Document Management Glossary

By | 23/03/2018

Glossary of document management and process terms collated over several translation projects for a large French aerospace contractor. This vocabulary is a significant contribution to my experience relevant to translation.

ENFR
accreditationqualification
approvalapprobation
approval or validationvalidation
authorrédacteur
authoringrédaction
business unitentité d’organisation
calibrationétalonnage
category structureplan de classement
certificationagrément
checking, monitoringcontrôle
classification referenceréférence du document
clearancehabilitation
complianceconformité
consultationconsultation
contract addendumavenant
contractordonneur d’ordre
createrédiger
creatorcréateur
displaypermet de visualiser
display, use, accessaccéder à
distribution for applicationdiffusion pour application
document cover pagepage de garde
document propertiesfiche d’identité
economic interest groupgroupement d’intérêt économique
exemptiondérogation
filefiche
flowflux
for applicationpour application
life-cyclelifecycle
main processtrame
managementmaîtrise
naming schemecodification
operating modemode opératoire
read and validateconfirmer la lecture
reading or consultationlecture
reasonmotif
recordsenregistrements
revisionrévision
revision requestdemande de révision
signatoriessignataires
signature cyclecycle de signature
signature cyclecycle de validation
signature work-flowworkflow de signature
stageétape
tick markcoche verte
tree structurearborescence
type certificatecertificat de type
updateévolution
updatemise à jour
updatemodification
update requestdemande d’évolution
update sectionrubrique « a modifier »
validatevalider la lecture
validate or confirmvalider
verifiervérificateur
verifyvérifier
version numberindice
work-flow or life-cycleworkflow
workflow signatories, recipients, people, signatoryacteurs

Document management refers to the practice of organizing, storing, and controlling access to documents and files within an organization. It encompasses various processes and technologies aimed at efficiently handling documents throughout their lifecycle. Here are some key aspects of document management:

  1. Capture and Creation:
    • Document management begins with capturing or creating documents. This can involve scanning physical papers, creating digital files, or generating content directly within software applications.
  2. Storage and Organisation:
    • Documents need a structured storage system. This includes organizing them into folders, categorizing by type or topic, and ensuring easy retrieval.
    • Digital document management systems often use databases, cloud storage, or file servers for efficient storage.
  3. Version Control:
    • Keeping track of document versions is crucial. Document management ensures that users work with the latest version and can access previous versions if needed.
    • Version control prevents confusion and accidental overwriting.
  4. Access Control and Security:
    • Controlling who can access specific documents is essential. Document management systems allow administrators to set permissions based on roles or individuals.
    • Security measures protect sensitive information from unauthorized access.
  5. Search and Retrieval:
    • Efficient search capabilities enable users to find documents quickly. Full-text search, metadata-based search, and indexing contribute to effective retrieval.
  6. Collaboration and Workflow:
    • Document management facilitates collaboration among team members. Users can collaborate on documents simultaneously, track changes, and manage approval workflows.
    • Workflow automation streamlines processes, such as document review and approval.
  7. Archiving and Retention:
    • Managing document retention policies ensures compliance with legal requirements. Some documents need to be archived for historical purposes.
    • Document management systems help enforce retention rules.
  8. Integration with Other Systems:
    • Integration with other software tools (e.g., customer relationship management, enterprise resource planning) enhances efficiency.
    • Seamless data exchange between systems improves overall productivity.

In summary, document management aims to enhance productivity, reduce manual effort, improve security, and ensure efficient document handling within an organization. ????????✨

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