Vertical Files

Updated 04-11-2026

Overview

Vertical Files (VF) are items of an ephemeral nature documenting the University of Idaho, the State of Idaho, and the American West. They include flyers, mailers, posters, and much more. Materials can belong to a book collection or a processed archival collection should not go into a VF.

Most VFs are in need of reprocessing, with the highest priority given to UI-related VFs. Prior to 2025, many non-ephemeral materials were put in VFs. These materials should be removed and added to appropriate archival collections based on the college, department, office, or other unit that generated them. Once the UI VFs have been reprocessed, we can then move to Idaho VFs.

Some VFs will be altered, either broken apart due to size or vagueness, combined with another VF, separated into a processed archival collection, or deaccessioned. These changes will be noted in the Processing Note of the Resource Record as VFs are reprocessed.

Once a VF has been reprocessed, the updated spreadsheet will be added to SharePoint (spec/Collections/Processed Collections/Finding Aid Files/Vertical Files). Old VF files at this location can be ignored once reprocessing is complete. Collections that have not been reprocessed may have a finding aid or list of materials, also located at the above link.

Types of Vertical Files

The two primary VFs are State of Idaho VFs and University of Idaho VFs. Each type of VF has multiple subject VFs within it.

As of 02-12-2026:

State of Idaho VFs

University of Idaho VFs

Reprocessing Workflow

Temporary - under revision

As of February 2026, the primary reprocessing priority is the University of Idaho VFs. Secondary priority is the Idaho VFs.

  • If VF materials belong in a book collection, give to Kelley, who will add them to the Library catalog.

  • If VF materials belong to a UG/MG/PG (typically a UG), they can be added either directly to a processed collection or can be accessioned. This is a case-by-case determination.
    • These materials can be treated as a new series within the existing collection. Title the series “Vertical File Transfers” to clarify provenance.
    • Update metadata fields in the Resource Record.
    • Upload finding aid to Archives West.
    • Shelve where appropriate.
  • If VF materials should remain in a VF:
    • Create a new spreadsheet based on the ArchivesSpace template
    • And VF has an existing resource record:
      • Fill in as much information as you can
      • Upload spreadsheet to ArchivesSpace
      • Upload finding aid to Archives West
      • Shelve materials in the VF area of the Book Room
    • And the VF does not have a resource record:
      • Delete old information/child lines
      • Upload new spreadsheet
      • Update all the resource fields you can
        • Try to standardize the collection number (Kelley can help with this). Typical format: UI VF [college/department/office abbreviation or primary word]. Ex. UI VF CALS, UI VF Memorabilia.
      • Upload new finding aid to Archives West
      • Shelve in VF area of Book Room

  • Add any new materials to the last box or to an appropriate place within the VF

  • Digital materials should go to Rebecca, who will add them to the Archive Drive.

Reprocessing Notes

  • For VFs undergoing reprocessing, remove materials that are not of an ephemeral nature. Examples of non-ephemeral materials include research notes, lectures, and meeting minutes. Materials that can remain in VFs include posters, flyers, mailers, and other truly ephemeral materials.
Newspapers and Microfilm Spec Equipment