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Cornell Law Library Myron Taylor Hall Ithaca, New York 14853

Cornell Law Library Annual Report 1980/81

This year was one of great changes in the Technical Services Department and of incremental increases in the work of the Public Services Department of the Law Library

I.

Technical Services

On January 2, 1981, this library, along with most libraries in the English-speaking world, adopted a new set of cataloging rules.

Non-librarians

may consider this an inconsequential detail, but librarians found that the planning for and implementation of the change presented many challenges.

Not

only did all librarians have to understand the changes, but each had to implement them in a manner least confusing to those using the library materials. The rules for cataloging primary legal materials changed drastically, so the impact of the change was particularly severe for law libraries.

Two of the

most noticable changes are (1) that many works are now cataloged under the name of the jurisdiction with uniform titles, rather than the old subdivisions for laws or treaties; and (2) that many more works are entered under title now than were before.

When we have an on-line catalog with multiple access

points, these changes will be less noticable.

A separate card catalog was

started for works cataloged after the magic date of January 2, 1981.

This

avoided the complex cross-references that would have been required if old and new were filed together.

Moreover, this is a temporary catalog, for computers


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are expected to replace the card catalog in this decade.

All of the records

in this new author-title catalog as well as those in the subject catalog started in 1976 are now in machine-readable form.

When the on-line public

catalog terminals are perfected and in place in this library, the new "supplemental" catalogs can be discarded with no loss of information.

It is

unlikely that all of the pre-1976 records will be converted to machine readable form because of the expense.

More probable is the microfilming of

that catalog— feasible because no more cards will be filed into it— for consultation through microfilm readers in as many locations as desired. Thus, in the foreseeable future the card catalog cases in the Reading Room will be replaced by computer terminals for access to post-1981 cataloging records and microfilm readers for access to records created through 1980. Another event scheduled for January 2, 1981, did not occur until mid-April 1981:

the switch from the OCLC system for cataloging to the RLG/RLIN system.

The Research Libraries Group (RLG) was delayed by technical difficulties in the installation of the telephone links.

Whether the delay improved the

mental equiliberium of the staff because we had time to become accustomed to the new rules before meeting the new system or whether the stretching out of the changes was more disturbing than if it had all come at once is now moot, for everyone seems to have retained their sanity and, on most days, their sense of humor.

The one hangover is a cataloging backlog which means new

books are not on the shelf as fast as they were last year.

II.

Rare Book Room

Scarcely had these new systems fallen into place than the dust began to fly in the most literal sense.

The conversion of the periodical room to

a Rare Book Room and the room below to a rare book stacks started in late May with the ripping out of the old periodical shelving and cutting of a


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hole in the floor for the connecting stair.

More detail on this construction

and the conversion of the International Room to a microform reading room is better left to next year's report when construction is completed and that transformation made.

III.

Public Services

As indicated above, the changes in Public Services were not nearly as dramatic as those in Technical Services but they are just as real.

For

example, Public Services statistics show an increase in all activities. The Circulation Desk charge outs increased 19% over last year and 34% over 1978/79.

LEXIS searches by staff were up 25% over last year and 119% over

1978/79.

Reference questions have also risen from 8,751 in 1978/79 to

10,066 in 1979/80 to 13,061 in 1980/81.

Lectures in the use of law books

or LEXIS were given by Alan Diefenbach, Joanne Scanlon or Dan Freehling to 945 non-law students in 133 courses, with the greatest increase in non-course

ia&l'‘ related instruction. To document the amount of work required to keep our collection current, we counted various activities for which we had no statistics from the past. During April and May 1981 we received 930 report letters to be filed into English language loose-leaf services, an average of 103 a week.

Our best

guess is that the average filing time for the standard services is fifteen uninterrupted minutes.

At fifteen minutes per report letter, twenty-six

hours is needed each week to keep the English language loose-leafs current. Filing pocket parts is another major chore.

In just the Reading Room and

Reserve Cage we have 6,137 volumes which receive pocket parts each year. The Reserve Assistant processed 2,391 items for course reserve this academic year.

This library processed 270 interlibrary loans September through June

(borrowing is handled by Olin Library).


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Information services for faculty were expanded this year.

We revived

the acquisitions list by printing a monthly list of selected titles in classification order.

We continue to put in the faculty lounge photocopies

of contents pages of current journals.

This year we entered additional

subscriptions for several journals to be kept in the faculty lounge for browsing.

The Law Library Committee set a maximum of $200 to be spent for

these subscriptions.

In addition Law School faculty are now able to browse

in the cage containing the recent, unbound law reviews. Each faculty member is interviewed to determine current areas of interest.

A copy of the catalog card, a contents page of a journal issue,

or a copy of the title and contents pages of Congressional Hearings and Reports are sent to each individual deemed to have some interest in the particular item.

IV.

Space

Space continues to be a severe problem in the library.

To save space

in the Reading Room and to provide more complete and accurate information, we are converting our sets of state administrative regulations to microfiche as soon as they become available in this form.

We are changing the

classification number of little used journals, mostly nineteenth century, so that they can be moved from the crowded third floor.

We are withdrawing

duplicate copies of old treatises and some duplicate tax materials, with the approval of the tax professors, to ease crowding on the fourth floor.

We

would like to move all India and Pakistan materials to the library's Annex to make room on the second floor, but the Annex is almost full and may not have space for the collection.

The new Rare Book Room will not relieve the

stack pressure to any noticable extent, for most of the books to go into it are presently kept in the Olin Rare Book stacks.


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As we continue to grow we are forced into smaller, more time-consuming changes in locations and in records in order to maintain a usable arrangement of books in this building.

V.

Staff

Our staff remained comparatively stable, except for two positions in the Public Services Department.

Padmini Das Gupta replaced Debra Gregg in

February, 1980, but seven months later she left and was replaced by Kitty Petit.

Diana Muck resigned effective March 11.

Lampert who has resigned effective July 17, 1981.

