Technology Glossary
This glossary explains common technology, security, access, and documentation terms in plain language so leaders can make better decisions without needing to speak in technical jargon.
How to Use This Glossary
Use this glossary when reviewing IT services, security settings, Microsoft 365, Google Workspace, device management, account access, backups, or documentation needs.
Use these definitions to better understand technology recommendations, service proposals, and security conversations.
Use this page to understand common technology terms related to users, devices, access, files, and account protection.
Use this glossary when helping staff with onboarding, offboarding, passwords, file access, and technology requests.
Common IT Terms
These definitions are written for business owners, nonprofit leaders, office managers, and staff who need to understand technology decisions without unnecessary complexity.
MFA stands for multi-factor authentication. It adds another step to signing in, such as a code, phone prompt, or authentication app, to help protect accounts from unauthorized access.
Microsoft 365 is a cloud-based set of business tools that can include Outlook, Teams, SharePoint, OneDrive, Word, Excel, and security features for users and devices.
Google Workspace is a cloud-based set of business tools that can include Gmail, Google Drive, Docs, Sheets, Calendar, Meet, and administrative security settings.
SharePoint is a Microsoft tool used to store, organize, and share files across an organization. It is often used for department folders, shared documents, and internal file libraries.
OneDrive is Microsoft's cloud storage tool for individual users. It is commonly used to store work files and sync documents between a computer and the cloud.
Microsoft Intune helps organizations manage devices, apps, and security settings. It can help control company laptops, phones, and tablets.
A device inventory is a list of laptops, desktops, phones, tablets, and other equipment assigned to users. It helps organizations know what they own, who has it, and when it may need replacement.
Access management is the process of deciding who can access systems, files, applications, and accounts. Good access management helps protect information and reduce unnecessary risk.
Offboarding is the process of removing access when an employee, contractor, volunteer, or board member leaves an organization. It usually includes disabling accounts, collecting devices, and reviewing shared access.
Least privilege means users should only have the access they need to do their work. This helps reduce the risk of mistakes, data exposure, and account misuse.
Conditional access is a security setting that controls sign-ins based on conditions such as user, device, location, risk level, or whether MFA is required.
A password manager stores passwords securely and helps users create stronger, unique passwords for different accounts.
Phishing is a fake email, message, or website designed to trick someone into sharing passwords, clicking unsafe links, or sending money or sensitive information.
A backup is a copy of important files or system data that can be restored if something is deleted, damaged, encrypted, or lost.
IT documentation is written information about systems, accounts, devices, software, processes, vendors, and support steps. It helps organizations avoid confusion and recover faster when problems happen.
A technology assessment is a structured review of systems, security, devices, documentation, licensing, and processes to identify gaps and improvement opportunities.
Endpoint security protects devices such as laptops, desktops, and phones from malware, unauthorized access, and risky activity.
Vendor management is the process of tracking outside providers, subscriptions, contracts, support contacts, renewal dates, and responsibilities.
Related Resources
After reviewing the glossary, use these free resources to start checking your own technology environment.
Review common Microsoft 365 security settings, account protections, and access controls.
Review key Google Workspace settings, user access, and account security basics.
Use this when an employee, contractor, volunteer, or board member leaves your organization.
J3 Systems Group can review your systems, explain what matters, and help create practical documentation for your organization.
