For example, libraries contain published works (books, magazines, newspapers, electronic databases, etc.) created for education, information, and entertainment, while archives contain mostly unpublished materials created by individuals, organizations, and governments in the course of a typical day. -The latter are often collected at the end of a day’s activities and only later preserved because they tell us something important about the past. The library’s collection is not unique, as most of the works it receives are made in multiple copies and sold to other libraries across the country. However, archival collections are unique. You will not find archival records in one repository duplicated elsewhere. There is an old cliché that says: “libraries are for readers, and archives are for writers”. Libraries are used by different people, but those who plan to create knowledge for others use archives. Although there are exceptions to this cliché, we hope you get the point.

Due to their unique holdings, archival institutions often have well-developed preservation, conservation, and security plans designed to protect and preserve their collections. After all, if an archival document is destroyed or stolen, it cannot be replaced. A factor that limits libraries in replacing missing documents is money – does the library have the funds to purchase replacements? As a result, most libraries allow their materials to circulate outside the library and then replace lost and stolen items if necessary. Archival materials are almost never removed from the archive because they cannot be replaced.

Libraries and archives also process materials differently. In general, libraries catalog resources at the item level. You can search the library’s online catalog by subject, author, title, keyword, etc. and find individual items that focus on your topic. Archival collections are maintained and processed at the collection level, and many collections contain literally thousands of items (some much larger). Instead of cataloging individual items in archival collections, archivists create finding aids for the collections as a whole. These finding aids, rather than library catalog records, are access tools for researchers. You can read more about how finding aids work below, but archives are also staffed by archivists who assist researchers as part of their job. Feel free to ask them for help!

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Many archival collections are not processed as much as they used to be, so you may come across letters with the wrong chronological order in a folder or perhaps even a slightly inaccurate folder name for what’s inside it. You can “process” the collection yourself with your digital files. Ruth Rappaport’s diary, which she wrote in Israel in 1948-1949, was written on sheets of paper. They were completely out of order in several folders and were mistakenly labeled as correspondence.

Organizing your files by collection and archive is great for making sure your citations are accurate, but it can be impossible to remember exactly what is in what when you are dealing with a huge amount of material. You can create a spreadsheet to keep track of your files or an important group of documents. Ruth Rappaport’s collections included hundreds of letters to and from her over the decades, many of which contained great quotes.

There is a lot of software that can help you organize and label files. Zotero, an open-source tool, is popular among academics and is great for saving and tracking citations of academic publications, but it is not well suited for archival materials. One advantage is that you can log in from any device and collaborate with other authors. Tropy, developed by the same group behind Zotero, focuses more on images and documents and has a great system for organizing and tagging them, but you need to download it to your computer and use it only there. You can also export your digital documents and photos to online exhibition software (remember, you can’t do this unless you have permission from the archive). Scrivener, a popular writing software, also allows you to upload documents, but it is not free. Keep in mind that setting up any of these systems requires a lot of work. And using your own file folders, spreadsheets, and text documents may be perfectly fine. It’s worth investing in optical character recognition (OCR) using Adobe Acrobat or other tools. It can scan your digitized printed documents and convert the characters into searchable text. However, older printed documents that may be faded or have uneven printing can come out quite distorted.

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Another significant point is that new machines and technological tools present greater, even unprecedented, opportunities for archivists to support one of the core elements of their professional mission, namely the use of used archival files. humanity has been able to develop many powerful digital imaging and communication tools that have rapidly transformed the world we have lived in into a futuristic environment that most science fiction scenarios are now a reality. Another significant point is that new machines and technological tools present greater, even unprecedented, opportunities for archivists to support one of the core elements of their professional mission, namely the use of used archival files. humanity has been able to develop many powerful digital imaging and communication tools that have rapidly transformed the world we have lived in into a futuristic environment that most science fiction scenarios are now a reality. Another significant point is that new machines and technological tools present greater, even unprecedented, opportunities for archivists to maintain one of the core elements of their professional mission, namely the use of used archival files.

Despite technological developments in all other scientific disciplines, archival studies remains part of the scientific world based on old-fashioned principles and faithful to classical values. Thanks to my visit to the university, I had the opportunity to discover that in the process of studying, creating, and accessing archives, only a few things have already evolved and changed over the past centuries. Technology and the digital birth of documents is often a term unknown to archivists, who have as their archetype the work of great researchers who dedicated their scholarship to formulating the theoretical technological evolution of archival studies in an era when technological means were few and access was financially unaffordable.