She was replaced by Allen


Cornell Law Library

Expenditure Statistics 1978/79-1980/81

EXPENDITURES

1980/81

1979/80

1978/79

$30,803

$30,074

$41,519

8,179

9,759

8,656

231,228

213,970

184,622

27,499

25,433

24,570

4,204

2,944

4,530

$301,913

$282,180

$263,897

20,771

20,684

21,523

$322,684

$302,864

$285,420

Treatises & Monographs Anglo-American Foreign Continuations Anglo-American Foreign International Total Treatises & Continuations Binding Total Expenditures

-

______ ____________ __ _____________


GIFTS 1980/81

The establishment of the Judge Alfred J. Loew Memorial Fund, from the estate of Alfred J. Loew, '21, with additional contributions made by Mrs. Alfred Loew and Mr. and Mrs. Stanley H. Mervis. Mr. David J. McGibbon, Freeville, New York, a gift of journals and other publications. Schuble D. Van Fleet, Jr., Esq., Moravia, New York, an extensive gift of law books. John C. Howes, Esq., '34, Easton, Connecticut, the book The Lost Cause, by Edward A. Pollard, 1866. From the estate of Herbert A. Schmitt, a gift of money. Mr. Peter L. Wolff, '62, Washington, D.C., a gift subscription to "Wolff's Bulletin." Several members of the Law School faculty contributed books and periodicals.


LAW LIBRARY STAFF

ADMINISTRATION Jane L. Hammond, Law Librarian and Professor of Law Dan J. Freehling, Assistant Law Librarian Crystal Hackett, Administrative Aide I.

PUBLIC SERVICES Dan J. Freehling, Head of Public Services D. Alan Diefenbach, Reference Librarian Joanne Scanlon, Reference Librarian Margaret Beers-Schnock, Reference Assistant Kathleen Petit, Circulation Assistant Kevin Miller, Stack Supervisor Allen Lampert, Special Collections Assistant

II.

TECHNICAL SERVICES Diane I. Hillmann, Head of Technical Services A.

Acquisitions Section Lois Hickson, Order Librarian Alice McPherson, Head Account Clerk Alice Olsefski, Searcher Gary Bogart, Kardex Clerk Kathleen Hartman, Clerk-typist Willie Mae Louis, Clerk-typist

B.

Cataloging Section Diane I. Hillmann, Head Cataloger Ellen Pletsch, Cataloger Lois Horton, Cataloging Assistant Elizabeth Hand, Reclassification Assistant Nancie McBride, Bindery Clerk

July, 1981


Cornell Law Library Myron Taylor Hall Ithaca, New York 14853

July 7, 1981

TO:

Jane L. Hammond

FROM:

Dan J. Freehling

SUBJECT:

Public Services Department Annual Report, 1980-81

I.

INTRODUCTION

This document consists of some of the more important developments in Public Services in 1980-81. The format for this Report is essentially the same as that of last year's with one significant difference. Last year the final section consisted of a statement of goals for the coming year. This will not be followed for the Report at hand. The reason for this deviation is that the anticipated staff cuts in 81/82 make such planning very difficult. Also, it would seem to be better management to first try to gauge the effects of the staff cuts and, only after this initial step is accomplished, then look at possible goals for the future.

II.

PERSONNEL

A. Staff changes. 1980/81 was not a particularly stable year in terms of staff continuity. Padmini Das-Gupta left in September, after only seven months with the Law Library, in order to pursue a doctorate at Syracuse. Padmini was replaced by Kitty Petit. Another staff member, Diana (Harrington) Muck resigned her position as Special Collections Assistant in March after nearly four years of Law Library service. Diana was replaced by Allen Lampert who came to us from Mann Library. Allen tendered his resignation in June, effective in mid-July, 1981. He has accepted employment with a financial institution in California. B.

Staff development.

1. Peggy Beers-Schnock audited a course in contracts during the fall semester. In addition, she has been accepted at West Virginia University College of Law for the fall, 1981 term.


Memorandum to Jane L. Hammond

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2. Alan Diefenbach continued He is now the senior member of that Committee on Promotion to Associate Meeting of AALL in Washington, June

July 7, 1981

his work on the University Review Board. body. He also served on the CUL Review Librarian. Alan attended the Annual 28-July 1, 1981.

3. Kevin Miller attended a workshop on emergency procedures sponsored by the University's personnel department. 4. Kitty Petit attended the Practice Training I class in the fall semester. She also completed a course in French at TCCC. 5. Joanne Scanlon and Dan Freehling participated in a workshop (July 14) under the aegis of SCRLC on "The Use of Legal Materials in Non—Law Libraries. Joanne was a member of two CUL training committees, one to instruct library staff in the use of AACR II and the other in the use of RLIN. She also served on a subcommittee (of the CUL Advisory Committee on Library Automation) to investigate the RLIN archival tape load, and the CUL^Professional Development Committee. In September Joanne attended a workshop entitled The Federal Register: What It Is and How To Use It." In addition, during the fall term, she audited a Law School course in English legal history. Within AALL, Joanne attended the Annual Meeting in Washington, D.C., June 28July 1, 1981. Of far greater significance, however, was the fact that she successfully performed a last minute rescue of one of the On-Line Bibliographic Services SIS programs by agreeing to serve as that SIS's 1981 Program Co-Chair and by serving as moderator of a panel discussion on "Retrospective Conversion of Bibliographic Records." 6. Dan Freehling served as vice-chair of the American Association of Law Libraries' Academic Law Libraries Special Interest Section and assumed the chair for that interest group during the Annual Meeting of AALL held in Washington, D.C., June 28-July 1, 1981. Also during AALL's Annual Meeting, Freehling acted as moderator for a panel discussion on "The Library of Congress: Its Present Status and Future Development." Freehling's other AALL activities were as follows: membership on the Education Committee and the Special Committee on Certification, Standards, and Education; Local Arrangements Liaison for the 1981 Workshops; and 1981 Program Chair for the Academic Law Libraries SIS. In September, Freehling attended the Annual Meeting of the Association of Law Librarians of Upstate New York at Lake George and was elected to the Board of Directors of that organization. On May 28 he spoke (at Cornell) to the Committee of Industrial and Labor Relations Librarians. His topic was "Techniques of Researching with LEXIS." Freehling chaired the Cornell University Libraries Standing Committee on the Economic Status of Librarians and continues to serve on the Public Information and Instruction Committee. Finally, he attended a twelve-session management training program on results-oriented supervision and a week long middle management seminar, both sponsored by the University s personnel department.


Memorandum to Jane L. Hammond

III.

