Skip to main content

Being a Document Control Officer to Manage Archives: Are You the Office Librarian?

In many workplaces, there's someone who seems to know where everything is. They can pull up the latest policy revision, retrieve an outdated client file, or point you to that mysterious "blue folder" from three years ago that somehow still matters. This person may not wear glasses or whisper "shhh"—but in essence, they are the office librarian. In most cases, this role falls to the Document Control Officer.

But what does being a Document Control Officer really mean? And how close is it to being the keeper of a corporate library?

Let’s unpack it.

What Is a Document Control Officer?

A Document Control Officer (DCO) is responsible for managing how documents are created, reviewed, stored, accessed, and archived within an organization. In many cases, the DCO is the quiet force behind regulatory compliance, internal consistency, and institutional memory.

In short, if your company ever says, “We have a paper trail,” the DCO is why.

Their duties typically include:

  • Maintaining master lists of records and document versions

  • Ensuring staff use the most up-to-date forms and procedures

  • Archiving historical documents according to retention policies

  • Preventing unauthorized access to sensitive files

  • Managing both physical and digital storage systems

  • Supporting audits and internal reviews with accurate documentation

It sounds simple, until you realize you're dealing with hundreds (sometimes thousands) of documents across multiple formats, departments, and timelines. And that's where the comparison to a librarian becomes apt.

The Office Librarian: More Than a Metaphor

In truth, many DCOs are informal archivists. They classify materials, organize collections, and create systems for efficient retrieval. Like librarians, they are curators of knowledge—and protectors of order in the face of organizational chaos.

A few examples:

  • Cataloging and Indexing: You don’t just “file stuff.” You assign naming conventions, reference codes, and metadata for tracking and retrieval.

  • Access Control: Like a librarian who manages restricted or rare collections, you decide who can see what, and under which conditions.

  • Version Management: You know the difference between the draft marked “Final_FINAL2” and the one that’s actually approved. You maintain the official record.

  • Archival Integrity: You preserve documents for legal, historical, or procedural reasons. You’re thinking in years—sometimes decades—not just deadlines.

The difference is, librarians are publicly recognized as professionals. Document control officers often operate in the background—until something goes missing, and suddenly everyone remembers how vital the role really is.

Challenges You’ll Face

Being the office librarian is not all quiet drawers and tidy folders. The job comes with a few unique frustrations:

  • People ignoring naming conventions or using outdated templates

  • Lack of clear document retention policies

  • Hybrid systems (paper + digital) that don’t sync well

  • Random audits with tight deadlines

  • Resistance to new systems or organization rules

Sometimes you feel like a human firewall. Other times you feel like the custodian of a museum no one visits—until there's a crisis.

Still, good documentation makes businesses run smoother, faster, and with fewer errors. It builds trust, accountability, and legal safety nets. And someone has to care enough to keep it all in place. That someone is you.

Tools of the Trade

You don’t need a degree in library science to be great at document control, but you do need structure. A few helpful tools:

  • Document control matrices

  • Controlled access storage

  • Clear filing hierarchies (physical and digital)

  • Document request forms

  • Logs for check-in/check-out and version tracking

  • A habit of double-checking everything

Which brings us to an important, often-overlooked resource...

Preserve Integrity with a Log Book

Physical archives still matter. Not everything should be online. Sensitive contracts, legacy plans, original blueprints—these documents require protection from both accidental deletion and unauthorized digital access.

That’s why maintaining a hard-copy log of archival records is essential. Not just for security, but for audit readiness and peace of mind.

📘 Librarian's Tip for Those in Charge of Archives 

If you're managing physical files or legacy records and want a reliable system for protecting them, check out my workbook:


Archives LogBook: Organizational Record Keeping Tool for Protecting Archives and Maintaining a Hard Copy of Data to Prevent Unauthorized Access

This simple yet effective tool is designed for librarians, document control officers, office managers, and compliance staff who want to track document movement, storage locations, and access history—all in one place.

✔ Ideal for audit prep
✔ Supports ISO and internal control systems
✔ Keeps paper-based systems accountable and secure

Available now on Amazon: https://www.amazon.com/Archives-Log-Book-Organizational-Unauthorized/dp/B0B35H8P6L

Conclusion

Being a Document Control Officer might not sound glamorous, but it's one of the most important behind-the-scenes jobs in any organization. You’re part librarian, part detective, part rule-keeper. You don’t just organize paper—you organize the past, present, and future of your workplace. And in a world flooded with information, that’s no small feat.

