VALL Grant to AALL Leadership Academy

The 2014 AALL Leadership Academy is going to be held in Oak Brook, Illinois, from April 4 - 5. See here for details: http://www.aallnet.org/main-menu/Education/leadership-academy

If any VALL member is interested, the VALL Board would like to assist any member who is accepted into the academy with a grant of $800 to help defray the costs. If more than one VALL member is accepted into the academy, the grant may be split between the applicants. Please consider applying and if you are accepted, let Joyce Manna Janto know.

In Memoriam: Beverley Butler

submitted by Frosty Owen

Beverley Butler, Hunton & Williams' firm librarian from 1958 to 1992, passed away on Tuesday, September 17, after a long illness. A memorial service for Beverley was held on Thursday, October 3, 10:00 a.m., at St. Andrew’s Episcopal Church in Oregon Hill.

Beverley was one of a kind. Even though he retired from Hunton &Williams more than 21 years ago, people still enjoy sharing “Beverley stories.” Blessed with a great sense of humor, Beverley was known for his comical impersonations of firm partners. Thanks to his love of strong cologne, you always knew in advance that Beverley was coming. And, when you heard the exclamation, “Stop. I ain’t ready!” you knew Beverley was within earshot.

Beverley also was known for the wonderful lamps he made as a hobby. The offices and homes of many of his former co-workers are decorated with his creations … lasting memorials to a colleague whose contributions to the library and to the firm will always be remembered.



Law Librarianship in Today's Economy: the New Normal

by Michele Gernhardt, Frosty Owen & Lisa Reinhard

Anyone reading the news about law libraries today or any other day since the economic downturn in 2008 comes across the same phrases again and again. “The new normal," “doing more with less," “cost-cutting measures,” “belt-tightening,” “shrinking budgets,” “shrinking headcounts,” “shrinking footprints,” etc., are constants in the literature.

All law libraries are dealing with these problems every day, and most library staff members doubt that things will ever go back to the way they were pre-2008. It really has led to a new normal. There have been significant staff reductions. There is less money for resources. Already busy, we are forced to do more with much less time and manpower and for as little cost as possible. It has also become more important than ever to demonstrate our value in ways meaningful to firm administrators and decision-makers.

Solution 1: Improving Reference Services Through Team-Building and Coordination:

We have implemented changes here at Hunton & Williams in order to maintain the highest levels of service to our users in this new environment. Once fairly isolated and self-sufficient, our offices share human and non-human resources to a much greater degree. This has fostered communication and team building between and within offices. One of the ways this cooperation is manifested is in firm-wide reference coverage through an e-mail address which requestors use after hours. Moving across the country we are able to provide live reference coverage from 8 am-9 pm ET. The west coast handles later hours and the east coast handles early hours.

We have several offices which have no library staff. Responsibility for requests from these offices rotates through our staffed offices by the day of the week. Requestors use the same firm-wide e-mail address to submit their requests. On Monday the Richmond office handles these requests. Tuesday the McLean office is responsible. Wednesday requests are handled by Washington, D.C., etc.

This cooperative mind-set has also increased inter-dependence and support. It is not uncommon for someone to send out an SOS if they have several time-sensitive or in-depth reference projects going at once and other offices are quick to assist. Since several of our offices have only one library staff member and those with more than one often run at less than full power due to vacations or illness, this is a great anxiety reducer when projects pile up.

The Richmond office also has a brief daily staff meeting where we discuss up-coming projects, meetings, training sessions, absences, and anything else we wish to cover which has led to a feeling of closeness and team spirit that we would not have otherwise.

Solution 2: Harnessing Technology and Education to Reduce Costs While Maintaining Service and Satisfaction Levels:

We are using technology to help us to thrive in the “new normal.” We take advantage of electronic resources and seek out all possible efficiencies to provide more valuable services than ever before. We provide more training, more reference assistance through the above mentioned firm-wide handling of requests from non-staffed offices, send out library services newsletters, e-mail a daily legal headline compilation, and set up alerts to monitor dockets, legal issues, companies, and other subjects so that our patrons can be kept up-to-date on whatever they need to know.

These new cooperative efforts have been very successful in providing a high level of service to all of our offices. Attorneys and staff report that they are just as happy, if not happier, with the quality and timeliness of services they receive from the library now. In firm-wide surveys regarding administrative departments, the library has consistently been ranked number one in overall satisfaction.