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July 7, 1981

READER SERVICES

A. Statistics. As shown in Appendix A, our circulation and reference statistics continue to rise. In fact, our statistics in 1980/81 were up over the previous year in every category in reference, circulation, and library tours/instruction except number of bibliographies compiled. (The reason for the decrease in the latter category was that the Law School Appointments Committee used a research assistant to compile the bibliographies of perspective faculty.) In addition, when compared with 1978/79, our circulation and reference statistics in 1980/81 were up 34% and 48%, respectively. It is ironic that we are experiencing this highly positive trend toward meeting the needs of more and more of our users while, at the same time, being faced with substantial deletions in our permanent and student work force. In fact, this rise in demand/decrease in staff incongruity places us in a particularly unfavorable situation: the demand for our services will continue to be present but our ability to meet the demand may not. B. Instruction. As mentioned above (and further illustrated in Appendix A), our legal bibliography instruction program continues to expand. These individually tailored lectures, handled by Alan Diefenbach and Joanne Scanlon, are still our most effective means of limiting the need for individual instruction of non—law students. However, there seems to be no end to the varity of undergrad courses that require these lectures. For example, in addition to the usual lectures in business law and environmental law, Alan and Joanne provided legal bibliography instruction in international law, workers' compensation, urban affairs, science and technology, and women s studies. C. Faculty outreach. During the summer and fall of 1980, the Assistant Law Librarian, accompanied by Joanne Scanlon, interviewed almost all members of the faculty to learn of their research interests. Partially as a result of these interviews and partially as a result of identifying areas where we were weak, we have expanded our faculty outreach program. Procedures instituted in 1980/81 include: (1) photocopying certain^title/contents pages for hearings and House/Senate reports/documents and routing them to interested faculty; (2) identifying journal articles of interest to specific faculty; (3) compiling and distributing a selected acquisitions list; and (4) placing copies of selected law reviews in the faculty lounge. We, of course, continue to send catalog cards to faculty based on their individual profiles and to photocopy the vast majority of journal contents pages for placement in the faculty lounge. Though not strictly fitting the category of outreach, there is one very important change in policy that occurred in FY 81 that should be mentioned here. Instead of requiring the faculty to fill out retrieval forms for unbound journals, we began, in October, to permit the faculty to check out the key to Room 317 in order to browse and select the items they wished to check out. This change has worked well as the key is always promptly returned and, according to records kept by the Acquisitions Department, our replacement costs for unbound journals was a negligible $97.00.


Memorandum to Jane L. Hammond

D.

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July 7, 1981

LEXIS.

1. The Law Library's relations with Mead Data. For various reasons, LEXIS was a source of prolonged negotiations between the Assistant Law Librarian and Mead Data. First, during the fall semester, the LEXIS simulator began malfunctioning midway through the training of first-year students. A working simulator was not supplied to us for several months after the initial breakdown was reported to Mead. This equipment breakdown necessitated our delaying training for the remaining students until second semester. The second instance of protracted discussion with Mead began in February when the issue of moving the LEXIS terminal (in order to make way for construction of the Rare Book Room) was raised. For the most part, this matter was resolved a few days before construction on the Rare Book Room was scheduled to begin. Of significance here is that we were unable to get the LEXIS desk on the elevator and, hence, to its new home in Room 412. This meant that we had to place the computer hardware on a standard work desk. In return for agreeing to this type of placement, Mead required us to sign a hold harmless agreement absolving them of any responsibility for injury to persons or property resulting from operating the terminal in, to use their words, a "dismantled state." Dean Martin was shown the waiver prior to its being signed. 2. Training. As mentioned above, LEXIS training in 1980/81 was completed in two segments due to the demise during the fall term of our simulator. In the spring semester we decided to drop the simulator completely. Instead, we created a problem which gave an overview of the various keys, search techniques, and functions one uses with LEXIS. (The trainees were, of course, also required to write out and perform two searches from two groups of questions.) A trainer (either a member of the full-time staff or a second— or thirdyear student) was present during the entire session and not simply while the trainees were working the problems that they were to turn in. By having a live body in place of a simulator, the trainees could ask questions and the trainers could proffer advice and additional explanation. The feedback from this training technique from both trainers and trainees was highly positive. 3. Usage. LEXIS usage was down in 1980/81 when compared with the previous year. In 1979/80 use averaged 84 hours per month while this year the average was 71 hours or 18% less. There are no readily available explanations that fully account for this. Clearly, however, at least part of the diminution results from a marked falling off of demand for the accounting package. For the first ten months of 1980/81, the accounting library was used less than two hours. In comparison, for the six months in the previous year that we subscribed to the accounting library, usage totalled over 35 hours. A second possible explanation for the lower usage might be the disruption of use by second- and third-year students resulting from the need to spread training over two semesters. E. Interlibrary loan. While we don't have statistics for earlier years, in 1980/81 we received 270 requests for ILL. (This figure includes


Memorandum to Jane L. Hammond

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July 7, 1981

both loans (142) and photocopies (128)). Of these 270 requests, 225 (80%) were filled. The 20% that weren't filled occurred primarily because the requests were for items that we do not lend or, for one reason or another, the items were not on the shelf. Since ILL is handled almost exclusively by Peggy Beers-Schnock, the cut in her line by one half cannot help but have a negative impact on this area of reader services. F. Photocopiers. A combination of dilapidated equipment and overuse led to almost continual breakdown of the three photocopiers during PT-II. As a result of this, a fourth machine was place in the Library during second semester.

IV.

CIRCULATION/RESERVE

A. Fine system. This is the second year in which we have assessed fines for overdue reserve books. The number of fines levied in 1980/81 (106) is almost identical to the number levied in 1979/80. However, the size of the average fine increased from $5.27 to $6.05. Next year we plan to do more to remind our users that we charge fines. Perhaps this will enable us to reduce both the number and amount of fines. B. Manual. We have started compiling a circulation/reference manual. Peggy Beers-Schnock has been handling this. We hope to have it completed prior to the time she leaves. C. Reserves processed. This year we kept statistics on the number of reserves processed. During 1980/81, 2,391 course and permanent reserves were processed, primarily by Peggy Beers-Schnock. If her line becomes a .5 F.T.E. as expected, the time required to process course reserves during peak periods (e.g., the beginning of each semester and PT-II) may increase as much as twofold D. Security. While security has always been a problem in the Law Library this year was particularly troublesome. Probably the most appalling occurrence in 1980/81 was the discovery in November of 209 Law Library books in a storage closet at a local apartment complex. The estimated value of these books was over $6,500. In addition, we suspect that we are also experiencing smaller thefts made possible by the large number of unguarded library exits. The other security problem we are facing results from persons remaining in or getting access to the library after hours without permission. In 1980/81, this group included former students, law clerks, students from other divisions on campus and Syracuse law students.

