GUIDELINES FOR TECHNICAL SERVICES
IN PRIVATE LAW LIBRARIES
Submitted for AALL Board Approval, April 1994
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 = 0-35 attorneys in the firm; Medium libraries = 36-100 attorneys; Large
libraries = 101-400+ attorneys.
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
AACR2R, 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 AACR2R. 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 AACR2R, 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
7. Serials check-in, in large libraries should be automated using a commercially
available system and is also strongly recommended for small and medium
libraries.
8. 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.
9. The use of a commercially available software package to facilitate routing will be
the standard for large libraries and is recommended for medium ones.
10. Changes to the routing list should be made in 1-3 days for large, medium and
small libraries.
11. Depending on the volume of the mail, distribution by the library staff should be
completed within 2 to 4 hours of its arrival in the library.
12. The use of a filing service is strongly recommended for large and medium firms.
13. 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.
14. The period from which a book is recommended for purchase, to the time that it
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 the time 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.
15. A written collection development policy is standard for large and medium
libraries and recommended for smaller ones.
DEPARTMENT MANAGEMENT
16. 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.
17. The recommended standard for conducting office searches in small, medium and
large libraries is monthly.
18. 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.
19. 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 Services Standards Committee Chair, 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.
ONE REASON NOT TO TAKE CATALOGING AND TECHNICAL SERVICES SERIOUSLY:
The following is a quote taken from a cataloging text which is discussing the usefulness of the
monographic series:
"At the end of this late chapter in an already overlong treatise on the
bibliographic record, we are less able than ever to clarify either the most
significant definition skillfully avoided on page 11 in the first chapter (What is a
work?) or the most significant policy decision sidestepped on pages 42 and 45
(Should the work or the document be the basis of bibliographic description?).
That there are no rigid answers to either of these two fundamental questions is the
thrust of this necessarily difficult section which the beginner may wish to skip."
Hagler, Ronald. The bibliographic record and information
technology. 2nd. Chicago: American Library Association, 1991,
p. 253.
IT DOESN'T HAVE TO BE THIS WAY........................................
NINETEEN REASONS
WHY YOU SHOULD TAKE CATALOGING AND TECHNICAL SERVICES VERY
SERIOUSLY AND INVEST TIME IN A STRATEGIC EFFORT TO BETTER YOUR
LIBRARY PROCEDURES
Good morning and welcome to the session on "standards for technical services."
My name is Carol Dawe and I am the TSL at KMZ in Chgo. I am also the chair of the PLL
subgroup on T.S. Here with me today is Joni Cassidy, President of Cassidy Cataloging Services
in NY. Together we are going to explain the proposed standards that the PLL subgroup
developed last year and how you can use them effectively in your libraries.
Before we get started I would like to lay my cards out on the table. Very few of you are
probably Tech Services Librarians. Not all firms have the good fortune of being able to hire a
"me" or a "service like Joni's". Most of you and me too for that matter do "seat of the pants
cataloging and have make shift procedures. T.S. is seen as detail/back-office stuff and a waste
of time. Reference is the glamour work and the rest just get's done when it can.
Obivously, this is not the right attitude for a number of reasons but I can understand it.
Cataloging and all of technical services is often viewed as "so many archaic rules that they set
people up to fail" If you would, please look at the first page of your handout. This quote sums
up why most of us took one cataloging class in grad school and then went staight to a bar to
celebrate afterwards. Read a long as I read it aloud, please: "
The following is a quote taken from a cataloging text which is discussing the usefulness of the
monographic series:
"At the end of this late chapter in an already overlong treatise on
the bibliographic record, we are less able than ever to clarify
either the most significant definition skillfully avoided on page 11
in the first chapter (What is a work?) or the most significant policy
decision sidestepped on pages 42 and 45 (Should the work or the
document be the basis of bibliographic description?). That there
are no rigid answers to either of these two fundamental questions
is the thrust of this necessarily difficult section which the beginner
may wish to skip."
Hagler, Ronald. The bibliographic record and information
technology. 2nd. Chicago: American Library Association, 1991,
p. 253.
IT DOESN'T HAVE TO BE THIS WAY........................................
What Joni and I hope to do in the next hour or so is to ease your frustrations and explain the
basics of these standards. If you remember anything...remember that these standards were
proposed not to hinder but to help!
To give you a little background, these standards were developed from the results of a survey that
was published in all the AALL Chapter newsletters. The survey, 40+ questions was answered
by approximately 250 libraries and covered every possible area imaginable. Bindrey,
Classification choices, length of time involved in acquiring a new book, size of staff, level of
education, areas of frustration etc. The survey was first developed by a group of TSL in NYC.
They have their own roundtable that meets on a regular basis to discuss a variety of tech serv.
topics. We in Chicago have our own roundtable as well and I strongly urge you to start one in
your area. 2 is a group, remember that. When I attend our meetings in Chicago, I am amazed
at the tidbits and helpful hints that I pick up. I figure if I learn one new thing each time I attend,
it is well worth my time. Plus you make a lot of new friends.
Once we get your comments the standards will be sent to the PLL board for approval and will
be published in the PLL Perspectives as Board-approved standards for everyone to use and
follow.
The standards are guidelines. No one will arrest you if you follow standard 1 but not standard
5. Joni and I hope to explain the standards today so that you will see how they will help you
systematize your library and make operations better overall.
It is important to note what Bob Berring said in the last session:
It is important to keep our libraries functioning.......
Joni is going to discuss the cataloging standards, which are by far the most important because
they help you make the materials in your library available to your patrons. We can not forget
our purpose....to serve the needs of the attornyes. It is not to bow down to LC or Lois Chan or
Mr. Hagler to whom I quoted earlier. It is to serve our patrons and make it easier to access the
materials they need to serve their clients.
Joni Cassidy is president of Cassidy Cataoguing Services in NYC. She holds an MLS from Long
Island University and is a frequesnt speaker on the topics of national bibliographic standars as
applied to private law libraries and retrospecitve conversion. She has been involved in the
developemnt of the ts standards and has helped a great deal to get them to the point that they
are now.
Thank you Joni. The rest of the standards as you can see are all over the map. I do not doubt
the reading ability of anyone in the room so I have picked a few standards to discuss and then
we will open the floor to questions.
SERIALS CHECK-IN, ROUTING, FILING, BINDING & ACQUISITIONS
7. Serials check-in, in large libraries should be automated using a commercially
available system and is also strongly recommended for small and medium
libraries.
8. 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.
9. The use of a commercially available software package to facilitate routing will be
the standard for large libraries and is recommended for medium ones.
10. Changes to the routing list should be made in 1-3 days for large, medium and
small libraries.
11. Depending on the volume of the mail, distribution by the library staff should be
completed within 2 to 4 hours of its arrival in the library.
12. The use of a filing service is strongly recommended for large and medium firms.
13. 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.
14. The period from which a book is recommended for purchase, to the time that it
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 the time 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.
15. A written collection development policy is standard for large and medium
libraries and recommended for smaller ones.
DEPARTMENT MANAGEMENT
16. 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.
17. 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.
18. 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.
19. 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.
ðDOCUMENT #: CHGO05 (00000-6411) 53513.1;DATE:08/28/95/TIME:9:04÷
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Carol J. Dawe
Technical Services Librarian
Katten Muchin & Zavis
Chicago, IL
cdawe@kmz.com
312-902-5557
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
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