Labels:

Popular posts from this blog

A Librarian’s Method for Organizing a Wardrobe: Current, Non-current, or Archive?

I did not set out to fix my wardrobe. I was just tired of negotiating with it every morning. My closet was full, but I wore the same few things. The rest stared back at me like a group project I never agreed to join. I had already tried the usual advice: declutter, be ruthless, imagine an ideal self who attends brunch more often than I do.  None of it stuck. Then I realized the problem was not the clothes. It was the lack of a system.  I am a librarian. When something does not work, I do not add more space. I reclassify. Again, I remind myself that I am a librarian. When something is chaotic, my first thought is NOT “buy more storage.” It is “this needs a system.” My closet did not need more hangers. It needed cataloging. Librarians do not panic about having too many books. They decide where each book belongs:  current , non-current , or archive .  So I tried the same method on my wardrobe. The Library Method, Explained Without the Jargon In libraries: Current ...
Read more

3 Easy Ways to Instantly Improve Your Handwriting

Handwriting doesn’t have to be a lost art, even in today’s digital world. Whether you’re taking notes, writing a letter, or just doodling in your journal, legible handwriting is a skill worth mastering. Let’s start with three quick tips to make your writing more readable: 1. Pay Attention to Spacing Spacing is one of the most overlooked aspects of legibility. It’s tempting to let your letters and words run together, but that’s the quickest way to turn your notes into an indecipherable mess. Make a conscious effort to leave some space between each letter and word. This breathing room allows the reader to clearly distinguish one word from the next. Slow down, and you’ll find your spacing naturally improves. 2. Hold the Pen Correctly You might not think much about how you hold your pen, but it plays a big role in your handwriting. Too tight a grip, and your hand tires quickly, causing shaky lines. Too loose, and you’ll struggle to control the pen. Aim for a relaxed but steady grip that le...
Read more

10 Occult Books That Can Be Classified Under LCC G

If you hear the word “occult,” you might imagine dark rooms, candles, and someone whispering Latin badly. But in library science, the occult often sits quietly under LCC Class G — the section for Geography, Anthropology, and Folklore . Why? Because many occult works deal with myth, symbolism, ritual, cultural belief systems, and human attempts to understand the unseen. In other words, they are less about flying broomsticks and more about how people make meaning. Here are ten notable occult books that can reasonably fall under LCC G , especially within folklore (GR), customs (GT), or cultural anthropology. 1. The Golden Bough – James George Frazer Frazer’s massive comparative study of myth and religion explores magic, ritual sacrifice, fertility rites, and sacred kings. It is not a spell book. It is anthropology with a dramatic flair. Why LCC G? Because it analyzes myth and ritual across cultures. This comfortably sits in folklore and anthropology (GR). 2. The Hero with a Thousand Face...
Read more

5 Books That Make You Better at Getting Things Done

1. The Power of Full Engagement by Jim Loehr and Tony Schwartz This book says energy is more important than time. Weird, right? But it makes sense. The authors say we should work like athletes — focus hard for a bit, then take real breaks to rest and recharge. Instead of running on empty all week, you learn to build routines that give you energy, not drain it. Basically, it’s saying: stop acting like a robot and start acting like a human who takes naps. 2. Getting Things Done by David Allen If your brain feels like a messy desk full of sticky notes, this book is your cleaning guide. David Allen teaches you how to put every task, idea, or reminder somewhere safe — so your mind can finally relax. Once you’ve written everything down, you can actually focus on what’s in front of you instead of wondering what you forgot. It’s for people who want to feel calm, in control, and slightly smug about their tidy to-do lists. 3. The Effective Executive by Peter Drucker Peter Drucker is...
Read more

Why Misclassification Happens in Library Classification Systems

Libraries are designed to create order. Knowledge, however, is not.  Misclassification does not always mean someone made a mistake. Often, it reveals deeper structural tensions in how information is organized. Below are four core reasons it happens. 1. Interdisciplinary Content The book genuinely belongs in more than one class. Modern scholarship does not respect neat boundaries. A single book might combine: Psychology and economics Technology and ethics History and sociology Health and philosophy Library classification systems, including LCC, require one primary location. A physical book cannot sit in three places at once. So the cataloger must decide which subject dominates. That choice reduces complexity. Interdisciplinary books are not rare exceptions anymore. They are increasingly the norm. Classification systems, however, were built in a time when disciplines were more clearly separated. The system expects tidy categories. Authors often deliver intellectual hybrids. 2. Select...
Read more

