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The Vertical file
The decision to have a Vertical File should be made as part of the school’s Collection Development Policy. Some schools have decided to have a very limited Vertical File and subscribe to a current
affairs’ service. Some consider the time taken to develop and maintain a vertical file is not warranted, as their school has adequate Internet access and this is sufficient to satisfy needs of their staff and students. Some have decided to continue with a traditional Vertical File as it best suits the needs of their students and provides for local interests.
Material type:
The vertical file contains current information on a wide range of topics which may not be
readily available in book or any other form. Including:
- pamphlets;
- newspaper cuttings and features;
- magazines or periodical cuttings;
- photocopies;
- student work;
- leaflets; and
- minor posters and charts.
Materials should be:
- chosen with care to supplement the collection;
- added to as the need arises; and
- weeded regularly for out-of-date material.
Preparing materials for the Vertical file:
Materials needed
- plain manila folders or plastic A4 envelopes
- self-adhesive white labels (25 mmx50 mm approximately - optional)
- a school stamp
- SCIS Subject Headings List (to use as a guide for vertical file headings – optional)
- a vertical filing cabinet
- a vertical file stamp (can be made to assist the process)
VERTICAL FILE
Subject ___________________
Source ____________________
Date ____________________
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Method:
- When material is identified as valuable for inclusion, place in a box or tray
labelled Vertical File.
- Decide on the heading for each item. Use the SCIS Subject Headings List as a
guide for choosing a suitable heading. Curriculum areas and school needs
should be taken into account.
- Print the vertical file heading on a label and attach it to the top right-hand corner
of item or use the stamp (as above).
- Stamp and write on the label, or stamp and write directly onto the article if
practical.
- the date of the issue, and where the information is taken from
Example: THE WEST AUSTRALIAN 17-11-06
- the date of processing can be used on more general materials.
Example: THE SUGAR INDUSTRY 11-07-07
- Stamp the item with the school stamp.
- Place all items with the same heading in a manila folder and label the tab with
the appropriate subject heading.
- File manila folders in alphabetical order in vertical file.
- Print out a list of the headings used and display on the vertical file cabinet for quick
reference.
- Enter new headings on the database.
Borrowing procedure:
A supply of 15 or 20 A4 and foolscap size envelopes or zip-lock bags is desirable.
- Prepare envelopes/bags:
- label each “Vertical File”;
- stamp with the school stamp;
- attach a bar code, and
- mark with the instruction “Please return vertical file material with
envelope”.
- Create a bulk loan for the envelop and label the envelope accordingly e.g. B1
(Bulk Loan 1), etc.
- Lend envelope to patron, and indicate the number of items borrowed on the
database if required. Some schools may wish to record the type of items
borrowed, e.g. Pamphlet - Bicycle Helmets.
For further information on this procedure, refer to the automated system manual.
Some suggested Vertical file headings:
Use the SCIS Subject Headings List to make headings for the VERTICAL FILE. This is a list of
terms, arranged alphabetically which is used to determine the correct subject heading for
cataloguing.
The terms listed are a combination of:
- words used by children;
- curriculum-related topics; and
- subject headings used in libraries.
It is suggested that additions be made at the school level to make the index specific for that
locality. Extra terms that may be added include place names, local personalities, local school
interests and recent events.
EXAMPLES
| Aboriginal peoples |
Easter |
Outback |
| Agriculture |
Earthquakes |
Peace |
| Animal welfare |
Fire prevention |
Physical activity |
| Antarctica |
Fishing industry |
Plants |
| ANZAC Day |
Food and nutrition |
Police force |
| Archaeology |
Forensic science |
Pollution |
| Australian animals |
Friendship |
Postal service |
| Aviation |
Fruit |
Racism |
| Australian Rules Football |
Gold |
Red Cross |
| Birds |
HIV/AIDS |
Refugees |
| Bush fires |
Home safety |
Rice |
| Carbon trading schemes |
Inventors |
Safety education |
| Careers |
Iron ore mining |
Search tools |
| Cars |
Irrigation |
Shipwrecks |
| Cattle |
Internet safety |
Skin cancer |
| Christmas |
Minerals |
Solar energy |
| Circus |
Mining |
Sustainability |
| Civics and citizenship |
Multiculturalism |
Threatened species |
| Climate change |
Oceans |
Tsunamis |
| Cyclones |
Occupations |
Volunteers |
| Driver education |
Oil |
War and conflict |
| Drug education |
Olympics |
Water conservation |
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