture

A capture workflow is the automated process of gathering, digitizing, and classifying documents as they enter a document management system. This includes everything from scanned paper documents to digital files received via email, web forms, or external uploads. The workflow handles extraction, metadata tagging, routing, and storage—often without human intervention.

Document Lifecycle Management

Document Lifecycle Management (DLM) is the process of managing a document from its creation to its disposal. This system covers all stages of a document’s life. It ensures that documents are created, stored, updated, used, and eventually disposed of according to defined rules.

Version Control

Version control is the practice of managing changes to documents, files, or data over time.It keeps a record of every change made, who made it, when, and why. This helps users track edits, revert to earlier versions if needed, and maintain an organized, collaborative workflow.

E-discovery readiness

E-discovery readiness refers to an organization’s preparedness to identify, collect, preserve, review, and produce electronic documents in response to legal requests or regulatory investigations. It involves a proactive approach to managing electronically stored information (ESI) so it’s easily searchable, secure, and retrievable under strict timeframes.

Federated search

Federated search is a technology that allows users to search multiple data repositories from a single search interface. Rather than looking in each platform separately, federated search sends a query to all connected systems and compiles the results in one place. It’s like having a universal search bar across your entire digital ecosystem.

GDPR document compliance

GDPR document compliance refers to managing, storing, and processing documents in a way that aligns with the General Data Protection Regulation (GDPR). This EU law governs how organizations handle personal data, ensuring individuals’ rights to privacy, transparency, and control over their information. Documents that contain names, email addresses, ID numbers, health data, or any other personal identifiers must be handled with strict security and accountability.

Hybrid Storage (Cloud & On-Prem)

Hybrid storage is a document management setup that combines cloud-based storage with on-premise infrastructure. This dual approach gives organizations the best of both worlds: the scalability and remote access of the cloud, along with the control and security of local servers. Documents can be stored, accessed, and managed across both environments, depending on specific business needs or compliance requirements.

Immutable records

Immutable records are documents or files that, once created and stored, cannot be modified, deleted, or tampered with. These records are “locked” to preserve their original state, ensuring long-term integrity and verifiability. In a DMS, immutability is enforced through system-level protections and access controls that prevent changes to both the content and metadata.

Retention Hold

A retention hold is a safeguard that prevents a document from being altered, deleted, or purged—regardless of its standard retention schedule. When applied, this hold overrides any automated deletion policies, ensuring the content remains intact for the duration of a legal, regulatory, or internal inquiry. Once the hold is lifted, the document re-enters its normal lifecycle.

Searchable PDF conversion

Searchable PDF conversion is the process of turning image-based or scanned PDF files into PDFs with text that can be indexed and searched. This is achieved through Optical Character Recognition (OCR), a technology that detects printed or handwritten characters and makes the text machine-readable. Once converted, users can find content using keywords, search filters, or metadata—just like any text document.

Smart foldering

Smart foldering is a feature that automatically creates and organizes folders based on predefined rules, metadata, or document content. It removes the need for manual folder creation and file sorting by dynamically placing documents into the correct location within your DMS based on factors like document type, department, date, or client name.

Template management

Template management is the process of creating, storing, distributing, and maintaining standardized document templates within a DMS. These templates are used for frequently generated content like contracts, reports, letters, invoices, and internal communications—ensuring every document starts with the right structure, formatting, and content blocks.