A collection of loose clippings, pictures, illustrations, pamphlets, or other materials of an ephemeral nature which, because of their size and format, are filed on their edges in drawers or in a box, usually organized in folders by subject or some other classification system to facilitate reference. Also refers to the cabinet with drawers in which such materials are stored.
Why vertical files?
- Current
- Cheap/free
- Easily retrieved
- usually by topic
- Variety of sources
- pamphlet
- photo
- support group
- Meet infrequent demand
- Easy to organize
- Fit in vertical file cabinet
- Offer unique information
- different viewpoints not accessible elsewhere
- Focus on small part of knowledge
- Provide current information
- Have short shelf life
- Have appealing format
- attractive
- Available from non-traditional library sources
- Free or inexpensive
To build a vertical file you need
- Commitment
- files need to be kept up to date once started
- Budgeted funds
- Space
- filing cabinets
- Time
Selected sources
- Newspapers
- Governments (all levels)
- Foundations, associations, societies
- Semi-government bodies (e.g. hydro)
- How to save water
- Banks, credit unions
- Company annual reports
- Manufacturer’s brochures
- Periodical articles
- Chamber of Commerce
- Doctor, dentist, health office, pharmacy
- Grocery store
- Police, fire station
- Travel agents
- Fairs
- Place mats
Selection
- Establish guidelines for acquisition and retention
- see attached guidelines adapted from Sitter
- Include your collection development priorities in guidelines
- Start with a few kinds of materials and expand slowly
How to prepare a request
- Use institutional letterhead
- Identify yourself as part of the library
- Keep request brief
- Designate a particular person, position, or collection to receive materials
- Include a mailing label for faster returns
- Saves mistakes
- If asked, send a stamped address envelope
- Ask to be put on mailing lists for free materials
- Use readers’ services postcards in magazine
- If materials marked with restrictions such as “for teachers only” explain you serve teachers
- Ask for specific titles. Word requests to include new titles on same subject
- Be clear about topics of interest when making a subject request
- Be aware of junk mail. Don’t be too general and ask for everything.
- Avoid vague requests
Keep track of orders
- Mark entries when ordering from a list
- Know dates
- Record important requests
- Use a tickler file for items requested on a regular basis (e.g. annual reports)
- Reminder file
- Use a check-in program/card for regularly issued items (e.g. university catalogues)
- Keep a source file if you order frequently from a source
- Set up a computer file to track orders
Ordering
- Keep ordering process simple
- Order groups of material when appropriate
Processing/labeling
- Put name/address of source and cost on each item
- Lets patrons know how to access the source. Put the address on if it’s not there
- Stamp each item with name/address of library, date received
- Helps with weeding. Know it was valid material when received
- Place assigned heading in standard location (hand/computer printed labels)
- Process for circulation, e.g. barcode, or reference
Organization
- Choose a plan appropriate for your collection
- Select an authority for subject headings with provision for modification
- Provide an index for users
Advantages of subject organization
- Direct easily understood access
- Allows for easy integration or withdrawal of material
- Author/title access rarely required
- Rarely looking for something specific
- Can use existing standard subject heading schemes and their cross-references
- Sears
- Library of Congress
Sample subject heading sources
- Sears List of Subject Headings
- Library of Congress Subject Headings
- Indexes, abstracts, e.g. Readers’ Guide, Applied Science & Technology Index, Art Index, etc.
- Subject thesauri, e.g. Thesaurus of ERIC Descriptors, MeSH (Medical Subject Headings)
Preservation and protection
- Consider preservation and protection when processing new items
- Estimate shelf life and use of item to determine if protection necessary
- Preservation and protection methods
- Flat single items
- Photocopying (standardizes size of clipping)
- gives more stability
- allows you to place date and newspaper on item
- Plastic covers
- Envelopes
- Mounting
- Laminating
- does not preserve
- Encapsulation
- seals item from the world
- Decide on best height, width, colour, style for cabinets and be consistent
- There are a range of cabinets available
- All cost money and take up room
- Consider smaller cabinets for elementary school students
- Use appropriate internal devices
- e.g. hanging hooks
- Use bold, large print labels and guides
Promotion
- Make files visually attractive
- Make collection easy to find and easy to use
- Tell users about your vertical file materials
- Integrate headings in catalogue
- Use items yourself in displays, exhibits, answering questions
Circulation
- Establish circulation policies
- Choose a simple circulation system
Weeding
- Establish a policy and procedure for weeding
- Don’t let it grow forever. If necessary, put it on microfiche, for example.
- Keep files “lean and clean”
- Set up a plan for systematic weeding and schedule it into your work day, month or year
Purpose of weeding
- To ensure quality of vertical file as a resource
- To make collection more appealing
- To conserve space
- To save time in searching and maintaining collection
- To keep close check on collection
- To provide feedback on strengths and weaknesses of collection
Weeding considerations
- Material out of date?
- Applies to non-archival collection
- In need of repair/replacement
- Newer information?
- Subject headings up-to-date?
- Folder too full?
Electronic vertical file
Hamilton Public Library. Virtual Vertical File. http://web.archive.org/web/20040224102119/http://www.hpl.hamilton.on.ca/history/default.htm
Montgomery County Public Schools. Digital Vertical File. http://web.archive.org/web/20071029095707/http://montgomeryschoolsmd.org/departments/web/dvf/
Bunker Hill Community College. Virtual Vertical File: Selected Sites from the World Wide Web by Subject. http://www.noblenet.org/bhcc/virtualverticalfile.htm
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