Files in Open Shelving

Before discussing the various library files, the concept of open and closed shelving must be explained. In public and school libraries there are two types of shelving, closed and open. Closed shelving is not available to library patrons; only library staff members are allowed in closed shelving areas. Open shelving on the other hand, may be browsed by the library’s patrons, and the books in open shelving are generally available for checkout.

Shelving may be closed to the public for many reasons, such as areas containing special collections of high monetary value, old materials that are delicate and of a historic nature, and for many other reasons. Home libraries usually do not have closed shelving because only family members or friends have access—though small children may be allowed only in the areas containing children’s books.

The following library files are explained in the context of public libraries, where filing terminology and practices developed.

Library Stacks

 Stacks are a section of the open shelves in a library, and this section is for books that can be taken home. There usually are no file markings on the spines of the books to indicate this file. Therefore, where no reference to a file is marked on an item, Stacks is the file that is understood.

Reference 

 Another area of open shelf space is reserved for reference materials, and R or REF often is marked on them in public libraries to distinguish reference materials from those that belong in the Stacks. Reference materials usually cannot be checked out; they must be read or used within the library. The Stacks and Reference sections are separate files, though they are merely different areas in the shelving units.

Fiction

Yet another section of the shelving may be reserved for works of fiction, and if so then works of fiction are marked to indicate that Fiction is the file where these items belong—fiction is a third file in the shelving in most libraries. Fiction may or may not be classified by genre, depending on the needs of the library’s patrons and the preference of the librarian. Fiction classification is covered in detail in chapter five.

Oversize (Folio)

Like the previous three files, Oversize (often called Folio from the early days of printing) is merely a section of the library’s shelving. The space between shelves in the Folio section is large enough to accommodate books that are too large for regular shelves. Keeping them in Folio helps to preserve the large bindings.

Art books, with large plates of fine art, can be quite large. The large plates reveal details that are missing in smaller photographs. These so-called “coffee table” books, often displayed on coffee tables and sold during the holidays because they are popular gifts, are another example of books that are stored in Folio. Every library has a few large books, and it is a good idea to allow enough space so that large books are not leaned at an angle on the shelves.

Kit Storage

Kits sometimes have their own files, or they may be stored in the Folio section. A kit is a container with items in different formats on the same subject; an example is a German language kit that may contain CDs, an English/German dictionary, a verb finder, workbooks, and other materials that help someone learn the German language. A kit for learning chess will contain several differently formatted materials for learning the game.

Smaller libraries often keep kits in the Oversize (Folio) file, and others will designate a separate area exclusively for kits. The librarian decides what files are needed, and the choice of separate file for kits is often determined by how many kits the library owns. With only a few kits, they are usually stored in Folio; a library with many kits may have a separate file.

Audio Visual Cabinet

 It may be apparent by now that the form or the function of library materials, and sometimes both, determine what files are needed. Because audiovisual materials come in so many formats (e.g., CDs, DVDs, tapes, records, computer programs, etc.), special storage units are necessary to organize them. Thus AV storage areas may have several cabinets, one for each format; if there are several cabinets, the library’s catalog will indicate the format and location. File markings usually are not necessary for items in the AV categories because the format of the item in hand is recognizable, though music disks, DVDs, and computer-formatted disks might be marked if the disks can be confused with each other.

Periodicals

 A periodical is any publication that is printed on a periodic basis—weekly, monthly, quarterly, or annually. Magazines and newspapers account for most of this category, but reports or pamphlets printed on a regular basis may be included in the file.

Current Issues 

Like kits, periodicals are easily recognizable, so current periodicals are not usually marked with the file designation. Magazine racks like those in bookstores or doctors offices are frequently used for current periodicals, and periodicals usually are placed in the racks in alphabetical order by title. Current newspapers can be placed in the rack, or you can purchase a few “newspaper sticks” to keep the most recent issues available—the librarian decides how many issues to keep as current.

Archived (back) Issues 

Back issues of magazines can be difficult to distinguish from current issues at first glance, so they are marked with “Archive” to differentiate them from current issues. Archived copies in larger libraries often are bound in hard covers once a year; smaller libraries sometimes put them in magazine storage containers. Popular magazines sell attractive containers marked with the publication’s name and year. I suggest either throwing away everything except the last few issues in the periodicals file, or keeping only the last twelve issues of monthly publications in the archived periodicals file.

