Note: Print all of these
documents at once by clicking the Print icon (or File/Print), or print
individual pages via the Print Preview icon (or File/Print Preview). To ensure
legibility of the Library Profile Form, we encourage you to fill out the Library
Profile Form online and then print it by clicking this pdf
version of the Library Profile Form.
THE LAW LIBRARY ASSOCIATION OF GREATER NEW YORK
A Chapter of
the American Association of Law Libraries
Instructions
for Reporting Your Holdings (Participants Only)
TO
SUBMIT YOUR HOLDINGS DATA ELECTRONICALLY. Submit
your holdings in one of the following formats: MARC; Microsoft Excel; HTML;
ASCII text (tab- or comma-delimited) or Microsoft Access. Note: Be sure to
provide the complete title plus any additional information available for each
holding. (See more detailed Instructions for Extracting Records below.) If
you have questions or wish to submit holdings in a different format, please
contact SIMA, Inc. Technical Support at telephone 703-569-1270, email tech@simainc.com.
TO
SUBMIT YOUR HOLDINGS DATA IN PRINT FORMAT. You have two options for submitting your
holdings data in print format:
1. Print out a
catalog record from your library's catalog. Make any holdings notes on the
paper record using red ink. Follow the Holdings Notations Guide (see below)
when writing in holdings information. Remember to add R for materials
that you will lend under restricted conditions, or NC for materials that
are not current. Add call numbers if you so choose.
2. Photocopy title
and verso pages from the item itself. Make any holdings notes on the paper
photocopies using red ink. Follow the Holdings Notations Guide (see below) when
writing in holdings information. Remember to add R for materials that
you will lend under restricted conditions, or NC for materials that are
not current. Add call numbers if you so choose.
Mail your printed
holdings data with other applicable forms to:
SIMA, Inc.
P.O. Box 248
Springfield, VA 22150-0248
TO
MANUALLY ENTER/EDIT YOUR HOLDINGS DATA IN THE UNION LIST. (For use after the
initial launch of the LLAGNY Electronic Union List.) Follow these instructions to manually enter or edit your
library's holdings data in the Union List:
1. Login to
the LLAGNY Electronic Union List.
2. Click on
"Edit Utility" in the gold box on the lower left-hand side of the
screen.
3. Locate the
title you wish to edit and click the green "Edit" button next to it.
4. Enter the holdings information in the
"Holdings" field. Use the Holdings Notations Guide (see below) when
entering holdings information. Remember to add R for materials that you
will lend under restricted conditions, or NC for materials that are not
current. Add call numbers if you so choose.
5. Click
the "Save Current Changes" button when you are finished.
--------------------------------------------------------------------------------------------------------------------
Holdings Notations Guide
Use of this Holdings Notations Guide when entering
your library's holdings data will help to maintain consistency of records in
the LLAGNY Electronic Union List database.
When editing holdings information for a periodical
title, please include as much information as possible, using the following
format as a guide:
v. #,
no. # (year) - v. #, no. # (year)
Example: v.
21, no. 1 (1975) - v. 25, no. 12 (1979)
OR
v. #,
no. # (year) - current
Example: v.
21, no. 1 (1975) - current
If your library only maintains recent issues of
particular title, please use the following notations to indicate your library's
holdings.
|
X years + current year |
Holdings include only issues dated this year and X years prior |
|
X months + current month |
Holdings include only issues dated this month and X months prior |
|
Current edition only |
Holdings include only the current edition |
|
Current edition + X previous editions |
Holdings include the current edition and X previous editions |
-------------------------------------------------------------------------------------------------------------------
1.
The records we would like are those that would be classified as a
serial. If you do not have a field in
your record that identifies material types, such as serial, print, CD-ROM,
etc., but you do have a serials/check-in module, perhaps your vendor could
extract your serial records from that module.
2.
In terms of holdings, for many items we will need only the title
information. For example, we do not
need volume information for treatises.
3.
The type of serial for which we would like to have more holding
information than the title are periodicals, such as law journals/reviews,
magazines, newspapers, newsletters. In
addition, if you keep other materials, such as multiple editions of hardbound
treatises, for more than one year, that holding information would also be
helpful.
We do not need item records
for this information. We just need
general holding information. In
BiblioTech Pro, for example, there is a Notes field in the Holdings record
where holdings statements such as "Current + 2 years" or "Vol.
1, Issue 1, 1985 - current" are entered.
This information can be extracted by the vendor.
4.
If your holding information cannot be easily extracted, titles alone
will suffice at this time, and the detailed holding information can be added
over time.
