+44 (0) 1273 386849Don’t Keep It All in Your Head: Creating Library Documentation That Works For Everybody
If your library relies on one person knowing how everything works… what happens when that person isn’t around? In my previous post on retirement, I mentioned library documentation. Where do you start?
Creating clear, accessible documentation isn’t just about preparing for staff changes. It’s about supporting your community now, helping new staff settle in faster, and saving yourself from answering the same questions on repeat.
Whether you’re writing a library handbook, putting together a digital guide, or leaving notes in a shared drive, this post outlines practical steps to help you document your library processes, without getting overwhelmed.
Who is this library manual for?
Library documentation should be:
- Audience-aware – Write it for yourself, admin, cover staff, or volunteers.
- Context-specific – Focus on daily processes, not broad organisational policy.
- Practical – Keep it useful and jargon-free. Write for a wide, non-specialist audience.
Include:
- What staff need to do.
- What they often forget – especially if it is a non-regular or annual task.
- What only you currently know how to do.
Leave out:
❌ Long legal or technical documents.
❌ Irrelevant policies (e.g. HR or safeguarding unless you’re directly responsible).
❌ Anything you can’t realistically keep updated.
Tip: Library documentation should answer practical and real-life questions, not just describe systems. Start with what people ask you most often – what FAQs do you have to hand?
What should your library manual include?
Start with what’s asked most often, then expand to cover what only you know. Here are suggested areas to include:
Quick Reference Information
Make it easy for staff to find what they need without having to track the librarian down. This should be the most accessible information, available on an intranet, wiki, or anywhere people generally store information. Put a QR code with a link to this information so people always have it!
Only you will know what the most common questions are!
- Who can borrow what
- Where to find common subject areas
- Login details (catalogue, databases, library computers, WiFi code)
Librarian & Library Overview
Set the tone and introduce yourself, especially helpful for new staff or visitors.
- Your contact details
- A short welcome or introduction
- Library facts: number of books, available tech, regular events
- A few “fun facts” to make it friendly and engaging
Policies & Procedures
Help others understand how things work and what’s expected.
- Circulation rules for end users, members, staff etc.
- Lost/damaged book process
- Food and drink policy in the library
- Booking makerspace or events
- Access to physical items (e.g. book requests, inter-library loans, local library referrals)
- Vendor and supplier contact details or contract notes
- Visitor access policy – e.g. depending on the type of library, can parents or governors use the space or devices? Is it open to non-members? Is it open to other libraries?
Systems & Access
Make sure people can access your resources without needing a step-by-step every time.
- How to search and use the library catalogue
- Links and logins for online databases
- LMS information: system name/version, basic reporting steps
- Access to digital content (eBooks, journals, subject sites, VLE, or intranet portals)
Relevant External Policies & Legal
Stick to the essentials and include only those directly related to the library and information service.
- Book challenge procedures
- Copyright guidance
- Acceptable use of tech or content
- Privacy and data protection policies (summarise where possible and check for updates regularly)
Tip: Link to full versions where appropriate but highlight key points to save time for busy staff.
Choosing the right format for library documentation
Paper, digital, or both?
There’s no perfect format. What matters is that your documentation is easy to find, update, and use. Often, a hybrid approach works best.
Format
| Pros
| Things to Consider
|
Printed paper handbook
| Immediate, visible, no login needed
| Can go out of date; not searchable
|
Cloud folders (Google Drive, OneDrive)
| Easy to update and organise; accessible from anywhere
| Needs good file names and permissions
|
Wikis/Sites (Google Sites, Notion, SharePoint)
| Visually clear, easy to link pages and search
| Requires setup; some platforms may have a learning curve, might be difficult to update in future
|
| Great for visual learners and digital workflows
| Harder to keep current
|
AI-generated guides (Guidde, ScreenApp)
| Auto-generated how-tos with visuals
| Good for systems tasks, but may require extensions or sign-ins. Can also go out of date.
|
Don’t forget access – use tools your staff are already familiar with. A simple Google Doc everyone can read is better than a polished tool no one checks.
A library manual is a living document
Creating a library manual isn’t a one-off task. To be useful, it needs regular, ongoing attention. Tips for long-term success:
- Keep it flexible – You want to be able to update it as your systems or routines evolve. This has to be easy and part of your workflow, otherwise it will be an issue.
- Assign ownership – If you share roles, make someone responsible for each section. Give them clear instructions as to why this should be done. Make it part of their training/CPD to give them an incentive.
- Review regularly – Quarterly, or at least annually. Make it part of your stock check, summer / December “quiet” time work.
- Test it – Ask someone new to use it – can they follow the steps? What is obvious to you, might not be obvious to anyone else. Remember to take into account different learning styles. This is why I have included other instruction types (screen recordings, images etc).
- Get feedback –What’s missing? What’s unclear? Staff and volunteers can offer valuable insight. Set up some GenAI prompts to remind yourself what you do!
- Back it up – If it’s digital, save a PDF version somewhere safe. If it’s printed, have a cloud backup too.
- Talk to leadership – Especially if you’re new or making changes. They can support or clarify anything potentially controversial.
Final thoughts
Library documentation isn’t just about preparing for someone else to take over. It’s a gift to your colleagues, your future self, and your library and information community.
It helps build transparency, reduces stress, and strengthens the library’s position as a shared, valued space – not an inaccessible, jargon-filled mystery that only one person can run.
Remember, you don’t have to do it all at once. Start with the things people ask you about most often and build it from there.
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