Weekly news magazines deserve special consideration since you will accumulate fifty-two issues in a year. Keep only one calendar quarter’s worth of weekly publications, at most. News that is fourteen weeks old is not news anymore. As for newspapers, small libraries rarely archive them because back issues are easy to find on the publications’ web sites.

Map case

Maps and nautical charts should be stored flat. If your pastime is geography, boating or other activities that require charts or maps, a map case may be a good investment. Most small libraries do not need them. If you do, a boating store that is moving or going out of business might be a good source for a quality map case. If you have to buy one new, be prepared to spend a lot of money.

Atlas Case

An atlas is a bound book of charts or maps, so atlases can be quite bulky. If you have several atlases, you may need an atlas case. An alternative to buying one is to get a small bookshelf unit with adjustable shelves. Usually the center shelf is fixed in place for the structural stability of the unit. Removing the adjustable shelves will provide you with enough space for these large volumes. If you have only a few atlases, then you can store them in the Folio section.

Dictionary stand

Dictionary stands have a large, slanted shelf on top to hold a massive, display dictionary. Underneath are shelves to hold additional dictionaries. They look great in a library and can be very useful when you have a huge dictionary that is too heavy to wrestle from shelf to table every time you need it. If you have several dictionaries, perhaps bilingual ones, a dictionary stand provides space for them as well. The alternate location for dictionaries is at the end of the Reference section of your library.

This is a no-brainer. Go out and buy one of those massive, illustrated display dictionaries right now—without a moments delay. This will provide the excuse you need to buy a dictionary stand as a showpiece in your new library.

Processing Space

When setting up your library and, later, when classifying and cataloging new items, you will need a workspace where you can process new acquisitions. The ideal setup includes the following:

Library Desk 

A desk for your computer will make your life a lot easier. Every library must have adequate space for processing new items, or reclassifying old ones. If you do not have the space for a small office, then you can design a drop-down secretary into one of your bookcases. You can buy bookcase units with a hidden computer desk at furniture or business supply stores, or you can have one custom built.

I converted a spare bedroom into my library, and the small walk-in closet is ideal for my library office. I tucked a computer cart, a desk chair, a two-drawer file cabinet, shelves, and a printer into the closet. There is not enough room for a table, but the computer cart has enough space for processing a few books at a time. It is not ideal, but it works.

Comfortable Desk Chair 

Get an ergonomic chair. They are comfortable, but more importantly they will keep you from straining your neck, shoulders, and back while processing your library books. These chairs do not sell for $49 at office supply stores. Plan to spend several hundred dollars for a good chair. While that may sound like a lot, keep in mind that a visit to your orthopedic surgeon, and the physical therapy that will be ordered, costs three or four times the price of a an ergonomic chair.

Processing Table 

When you process many items at one time, e.g., when classifying for the first time, a table is almost a necessity. Without a table in your processing space, you might want to use a laptop computer with a wireless connection to your library’s computer. With a laptop computer, you can use your main library table to catalog large numbers of books at a time.      

Supply storage 

You need file folders, labels, printer supplies, binders, and many more supplies for your library, and all of this needs to be stored out of sight. If you are lucky enough to have a large office, you have room for a supply cabinet. If not, then desk drawers or a small filing cabinet, along with well-designed shelving, will meet your needs.

Necessary Items

Strictly speaking, the following items are not necessary. You can typewrite catalog cards and file them in catalog cabinets, an immense amount of work and even more work to maintain. This type of library is best left to professional librarians. If you create a browsing library, you can record items in an inventory book or on index cards. However, for most of us computerizing our collections makes sense. Therefore, with these considerations in mind, the following set-up is necessary for most home libraries.

Computer 

A modern desktop or laptop computer will meet your needs. If you need to buy one, the good news is that new computers are inexpensive, and you can find capable computers whose technology is a couple of years old at bargain prices. Used computers cost even less. Your computer needs enough memory and a large enough hard drive to run small library software. Computers that meet these requirements are not top-of-the-line, so you can shop at the low end of the price range for new computers.

Library Software

You can search on-line for library software, and you will get numerous hits. You also will find a few titles at large office supply or computer stores. Even some bookstores have library software available. However, before buying a software package, think through what features you need. Will you create a browsing library, using only bookcase and shelf numbers to enter your books? A simple inventory program you create in Microsoft Excel^® might meet your needs.

