Cross Reference Record Filing System

The following information is published with ROUNDALAB's permission from the ROUNDALAB Reference Manual compiled by Richard & Jo Ann Lawson, 1987.

Victor & Ruth Boucher
North Adams, Mass.

What is a Cross Reference Record Filing System?

If is a record file arranged so that you can find any record or other information about a dance, if you know one of three things: the dance title on side A of the record, the title on side B, or the record label and number.

If you are like all typical Round Dance Teachers, you probably have several hundred round dance records. Some records you use regularly and keep them in your carrying case, others you use only occasionally or never use them at all. These records may go in storage case or box, but where? Do you know where to file them?

Sometime only one thing is known and you wish to know more information about a certain record, but you do not want to spend time to dig it out. The cross reference file system will show you what you want to know.

The following questions will tell you if your filing system is good enough, or should it be improved:

Do you know in which case or box a certain record is stored?
Do you know, or have access, to ALL the dance titles on your records?
Are you able to find or easily dig out an old record that is in storage without spending an hour or so going through stacks of records?
Do you need to look at every record to find a certain dance, or do you know on what record label it is? (Hi-Hat, Belco, Grenn, etc.)
Can you cross reference a record label and number to a dance title, or a dance title to a record number?

If you answer is NO! to any of the five question listed above, chances are, you don't have a filing system; or, your filing system needs to be improved.

You Could Do One of the Following:

You could list all your records in a notebook. But unless side A, side B, label and record number are listed together it doesn't do much good. Also you may need to read through several hundred titles or record numbers before you find the one that you want.
You can buy a home computer. This would be ideal after all the information is programmed into it, and you have your records filed according to instructions listed in this article. However, this could be too expensive.
You can make a simple cross reference file. This will work very well and not too expensive. This system will show at a glance, the titles on both sides of a record, the choreographers, the band or orchestra, the type of dance (Waltz, Two Step, etc.) the record label and number, date of dance release, or any other information you may with to record. Also, it will show you where to find ANY RECORD in storage in a matter of minutes, when the records are stored according to instructions.

Many times you buy a new record, only to find out that you already had a record in storage. The new dance may be on the reverse side of a record, or could be a new dance routine to an old record. Using the cross reference file to check titles or record numbers before you buy that new record, may eliminate many duplicates - and save money.

What do You Need to Create a Cross Reference File?

A file drawer for 3 x 5 inch file cards. A drawer will hold about 1200 file cards, or enough space for approximately 400 records. You may need more than one file drawer.
Enough 3 x 5 inch file cards to have (3) three cards for every record you own. It is recommended that you get (2) two different color cards, if possible. Colored cards (Pink or Blue) are not a necessity, only a convenience for filing. They can be cut from larger stock. You will need (2) two white cards and (1) one colored card for each record.
A set of 3 x 5 inch file guides (A to Z).
Fifty or sixty 3 x 5 inch blank file guides.

To complete the cross reference file index will involve considerable time, depending on how many records you have. But, it will be well worth the time and effort that you put in this project.

Storage of Unused Records

Before starting on the cross reference file cards, it will be to your advantage to sort and store all unused records as follows:

Sort all records by Producer Label (Hi-Hat; Grenn; Windsor; etc.).
File or store all unused records by Producer Label and record number, filing records in numerical order. (Example: Hi-Hat 250, 301, 450, 600, 870; Or, Grenn 13914, 14150, 14190, 14210) You may find that you have fifty or more difference labels.
On each case or box, list the Producer Label for the records stored in the case or box. This will help you when you are looking for a certain label.
Now that you have your unused records stored by label and record number in numerical order, all you need is your cross reference file cards to show you where the record that want is located.

Filing in Your Cross Reference File Cards

For each record that you own, (be sure that you include the records in your carrying case), you will need (3) three 3 x 5 inch file cards. Use (2) two white cards, and (1) one colored card.
On each file card, type or write in the following information:
Use one white and one colored card -

Dance Title (Side A)
Producer or Label

Music by (Orchestra, Band)
Record Number

Choreographers
Date of Release or Date

Type of Dance (Waltz, Two Step, etc.)
Point Rating

Dance Title (Side B)
Point Rating

Music by

Choreographers

Type of Dance
Use one white card -

Dance Title (Side B)
Producer or Label

Music by (Orchestra, Band)
Record Number

Choreographers
Date of Release or Date

Type of Dance (Waltz, Two Step, etc.)
Point Rating

Dance Title (Side A)
Point Rating

Music by

Choreographers

Type of Dance
After you have listed all your records on file cards, put them in your file drawer as follows:

The two white cards (the one with dance title on side A, and the one with dance title on side B at the top) will be filed alphabetically, using the A to Z File Guides as an index.

The colored file card will be filed by Record Producer or Label. Use the Blank File Guides and type the Producer or Label of the File Guide. Then arrange them in alphabetical order in the drawer. File the colored card by Label and record number going in numerical record number.

Using the Cross Reference File Cards

If you are looking for a dance title, it will be filed alphabetically (side A or B). The card will list both dance titles on the record, the Label and record number, the Choreographers, type of dance, date or release, and where it is stored. (Hi-Hat, Grenn, Windsor, etc.)
If you are looking for a Producer and record number. Look in the Producer index (colored cards). It will be filed in numerical order, and show all the information that you are looking for.

Therefore: if a dance title or record number is known, you can look in your file to see if you have it listed, before you buy a new record. It can save you time and money by not getting doubles for a record that you already have in storage.

Roundalab Journal, May, 1982