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How can museums find a balance between preserving and protecting cultural documentation? And how can the general public gain greater access to the rich collections held in archives and museums? Traditional communities and cultural institutions have begun to seek intellectual property (IP) information and advice on these issues. Greater clarity on how to identify relevant IP issues and options can benefit all stakeholders. This article outlines several key issues and describes WIPO’s activities to address them.

The ethnographic collections of museums and other institutions often contain invaluable, even unique, records of ancient traditions, lost languages and community histories that are vital to indigenous peoples’ sense of identity. The treatment of sensitive and sacred materials in such collections can be a source of particular concern. Indigenous peoples also cite numerous instances where commercial users have utilized cultural heritage collections without seeking the consent of the community concerned, let alone acknowledging the source or distribution of commercial benefits. Some popular world music albums, such as Return to Innocence, have included samples of traditional music that were originally recorded and made public for heritage preservation purposes.

According to expert Henrietta Formille (Center for Indigenous History and Art, University of Western Australia), the essence of the problem from the perspective of indigenous people is that “the information collected about us simply does not belong to us.”

This raises questions about the role of intellectual property law, policy and practice in activities aimed at preserving cultural heritage. Such questions arise for museums, libraries, archives, and galleries in relation to their collections of original works, as well as derivative databases, catalogs, journal books and postcards, etc. Intellectual property issues become more relevant when they create digital libraries of their collections.

Traditional cultural materials

The “public domain” nature of traditional cultural expressions (folklore), which has been the subject of criticism, especially by indigenous peoples, raises interesting and complex issues. For example, while intellectual property law may consider a traditional song to be in the public domain, a recording of that song creates intellectual property rights in the recording. Who owns these new rights, and how can they be managed in a way that takes into account the interests of the community that has been entrusted with the custody of the song under customary laws?

Additional questions to consider include:

What intellectual property rights do researchers and cultural institutions have? And how can these rights best be managed in the interests of cultural preservation, promoting cultural diversity, fostering creativity and cultural exchange, and facilitating public access to and enjoyment of diverse cultural expressions?
What existing intellectual property rules and practices can help researchers and cultural institutions fulfill their objectives?

These questions often arise in practice. The Tulumne Tribe of California recently used copyright laws to stop the sale of CDs and videos of their sacred dances. There are other cases where the recording of a work of traditional art and the use of intellectual property rights to that recording helped protect the original work from misuse

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Below are some key features of a document management system that can help your business.

Templates for document types
Contracts can sometimes take several days to complete, but a document management process can reduce wasted time. Document management systems, such as Lexagle, often come with a variety of different templates that you can choose from, so you don’t have to create contracts from scratch every time. This standardization will greatly speed up your contracting process.

Version control
Keep records of all revisions, comments, and discussions around the contract. According to a survey conducted by Nintex, 33 percent of employees have trouble with version control, which is the practice of tracking and managing changes to a piece of work. In document management systems, you have access to version controls to help ensure that you are always working on the latest version of a contract, while still being able to reference previous versions.

Managing confidential data
It goes without saying that employees of any type of business are prone to making mistakes that are sometimes critical to the survival or efficiency of the business. When documents are not stored securely or in an organized manner, it can lead to mishandling of sensitive data or even data breaches. Document management systems keep your business’ data safe and secure by preventing unauthorized users from accessing it and backing up your data.

Quick search capabilities
With document management systems, you get enhanced search capabilities whenever you or anyone in your organization needs to find a specific document because everything has been digitized. Instead of wasting valuable time searching for documents, you can focus on more important tasks.

Thus, having proper document management in place will help your business reduce costs and storage space, improve workflows, and be prepared for any potential disasters.

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At some point during business growth, these documents can become scattered across all your digital devices. So what happens when you can’t find a file in the middle of a meeting? Or when your boss needs an important document right away, but you can’t remember where you stored it?

There are many reasons why an organization needs to deploy a document management system immediately. Some of them include:

• Document management adds accessibility and organization. A document management system allows you to get rid of the massive digital clutter you have unknowingly created.
• Document management is a greener choice. Going paperless will also help you reduce the huge amount of paper waste in the environment by helping you cut down on thousands of sheets of paper every month.
• Document management has better integration and scalability. A document management system offers benefits in terms of information retrieval, security, governance, and lower cost of operations. Moreover, proper document management is becoming a mandatory law.

Centralize your document management today

Every company manages a huge amount of documents, so choosing the right document management system to help you gain a competitive edge over your competitors is imperative.

Lexagle is a document management and collaboration tool that helps teams collaborate, share, track, and manage all company documents, files, and other content in one place. Our document management system allows you to create documents, collaborate in real time, track documents, and manage projects.

If your business is ready to take the next step forward in this digital age, contact us for a free demo today.