V.

COLLECTION MAINTENANCE

A. Reorganization of the collection. In 1980/81 all of the Reading Room and 2M was shifted. The rearrangement on 2M is particularly significant as it makes materials housed on that floor far more accessible. In 1981/82 we hope to either shift floor 2 or work on floors 1 and 3. Which of these we do depends on whether or not we can move the Indian and Pakistan collection to the Annex.


Memorandum to Jane L. Hammond

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July 7, 1981

B. Shelf reading. We did some shelf reading on the 4th floor and in the Reading Room. Unfortunately, there remains a huge expanse between what we should accomplish in the way of shelf reading and what actually takes place. The 4th floor should be read twice a year yet we barely make it through once. The rest of the collection should be read at least annually but we are nowhere near attaining that goal. There are two basic reasons for being deficient in this area: inability to free staff and little time during the year when classes or similar activities are not making demands on the Library. C. Cataloging closet. The cataloging closet contains materials from the Bitner era that have never been cataloged. Alan Diefenbach and Dan Freehling have been reviewing these items and separating them into the following categories: (1) high priority cataloging; (2) retain for eventual cataloging; and (3) withdraw. While much has been done (the German materials, thanks to the assistance of Annegret Fitschen, government documents, main entries A-L, and materials classified under the old Harris scheme), there is still a great deal (at least half) to complete. D. Pocket parts and looseleaf services. Prompted by the impending decrease in our staff for next fiscal year, we have made a study of two areas of collections maintenance that are highly labor intensive filing looseleaf services and replacing pocket supplements. We counted the number of looseleaf report letters (i.e., packets to be filed) from Monday, March 30 through Friday, May 29. During this period we received 947 report letters for an average of 105+ per work week or 21 per day. Next, we made a study of how long it took to file some of the more common services (e.g., CCH and P-H) and learned that the average filing time was 15+ minutes per report letter. Thus, each week we need a minimum of 26 hours of staff time just to keep the services current. In reality, however, this 26 hours per week is a very conservative estimate since during our study the filer was permitted to work without interruption, a situation that is seldom replicated during the academic year. In addition, the particular services chosen for the study are the easiest and most straight forward to file. With respect to pocket parts, we did not time how long it takes to remove the old ones and put in the new ones. We did, however, count them. Just in the Reading Room and the Reserve Cage there are over 6,000 pocket supplements that we must replace each year.

VI.

CONCLUSION

The information below is a "worst case" summary of the possible effects on Public Services resulting from the cuts in our staff in 1981/82. A. Reference. The demand for reference help from law students and undergrads taking law-related courses will likely continue to rise. Yet, with a proposed 50% loss in our Reference Assistant position, we will have difficulty merely staffing the Reference Desk much less providing the level of service our users have come to expect.


Memorandum to Jane L. Hammond

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July 7, 1981

B. Circulation. In the past two years, our circulation statistics have risen over 33%. We are obviously circulating more books and, therefore, having to shelve more. The Reference Assistant has significant responsibilities at the Circulation Desk; our students are responsible for shelving books. Since we are expecting cuts in both of these staff areas, the professional staff may be spending more time checking out books and the support staff shelving them. This does two things. First, a domino effect is created since, in order to spend additional time circulating and shelving books, the permanent staff must, at the very least, delay completing their other duties. Second, there will be further delay in getting books back on the shelves. C. Faculty outreach. We've been expanding our services in this area. While the staff cuts won't directly impact on faculty outreach, the domino effect described above will. We won't know the extent of this impact for several months. D. Bibliographic instruction. As was noted earlier in this Report, legal bibliography lectures are our best means of reducing the need to provide individual instruction to non—law students. If we are forced to limit our instruction program, we will see a concomitant increase in the need for individual instruction. In short, we are faced with a no-win situation. E. LEXIS training. This year we found that we could do a better job of providing LEXIS training for our students if we didn't use the simulator. However, this new approach takes more staff time. Thus, we may have to revert to using the simulator and the decrease in our training effectiveness that accompanies it. F. Inter-library loan and processing course reserves. These seemingly unrelated functions are grouped together here because they are both almost the exclusive responsibility of the Reference Assistant. By making the Reference Assistant's position half-time, there will necessarily be some impact on both of these functions. The impact on ILL will be limited if for no other reason than Cornell has outside commitments which require us to meet certain standards. Unfortunately, there are no similar agreements where the processing of course reserves are concerned. The impact here will be appreciable as the time necessary to process reserves will almost definitely expand noticeably. G. Shelf reading and other collection maintenance. Since we aren't doing anywhere what we should be in the area of shelf reading and other maintenance, the situation can't help but deteriorate if we have fewer staff. H. Staff development. Once staff reductions reach fruition, the remaining staff will, by definition, be stretched more thinly. While it can't be said that our working in AALL, taking job-related courses, and attending workshops and institutes will cease to exist, we may nonetheless, find ourselves thinking twice before agreeing to serve on committees and participate on panels. Obviously, one could catalog many more possible ramifications for Public Services resulting from staff cuts. Such detail at this time is not necessary. What is necessary, and we hope is accomplished by the above list, is that we begin to focus on the problem and work toward reducing its ultimate impact.


APPENDIX A READER SERVICES STATISTICS

I.

II.

1978/79

1979/80

1980/81

2,929 33,445 14,444 50,818

6,669 32,923 17,620 57,212

10,074 36,424 21,632 68,130

24%/51% 8.9%/10.6% 41.8%/22.8% 34.1%/19.1%

4,700 3,772 235 44 8,751

4,886 4,806 347 27 10,066

6,974 5,553 441 36 13,004

48.4%/42.7% 47.2%/15.5% 87.6%/27% -22%/33.3% 48.5%/29.2%

67

118

147

119.4%/24.6%

Lectures* A. Course related No. students

N/A

111 496

121 828

% change in 80/81 9% 67%

B.

