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Your Library's Resources

When you know someone will ask again...

Building Your Own Information Files

     You will save time and serve patrons better by not re-doing work already done, and by anticipating questions you will be asked. Establish your own files (or bookmark Web sources) in the following categories:

1. Answers to questions often asked. For example:

  • The population of your town.
  • The origin of the town's name
  • The President's cabinet. (Be sure to keep this information up to date.)
  • The address of your legislators. (Be sure to note changes in office holders.)
  • How to say "Merry Christmas" and "Happy Birthday" in several languages.
  • The address of web sites with reliable local information.

2. If it was hard to find, save it. Even if the question seems so unique it will never be asked again, chances are it will be!

3. Anticipate questions. If a big story is breaking in the news, gather background information and have it handy. Clip current newspaper articles or bookmark them if there is a Web version. Bookmark other relevant Web sites.

4. Annual homework assignments.

Storing Your Files and Building Databases and FAQs

     There are many possibilities for storing the information. Check what has already been done in your library, and look for new ideas. New technologies make it easier to provide reference remotely, capture the answers, and build databases from the frequently asked questions. Technology isn't always the answer; standard card files can still be useful! Know your patrons.

  • Use 3 x 5 cards with a subject or key word at the top or use a Rolodex.
  • Establish a database. This is easier with remote reference technology that can save answers for storing in database format.
  • Build FAQs to assist patrons.
  • Bookmark Internet sites or have them added to the library's recommended lists.

Building a Pamphlet File (Vertical File)

     Your library may also have pamphlet files. They are a way to house information that comes in shapes and sizes that don't fit well on book shelves, or that you don't want to take the time and expense to catalog fully as books. They can be arranged in file folders or hanging folder by subject or by Dewey (or other) classification system to coordinate with other print resources. They are especially useful for local information on companies, attractions, residents, etc. Formats may include:

  • Pamphlets
  • Photos
  • Photocopies of articles
  • Single sheets of information
  • Booklets
  • Maps and travel brochures.

     You will need to make a decision on whether the material can be checked out of your library or must be used in the library.

Organizing and Classifying

     A simple way to find subject headings for your folders is to use the system used for your library catalog. You can also use the headings found in Readers' Guide or those used in Wilson's Vertical File Index (which lists free material or pamphlets for sale).

     If your branch has a pamphlet file already set up, it may be your job to add to it and "weed" it, i.e., get rid of old, obsolete material you no longer need. Be wary, however, of throwing away anything that might be of value to local historians. If you have items that pertain to your own community, no matter how old, you should check with your supervisor before discarding them.

Major Point: Save time by keeping files of pamphlets, articles, maps, etc., to answer questions frequently asked at your library or build databases of answers and FAQs.

 

Next!
Review Module 5

 

What's new in reference?

Wikis for sharing your library's FAQ

A wiki would be a great way to collaborate and organize your library's resources. To get some good ideas (and see how wikis and blogs work to allow cooperative building of information sites), look at a library blogs list on the Blogging Libraries Wiki or a list of librarian and library blogs with links to individual, library, organizational, medical, and other topical library blogs.

Don't re-do work you've already done! Anticipate questions you will be asked and keep files, print or database, for frequently asked questions.

Ohio Libraries

Preble County District Library Genealogy Room

Local resources at Preble County District Library, Genealogy Room.

Ohio Questions

Q: Which of the questions below would require creating a special file?

What is the firing order of a 1994 Ford Tiempo with a 3.0V-Six engine?
How do you mix a Cosmopolitan - with gin or vodka?
What is the average salary for a marine biologist?
Where can I find information about the history of the sewing machine?
Where can I find information about James McLurken and robotic ants?

A: Perhaps none of them, depending on your collection, unless the answer was extremely hard to find and you expect to be asked again! Answers for these questions are in standard reference resources. Your files reflect questions of a local nature or questions that were very difficult to find.
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