A significant potential pain point for librarians and their clients is the paring down of resources. Some duplicative and/or costly resources had to be eliminated. Other subscriptions had to be reduced; firm-wide subscriptions became limited access subscriptions. This can be very frustrating for users, who can no longer access their favorite resources. Adequate communication and education often replaces frustration with acceptance. The Library Services team uses reference exchanges, newsletters, and targeted communications and training to educate users about alternative resources that will meet their information needs.

Centralizing access to more costly subscription resources to the Library Services team (and in some cases select “sophisticated users”) has resulted in cost savings and often improves efficiency and satisfaction levels. Those who actually perform the research have much more training and experience, and are therefore more likely to produce meaningful result sets in the shortest amount of time. Once firm attorneys understand that we can still get them what they want, probably faster than they could have on their own, they don’t mind sending an e-mail to the reference desk.

Demystifying Lexis and Westlaw billing so users can do research without fear is another educational tactic that we have started implementing. We have offered “what it costs” sessions and try to answer any billing questions quickly and clearly.

Solution 3: Demonstrating Value:

In this new reality it has become even more important than ever for libraries to draw attention to the significant contributions they make to the firm. Demonstrating our value is crucial to our continued existence. Keeping statistical records of what we are doing is one way we can show firm administrators how busy and needed we are. All eight staffed U.S. offices at Hunton & Williams record reference requests in a monthly log. The data is compiled into reports that illustrate firm-wide reference demand. Team-wide buy-in has been absolutely critical to the success of this project.

We also record our time daily in the firm’s time entry program. This illustrates the “day’s work” for each librarian, and allows for the firm to potentially bill clients for research performed. Reference requests, training, billing/cost recovery, material processing, library maintenance, CLE administration, cataloging, etc., all are listed in a daily report.

Flexibility and adaptability are becoming more important attributes for librarians. Taking advantage of other opportunities to focus attention on the library is good business. We offer specialized training to different teams or groups in the firm. We do research for client and practice development. We assist attorneys by finding information for their speaking opportunities and articles. Through various newsletters and alerts we can offer regular and timely information about clients, industries, technology, practice areas, deal news, and breaking or potential lawsuits. We focus attention on the library during National Library Week with events and celebrations. Through all of these activities we can let our firm know that the library and its staff add value to the bottom line.

Solution 4 : Teamwork and Time/Project Management:

We are thrilled that we have been able to maintain such a high level of internal client satisfaction despite the reduction in human and non-human resources. But now that we have about half the number of librarians providing even more services than before the economic downturn, we all understandably have much less time to devote to non-reference work. Our attorneys need very fast, thorough, and accurate responses to their requests; therefore valuable and essential functions such as collection maintenance and development, cataloging, integrated library system and web development, and other projects must take a back-seat.

A positive approach, teamwork, and innovative time, task, and project management, have allowed us to continue to successfully maintain and improve our library. To complete routine tasks or to meet looming deadlines, a little teamwork can go a long way. The occasional request for help, typically in the form of reference coverage, never goes unanswered. For larger and/or longer-term projects, breaking the project down into smaller components helps maintain momentum, measure progress, and provide a sense of accomplishment for each completed goal or project phase.

Since each firm and library is so unique, there isn’t a single path to success. We have taken many steps to adapt and thrive in the “new normal,” but we know there is ample room and opportunity to improve. That said, we hope some of the solutions we have implemented at Hunton & Williams can be applied to your library and will bring you success in the “new normal” environment.



VLA Board Meeting Sept. 6, 2013

By Terry Long, VALL Liaison to VLA

Highlights of the VLA Council Meeting:

• VLA’s financial picture looks good. Membership did not decrease in the last fiscal year – it increased by 1.

• VLA Conference

o Exhibit hall is sold out, with 5 vendors wait-listed.

o 373 registrants thus far

o $10,000+ raised in sponsorships

o Scholarship Committee is soliciting donations of gift baskets from forums and organizations to be raffled off to benefit their scholarship fund for those attending graduate program in Library Science.

• VLA executive committee is considering purchasing a software program for managing membership, committees, donations and conference registration.