Non-course related No. students

N/A

6 62

12 117

100% 88.7%

C.

TOTAL Lectures Students

N/A

117 558

133 945

13.7% 69.3%

Circulation A . Home us e B. Building use C. Reserve D. TOTAL Reference A. Information B. Reference C. Problem D. Search E. TOTAL

III. LEXIS (staff searches) IV.

% Change in 80/81 compared with 78/79 and 79/80

*Figures include LEXIS training of both law and non law students.


Cornell Law Library Myron Taylor Hall Ithaca, New York 14853

July 15, 1981

TO:

Jane L. Hammond

FROM:

Diane I. Hillmann

SUBJECT:

Technical Services Annual Report, 1980-81

I.

STAFF

The year 1980/81 was a markedly stable one for the Technical Services Department, with no changes in regular staff during the entire year. Frank Lepkowski, the CONSER data editor, left with the end of NEH funding in July 1980,to attend library school at the University of Michigan. Leslie Tweig, a CETA-funded worker, began working in November on our backlog of bookmarking, and is expected to remain through mid-August, 1981. Ellen Pletsch and Diane Hillmann attended the AALL annual meeting in St. Louis, where Ms. Hillmann moderated a panel on authority control. Ms. Pletsch attended CONELL, the program for new law librarians. Ms. Hillmann continued to serve on the Advisory Board of the AALL On-line Bibliographic Services SIS, and as Chair of its RLIN Subcommittee. She also attended the annual meeting of the Association of Law Libraries of Upstate New York, held at Lake George in October, 1980. Elizabeth Hand spent first semester in Oxford, England, where her husband was on sabbatic. Kathy Hartman and Lois Horton attended the Third Central New York Library Clerical Conference, in Cortland on June 19, 1981. Mrs. Horton served on the Search Committee for Personnel Officer, and the Support Staff Advisory Committee. Ellen Pletsch continued as contributing editor of the Technical Services Law Librarian, and as a member of the Serials Currently Received Subcommittee of the Advisory Committee on Library Automation. Diane Hillmann continued as a member of the Advisory Committee on Library Automation, and as chair of its Training Subcommittee. The Subcommittee planned and implemented training programs for all Cornell library staff on the new RLIN cataloging system. Diane Hillmann and Ellen Pletsch attended the AALL annual meeting in Washington, June 27-July 2, 1981. Ms. Hillmann was a panelist at a workshop entitled "AACR2 Update", which Ms. Pletsch also attended.


-

II.

2

-

ACQUISITIONS DEPT.

The number of volumes added by purchase this year dropped significantly, from 7425 to 6201, while the number of orders placed rose from 1094 to 1260. While the significance of this is not clear, it may well be that we are ordering fewer large sets and more unit orders. However unclear the meaning of this trend, what does seem apparent is that activity in the acquisitions area has not been slowed with reductions in budget or purchasing power. 1980/81 has been another banner year for microforms, this year primarily microfiche. With the GPO depository program moving more to microforms, both in series and individual items, the trend toward more microfiche is likely to continue. Considerable work has been done this year on the serials collection. Ellen Pletsch and Diane Hillmann spent several days each, adding OCLC numbers to a printout of our holdings on Serials Currently Received, and editing and verifying information from CONSER worksheets. Lois Hickson subsequently spent many more hours on the printout, deleting items which had been cancelled, and pulling other titles for review and possible withdrawal. This spring the Serials Department sent a complete printout for further editing, due to be returned in September. At that point we should have a much more effective and up-to-date tool for use by the entire system. Lois Hickson has also been spending time this year continuing to clear out material stored on the first floor and in various cages, in anticipation of her retirement at the end of calendar year 1981. Acquisitions staff have been reviewing RLIN acquisitions system documentation as it has become available, in anticipation of using the new system when it becomes available. Gary Bogart has taken over the pre-catalog searching for serials, and has been trained to use RLIN for searching purposes.

III. CATALOG DEPT. This year has been a difficult one for the Catalog Department. Between the changes in cataloging rules which took place Jan. 1, and the changeover from OCLC to RLIN, it seemed the training and retraining would never end. In retrospect, the change from AACR to AACR2 was the easier, since planning had begun for the new catalogs and procedures well in advance. OCLC to RLIN, however, was considerable more chaotic, though the Law Library had considerably less difficulty with installation and other technical matters than did some libraries. Training was accomplished for catalogers and inputters in February and March, and production began, albeit slowly, in late March. Given these great upheavals, the loss of Ellen Pletsch to Europe for seven weeks in May and June, and the absence of the Head Cataloger during most of the training period, the drop from 2513 to 2240 titles is quite insignificant. What is significant, however, is the drop in hit rate experienced with RLIN. From an average of 82% with OCLC, we have gone to 49% with RLIN.


-3Our first few months on remainder split between significant increase in and the shelves waiting and the implications of assessed.

RLIN saw us cataloging about 50% originally, with the MARC copy and member-contributed copy. We have seen a our backlog, both on the pre-catalog recycle shelves, for cataloging. Both areas have had to be expanded, this mini-backlog over the long term have yet to be

The almost threefold increase in the number to typed cards is a result of our increased need for name authority with the advent of the supplemental catalog. During the hiatus of November 1980, when OCLC was flipping the on-line file to reflect AACR2 headings, the catalogers began a project designed to prepare AACR2 name authority cards for names already used in the old catalog, in anticipation of their use at a later date in the supplemental catalog. At the same time, the cross references in the basic catalog were supplied or upgraded, to facilitate movement of users from one catalog to the other. The project served another purpose as well, since it provided a unique training tool for the catalogers, in preparing proper name authorities and cross reference structures, an area in which we have long been weak. OlinLibrary is receiving copies of all new authority work we do, and has so far been quite satisfied with our work. A.

