Glossary
The application uses a number of fixed terms. This is what they mean.
| Term | Meaning |
|---|---|
| Dataroom | The folder with documents that you share with others, with its own permissions and its own audit trail |
| Index | The table of contents of the dataroom: a folder tree with numbered documents |
| Position | One line in the index; can be a folder, a document or an expected document |
| Expected document | An empty place in the index for a document you still expect |
| Production | A numbered document in a production list for a procedure |
| Version | A new content of the same document; old versions continue to exist |
| Group | A set of participants with the same permissions on the same folders |
| Internal group | A group of the office; also sees folders marked as internal only |
| External group | Client, counterparty, expert or your own external group; never sees internal folders |
| Guest | A participant outside the office |
| Permissions matrix | The overview of permissions per group and per folder |
| View as | A read-only preview of what a group or person sees |
| Watermark | The marking with name, time and characteristic on every viewed page |
| Redaction | Permanently removing confidential information and creating a new version |
| Privileged | A marked document that is never visible to external parties |
| Document request | A request to a client or counterparty to supply documents |
| Template | A reusable questionnaire with sections and items |
| Item | One question or instruction in a request or form |
| Q&A | Questions and answers between your office and the counterparty |
| Finding | A recorded observation on a document, with severity and link |
| Audit trail | The log of events in a dataroom |
| Legal hold | A retention obligation that blocks permanent deletion |
| Retention | The retention period that runs from the end of a matter |
| Crypto-shredding | Destroying by removing the encryption keys; the files become unreadable |
| Destruction certificate | The evidence that something was destroyed and when, with the method and numbers |
| SES / AES / QES | The three levels of electronic signing, from ordinary to qualified |
| Sector profile | The set-up of the office for a profession, with its own names and starting points |
| Starting point | The pre-filled set-up that you choose when creating a dataroom |