Michele,
Funny you should ask! I've been working on this same question, and posted a query to law-lib not too long ago. Here are the responses, along with my original query:
Good Afternoon Everyone,
We are in the midst of a major microform project and need to know if there is a "correct" way to file superceded annotated codes such as USCA or a state code (in our case McKinney's Consolidated Laws of NY). Are entire sets of books filed together, followed by the sequential pocket parts? In that case what happens when a book is reprinted? On the other hand, filing one book with its sequential pocket parts, replacements, etc. from inception to the present breaks up the continuity of the code.
Any insight or recommendations, whether by "law" or custom, will be greatly appreciated. If you reply off list, I will summarize responses.
Barbara
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Barbara, we don't have microfilm version, but we do keep superceded
codes (USCA, DC, MD & VA) We file the books by title with pocket parts,
supplements, replacement volumes, etc. When these materials are used,
the attorney has a cite so having the volumes for a title together
actually makes it easier.
Hope this helps.
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Some years ago when I worked in Serials, we found that some of our superseded code fiche had been filed one way and some another. Even sets of "1 of 20" to "20 of 20" were split up and some sets were interfiled (1935 code interfiled with 1945 and 1955 code, etc.). We try to keep the fiche sets together now and we separated the fiche by title. Within each title we file by volume with supplements after each volume. As I recall it gets a bit tricky when a volume splits into several vols. (e.g. v. 5 becomes v. 5, 5A, 5B etc.) We try to work from the packing slips sent by Hein if they are helpful.
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I chuckled when I saw your email because I have been putting off dealing with a similar project. I had been told that our collection of fiche for NJSA needed to be reorganized because no one was certain if the way it had been organized (long before I arrived here just under a year ago) made any sense. I took a very quick look at our NJSA and our McKinney's (we don't have the USCA in fiche) and here is how I think it was/is done:
We have filed the NJSA by Title with any succeeding years and supplementary material filed directly behind that specific title in chronological order. Thus, there is a divider labeled Title 1, behind which appears the 1939 NJSA, chapters 1-10, followed by a 1991 cumulative annual pocket part. Next there is a divider labeled Title 2, behind which appears the 1939 NJSA, Ch. 1-23, followed by the 1953 NJSA. As for the McKinney's, it looks like we employ a similar approach, except the dividers are labeled by "Book No." with chronological filing of succeeding and supplementary material being kept with each "book." I'm not sure what happens when a book is reprinted - if there is a specific one you are aware of let me know and I will see how we have handled it. I imagine we would just keep both sets of fiche and label and subdivide them accordingly. Maybe I'm missing something.
It's possible that a further, more detailed review will reveal a more nuanced ordering but I won't be able to get to that for a little while more.
Having given it a little thought, I'm actually comfortable (at least preliminarily) with the way we have it done it. I don't think I'm troubled by creating any discontinuity in the code since those who will be seeking out superseded provisions will be interested only in specific provisions or titles and having them all collocated is probably a good thing.
Obviously, I'll be very curious to hear what you learn or discover as you proceed and hope you will keep me posted. I promise to do the same.
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Actually after some thought I came to the same conclusion that the others did: the only way to file an annotated code is by title, and then chronologically by title. The OFFICIAL USC, on the other hand, I feel comfortable filing by edition (e.g. 1988, 1994, 2000), with each edition followed by its supplements. Actually both of these follow the way it would be done with the hard copy, so I'm comfortable with it.
Good Luck!
Barbara
Barbara G. Traub, Head of Reference Services
Rittenberg Law Library
St. John's University School of Law
8000 Utopia Parkway
Jamaica, N.Y. 11439
718-990-1668 (voice)
718-990-6649 (fax)
traubb@stjohns.edu
-----Original Message-----
From: owner-law-lib@ucdavis.edu [mailto:owner-law-lib@ucdavis.edu]On
Behalf Of Michele Pope
Sent: Tuesday, March 16, 2004 4:21 PM
To: law-lib@ucdavis.edu
Subject: Filing superceded codes on fiche
How are you filing your superceded codes on fiche: by volume date? By
volume number? By shipments?
Michele Pope
Serials/Government Documents Librarian
Loyola University Law Library
7214 St. Charles Avenue
New Orleans, LA 70118
(504) 861-5546
Fax: (504) 861-5895
mpope@loyno.edu
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