RECLASSIFICATION

Until Mrs. Hand's departure for England, in August 1980, some work was done on the general K classification, changing from Los Angeles County to Library of Congress classification. Upon her return in January 1981, a decision was made to suspend that project for the moment, and work on a collection for which our access was not even as good as the old general K class: the Harris collection, which had long occupied space in the backlog "closet". This collection was also deemed to be useful in the effort to train Mrs. Hand in the new cataloging rules,since she had missed most of the library wide sessions which occurred during the fall semester. The bulk of that collection was completed in April. Major assistance with the German language material was provided by Annegret Fitschen. In April Mrs. Hand commenced training in serials, with an eye towards the completion of the British collection, and perhaps some work on the CONSER project. By June, a substantial number of the remaining British serials had been classified, with completion expected by the end of the summer. Mrs. Hand also began work, at approximately the same time, on some older serials which had been stored on the first floor and never added to the collection. B.

CONSER PROJECT

CONSER funding ended on July 23, 1980, and with it our momentum for the Project. Although Betsy Hand has been trained to catalog serials, with the hopes that she would be able to spend about half time on CONSER, as time goes on and other projects are impossible to put off, the liklihood of continuing on CONSER becomes more remote, at least for the coming year. The final tally of titles completed stood at 2468 at the end of the project, which was almost exactly the number projected. However, only N-Z, and part of letter A had been completed by that time. During the subsequent months, and up until the end of December, some work was continued on state reports and statutes, but all the remaining states through letter M could not be completed before the closing of the basic catalog.


-4C.

PRESERVATION

Very little progress has been made this year on our preservation problems. Nancie McBride began this year to construct acid free boxes using the methods developed at the New York Botanical Garden, which we felt was superior to the method used in Olin Rare Books, given our lesser control over environmental factors. The new Rare Book Room will be a welcome step in our attempts to maintain the physical integrity of the most valuable parts of the collection, but it does not ameliorate the situation as far as the remainder of the collection is concerned. There is some hope that an annex library addition might contain a preservation unit that could be utilized by all the libraries in the system, but even if this does materialize, it will not solve our environ­ mentally aggravated deterioration problems. IV.

PLANS FOR THE FUTURE

Although we seem to have survived the enormous changes of the past year in fairly good shape, we look ahead to at least another year of upheaval to come. These appear to effect the Acquisitions Department far more than Cataloging, although the implications for the whole library are legion. 1.

In the area of staffing, we expect to see Lois Hickson and Alice McPherson retiring at the end of the calendar year, and Ellen Pletsch leaving for New Mexico in Mid-August. Since we plan to phase in the RLIN acquisitions and fund accounting systems sometime in the fall, we hope to fill Ms. Pletsch's position with a Acquisitions Librarian, in order to provide some continuity for the Acquisitions Department. This will leave us understaffed in Cataloging until Mrs. Hickson's retirement.

2.

The RLIN acquisitions and fund accounting systems will necessitate some careful reorganization in the Acquisitions Department, in the areas of workflow, inventory control, and job assignments, in addition to some reassessment of the physical setup in that office.

3.

RLIN II, the reprogrammed version of RLIN cataloging be running by mid-summer, and Cornell will be a test new system. The Law Library will participate in the the later phases of RLIN II, including the important phase, due this winter.

system, will library for the test, and in authority file

ONGOING AND COMPLETED PROJECTS 1.

The project to re-mark all the Congressional hearings, by adding the call number the number of the Congress and the first five letters of the title, in order to facilitate shelving, was completed in June.

2.

The backlog of bookmarking, accumulated during the CONSER Project, was virtually eliminated by June, with the assistance of some extra student help from Public Services and two CETA employees.

3.

A procedure manual for acquisitions was begun by Lois Hickson, and will be worked on this summer in the hopes of completing it by the arrival of the new Acquisitions Librarian. This manual will provide the vital link between current manual practices and the new system not yet in place.


-5-

Appendix A

Comparison of Selected 1978/79-1980/81 Technical Services Statistics

1978/79

1979/80

1980/81

1,020

1,094

1,260

10,084

9,345

8,116

181

150

1,041

18,870

25,169

22,323

Total titles cataloged

2,981

2,513

2,240

Reclassified & Recataloged titles

1,617

1,855

1,044

40,150

46,709

37,840

382

259

287

Orders placed Total volumes added Microfilm added Microfiche added

Card production Serial Titles Added


Cornell Law Library Myron Taylor Hall Ithaca, New York 14853

Law Library Monthly Report August, 1980

We can spend a little over $25,000 a month on library materials and binding to stay within this year's budget.

August was right on target.

July was slow, giving us a cushion for the many renewals in December and January. The stack shifts planned for this summer are completed.

The 2M level

was rearranged to provide for more official state reports crowded out of the Reading Room, to provide a more logical sequence of sets, and to move more heavily used materials off the high shelves. The third Workshop on Legal Reference in Non-Law Libraries, presented in July, was well attended and well received.

Our staff found the experience

rewarding in many ways, particularly in the research for their presentations, but none are volunteering to do a similiar workshop in the near future. The writing competition for the law reviews went quite smoothly for the library because we were better prepared than last year.

Having only one

case assigned to participants with photocopies of the primary sources does relieve the burden on both library books and staff. Betsy Hand finished reclassifying the English materials before she went on leave until January 1981.

She will spend four months in England with her

husband who received a Guggenheim for his full year Sabbatical leave.

All

reclassification will be suspended until Betsy returns— the Law Library's contribution to Cornell's need to "keep the spouse content in Ithaca."


-2-

A CETA worker was assigned to the Law Library Technical Services Department this summer.

She proved to be a good worker when here, filing

catalog cards and labelling books.

When told that this position will

qualify as a permanent CETA opening, we decided that we will gain enough from these workers to offset the training and supervisory time involved. Morris Cohen, Director of the Harvard Law Library, visited Cornell in July

for his own research project.

While here he served, without fee, as

consultant on the conversion of the Harris Room to a Rare Book Room.

After

the meeting with Cohen, the architect was to make further studies and report back.

No report has been received.

JLH:ch September 8, 1980


Cornell Law Library Myron Taylor Hall Ithaca, New York 14853

LAW LIBRARY MONTHLY REPORT September, 1980

Our September book expenditures were right on target of $25,000 per month. Two new LEXIS packages are being made available to our users. The English package carries a user charge of $77 an hour because Mead-Data must pay royalties to the owner of the data base, Butterworths. Two members of the Law Library staff are authorized by Mead-Data to use this base. They will make sure that all charges are billed to the researchers using that particular base. The other new package is "labor," for which no additional fee is charged. Members of the X. & L.R. faculty will be trained to use this data base as will any I. & L. R. graduate student writing a thesis or dissertation. These are the same limits placed upon use by the B. & P. A. students. After due consideration by the Law Library Committee, two new faculty services will be provided by the Law Library. (1) A select number of law reviews, costing no more that $200 a year in toto, will be placed in the faculty lounge, for faculty browsing. (2) Faculty members may check out from the Circulation Desk a key to the cage housing the unbound law reviews in order to browse through those journals. This latter service is subject to review if the loss rate increases unduly. The noise level in the Reading Room is again a cause for complaint. Efforts are being made to increase peer pressure to control the problem.

