Vertical files

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.

ODLIS: Online Dictionary of Library and Information Science http://lu.com/odlis/odlis_v.cfm

Why vertical files?

• Current
• Cheap/free
• Easily retrieved
• usually by topic
• Variety of sources
• pamphlet
• photo
• support group
• Meet infrequent demand
• Easy to organize

Characteristics of vertical file material

• 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

Housing

• 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