Filing of all types of documents prepared for approval of library materials by a predetermined method. Modern card filing aims to ensure that all future materials are correctly cataloged. The term “filing” in libraries encompasses organizing lists of books from various sources throughout the year, as well as managing requests for supplies. However, in the library world, as soon as the word filing is uttered, it refers to the process by which bibliography, index and catalog cards are arranged.

Usable bases of entry format can be only alphabetical, word-sequential, regional-sequential, and hierarchical-end-list format. Filing means format. The initial a, an, the, etc. indicators are to be omitted in the formatting method.

The three most common methods of filing are discussed, along with the faults:

1. Word by word
2. Letter by Letter
3. Classified/Shelf List.

1. Word by word: This process of filing is called “nothing before something”. In this method, the library material entries are arranged word by word. It is the most widely used method in the world of formatting as it is simple and straightforward. Each word, whether short or long, is considered separately. In this method, if the word has the same form, another word cannot come before the filing.

Example: Green acres, Green Field, Green Howards, Greenshank.

Advantages of this method:

• Separation of words keeps the meaning intact and does not cause psychological confusion to the user or the catalog.
• user finds easy course materials
• Because words have different meanings, it is convenient to organize according to common headings.
• It is convenient to organize multi-word sentences because it is similar to the format of International Subject Headings.

Limitations of this method:

• Because it is not lexicographically arranged, both the catalog and the user have to suffer some difficulties during use.
• Formatting catalogs in this manner becomes quite cumbersome unless the arranger is skilled enough.
• As many librarians do not have catalog user guidelines, readers cannot find materials without the assistance of regular professionals, thus disrupting normal activities.

2. Letter by Letter:

In this method, every single letter, word, phrase is arranged in true alphabetical order, and each letter is treated as a single unit. In English this process is called “all-through” method.

Advantages of this method:

• A letter-by-letter filing system is convenient because catalogers and users are generally familiar with the lexical format.
• Due to the above, the time of the reader, user or researcher is saved as the desired material is found in a very short time
• Choosing the right words among supporting words in topic selection is very difficult. Hence, alphabetization then works as an alternative way.

Limitations of this method:

• Sometimes each word in a sentence has a different meaning so the user has some psychological difficulty in considering the meaning
• International subject headings differ due to the word-by-word format, especially in the case of subject headings.
• Books on the same subject do not sit side by side, so a book has to go to different shelves for different titles. As a result, it takes more time and effort.

Classified and Shelf list Filing:

Shelve cards are arranged in postal order. Libraries that do not use author numbers assign book numbers by taking two and one letter from the author’s name and title, respectively. As usual, shelve list cards are arranged based on the postal number obtained by putting this number with the class number.

Example:

From the above format, it is clear that for shelf list card format, only categories are considered first and book numbers later, where this class number will have multiple entries. There will be shelf cards arranged in chronological order of book numbers.

Advantages of this method:

• This arrangement is consistent with the mutual numbering of process books so that the user can easily find materials.
• This format is particularly useful in searching for information on a subject.
• The library’s collection in a specific subject area can be easily assessed to identify any gaps or strengths.
• Different types of literature are organized in a logical and systematic manner based on an accepted classification method.
• Entries are arranged logically and systematically because this format follows the accepted classification method.

Disadvantages of this method:

• If the post number is formed according to the custom, the post number becomes the same in the books written by different authors on the same subject, so it is not very scientific. 
• Such a format is unnecessary, as it is not common in every library.
• This format is not easily accepted by general libraries or academic libraries.
• Although similar to the arrangement of books on the shelf, it is not complementary to the arrangement of books.
• If there is a weakness in the classification, it affects this format.

If we can’t bring specific information to the attention of readers or users, then naturally questions will arise in the curious mind of the reader:Where is the life we have lost in living? Where is the wisdom we have lost in knowledge? Where is the knowledge we have about information?

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