Where do I begin?

You arrive at your new firm, are shown the library or, as was my case, ‘the room in the building which stores the books’, and are then left to your own devices. Where do you start?

Firstly, it is vital to carry out an information audit so you can identify and assess what information resources the firm currently has and what it actually needs. Do the information resources actually meet the firm's needs? Fee-earners are the best judges as to whether a source is of benefit to them, so it is your job to identify what resources are potentially useful, and let them decide which are best. In my experience, fee-earners see a book flyer which interests them and immediately want to buy it without actually finding out what else is available on the subject.

At the beginning of the audit, ask yourself the following questions:

• • What books are there? Are they current? Have any been superseded by newer editions?

• • What looseleafs are there? Have they been updated? If not, where are the unfiled updates? Are they propping up someone's PC monitor?

• • What journals are there? Are they being read? Are they being circulated properly? A problem in any firm.

• • What CD Roms/databases are there? Are the CD Roms that are installed on people's PCs or the firm's CD tower current or have the subscriptions lapsed?

• • Are there any duplicate resources? You'll be surprised. I found a duplicate looseleaf and also two copies of a journal in a department of three people!

Action points

• • Set up meetings with the heads of departments to ascertain what type of work they do and what resources they require. Do the current resources reflect the department's work or are there ‘information gaps’? Are the resources too focused on one aspect of the department's work and not on others? Can some resources be cancelled or replaced with better ones? Identify and then set up trials of potentially useful electronic resources and get books in on approval.

• • Get a list of all subscriptions/standing orders from publishers and bookshops so you know what resources you are scheduled to receive. Cancel anything that isn't needed, otherwise you will create unnecessary work for yourself by having to return unwanted items when they eventually arrive. Remember that standing orders mean you automatically receive any newer editions or supplements.

• • Cancel unnecessary duplicate subscriptions.

• • Discard out-of-date stock or at least put a sticker on the front warning any users that it may no longer contain good law. If there's a newer edition of a book, is it required?

• • Are the CD Rom services for single or multiple users? Ensure that they are not being networked if they shouldn't be.

Once you have carried out the information audit and identified what library resources are and aren't needed, you can then turn your attention to creating a usable library and, later, an information service.

Setting up the library

If you are setting up a new library, you will need to look at putting the following in place:

• • Classification scheme. This will bring order to the library holdings so users can find what they want on the shelves

• • Searchable catalogue. If no library management system exists, put a catalogue onto the firm's intranet. Even putting a hardcopy printout of the library holdings somewhere accessible in the library is better than nothing.

• • Record journals and looseleaf updates. Again, if you have no library management system, set up a card index so you can record what you have received and chase the supplier for what you haven't.

• • Issue card system. This is essential if you want to keep track of who has what books. All you need are card wallets to go in the front of the books and issue cards.

• • Journal circulation lists. Sounds obvious, but this will (hopefully) result in all fee-earners getting to see the journals they want and help you track down a journal if you need it urgently.

• • Book (or journal) raids. Invariably certain books and journals become permanent fixtures on some fee-earners' desks and never come back to the library. Don't be afraid to go and retrieve them.

• • Copyright licences. Ensure that fee-earners know what they can and cannot photocopy/scan by putting up CLA/NLA legal information notices next to the photocopiers. Law firms can't get away with saying they didn't know the law!

Sorting out the library finances

Whether you have sole responsibility for administering the library budget or, perhaps, are working in conjunction with a library partner, it is vital that you know what you are spending so that you do not exceed the library budget and incur the wrath of the management team at the end of the financial year!

It is essential that you try and do the following in order to take control over what is being spent:

• • Centralise book orders. This will enable you to know exactly what is being spent and will put a stop to partners buying what they want. If you don't have a dedicated library partner, it is worth asking to have one assigned to you. You never know when you might need back up from someone in authority!

• • Record invoices. If you don't have a library management system, a spreadsheet that calculates how much you have spent each month and what you are committed to spending in future months will help you keep control over the library finances. By having this information at your fingertips, you are in a stronger position to turn down any expensive subscription requests on the basis that you can't afford it until next year's library budget has been allocated.

Setting up the information service

Once the library is organised and the library finances centralised, you can then turn your attention to the information service. For me, the information service is about adding value to the firm, which in turn adds value to you. This is a chance for you to show what you can bring to the firm, and what you can do to make fee-earners' lives easier. A great information service will increase your importance within the firm.

If you arrive at a firm which has never had an information service, you start with a blank canvas and can introduce the services that you feel will most benefit the firm. Remember to be proactive and talk to your customers. When you meet the heads of department during the initial information audit, it is an ideal time to also discuss their department's requirements. You should also talk to other fee-earners on an individual basis, as different people within a department will have different needs.

You should consider setting the following up:

• • Enquiry desk. Conduct legal/business research on fee-earners' behalf.

• • Current awareness. Create departmental or firm-wide legal update bulletins. These can cover news stories, government press releases, new journal articles, etc. If you don't have enough time or resources, at least offer to sign fee-earners up to relevant email updating services (e.g. PLC and Lawtel).

• • Monitoring service. Offer to monitor case-law or the parliamentary passage of particular pieces of legislation.

• • Training. To ensure the fee-earners make the most of the databases available, conduct regular one-to-one/group training sessions, as and when required.

• • New joiner training. Provide new joiners to the firm with a tour of the library and an introduction to the resources on offer. Create new joiner ‘welcome packs’ which outline what the library and information service does, the resources available, and contain their database passwords.

The future

An information service should be constantly evolving. As your firm grows and develops, so should the service. Again, try and be proactive: offer to assist with the firm's client pitches or with the putting together of, or even writing of, client newsletters. Also, you need to be reactive. For example, if the firm opens a new office, your information service will need to be able to provide support to that office too. (A number of very useful articles on multi-office management are available in the March 2005 issue of Legal Information Management).

And finally…

Setting up a library and information service will inevitably throw up the odd problem. However, if you're working on your own, don't feel isolated: sign up to the BIALL and Lis-Law email forums, where ideas can be discussed and where experienced information professionals are always willing to offer advice and guidance. Join BIALL and also find out if there is a local law librarians group in your area. If anybody would like to discuss anything in this article, please email me at michael.oberwarth@mablaw.co.uk.

And finally … Good luck!!