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Page Title: Maintenance Procedures
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l Organization by type of publication—This in- volves the arrangement of the materials by the type of publication,  such  as  encyclopedias,  journals,  treatises, statutes,  and  reports. Either of these methods is effective or as an alter- native, a combination of these methods may be used in arranging the materials in the library. Whenever you use one  of  these  suggested  methods  or  some  other  method of your own design, you should first take a look at what types of materials are contained in the library and then make a determination as to which method or methods would work best. MAINTENANCE PROCEDURES The importance of properly filing, updating, and accounting for the materials contained in the library cannot  be  overemphasized.  This  should  be  accom- plished  immediately  upon  receipt  (or  upon  completion of office routing) of any new materials. There can be no excuse  for  an  error  caused  by  using  an  out-of-date lawbook when the update is sitting off in a corner. The following hints are given to help make your job easier in these areas. Filing As you begin working with the various types of materials contained in the law library, you will discover that the publishers of these materials have designed the format of each publication to allow for frequent and continuous updating. This is necessary to keep up with the constant changes that occur in the laws that govern our states and country. The methods used to update these materials vary with each publisher, but the most common ones that you will work with are loose-leaf supplements,  pocket  parts,  interim  pamphlets,  advance sheets,  bound  volume  replacements,  and  hound  volume supplements. Because of these variances, you should carefully read any instructions the publishers have pre- pared about the proper methods to make changes and updates to their published materials. Let’s take a look at  these  seven  methods  and  see  how  they  are  used  to keep the materials in your library up to date. . Loose-leaf supplements—As the name implies, these  materials  are  loose-leaf  and  are  usually  kept  in special binders previded by the publisher. U.S. Law Week, published  by  the  Bureau  of  National  Affairs (BNA), and the Military Law Reporter, published by Public Law Education Institute, are examples of loose- leaf services you may find in the library.  U.S. Law Week is designed to keep lawyers current on selected new laws, regulatory agency interpretations of new and ex- isting laws, and recent opinions of the U.S. Supreme Court and lower federal courts. The  Military  Law  Re- porter is  designed  to  keep  military  lawyers  current  on selected new laws, regulations, and directives of the armed forces, and recent opinions of the U.S. Court of Military  Appeals  and  the  published  and  unpublished opinions of the Army, Air Force, and Navy Courts of Military  Review. You should file these loose-leaf supplements as soon as possible after receipt. Special emphasis should be  placed  on  following  the  filing  instructions—this  may appear time-consuming but is often the quickest method to make sure the loose-leaf service is properly main- tained. .  Pocket  parts—These  supplements  are  published periodically  (usually  annually)  and  are  designed  to  fit into a pocket provided by the publisher inside the book cover of the bound volume for which the pocket part has been printed. The U.S. Code Annotated (U. S.C.A.), published  by  West  Publishing  Company,  uses  the pocket part system. It is important, when filing pocket parts, to make sure each pocket part is placed in the proper volume and the outdated pocket part is dis- carded. .  Supplementary  pamphlets—These  are  some- times published as an alternative or an addition to a pocket part. They should normally be shelved beside the volume(s)  they  supplement.  Instructions  on  the  pam- phlets will inform you of whether or not you should discard  the  pocket  parts.  The  U.S.C.A.  usually  contains several  supplementary  pamphlets  at  any  given  time. .  Interim  pamphlets—These  are  published  at  vari- ous times, usually to update a set between issuance of annual pocket parts or other periodic updates. For ex- ample, U.S.C.A. pocket parts are published around March and normally include all updates through the last calendar  year  adjournment  (session)  of  Congress.  Then, usually in June, September, and November—but these months can vary—the publisher will issue an interim pamphlet  to  incorporate  laws  passed  since  the  last  ses- sion. Not many sets contain interim pamphlets, but the instructions  on  those  received  should  be  followed closely. .  Advance  sheets—These  are  paperbound  vol- umes, usually prepared and sent out before the printing and publication of the hardbound volumes. The  Military Justice Reporter is the most common set that uses these advance  sheets.  These  advance  sheets  should  be  placed on  the  Shelves  immediately  following  the  latest 2-10

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