Private Law Libraries Special Interest Section
American Association of Law Libraries

CONTENTS

What's New

 TECHNICAL SERVICES IN SMALLER LIBRARIES

by Carol J. Dawe
Katten, Muchin & Zavis

GUIDELINES FOR TECHNICAL SERVICES
IN PRIVATE LAW LIBRARIES

Please bear in mind that these standards, if passed, would not be binding. They would, however, be recommended guidelines for practitioners, and carry the full support of the Association.

For your reference:

Small libraries = 0-50 attorneys in the firm
Medium libraries = 51-100 attorneys in the firm
Large libraries = 101-400+ attorneys in the firm

PROPOSED GUIDELINES
CATALOGING

1. The cataloging function in small, medium and large libraries should be performed or managed by an on-staff degreed librarian or through a qualified cataloging service.
   
2. The Library of Congress classification scheme and subject headings should be used with or without modification in small,medium and large libraries. In California, the LA County Law Library's Scheme is also acceptable for those libraries who are already using it as their classification system because it is viewed as an accepted alternative standard for classification.
   
3. Small, medium and large libraries should have access to a bibliographic utility.
   
4. The current national catalog code should be followed in the provision of descriptive cataloging in small, medium and large libraries. At present, this is AACR2, which may be supplemented by use of the Library of Congress Rule Interpretations. In an online environment, it is strongly suggested that software which is compatible with MARC bibliographic records and which follows the MARC standards that are detailed in the USMARC Format for Bibliographic Data should be chosen. Any MARC standards followed by the bibliographic utility in use such as OCLC, RLIN, WLN, etc. should also be followed.
   
5. Authority control should be provided within the local catalog of small, medium and large libraries. (This is implied by adherence to AACR2. At minimum, this means that the form of each heading will be uniform so that all titles properly collocate. At most, it could mean that a structure of cross references and authority notes are provided in the catalog for the user. Authority work is essential to a catalog, especially as it grows. Split files work against the user's location of all pertinent titles.
   
6. All libraries should maintain some kind of procedures/decisions file to ensure continuity of choice in cataloging. Use of national catalog documentation such as AACR2, Library of Congress Rule Interpretations, USMARC Format, Library of Congress Subject Headings, LC Subject Cataloging Manual, Library of Congress Classification, and LA County Class K for California libraries may substitute for a local cataloging manual, if national standards are followed. Any local variations on such national standards should be recorded in the local manual.
   

SERIALS CHECK-IN, ROUTING, FILING, BINDING & ACQUISITIONS

1. Serials check-in, in large libraries should be automated using a commercially available system and is also strongly recommended for small and medium libraries.
   
2. All libraries utilizing commercially available automated serials check-in should take advantage of them to produce holdings lists and management reports to better advertise and manage serial holdings.
   
3. The use of a commercially available software package to facilitate routing will be the standard for large libraries and is recommended for medium ones.
   
4. Changes to the routing list should be made in 1-3 days for large,medium and small libraries.
   
5. Depending on the volume of the mail, distribution by the library staff should be completed within 2 to 4 hours of it's arrival in the library.
   
6. The use of a filing service is stongly recommended for large and medium firms.
   
7. It is recommended that large libraries perform the binding process on a monthly basis, that medium libraries do so on a quarterly basis and small libraries on a semi-annual basis.
   
8. The period from which a book is recommended for purchase, to the time that it is ordered, should be 2-4 weeks for large and medium libraries, and 1-2 weeks for small libraries. From the time the book arrives from the publisher to thetime it is available for use, should be no longer than 1-2 weeks for smaller libraries and 2-3 weeks for larger libraries. In other words, the entire process should take no longer than 4-6 weeks, barring back-ordering or other complications involving the publisher.
   
9. A written collection development policy is standard for large and medium libraries and recommended for smaller ones.

DEPARTMENT MANAGEMENT

1. A technical services procedures manual should be created and utilized as a standard in medium and large libraries. As above, a cataloging procedures manual, at the very least, should be in place in small libraries.
   
2. The recommended standard for conducting office searches in medium and large libraries is two to four times per year; the recommendation for small libraries is monthly.
   
3. Shelfreading should be conducted by large libraries at least once per year; medium libraries at least two times per year and by small libraries at least four times per year.
   
4. Statistics on technical services function and procedures should be compiled by the Supervising Librarian at regular or periodic intervals to show the amount of work done and the time required to perform tasks.

The members of the Advisory Board are: Suki Scott, PLL Technical Sercives Standards Committee Chair, Prudential Insurance Company; Joni Cassidy, Cassidy Cataloging Services; Carol Dawe, Katten, Muchin & Zavis; Michele Finerty, Orange County Law Library; Ellen McGrath, State University of New York at Buffalo; Jean Pajerek, Cornell Law Library; Jeanne Reynolds, Kemp, Smith Duncan & Hammond; Gary Vander Meer, Northern Illinois University College of Law; Marie Whited, Library of Congress Law Library.