Twybil,
Those "out" cards come in handy for those rare books....If more than one
person is pulling books/files, have them sign them out with their name and
date taken..and when brought back.  At least you'll know where to find the
volume when you are in need of it.  Of course, if the book gets passed around
before returning to the shelf, the next in line or the one who passed it one
should update the card.
Candy