If
you have any questions regarding what should be sent or how to send it, please
contact SIMA, Inc. Technical Support at (telephone 703-569-1270, email tech@simainc.com ).
THE LAW LIBRARY ASSOCIATION OF GREATER NEW YORK
A Chapter of
the American Association of Law Libraries
(Go to http://www.simainc.com/llagnyul/profile.pdf
to fill this form out online & then print it)
5.
CITY/STATE/ZIP
6.
ILL
PHONE
ILL FAX
7.
SERVICE
HOURS _______ A.M. -- ________ P.M.
8.
MESSENGER
INSTRUCTIONS/PICKUP LOCATION ____________________________
REMINDER: All
materials must be available for return the same day.
A.
Fee based lending.
B.
Phone or email request with ILL or ALA form follow up.
C.
ILL or ALA Form Required.
D. Does not allow ILL materials to be pouched to other offices.
____________________________________________________________
Return this form to:
SIMA, Inc.
P.O. Box 248
Springfield, VA 22150-0248
THE LAW LIBRARY ASSOCIATION OF GREATER NEW YORK
A Chapter of
the American Association of Law Libraries
Major
Subject Holdings Designation List - Instructions
Please circle only those subject areas in
which you have a significant or fairly complete collection and would not mind a
call from other participants concerning materials on that topic.
Make a copy of the completed document and
return the original, with other packet documentation, to:
SIMA, Inc.
P.O. Box 248
Springfield,
VA 22150-0248
THE LAW LIBRARY ASSOCIATION OF GREATER NEW YORK
A Chapter of the American Association of Law Libraries
Major Subject Holdings Designation List
LIBRARY CODE____________
Circle your Library
collections MAJOR practice areas and return with your completed holdings
information.
Accounting
Administrative
Law
Admiralty - see
Maritime Law & Shipping
Advertising
Agricultural
Law
AIDS Law
Alternative
Dispute Resolution
Antitrust
Appellate
Practice
Arbitration -
see Alternative Dispute Resolution
Aviation, Air
& Space
Banking
Bankruptcy
Biotechnology
Broadcasting
& Cable
Civil Procedure
Civil Rights
Commercial Law
Commodities
Communications
- see Broadcasting & Cable or Telecommunications
Computer Law
Constitutional
Law
Construction
Consumer
Protection
Contracts
Copyright
Corporation Law
Criminal Law
& Procedure
Customs &
Tariffs
Defense
Economics
Education
Election Law
Electronic
Commerce
Employee
Benefits, Pensions, Compensation
Employment Law
Energy Law
Entertainment
Law
Environmental
Law
Ethics
European Union
Law
Evidence
Family Law,
Domestic Relations
Federal
Practice & Procedure
Financial
Services
Food & Drug
Law
Foreign Legal
Materials
Please specify
countries
___________________________
___________________________
___________________________
___________________________
Franchise Law
Freedom of
Information
Government
& Legislative
Government
Contracts
Hazardous
Waste, Toxic Substances
Health Care
Hospital Law
Housing
Human Resources
Immigration
Indian (Native
American) Law
Insurance Law
Intellectual
Property
International
Law
International
Trade
Internet
Investment
Management
Labor Law
Land Use,
Zoning, Historic Preservation
Landlord &
Tenant
Law Office
Management
Library
Administration
Litigation
Lobbying
Malpractice -
Medical & Other
Maritime Law
& Shipping
Medicare &
Medicaid
Medicine
Mines &
Mining
Municipal Law
Pacific Rim
Partnership
Patents
Personal Injury
Products
Liability
Public
Utilities
Railroads
Real Estate
RICO - see
White Collar Crime
Securities
Shipping - see
Maritime Law
Social Security
Space Law
Sports Law
State &
Local Materials: please specify
___________________________
___________________________
___________________________
___________________________
Taxation
Technology
Telecommunications
Torts
Trade
Regulation, Unfair Trade Practices
Trade Secrets
Trademarks
Transportation
Trial Practice
Trusts &
Estates
White Collar
Crime
Zoning &
Land Use
THE LAW LIBRARY ASSOCIATION OF GREATER NEW YORK
A Chapter of
the American Association of Law Libraries
LIBRARY CODE __________
CHECKLIST
Please use the following checklist
to ensure that your package is complete. Be sure to include the completed
checklist with your materials. Thank you.
______ Holdings list
(unless submitting electronically)
______ Library profile form
______ Subject holding list
Return entire packet to:
SIMA, Inc.
P.O. Box 248
Springfield, VA 22150-0248