BLACKS LAW DICTIONARY
Publisher: West Publishing Company
Location: SJAs Office, Room 101
Figure 2-5.Catalog card.
hardbound volume and should be discarded when they
are replaced by the appropriate hardbound volume.
Hardbound volumes may contain revisions of the ad-
vance sheets, a good reason for discarding the advance
sheets when you receive the hardbound volumes.
l Bound volumes replacementsBound volumes
are often published to replace outdated volumes in a set,
sometimes two or more new volumes will replace an
old volume. In these cases, the old volume should be
discarded. The U.S.C.A. normally receives 12 replace-
ment volumes each fiscal year.
l Bound volume supplementsOccasionally a
supplement is published in the form of a bound volume,
in that case you do not discard the basic volume but
merely shelve the bound volume supplement next to it.
If a pocket part is later published, it will state whether
it is to be placed in the rear of the basic volume or the
supplementary volume. The U.S.C.A. frequently con-
tains several bound volume supplements.
An important function of your duties in maintaining
the library is keeping track of the materials contained in
the library. To be able to quickly account for the where-
abouts of all material belonging to the library will help
you and the persons using the library. Furthermore, it
will also save command funds because replacement
items will not be required because of losses due to a poor
accounting system. The size of your library and the
needs of the library users will generally dictate the type
of accountability used. For most libraries, it is recom-
mended that the books be cataloged using a simple card
index system (see fig. 2-5) that lists the following
minimum information for each item:
Title of the reference material
Edition (if applicable)
Number of volumes
Location of the reference material
In addition to setting up a card catalog system as
suggested previously, you also should set up a checkout
system to keep track of those materials that are bor-
rowed from the library. Two different check-out sys-
tems are described in the following paragraphs.
. Check-out cardThis is probably the most ef-
fective system that can be used. It consists of placing a
check-out card in either the front or back of each volume
of reference material. This card should contain enough
information to identify the specific volume it came from
and should provide sufficient space for the individual
checking out the material to enter the date checked out,
the individuals name, and the individuals office and/or
command. When a book is checked out, the card may
be placed on the shelf in place of the book, or all
check-out cards may be kept in a central location for