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Editor's note: A "vertical file" is a collection of articles, clippings, and other documents stored in a file cabinet. The problem raised here -- how to develop a classification scheme for finding items in the collection -- is common to electronic collections as well.

Original inquiry and summary posted by Beth Beuch, Freshwater Society, on November 8, 1999

I'm working with a vertical file and need some advice and help.

We are a very small nonprofit organization with a small staff. Most of what we do is dissemination of knowledge to the general public, teachers, students, researchers, etc. We don't have a large working library, but have a vertical file which is the main source of information for all staff. Previously, staff members just found information they thought might be useful, looked quickly through the subjects they saw in the vertical file drawers, and either filed it under an existing subject, or decided for themselves what the subject should be and started a new file. There is no index and no distinct subject arrangement. I would like to change that. I would at least like to have a skeletal subject arrangement into which we can insert materials we find of interest and use.

I toyed with the idea of trying to use Dewey or LC or some other cataloging system, but the categories are a bit clumsy for what I need. I could use LC subject classification, but we have no money to purchase the volumes and it would be too extensive to use as a general skeleton for our files. Most of what we deal with is information and issues related to freshwater and any other subjects whenever those subjects cross over into water and environmental issues.

Anyone have any ideas?

When I started setting up the vertical file here I used a general thesaurus from GAO for basic headings. Then because we are so specialized, I just made up my own headings. The whole thing is in a DBTextworks database. You might find a thesaurus done by someone in your field. We have one done by the Transportation Division of SLA that is excellent.

-- Dot Finn, GRA, Inc.

The problem is to find an organized system of subject headings. Why don't you try the National Library of Medicine's (MeSH)? I have used this for an online patient education index because it provides consistency. The trick with any subject heading system is to have cross references. You could put a dummy file in to accommodate X references. I have added X references to those already listed in MeSH. Using the MeSH with appropriate subheadings should give you flexibility for narrow and broad topics. While this is a subject heading system geared for health professionals, consumers struggle through LC with the help of subject headings and it depends on whether the library staff finds things in the vertical file or the user goes directly to it.

For a vertical file, you will always need to add some original subject headings but if you keep an authority file, you will maintain uniformity. You might also check with some hospital patient education libraries. Sometimes they have creative schemes that you can adopt.

-- Nancy Manninen, Portage Health Systems

I have the same situation with my vertical file. I have used the Library of  Congress Subject Headings, but as I am sure you know, there are some rather  inconvenient gaps in the LCSH when you are trying to "micro-divide" an entire  collection within one subject area. The subject headings are too broad, or  there is no subject heading that really fits the subject matter you have at  hand.

When there is no LCSH that fits, I have chosen the thesaurus of terms from a  national database on my subject area (in my cast the GEOREF Thesaurus from the  American Geological Institute) to provide me with the more technical language  used in my subject area. I keep a list of which terms I have used and often  write a short scope note if there is anything ambiguous about the term.

In the rare event that I can't assign a term from either LCSH or the thesaurus,  I use a nationally recognized authority - a glossary, dictionary etc. - within  the subject area to choose a term. The users of the collection will probably  already be familiar with the technical language of your subject, and will look  for materials using those terms.

Remember, no matter how broad a scope your primary subject heading list has,  you will always have to have some "local" subject headings that fit only your  unique collection.

-- Deborah Mekeel, Florida Geological Survey Library