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Efficient information retrieval. Effective document management ensures that all important business documents are organized, indexed, and stored in a centralized system. This makes it easier for employees to quickly find the information they need, saving time and increasing productivity.

Improved collaboration: Document management systems enable seamless collaboration between team members, regardless of their physical location. By providing a centralized platform for storing and sharing documents, companies can facilitate real-time collaboration, version control, and commenting, which helps improve teamwork and speed decision-making.

Compliance and risk management. Many industries are subject to legal and regulatory requirements for document retention and confidentiality. Document management systems can help businesses meet these obligations by implementing appropriate security measures, document tracking, and retention policies. This reduces the risk of non-compliance and possible legal consequences.

Data security and disaster recovery: Companies deal with sensitive information such as financial records, customer data, and intellectual property. Document management systems offer security features such as access control, encryption, and audit trails to protect sensitive information from unauthorized access. They also provide backup and disaster recovery capabilities to ensure business continuity in the event of unforeseen events.

Save space and money: Traditional paper document storage is expensive, requires physical space, and can be damaged or lost. Adopting a digital document management system reduces the need for physical storage, reduces paper usage, and minimizes printing costs. Moreover, businesses can save on administrative costs associated with manual document processing and filing.

Version control and document integrity: Without a proper system in place, managing multiple versions of documents can be a daunting task. Document management systems allow version control, ensuring that only the latest version is used, avoiding confusion and errors caused by outdated information. They also maintain an audit trail, allowing companies to track changes, authorship, and access history for accountability and transparency.

Workflow Automation: Document management systems can automate routine tasks such as document routing, approval workflows, and notifications. This simplifies business processes, reduces manual errors, and speeds up decision-making cycles.

As businesses continue to grow and expand, effective document management becomes increasingly important. Not only does it improve information retrieval and encourage collaboration, but it also ensures compliance, improves data security, and simplifies workflows. All of these benefits contribute to a more efficient business operation, contributing to greater cost savings and more effective disaster recovery efforts. In addition, proper document management helps maintain compliance with regulatory requirements and reduces the risks associated with document processing and storage. All in all, focusing on document management is crucial for any business looking to succeed in today’s digital environment.

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Documentologists are specialists who organize the document flow at the enterprise.

Clerks are less qualified workers whose main task is to prepare and send official papers to various departments and divisions. As a rule, at small enterprises these duties are combined by secretaries or personal assistants of managers.

At a large enterprise or in a government agency document managers manage the department and have a staff of several clerks.

Duties of a document manager

Based on this, the question arises: what exactly does the document manager do at the enterprise? If briefly, then organizational work.

Preparation of documents (especially those of strict reporting) is also a technology. It is about the same as the production of parts for a machine. Any document has its own form. There are rules for its preparation.

At the same time, every document must comply with regulations, i.e. be brought into compliance with the law.

Finally, the purpose of any official paper (order, instruction) is to inform superiors and employees in time.

In addition, documents tend to become outdated. They should then be archived and properly filed.

The duties of a document manager can thus be enumerated in several points:

• Accounting, control and storage of various documents;
• Planning and ensuring document flow in the enterprise;
• Implementing advanced record keeping systems, primarily electronic databases;
• Participation in professional development of employees of the department.

Look job duties of the documentologist is not too exciting. In this profession is enough routine and what is contemptuously called hooking. But in reality, hundreds of processes directly depend on what the document specialist does – from the timely transfer of orders from superiors to the purchase of new equipment and the successful passage of tax audits

The first thing that a document specialist should know is the correct execution of any official papers. However, these requirements to his skills are not exhausted. A true professional knows to his teeth:

• the basics of law in terms of office management;
• legal acts and regulations and orders relating to the execution of any papers;
• the order of execution of documents, rules of their storage and examination of their value;
• archive management;
• basics of programming and database operation;
• labor legislation.

The key skill of a document scientist is the ability to work with databases. A good specialist knows all popular DBMSs and at least should be able to find a common language with programmers.

After all, the end result of his work is that any document can be easily found in the archive or through a search engine on internal servers.

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• Office clerk: handles the processing and storage of documents in an office environment. This can be an organization of any size including small, medium and large companies.
• Public office clerk: handles documents related to government agencies, including government agencies, ministries, municipalities, and others.
• Educational records clerk: specializes in handling and storing documents related to educational activities, such as schools, colleges or universities.
• Medical records clerk: works with medical records, including patient records, prescriptions, and other health-related documents.
• Archivist: specializes in archives and records management, especially when handling old and historical documents.
• Electronic records clerk: works with electronic documents and information, including processing and storing them in electronic databases and records management systems.
• Secretarial clerk: deals with the processing and storage of documents related to the work of an organization’s management and secretariat.
• Records clerk in cultural and arts organizations: specializes in the processing and storage of documents related to cultural events, artistic works, archives, etc.