• Declaration for the Right to Libraries is an initiative championed by ALA president Barbara Stripling. It is designed to build the public will and to support the right of Americans to libraries of all types. An effort will be made by VLA to get this document signed by as many libraries as possible and included in information sent to Virginia’s Congressional delegation prior to Legislative Day in May. For more information see http://www.ala.org/advocacy/declaration-right-libraries

• ALA has a projected deficit of $1.5 million; it does have a healthy endowment of $34.9 million.

• VLA’s Paraprofessional Forum is accepting program proposals for their annual conference in May.

• Successful lobbying by Virginia libraries resulted in an increase in state-aid to libraries for the first time in many years.

VALL Directory Changes

If there are changes to your membership information after your membership renewal forms were submitted, please make sure you let VALL know because the 2013-2014 Directory will need to be updated. Please submit all changes in membership information to Chris Vassey at christina.vassey@thomsonreuters.com by Monday, Sept. 16, 2013.

Using Social Media for Legal Investigations

by Evelyn M. Campbell

When I was setting up my itinerary for AALL in Seattle I knew I had to attend this program – Finding the Veronica Mars Within: Using Social Media for Investigative Purposes in Legal Research. Not too many years ago I had written a series of articles and presented programs on how to find people which I had jokingly (but aptly) titled, You Can Run But You Can’t Hide.

During one of my programs at the Homestead someone had asked whether I had considered using Facebook to track people, and I had said, “No, not yet.” The time wasn’t right then when Facebook was just coming into being, and some of the other social media did not even exist. With more than 500 million people now on Facebook, and another estimated 500 million more on Twitter, the time is now to include social media when you need to search for people, or if you conduct lessons on how to find people, now is the time to add social media as part of that process.

Social media is more than Facebook but one can always start there. Just like any other people search, before you start, gather as much information about the person you are researching – name (including nicknames and maiden names), hometown, age, employer, alma mater, interests, names of family members, and of course, friends. Facebook is designed in such a way that knowing someone’s friends may get you the information you need. Don’t forget that the person you are researching may not have a Facebook page but you may still find a picture of them with a friend or friends who have Facebook accounts, and that may give you clues as to where this person is or what this person does for fun. Never forget that people trying to hide something are not going to use their real names on Facebook.

Don’t discount Twitter as well. For some reason people seem to have the need to share with the world every thought that goes through their heads and every thing they do. As one of the presenters at the AALL program said, “Every gang member in New York City has a Twitter account.” And you would think that people would think twice about posting incriminating evidence or actions, but apparently not so. Use Twitter to find out what people are saying about what they are doing and where they are doing it.

Community websites like Topix.com can provide valuable information. People posts all kinds of information about all kinds of things which can give insight into who they are, where they eat and what they do for fun … when you are looking for someone, this can be a gold mine. Some people even advertise their part in the oldest profession in the world, and where they are to be found performing said profession. That is how one of the presenters of the program who was acting as guardian ad litem for a child found out what the mother of that child was doing. There are all kinds of stupid in the world … use that to your advantage. When you think, “no one can be that stupid” … check anyway.

Craigslist has become a site for more than the selling of things. And it is particularly helpful that you can search it by locality. Yes, people sell more than things on Craigslist, so if you are looking for criminal activities, check out the different sections, including the casual encounters section.

Trying to track down stolen items for a client? Check eBay -- also known to many as the new pawn shop of the world. The news is filled with people who have found items stolen from them for sale on eBay.

This is just scratching the surface of how to use social media for legal investigation. And I also haven’t even started on searching images on the web. The presenters made their point, and left us with this – if you are not already teaching this as part of your legal research … you really ought to give it some thought, because if you don’t you might be doing your students a disservice.

Finding Career Contentment

by Patty Petroccione

Attending the AALL Annual Conference is a valuable experience for all law librarians; however for a “solo” like me it is essential. It is not only important for my professional growth and well-being; it is for my personal sanity as well.

Other than reading list serve messages, and when time permits, occasional professional blogs and the AALL Spectrum, often a month or more may go by without my having any direct or personal contacts with my professional peers. Granted, there are interactions with the “other” professionals: lawyers, judges, deputy sheriffs and other courthouse personnel, but what do they know, understand or care about the world of libraries (generally, not much)? So I was very grateful to be awarded a VALL grant to attend the 2013 Conference in Seattle.

