Documentalist Templates

Documentalist Templates

There is a huge number of templates that someone in the Documentalist role uses in their daily work. In this article, we’ll outline the main templates they use.

Documents & Spreadsheets

These templates are some of the most commonly used templates by a Documentalist. Documents are often built in tools like Word, Google Docs, Notion & others while spreadsheets are often built in Excel, Google Sheets, Airtable & others.

1. Cataloging Template
2. Acquisition Template
3. Interlibrary Loan Template
4. Collection Development Template
5. Reference Request Template
6. Preservation Template
7. Budget Template
8. Staff Schedule Template
9. Meeting Agenda Template
10. Annual Report Template

Reports

Reports are often prepared by a Documentalist to track business performance for themselves or for their management team. They can be created in a variety of tools and can be static or dynamic templates.

1. Monthly Acquisition Report
2. Circulation Statistics Report
3. Collection Development Report
4. Interlibrary Loan Report
5. Reference Services Report
6. Cataloging and Classification Report
7. Serials Management Report
8. Library Program Attendance Report
9. User Satisfaction Survey Report
10. Budget Expenditure Report

SOPs

At the heart of businesses with solid systems and processes are SOPs (standard operating procedures). These should be living documents that outline what a Documentalist does and how they do it.

1. Cataloging and Classification SOP
2. Collection Development SOP
3. Interlibrary Loan SOP
4. Reference Services SOP
5. Preservation and Conservation SOP
6. Acquisitions SOP
7. Digital Resources Management SOP
8. Library Instruction SOP
9. Serials Management SOP
10. Library Outreach and Marketing SOP

Presentations

Documentalist presentations can be delivered either to internal or external stakeholders. Often created in tools like PowerPoint, Google Slides, Canva, Adobe or others, they are important for visually communicating important business information.

1. Monthly Library Statistics Report
2. Library Program Evaluation
3. Collection Development Analysis
4. User Satisfaction Survey Results
5. Digital Resources Usage Report

Legal Docs

There are several key times when a Documentalist needs to create and complete legal documents. By using templates set up as documents, signable PDFs or esignature software templates, they can speed up this process.

1. Copyright Release Form
2. Non-Disclosure Agreement
3. Permission to Publish Form
4. Interlibrary Loan Agreement
5. Digital Access Agreement

Health & Safety Templates

Health & Safety templates for a Documentalist ensure that the correct forms are completed to protect from harm and record any incidents at work.

1. Incident Report Template
2. Risk Assessment Template
3. Fire Safety Inspection Template
4. Emergency Evacuation Plan Template
5. Health and Safety Training Attendance Template

Calendars

Setting up Documentalist calendars ensures that they can visually see what’s coming up and plan events successfully.

1. Monthly Staff Meeting Calendar
2. Library Program and Events Calendar
3. Book Acquisition and Cataloging Calendar
4. Library Outreach and Promotion Calendar
5. Reference and Research Assistance Calendar

Invoice Templates

Several types of Documentalist invoice templates can be used and these are generally set up as Word docs, PDFs or accounting software templates.

1. Monthly Subscription Invoice
2. Interlibrary Loan Invoice
3. Photocopying and Printing Invoice
4. Late Return Fine Invoice
5. Membership Renewal Invoice

Survey Templates

For a Documentalist to get insights related to the work they do, they need to send out Documentalist surveys. These templates can be set up as documents, fillable PDFs or survey software templates.

1. User Satisfaction Survey
2. Collection Evaluation Survey
3. Library Program Feedback Survey
4. Information Needs Assessment Survey
5. Digital Resources Usage Survey

Meeting Agendas

Having premade Documentalist meeting agenda and meeting notes templates can save time and ensure you run efficient meetings. They are usually set up in tools like Word, Google Docs, Notion & others.

1. Monthly Staff Meeting
2. Collection Development Meeting
3. Reference Services Meeting
4. Library Programming Meeting
5. Budget and Finance Meeting

Budget Templates

To manage finances well, a Documentalist would need to have budget templates they can used on a monthly, quarterly and yearly basis.

1. Monthly Operating Budget Template
2. Staffing Budget Template
3. Collection Development Budget Template
4. Facilities Maintenance Budget Template
5. Technology and Equipment Budget Template

Dashboards

Dashboards are a useful way for a Documentalist to monitor business performance and they can be set up as static documents or dynamic online documents/views.

1. Monthly Acquisition Dashboard
2. User Engagement Dashboard
3. Collection Usage Dashboard
4. Digital Resources Dashboard
5. Library Services Dashboard

Proposal Templates

For bidding or requesting work, a Documentalist needs a boilerplate proposal template that they can use over and over again. These templates can be set up as documents, fillable PDFs or proposal software templates.

1. Monthly Acquisition Proposal
2. Digital Resource Subscription Proposal
3. Library Renovation Proposal
4. Staff Training and Development Proposal
5. Community Outreach Program Proposal

Get Your Template Made

We’ve brought together some of the best template builders in the world to help people like you get your templates built. We’ve seen that using a solid set of templates in business will help you streamline your systems and processes. Whether you’d like your Documentalist templates built in Word, Google Docs, Excel, Google Sheets, PDF, Notion, Airtable, Canva, PowerPoint or other software, we’re here to help. Request your template and we’ll get your request in the hands of a 3D Animator Template designer.