Weekly Facebook Reel Plan 008: Pretending to be Tourists for a Day

Creating a one-week reel plan around the theme "Pretending to be Tourists for a Day" sounds like a fun and engaging way to connect with your audience. Here's a table that outlines the plan: Day of the Week Concept Execution Monday Local Landmarks Visit local landmarks and take photos as if you're seeing them for the first time. Tuesday Food Tour Sample local cuisine from various eateries and discuss the flavors and textures. Wednesday Public Transport Adventure Ride the local public transport and show the experience, including buying tickets. Thursday Street Performers Find street performers and capture their acts, maybe even join in for a collaborative moment. Friday Souvenir Shopping Visit local souvenir shops and showcase unique items, discussing their cultural significance. Saturday Museum Hopping Go to a local museum and take photos of interesting exhibits, discussing their history. Sunday Scenic Spots Visit a local park or beach and capture the natural beauty, p...
Read more

The Importance of Monitoring Access to Organizational Archives

In any organization, the preservation and management of archives is a task that requires meticulous attention and responsibility, particularly when it comes to monitoring who accesses these valuable records. As a record manager, one of the crucial aspects of the role is ensuring that the access to archives is both controlled and recorded. This blog post explores why it's essential for record managers to keep track of who accesses organizational archives and the benefits this control brings. By the way, I designed an Archives Log Book that can help record keepers monitor who accesses their archives, especially the ones stored on-site in boxes or file cabinets:  https://www.amazon.com/Archives-Log-Book-Organizational-Unauthorized/dp/B0B35H8P6L  Protecting Sensitive Information Organizational archives often contain sensitive information, which could include personal data, confidential business strategies, legal documents, and financial records. Unauthorized access to such informa...
Read more

A Library Can Help Remove Bias and Prejudice in the Community

  Human library as a concept for your makerspace? Here are some information about this kind of library and what can be achieved by organizing something like it. We are not Alone In This Advocacy The Human Library Project is actually a world-wide advocacy made up of various organizations. So, check out what has been done and what the future holds for this project at www.humanlibrary.org . What is a Human Library It is a safe space for interesting characters and those interested in them to learn and interact. Simply put, readers read a person rather than a book. Thus, a reader initiates the question and answer session under the watchful eye of a marshall, who monitors the interaction to ensure the human book’s safety and security. What is the Goal of a Human Library? It transforms a book library into a safe place for healthy discussion about controversial topics with the ultimate goal of unjudging someone. Readers can read more than one book per session, depending on the availabili...
Read more

Understanding Archives in an Organizational Context

Archives are like treasure chests for any organization, holding the key to its history and memory through various documents and records. These are not just any documents but are specifically preserved because they hold value for understanding the organization's operations, history, and culture. In this blog post, we will explore what archives are in an organizational context and why they are essential for maintaining a connection to the past and a guide for the future. What Are Archives? In an organizational setting, archives are collections of records that are preserved because of their historical, legal, or administrative significance. These records can be anything from official correspondence and meeting minutes to photographs, videos, and even emails that document the activities and decisions of the organization.  If you are a records manager and you want a stress-free way to keep tabs on your organization's archives, here is a good log book especially designed for you:  h...
Read more

Many Kinds of Librarian Jobs

  What are the types of librarians? Are there more than one type? It may seem like a one-size-fits-all profession, but many kinds exist. Each kind has responsibilities unique to it. Academic librarians These types of librarians are those who are in charge of college and university libraries. It is rare for academic librarians to work alone because the workload is just too much. Library aides, internet staff, catalogers, book binders, and even abstractors and indexers are often found in tertiary education libraries. Usually, there is a hierarchy in an academic library; there is a head librarian and one or several other librarians. Academic librarians may also enjoy benefit of having student assistants. Public librarians These types of librarians are those who are in charge of public libraries (city, municipal, provincial, and congressional libraries). They’re considered elite in the profession because snagging a job in a public library means enjoying the benefits of working for the ...
Read more