Organizing Non-Books


The Vertical File  

Pamphlets and Clippings

The vertical file houses pictures, pamphlets, brochures, newsletters, clippings of church activities including meetings, weddings, and funerals as well as other ephemeral materials that do not file on the shelf but which are important sources of information.

  1. Supplies and Equipment


    1. Legal size filing cabinet.
    2. Manila folders or large envelopes and alphabetic guides.


  2. Subject headings


    1. Develop a list from use. Be consistent in using the same terms, and avoid using synonyms.
    2. The card catalog can be helpful in suggesting words and cross references.
    3. A superseded copy of Reader's Guide (ask your nearest library for one) is helpful, especially for current topics, or an online library catalog may also provide this information.
    4. Anzovin. Sears' List of Subject Headings, gives subjects and also suggested classification numbers. See the Bibliography in the Appendix for order information.


  3. Preparing the material


    1. Indicate date and source on each clipping, if possible, leave this information attached when clipping.
    2. Stamp with ownership stamp.
    3. On each piece, write VF and subject.
    4. If clipping material is of permanent value, consider photocopying.
    5. Label folder with subject. File alphabetically.
    6. If desired, VF subjects may be placed in the card catalog. See Figure 11.


  4. Circulating file materials


    1. Use temporary charge slip. Figure 14
    2. Indicate subject and number of items taken.
    3. Large envelopes are useful for circulating file materials.



Recordings are a library resource, and their use will be expedited if they are cataloged and made available as books are. A union catalog of all resource materials is recommended. A union catalog interfiles cards for different materials.

    2. Accession each item


    3. Classification


      1. Assign Dewey number according to content, or use accession number.
      2. Add PTC or other symbol above the Dewey number to indicate media.
        VCR - videocassette recording
        CD - compact disc (music)
        CDR - CD-ROM (software)
        DISC - LP music or spoken word recording
        PTC or CPSS - phonotape cassette


    4. Catalog


      1. Use the following form:

      2. Print cards and file in card catalog.
      3. Print shelf list card, adding accession number, price, date, and source. File in shelf list file.
      4. Print checkout card and attach with rubber band.
      5. Type pressure sensitive labels for cassette and box. Use size approximately �" x 3�". Place ownership stamp on label on reverse side.
      6. If PTC has an accompanying manual.


        1. Note this on the catalog card
        2. Assign the manual the same call number
        3. Stamp it with ownership stamp
        4. File or shelve it adjacent to cassette.



Video-tape Recordings
    2. Accession each videocassette


    3. Classification


      1. Assign Dewey number according to content or use accession number as a shelving and location device.
      2. Add the symbol VTR above the Dewey number.


    4. Catalog card


      1. Call number
      2. Author
      3. Title
      4. Publisher
      5. Time
      6. Color
      7. Size
        Notice the following example:


    5. Print cards


      1. File cards
      2. Label each videocassette



Motion Pictures


    1. Accession each reel in the accession book


    2. Classification


      1. Assign a Dewey number according to content, or use accession number.
      2. Add the symbol MP above the Dewey number.


    3. Catalog


      1. Include call number, title, producer, date, timing, color, speed, and series.
      2. Use the following form:

      3. Print catalog cards and file them in the card catalog.
      4. Print shelf list card, adding accession number, price, source, and date.
      5. Print checkout card and file.
      6. Write call number and accession number on the container top, using label if needed.
      7. Stamp with ownership stamp.
      8. File with other films.


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