MINISTER’S RESOURCE CATALOGUE SYSTEM

My wife and I have been involved in ministry for over 35 years. Over that period of time, like most others in our situation, I have accumulated copious notes (typed, scraps, and other peoples!), books, articles, tapes, videos, not to mention weird cartoons!, etc, etc. Information is powerfully important for the gospel, but over the years, it became increasingly harder to actually locate things I was looking for! Now some may say, "that’s old age creeping on!", but I vigorously deny such specious allegations!

I have evolved a master cataloguing system, that now enables me to locate either a specific note / file / article / book, etc., or a wider range of material I may have on a particular theme.

It’s now ‘road tested’ to the point where it works well for my needs. You’re welcome to adapt the idea to your own requirements and emphases. If you need any help, please feel free to contact me. Copy this for anyone you think might also benefit from it (we’re too inept to sue for copyright infringements!). But please acknowledge the source.

Lastly, a word of public acknowledgment to my computer junkie, teacher, and friend, Dave Cohen. Since before he came to Christ, "from out of the cold", Dave has been a patient, clear, and loving instructor. Thanks, mate!

SETUP PROCEDURE

1] The catalogue tracking system is thematic. It centres on a two-digit topic number [00 to 99]. These are listed alpha-numerically. I suggest you develop your own topic list, depending on what areas of specialty you have developed an interest in (refer to Appendix #1 for my own list). Try to keep a space between each, if possible, for later inclusions and / or adaptations eg. 04, 06, 08, etc. My topic list has already undergone several refinements!

2] Having set up the basic catalogue number system, the next step is to identify the type of information, and give it an alphabetic definition;

• A = Article, newspaper clippings, magazine, teaching articles, oddments, etc;

• B = Book, books off all descriptions, conference sets of notes, etc.

1. Example : Us Aussies by Mal Garvin = 50-B.......

• C = CD's and DVD's - include study material and entertainment stuff.

• S = Studies, all non-computer file studies - typed, handwritten, scraps of word studies, preached material you want to keep, old notes from the ice age you no longer can interpret because your doctrine’s changed, but you’re afraid to throw out, just in case you were on to something!, etc.

• T = Tapes, all audio tapes - single or series

• V = Video, for all video resources - whole tapes, or separate items filed on one tape;

• Studies, etc, on Computer File - these are designated differently - by the two digit topic number + 6 letters

• You may have other information sources in addition to these. Again, the system can incorporate any personal adaptations.

3] We can now give each specific resource its own ID number. I use a further two digits (ie. 01 to 99). A very large resource library may need a three digit code (ie. 001 to 999)

4] We now need to set up a format in a word processing file. (This one is called Book Catalogue.doc)

BGR Book Resources Catalogue Page 1
NUMBER ARTICLE TITLE AUTHOR SUBJECT SUMMARY DATE
50-B01 US AUSSIES GARVIN MAL AUSTRALIAN HISTORY CHRISTIAN INFLUENCES 1987

5] Where a book, study, video, or tape is one of a series, it is identified by a further numeric sequence - denoting the sequence and number in the series (ie. 15 = Tape 1 of 5); again, the hyphen is important for sorting - eg. (File name = Tape Catalogue.doc)

BGR Tape Resources Catalogue Page 1

6] Now comes the boring, drawn-out bit - cataloguing all that stuff in your bottom drawer and book case that you haven’t looked at for 20 years! You can start anywhere, as the cataloguing system will ultimately sort all your resources out into a locatable order.

BGR Book Resources Catalogue Page 1

7] As you give each item a catalogue number, write that number in a visible place and size on the book spine, tape insert, video cover, article top corner, etc. Use a medium width texta pen on a good quality adhesive label cut large enough to read.

BGR Study Resources Catalogue Page 1
NUMBER ARTICLE TITLE AUTHOR SUBJECT SUMMARY DATE
50 EARLY CHURCH HISTORY THE EARLY CHURCH BRIAN RENSFORD 1ST C EARLY CHURCH HISTORY 1999

8] Once you have catalogued your resource materials into their respective file lists (refer "Current Study File Management" below for a suggested list of master catalogue files), you are ready to sort them into catalogue order; firstly select all entries in your file, select sort text from the table menu. Select by paragraph for sort criteria (some software uses "by line"), then go to options, select other and type in a hyphen. Click on OK. Save your file again.

9] Once all resource files are sorted and saved, using the same template again, now called "ALL RESOURCES CATALOGUE", insert/import each file in turn. You will have a l-o-n-g list of all your resource material, waiting for a final sort. Repeat the steps under "8" again

Delete any spare lines you have accumulated and you will have a Master All Resources Catalogue File ready for printing! I have my topic list, plus each separate resource file, plus the master file collated in a clear plastic file on my desk at all times for reference. Let’s face it! After all this work, you’ve got to use the thing to justify your hours, and days, of slog..... and I do regularly!

• Video resources are often stored several to one cassette. In this case, using our example, I add a, "filed under" reference in the Subject Summary, eg; (file name = Video Catalogue.doc)

BGR Video Resources Catalogue Page 1
NUMBER ARTICLE TITLE AUTHOR SUBJECT SUMMARY DATE
50-V01 THE METHODISTS ABC HISTORY OF EARLY METHODISM IN AUSTRALIA 1992
50-V02 DEAD SEA SCROLLS THAMES TV 1948 DISCOVERY (FILED UNDER 58-V01) 1990
58-V01 NEW AGE SEMINARS ABC MOTIVATION COURSES AND MEDITATION 1989

• ENTERING NEW ADDITIONS simply open the appropriate resource file, type in the new items. If you want to ensure it’s properly sorted, do another sort. Regularly update your Master Resource file using the procedure under "9" above. I now add a field into my header, denoting the month and year of the last update. Then print out.

1] Once the Resource Catalogues are all filed in the Master Catalogue File (or printed in a clear plastic holder), you can locate, by topic number, a particular item, by visually scanning the appropriate Resource Catalogue.  I use only a file so  can utilise the search facility.

2] Using the topic number, it’s possible to scan all your material on your subject. Related / similar topic numbers can be scanned for additional material.

3] Much material could be filed under multiple topic numbers. You can list an item under more than one catalogue number simply by following the steps under "Additional Help" above. After your subject summary, type "filed under (say) 25-B23"

4] A real plus in this system is that you can collate all material you have by a particular person. The procedure is - open up the Master Resource file, select table, then sort text, by field 2 go to options, and select tabs.

The sort will re-list all items by author’s name.

5] Similarly to 4] above, you can use the Master Resources (or other appropriate catalogue file), to locate any material that has a particular word in the title, author, or subject summary. After opening the relevant catalogue, select edit, then find. Type the word(s) and OK.

• I keep all study notes filed under My Documents\RESOURCE master Folder.

This directory/folder contains the following files listed;

• You can increase, or lessen, the number of sub-directories - depending on the volume and topical emphasis of your own study files. Under each are stored your completed files - again, listed by topic order.

• The UNEDITED directory contains (using the same alphanumeric file name) any notes not completed, or awaiting final formatting. When finished, each file should then be transferred to the appropriate directory (eg. \resource\50-59).

• Regular defragmenting and optimisation of your harddrive is the simplest single way of improving your computer’s efficiency and speed. Over time, with continual use, computers begin to fragment files, as they seek to store them on the harddrive. So, although your Directory tree looks the same - in reality the files are being stored all over the place, sometimes in two, three, or more locations. This increases even more so if your harddrive is getting near full of data.