Microsoft Office^® includes both home inventory and book inventory templates that may meet your needs. MS Access^® includes a pre-designed relational database for recording your books, and you can use the features of this program to make modifications. You can modify it to the extent that it will become a custom library software program. The report designer is especially useful. Yet, for most people, a well-designed software package is the best solution because programming MS Access^® is not an easy task for amateurs.

Look for software that lets you enter Dewey, LC, and ISBN, as well as your own classifications. Title and Subtitle are important, as are Author and Other Author fields. Fields that allow you to enter a description of your items (Analytics) are useful because they include such things as the type and number of illustrations, item size, whether the book has an index, and other information. Analytics are important for insurance purposes, and, because a library represents a sizeable investment, you need to insure your collection.

The software I use is by Readerware®, and it meets all the criteria I cover in this section. They offer versions that classify books, music, or video. If you get all three you also get a bar code scanner that allows you to import professional classification and cataloging information into your electronic catalog.  Links to Readerware® are on my Affiliates page.

Copier/printer/fax

A multi-function machine is perfect for small libraries because it combines three or more functions in a single, space-saving unit. You will need to make copies, print book lists, and the fax function is handy to have. These machines cost about the same as a printer, so you will save both money and space with this option.

Amenities

Make your home library a cozy retreat, and it will beckon you and your family to its warm surroundings on rainy afternoons or cold winter evenings. The right amenities also will make your library a great place for either serious work or relaxation.

Library Table and Chairs

This is the most useful option you can add to your sanctuary. It makes research easy by allowing you to spread your books and other materials on the table, and still have room to take notes. However, the table and chairs offer more than that. They provide space for an afternoon of board games with friends, an impromptu dining area, or extra seating for guests. Without doubt, this amenity rates high on my list when designing a library.

Reading Chairs and lamps

Is it really a library without comfortable chairs and reading lamps? Maybe so. A nearby or connected reading room is a possibility. Yet, a library is more inviting when you provide reading nooks that invite relaxation. If you do not have room for multiple reading corners, provide at least one. Remember that a library is a place where you relax; a refuge that makes you want to linger awhile. This is unlike a home office that you are glad to leave when the work is done.

Reading lamps fall under the category of task lighting, so choose lamps that throw a pool of light on the reading chair and the book in hand. The light should come over your shoulder, and a small side table provides a resting place for tea and cookies. Build your library with these comforts, and your family will use it.

A Fireplace

This is one amenity that tops my list. Bookcases and fireplaces are made for each other—the perfect marriage. If you do not include a fireplace in your library, you will regret it later. It probably should not be wood burning because dust harms books. Gas or electric models provide the same ambience. Both create the warm atmosphere you want, and they elevate a ho-hum home library to one that is world-class. 

Video Player

Libraries are not just for printed materials; they need to accommodate the dizzying array of electronic media used today. Thus, you will need a player for each type of media you store in your library. This does not mean that the library must become the family room, where everyone gathers to watch TV, but it does mean that you need a means of reviewing video materials in the library instead of trekking down the hall to another room.

You have many options. A small LCD or Plasma TV can be hidden behind cabinet doors, and some of these units have a DVD/CD player built-in. You may opt, instead, for a small, home/travel unit that integrates a DVD player with an LCD screen. Either way, you can review videos without kicking your family out of your home theater. For VCR tapes, you can store a small player out of sight in a cabinet, to be hooked up when needed.

Audio Systems

Audio presents the same problem as video; there is a variety of formats to be considered. They range from old vinyl records to DVD‑Audio, and everything in between. Fortunately, as with multi-function printers, multi-function audio systems are available. You can find one to fit any décor.

Personally I like the retro look, and there are radio look-alikes from the turn of the last century that conceal a modern AM/FM radio, record player, cassette tape player, and CD player in one combination unit that looks like an antique. The MP3 format offers another option for music collections if you are not fussy about sound quality. Your library computer will play music in MP3 format, and a good set of computer speakers improves sound quality.

There is a problem with having multimedia formats in close proximity to reading areas. Unless you have a separate audio/video room in the library, you will need headphones so you do not disturb others who are reading or studying. Make sure to get high quality headphones, both for accurate sound reproduction and to protect your hearing.

Copyright 2006, John A. Butler, all rights reserved.