The library ADMINISTRATIVE FILE contain information essential to the management of the library media center. An ACTIVE
file drawer and an INACTIVE file drawer using the headings as outlined below will facilitate organization and access to information for you and other staff members. The suggested file headings are a basic list; therefore, you will want to add
your own as needed. Maintain a separate INSTRUCTIONAL FILE in another file cabinet/drawer for lessons and teaching resources.

Use the headings in bold type (in blue box) to make hanging files with tab guides. Prepare manila folders for the suggested subheadings (in beige box).

	ACTIVE FILE HEADINGS
Hanging File Folders	Manila Folders
Audiovisual
	AV Circulation (Long-term) Audiovisual Equipment Bid Price List Audiovisual Forms Audiovisual Inventory Repair Procedures Order Repair Tags Other
Automation
	Barcode Ledger Communications from LIS (procedures, guidelines) Follett or Library Pro Other
Baltimore Co. Public Library Cooperation
	School Visit Information Teacher Loan Applications Branching Out Newsletter
Collection Development/Consideration File
	Maintain on database and/or online, e.g., Titlewave, Grolier, World Book, Bound to Stay Bound
Computer Equipment
	Inventory Repair Procedures Other
Copyright Guidelines
	(Policy online at http://www.bcps.org) Notices for photocopy machines
Correspondence
	Principal Teachers Library Information Services Vendors Other
Finances
	Audiovisual Equipment Audiovisual Software Supplies Contract Services Grant Funds Instructional Equipment (computers) Library Books and Media Materials Library Supplies Online Fee-based Databases (Electric Library, GaleNet, Dialog, etc.) Staff Development Other (e.g., PTA, business partnership)
Forms
	Financial Record Follow-up Form for Purchase Requisitions Instructional Planning (e.g., forms used to communicate with teacher regarding their long range planning, etc.) Library Media Order Cover Library Passes Reconsideration of Instructional Materials Requisition Purchase Order Sign-up Schedule Summer Loans Vandalism Report Other
Furniture & Office Equipment
	Inventory Considerations for Purchase Other
Goals
	Personal School Goals/School Improvement Plan School Library Media Center Other
Library Information Services Newsletters
	Accessible onLINE website.
Orders - Audiovisual - Current
	Audiovisual Software Supplies Equipment Orders Project Lamp Orders Other
Orders - Audiovisual - Current - Complete	Same as above
Orders - Library Books and Media - Current
	Book Orders to Vendors Instructional Media Catalog Order Magazine/Periodical Catalog Order Rebinding Order
Orders - Library Books and Media - Current - Complete	Same as above
Orders - Library Supplies - Current
	Library Supply Orders to Vendors Other Office Suplies
Orders - Library Supplies - Current - Complete	Same as above
Orders - Online Fee-based Databases - Current	Dialog Electric Library GaleNet Other
Orders - Online Fee-based Databases - Current - Complete	Same as above
Orders - Repairs - Current
	Audiovisual and Instructional Equipment Facility Other
NOTE: Prepare folders for all other ORDERS by category as needed. Folders should mirror the budget category.
Policies, Educational Specs, and Compliances
	Most BCPSpolicies maintained on the BCPS website or blue Policy Manual. You may wish to keep a paper copy for quick reference of those policies most significant to library media specialists: These are: Audiovisual Specifications Cataloging and Processing Specs Facilities Specifications Selection Policy for Library Materials Telecommunications - includes copyright, AUP, and web publishing guidelines. Other
Professional Organizations
	AECT, ALA, AASL, MEMO, MICCA, SLMA, etc.
Telecommunications
	Policy (accessible on BCPS website) Acceptable Use Policy for Students Acceptable Use Policy for Employees Email Account Webmaster Agreement (if applicable)
Vendor Information
	BCPSVendor Numbers (Most frequently used by librarians accessible onLINE website)
Warranties/Manuals
	INACTIVE FILE HEADINGS Maintain an inactive file drawer for three years. Use the same headings and suggested subheadings as for ACTIVE file.