JLH:ch October 6, 1980


Cornell Law Library Myron Taylor Hall Ithaca, New York 14833

Monthly Report February, 1981

Plans for the Rare Book Room are going forward with provisions for Phase I and Phase II. Phase I is the basic package which the Law School will provide if outside funding is not forthcoming. This includes all of the mechanical, electrical, lighting and security needed for the entire package, the minimum furniture and bookcases in the Rare Book Room and stairs to the stack area below. Shelving in the stack area will come from unused equipment in the library system. Phase II constitutes the rest of the package which will be built this summer if funding is received before the receipt of bids (April 20, 1981). If not done now, it can be done in smaller units as gifts are received. This portion includes the steelwork for the mezzaine, bookcases on the mezzaine, display cases, curved control desk, door for main floor book cases, and such parts of the microform package as are not included in Phase I. To the extent possible items in Phase II are visible and more appealing to donors than the mechanical, etc. in Phase I, holding open the possibility of future donations to complete discreet pieces as well as the whole. The present schedule follows: Completion of Construction Documents Owner and Client Review Review with Architect & Consultant In hand for CU printing Out to Bid Receipt of Bids Award Contract Begin Construction Construction Completion (earliest)

March 2, 1981 March 3, 1981 March 16, 1981 March 26, 1981 March 31, 1981 April 20, 1981 May 4, 1981 May 25, 1981 July 31, 1981

I am not sure what form the "Owner and Client Review scheduled for March 3-15 will take. Committee members who would like to see the plans at this time should let me know so I can see what can be arranged.


Cornell Law Library

:4

Myron Taylor Hall Ithaca, New York 14853

Monthly Report February 24, 1981

Herewith, at last, several monthly statements.

We had spent less than

one-half of the available funds at the end of six months, which was deceptive, for we knew several loose-leaf services would be payable in January.

As

expected, $33,000 in invoices were paid in January, which brought us back on target, with about $20,000 per month available for the rest of the year. The enclosed "Peer Group Law School Libraries" statistics were compiled by the University of Minnesota and shared with the cooperating libraries. I think you will find the comparison interesting, even though some of the schools we consider peers are not included.

Our acquisitions figures exclude

LEXIS.

& Law Librarian JLH:ch Ends.


Cornell Law Library Myron Taylor Hall Ithaca, New York 14853

Monthly Report March, 1981

Book expenditures for March were considerably below average, for unknown reasons, thus we have a larger than expected balance to see us through the end of the year. The fourth photocopier installed in March has been enthusiastically received by the students. After a painful transition process we are now using the RLIN cataloging system rather than OCLC. Diana Muck resigned to become a full-time housewife and gardener. We were able to hire Allan Lampert as her successor— which leads to considerable confusion with present staff members Alan (now A1 Diefenbach) and Ellen (Pletsch). Add two people named Lois and the Hand/Hammond similarity and you understand why telephone calls to 6-7236 may go astray. Several staff members are deeply involved in planning for the Annual Meeting of AALL in Washington June 28 to July 2. Dan Freehling has planned and will moderate a program on the Library of Congress programs affecting academic law libraries and, as a member of the Education Committee, is in charge of local arrangements for two post—convention workshops. Joanne Scanlon is planning a program for the Special Interest Section on On-line Bibliographic Services. She is stepping in to rescue the section from a void left when the person supposedly in charge disappeared leaving no plans. Diane Hillmann will be one of the leaders for the post-convention workshop on AACR II. I have no program responsibilities this year and hope that my duties as Chairman of the Search Committee for the first Executive Director of the Association will have come to a successful conclusion well before convention time.


Cornell Law Library Myron Taylor Hall Ithaca, New York 14853

July 1, 1981 TO: FROM: SUBJECT:

Distribution Indicated Below Law Library Financial Statement, Law Library Book Budget

Available Funds July 1, 1980 a.

Appropriations

$315,294.00

b.

Endowments

11,460.00 $326,754.00

Expenditures July 1, 1980 to June 30, 1981 a.

Binding

'

June $3,221.50

Total $20,771.30

b.

Treatises & Monographs 1. Anglo-American 2. Monographic Series (Anglo-American) Total

$5,114.14 541.41 $5,655.55

30,802.62

0 $353.44 $353.44

8,178.67

$12,950.76 9,877.84 1,471.53 $24,300.13

231,228.23

$1,980.96 1,500.98 $3,481.94

27,498.82

$446.65

4,204.13

$37,459.21

$322,683.77

3. 4.

Foreign Monographs Foreign Series Total

Continuations 1. Anglo-American Services 2. Anglo-American Serials 3. Law Reviews Total 4. 5.

d.

Foreign Services Foreign Serials Total

International Sub-Total

Balance on hand July 1, 1981

$4,070.23

Collection a.

Total Collection as of July 1, 1980

b.

Volumes accessioned July 1, 1980-June 30, 1981 (volumes discarded not deducted)

distribution:

Peter Martin Louis Martin Law Library Committee Mr. Lentini file

331,627

8,116


djLar-rit. CORNELL UNIVERSITY LIBRARIES INFORMATION REQUESTED FOR VARIOUS ANNUAL REPORTS FOR THE YEAR 1980/1981

Please complete this form in duplicate and return one form to Louis E. Martin, University Librarian, 201 01in Library, and one to Allan A. Lentini, 235 Olin Library, before July 10, 1981. Libraries, other than the Central Libraries and its’Department, are asked to supply data on library income and expenditures for the year, and on those items in the annual report form which do not appear on the monthly reports, insofar as your records permit. Library:__ Librarian: I.

irou !j _

Circulation and Reserve: A.

