Trade Catalogs
Several methods for filing and indexing trade catalogs have been advocated by various writers, but the most generally approved practice is to file in legal size vertical file cabinets, with a shelf to accommodate large bound volumes which are too bulky to go into the drawers and whose disposition on shelves instead of in file drawers may be noted by a symbol on the index card, and also by a reference sheet placed in the file where the catalog would be alphabeted.
All trade catalogs should be filed alphabetically by the names of the firms issuing them, rather than under subjects, because often a single pamphlet, or volume, may list a variety of materials which can not be classified under a single subject name, thus avoiding numerous cross subject references.
Trade catalog index card made under the subject name
Trade catalog index card made under well known trade name
Engineers are prone to endeavor to apply a decimal subject classification in filing trade catalogs, with the result that they fall into many intricate difficulties. However, small offices using only a few trade catalogs on special subjects can file under subjects with other library material if desired. (The organization of an alphabetical subject file for miscellaneous data is described in Chapter VI.) All trade catalogs filed under the names of the firms should be subject card indexed, because it takes less time to make a working index than it does to look through various catalogs to find desired information when there is no index.
Trade catalog index card made under the name of the firm and showing the subject name and trade name under which additional cards have been made.
The method of indexing should be as follows: there should be a card made for the name of each firm issuing the catalog, and the address of the firm may be added to this card in order to use it as a mailing list if desired. The subjects, i. e., specific names of merchandise, which the catalog covers and any well known trade names, should be written on the face of this main card (see illustration) and additional cards made for the subjects and any important trade names, and all of the cards should be filed in a single alphabet. A Cutter number (which is explained in detail in the chapter on cataloging) may be put on each index card and trade catalog, in order to facilitate the alphabetizing and quick location of individual trade catalogs. The subject index in Thomas' Register of American Manufacturers, an invaluable tool to purchasing departments, is a great aid in selecting subject names to be used in the trade catalog index.