> For the complete documentation index, see [llms.txt](https://docs.cortex.aic.io/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.cortex.aic.io/reference/controlled-terminology.md).

# Controlled Terminology

**Open this area:** In the CORTEX menu, select **Assurance & governance → Preservation & archive**.

Review catalogue editions and source-backed definitions in a UK profile, then explicitly select a preferred term even when searching a historical alias.

**Who uses this:** Administrator, Analyst, Reviewer.\
**Open in CORTEX:** `/governance/profiles`.\
**In-app guide:** `/help?topic=controlled-terminology`.

**Expected result:** An approved profile pins catalogue choices and controlled definitions; analyses and new exports retain the selected terms and editions.

## Before you start

* Profile proposal/approval requires corpus read/manage authority; another current manager must approve the draft.
* Prepare applicable retained source requirements and current source-body/rights reviews. Do not paste restricted or unlicensed dictionary content.

## What to do

{% stepper %}
{% step %}

## Propose catalogue choices

Create or edit a UK profile and enable **Propose catalogue choices** for independent approval.

Choose the probability and evaluation editions. APP requires England/Wales policing and explicit allowed action/sanitisation conditions.
{% endstep %}

{% step %}

## Record controlled definitions

Add each required term with:

* A stable key
* Edition
* Preferred wording
* Reviewed definition
* Authority
* Source key
* Exact locator

Add historical aliases one per line.

Use only authorised definitions needed for this profile.
{% endstep %}

{% step %}

## Supply provenance and approve

Include applicable requirements from the catalogue sources and each term's source.

Record change impact, coverage and overlap decisions, then save the proposal.

Another manager reviews and approves the exact draft. Absent source evidence or outstanding inputs block approval.
{% endstep %}

{% step %}

## Adopt for new work

Select the approved profile in a new analytical workspace and give an impact-review reason.

A changed profile never updates existing work automatically.
{% endstep %}

{% step %}

## Search and select deliberately

In the analytical editor's **Controlled terminology** section, search a preferred term or historical alias.

Compare all matching meanings, authorities and editions; multiple matches are shown as ambiguous.

Choose **Use** for the intended definition. Saving pins that definition, and Product exports retain it.
{% endstep %}
{% endstepper %}

## Check the result

* Does each definition identify its source and edition?
* Has another manager approved the exact profile?
* Did I inspect all ambiguous alias matches?
* Is the saved record's preferred term still visible?

## If you get stuck

<details>

<summary>Why is the terminology list empty?</summary>

The adopted profile has no approved definitions, or the work is Legacy/unassigned. Request a reviewed profile; no organisational vocabulary is invented or seeded.

</details>

<details>

<summary>Why are several terms returned for one alias?</summary>

Aliases can refer to different meanings or editions. The application lists candidates in authority order but never silently chooses or rewrites the saved term.

</details>

<details>

<summary>Will editing a profile change old reports?</summary>

No. Existing adoptions, analytical revisions and released bytes stay fixed. Newly saved products use the pinned definitions from their selected analysis revision.

</details>

## Responsibility and limits

* A terminology lookup is not a licence to ingest a dictionary or a policy waiver.
* Do not rewrite old records just because a term or alias changed; assess the change and save a deliberate new revision.

## Reference and scope

JDP 0-01.1, UK Terminology Supplement to NATOTerm, 2025 Edition A, preface rules of terminology.

Consult the general dictionary, NATOTerm and then the UK supplement; record specialist context explicitly.

## Related workflows

* [Preserve an exact revision and manage holds](broken://pages/0185ca5a2331760fb4c59665b8dde7f4d80e0fc6)
* [Develop and independently review an assessment](file:///7397340/analyse/analysis.md)
* [Choose a probability edition and retain uncertainty](file:///7397340/analyse/probability-editions.md)
* [Record JDP or policing evaluation and sharing conditions](file:///7397340/collection/policing-evaluation.md)