Circulation 1. Home Use a. Regular b. 7-day or other Total Home Use 2. Building Use a. Reading Rooms b. Carrels c. Studies d. Other (list) Total Building Use Total Circulation

di o

? 7

iX L O -'l

Reserve 1. Closed Reserve - Home Use 2. Overnight - Closed Reserve 3. Home Use - Open Shelf Total Reserve

3 / T?2-

__________ 4 ? ' / 7 f

Total Circulation and Reserve D.

II.

How many hours per week was library open for full-service in all term 1980. (excluding pre-examination periods and other special times)

1 1

hr:

Reference Service A.

Information and Directions

B.

Reference Questions

C.

Search Questions

,21.732.

70 ?3 ' ip


1980/1981

-2D. E.

Problem Questions Bibliographies Total Reference Service

III. Interlibrary Service

IV.

(Loan and Photoduplication)

A.

Lending 1. Titles Requested 2. Titles Loaned 3. Volumes Loaned

B.

Borrowing 1. Titles Requested 2. Titles Borrowed 3. Volumes Borrowed

C.

Photoduplication 1. Outgoing (Lending) a. Orders and Inquiries Received b. Orders Filled (by Title) 1. Photoprint (Xerox-Coinfax etc.) a. Xerox - Coinfax b. Xerox - Copyflo, photostats, etc. c. Microfilms d. Other Microforms . 2. Incoming (Borrowing) a. Orders Written b. Orders Filled

*

________ ; " 1O ________ ________ ________ ________

Copy Service A.

B.

Xerox External Use (No. of sheets) 1. Campus - (cash) 2. Mail Orders Total External Use Internal Library Use* (No. of sheets) Coin-Op Copier 1. Total Coin Dial 2. All Other a. Interdepartment b. Interlibrary c. Known Internal

i d°i.

‘-I Q > d (p . l f

*If work done for Interlibrary Loan Service, DO NOT count as "Internal Library Use". Show as ILS. This will eliminate duplication of count.


-

V.

3

1980/1981

-

Acquisitions

L J_£A

A.

No. of Orders Placed

B.

No. of Volumes at Beginning of Year

C.

No. of Volumes Added by Purchase

a

D.

No. of Volumes Added by Gift or Exchange

/,

E.

Total No. of Volumes Added

.

Z-/

Total Volumes

2A 3 J J 3 2, 3 5~2.

F.

No. of Volumes Lost or Withdrawn from Records

G.

Total Number at end of year (use new figure from count)

H.

Mi crofi 1m a.

16 1 -

H 7 .3 9 J

No. of Reels (physical count) held at beginning of year

I.

J.

K.

b.

No. of Reels (physical count) added

c.

No. of Reels (physical count) end of year

Microcards a.

No.

of Physical Units held beginning of year

0

b.

No.

of Physical Units added

6

c.

No.

of Physical Units, end of year

(L

Microprint Sheets of Physical Units held beginning of year

a.

No.

b.

No. of Physical Units added

c.

No.

of Physical

0_

0 0

Units held, end of year

Microfiche a.

No. of Physical Units held beginning of year

b.

No. of Physical Units added

c.

No. of Physical Units, end of year

If 2-2iZ2 3

L.

TOTAL Microform Units held end of year (add: Ic, Jc, Kc)

M.

Motion Pictures

N.

a.

No. held at beginning of year

b.

No. added

c.

No. at end ofyear

7

_____Cl 0 ____

0

Audio Recordings a.

No. held at beginning of year

)3

b. . No. added c.

No. held at end

of year

Ic

2.


-4-

O.

P.

Q.

Records' a. No. held at beginning of year b. No. added c. No. held at end of year Filmstrips (include film loops) a. No. held at beginning of year b. No. added c. No. held at end of year Maps a. No. held at beginning of year b. No. added c. No. held at end of year

1980/1981

6

d o

A

0

VI. Cataloging A.

B. C. D.

New Titles 1. Monographs 2. Monographs on microforms 3. Serials 4. Serials on microforms 5. Maps 6. Audio/Visual Totals Periodical Article, Analytics* Reclassified & Recataloged Titles Card Production 1. Printed Cards (Computer, LC or Other) 2. Typed Cards 3. Multilithed Cards Completed Totals

VII.Newspapers Currently Received A. B. C. D. E. F. G. H.

Number of subscriptions beginning of year Added by Subscription 1. Through C.U.Library 2. Directly Withdrawn No. of Subscriptions end of year Added by Gift and Exchange Number of Gifts and Exchanges beginning of year 1. Through C.U.Library 2. Directly Withdrawn No. of Gift and Exchange Subscriptions Total No. of Titles Received

VIII. Serials Currently Received (Excluding Newspapers reported above) A. B. C.

Number of Titles beginning of year Titles added during year No. of Withdrawals & Cancellations Total No. of Titles Received

*not included in new titles cataloged. column.

M i J L

Other analytics included in monographs


-4-

jW

f) P.

Q.

1980/1981

ecordsa. No. held at beginning of year b. No. added c. No. held at end of year Filmstrips (include film loops) a. No. held at beginning of year b. No. added c. No. held at end of year Maps No. held at beginning of year a. No. added b. No. held at end of year c.

VI. Cataloging

B. C. D.

New Titles 1. Monographs 2. Monographs on microforms 3. Serials 4. Serials on microforms 5. Maps 6. Audio/Visual Totals Periodical Article, Analytics*

zzm :

Card Producti on Printed Cards (Computer, LC or Other) 1. Typed Cards 2. Multilithed Cards Completed 3. Totals

VII.Newspapers Currently Received A. B. C. D. E. F. G. H.

Number of subscriptions beginning of year Added by Subscription 1. Through C.U.Library 2. Directly Withdrawn No. of Subscriptions end of year Added by Gift and Exchange Number of Gifts and Exchanges beginning of year 1. Through C.U.Library 2. Directly Withdrawn No. of Gift and Exchange Subscriptions Total No. of Titles Received

___________ ___________ ___________ ___________ __________ _ ___________ __________ _ ___________ ___________ ___________

VIII. Serials Currently Received (Excluding Newspapers reported above) A. B. C.

Number of Titles beginning of year Titles added during year No. of Withdrawals & Cancellations Total No. of Titles Received

*not included in new titles cataloged. column.

___ ______ ___________ _ _________

Other analytics included in monographs

Cornell Law Library Annual Report 1981  
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