And I appreciated all that the Conference had to offer -- I attended many informative programs, observed vendor demonstrations of existing and new products, reconnected with colleagues and made new connections. I attended the State, Court and County Law Libraries’ breakfast meeting and the VALL luncheon. I took notes and collected business cards. To me, this is the real value of the Conference, the hands-on aspect and face-to-face interactions that one cannot replicate from blogs, Facebook, LinkedIn and webinars.

Appropriately, it all culminated in my attending on the last day of the Conference, in the last time slot, the program “Is It My Job, or Am I Burnt Out?”: Finding Career Contentment. Despite the 3:45 p.m. time slot and the weary look on the faces of many of the attendees, the panelists Wendy Moore and Francis Norton, Jr., captured our attention from the beginning with their great repartee and humor. It didn’t hurt that they were tossing peppermint patties into the audience (surprise, chocolate at the AALL Conference)! The theme of the program was mid-career challenges, how to identify them, and what approaches to take to improve your situation.

They explained that our relationship to our jobs could be described in one of five ways: 1) clingy, we expect our jobs to give us everything; 2) vacant, the pay check keeps us there; 3) BFF, things are okay but there is no passion; 4) arranged, pushed together by external forces; or 5) open, can only find satisfaction outside of the job. What are some of the challenges? Does it seem like everyone else is happy and successful? It may feel that way, especially while at the conference. Others appear engaged, they are presenting, attending special meetings, receiving awards. It may feel like time is passing us by and we are “stuck in a rut.” It is easy to simply accept our situation and proceed with our day-to-day tasks “for the rest of our natural lives.”

Wendy and Francis reminded us that negativity breeds more negativity and is reflected back to ourselves and to our co-workers, patrons, and vendors. The panel tried to teach us some tools we could use to reinvigorate ourselves and our jobs, instead of choosing to “sit around and be grumpy.”

One simple exercise is to identify three positive things you can do to improve attitude and relations with staff and users, and then actually put them into practice. One suggestion was to proactively approach patrons instead of hiding in your office until they find you. Another was to smile when approached by another staff member or patron, even if you are busy. Set up a specific time when you will be able to help them later. Try not to scowl or growl! If someone is encountering a minor problem, help them so things run more smoothly at work. It will be less stressful for both of you. When someone else is negative or bad mouthing others or a project, redirect or disengage. Hopefully they will stop their negativity, or at least leave you alone since you will not “play ball” with them.

We learned that there are many ways to find renewed interest in one’s work life. Look better - improve your professional presence with an updated resume, then you will be ready for opportunities, such as grants, leadership positions, projects at work. Keep your online profiles current and relevant using LinkedIn, AALL My Communities, and social networks. Make work more interesting by getting active in professional organizations and special interest groups, follow blogs and write for blogs. These do not necessarily have to be library-related. You will feel more connected with those in and out of the profession.

I thought an excellent recommendation was to do something new at work. Ask yourself “if I had time at work to do something of my own choosing, I would work on ________” Practice a version of the Google “20% time rule” (which says to set aside 20% of your time to work on projects other than your normal work). Take the time to innovate (this was how Gmail was born). One suggestion was to block out two hours a week. Perhaps call it “Friday afternoon fun-time.” Use the time to work on your novel, prepare a history of the library, develop a rare books display or invent an app for your patrons. Many of us (especially those attending this presentation) are already overwhelmed by our work load. But the hope is that by spending some time on a new project that we’ve chosen, we will become invigorated and that will spill over into our daily tasks.

Other recommendations to refresh one’s work attitude include -- set specific, measurable goals for yourself. Track your accomplishments, including thank you notes from patrons, judges, professors, and completion of projects. Help someone else with their job. Be a mentor. Get involved in the new AALL mentoring program. Most importantly, a piece of advice we all know but tend to ignore -- do not let your work define your life. Be a volunteer in your community, exercise, take vacations, and pursue your passions outside of the office.

Sadly, sometimes it isn’t a mid-career slump we are experiencing, just a bad job fit. If so, then it may be time to move on. But for those of us who may only be weary, yet determined to stay the course, there are tools we can use to refresh our jobs. Though I was tired after all the activities of the four conference days, I was reinvigorated after attending this program. As several of us walked away from the Seattle Convention Center we talked about plans for our own Friday afternoon fun-times.



Patty Petroccione and Terry Long at the SCCL reception at the Federal Court House