These are just some of the possible specializations and they may vary depending on the specific requirements and needs of organizations. Each specialization requires certain knowledge and skills, and a clerk can choose the most suitable one for their interests and professional goals.

Who would be suitable for the clerical profession

• The clerical profession will suit people who possess certain qualities and interests. Here are a few types of people who may be suited for this profession:
• Organized people: A clerk should be organized and attentive to details. He or she must be good with documentation and be able to process and store it efficiently.
• Responsible People: Document handling requires responsibility as proper storage and handling of documents can be important to the operation of an organization.
• People who enjoy working with documents: If you enjoy working with different types of documents and information, the clerical profession can be interesting.
• People who value confidentiality: The clerical profession often involves documents that contain confidential information, so it’s important to be able to handle them with confidence.
• People willing to learn: Like many other professions, the office administration field may use different programs and technologies, and it is important to be willing to learn new things.
• People who can work in a team: Depending on the size of the organization, a records clerk may work with other employees such as secretaries, archivists, and managers, and the ability to work in a team can be important.
• People with a high attention to detail: It is important to pay attention to every detail when processing and storing documents to avoid errors and mistakes.
• These are just some of the characteristics that can help determine who would be a good fit for a clerical profession. However, it is important to remember that each person is unique, and personal interest and motivation may also be important for a successful career in this field.

A clerk’s career ladder can vary depending on the organization they work for and their personal efforts and accomplishments. Here is a typical career ladder for a clerk:

• Office Clerk (Level 1): Entry level where the clerk handles basic processing of documents, creating and maintaining records, and ensuring that they are properly stored.
• Senior Office Manager (Level 2): A senior records clerk has a broader range of experience and responsibility. He or she may be responsible for coordinating document handling, training new employees, and ensuring compliance with document handling procedures.
• Case Manager (Level 3): Upon reaching this level, a records manager may become the head of a department or division responsible for managing all aspects of records management in an organization.
• Records Management Supervisor (Level 4): At this level, a records manager may lead the entire records management function in a company or organization, responsible for developing strategy, managing staff, and ensuring performance.
• Records and Archives Manager (Level 5): At the highest level of the clerical career ladder, a records and archives manager can be found, with a high level of responsibility for the entire aspect of records management and archiving.

It is important to note that each organization may have a different structure and career path for records clerks, and some may offer more flexible or specialized career paths. It is also worth considering that a records clerk may require additional education, training and management skills to progress in their career.

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The ancestors of the profession are rightly considered scribes and chroniclers, about whom it is known from ancient times. If the former simply wrote letters under dictation, the latter were engaged in the presentation on paper of historical events.

The profession was officially registered in the 20th century. It was then that developing enterprises needed people who would be engaged in documentary reporting. Demand for representatives of the specialty became so high that educational institutions one after another began to open faculties of this direction.

Today, documents – one of the main components of any firm, so the state always needs a clerk. And, if the functional duties have not particularly changed, the techniques and methods of work of modern producers are radically different.

Clerk and his functions

So, the clerk – a person who is responsible for the entire document flow of the enterprise. The specialist needs to analyze, process each paper that passes through him. And sometimes send letters or documents to the addressees.

The main duties of the clerk:

• complete document management;
• maintenance of registration logs;
• working with clients: phone calls, negotiations;
• parsing, registration, distribution and redirection of correspondence in electronic and paper format;
• maintenance of the client base;
• control over documents of the organization’s employees;
• data archiving, transfer of documents to the archive database;
• creation and maintenance of accounting registers and journals.

The clerk is also responsible for electronic document management. The employee needs to monitor incoming letters, process and register them, and, if necessary, redirect them to a certain department.

The functions of the clerk can vary depending on the sphere of the company in which he works. Thus, in logistics companies it may be the maintenance of the base of road transportation, monitoring the work of couriers, etc.

Often the clerk additionally performs the duties of a secretary. In this case, he will have to work not only with paper and electronic correspondence, but also to serve the reception area. For example, to organize meetings, meet clients, book tickets, hotels, prepare business trips.

Pros and cons

To the advantages of the profession can be attributed a high demand for specialists in office management. There is also the possibility of employment in fairly large organizations, both private and public. This gives employees the opportunity to improve professionally and grow in their careers. The specialty provides work in a team and the opportunity to develop negotiation skills.

The disadvantages of the specialty are considered sedentary lifestyle, which over time can lead to various diseases characteristic of a sedentary lifestyle. In addition, a novice employee, even in a large firm will receive a low salary. And the number of duties even at the initial stage will remain large.

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