IT practices in academic law libraries
This chapter describes information technology and how it is applied to library services in academic law libraries. It identifies the various models of information technology operations and services available in academic law libraries. Law librarians in the past two decades have increasingly found themselves performing different roles as a result of technological advancement; this chapter discusses some of their roles in establishing the library on social media, digital repositories and suggested best practices.
Keywords
information technology; integrated library system; library website; social media
Information technology has become an integral and critical part of the operations of law libraries today. Academic law libraries rely totally on information technology for the operation of equipment, facilities and personnel as well as the delivery of law libraries services. For example, the library-integrated systems rely heavily on technology with new updates being released periodically. Self-checkout machines are a common sight in many academic law libraries which means that they should be properly maintained as they are connected to the integrated library system. Similarly, the library security system is also linked to the integrated library system and must always be up and running as it keeps track of the number of users that walk through the doors of the library. In some institutions there is after-ours access to certain parts of the library for a limited number of users such as graduate students and faculty. Technology ensures that this facility access works properly and allows tracking the number of users as well as when and how they enter the library. With respect to collections, the trend in many academic libraries is to acquire electronic resources to save limited financial resources as well as to utilize reduced library space.
Wireless electronic service is a necessity in academic libraries today. Institutions have this service available for the use of students in different parts of the campus which includes the library. This has resulted in the phasing out of computer labs and desk top computers.
It is now a common practice to buy more electronic journals and books as this will reduce the cost of upgrading and maintaining shelf space. Academic law librarians follow the trends the digital age communicate and provide instruction to their users using IT-related tools. These are some of the developments in technology and how it has impacted and will continue to affect the delivery of information and services in academic law libraries.
How is IT managed in academic law libraries?
The administrative structure of the library will determine who manages a library’s IT. Where the autonomous structure is in place the following options are available for managing the IT Department:
1. IT-related matters will be managed directly by the library administration.
2. IT Department of the Law School manages the library’s IT.
Both models have their pros and cons, but the most ideal is the first. Using the first model, the law library administration manages all the decisions regarding upgrades of computers, library-integrated systems, compatibility issues with library software etc. Having this option creates a smooth operation and delivery of services. The head of the law library in this instance is usually a librarian whose expertise is in the area of information technology, understands how to manage any technology-related issues applicable to libraries and may have a computer science background and training. In academic law libraries that use this model, new positions are now being created to support IT-related roles. For example, there is the position of Digital and Reference Services Librarian or Systems Librarian. The librarian in this position usually assists with IT-related issues such as managing websites, coordinating upgrades of the library-integrated system and software management, among other responsibilities. This position also supports the all departments within the library. This model is highly practicab and as it helps to ensure that minimal disruptions affects library operations. The IT staff will also be within close proximity of the library which ensures that problems are resolved in a timely manner. Having a dedicated librarian to handle library IT matters will ensure a smooth operation and facilitation of services. Not only will this position bring their knowledge of libraries to the position, they will also be able to apply their information technology skills to handling library decisions.
The second model implies that all IT-related issues for the law library are managed by the Law School’s IT department. This is a common practice even though it is highly practical as the two areas are in close proximity to each other but it is still not clear whether the library is given enough priority. Usually the staff in the IT department deal with any library related issues like any other department in the School. They usually need to be educated about library software, the integrated library system (ILS), library databases and other library needs. A way around this model is for the library to work with the IT Department and hire a Systems Technician with some work experience in libraries who will understand the needs of a library from a technical perspective. Where this is not possible, constant communication highlighting the needs of the library and regular meetings between the two stakeholders will ensure there is smooth operation of services in these areas.
Where the law library operates the centralized system, the IT matters are managed by the main library. In instances where there is a separate library computer services department whose staff will be responsible for technology related matters at the law library. In situations where the law library is located outside the main library, there may be delays by the IT department when responding to problems in that location. The response rate will be different if the IT department is in close proximity to the law library.
There are also instances where library IT matters are managed by the institution’s IT department. A major disadvantage of this option is that the law library will be at the bottom of the priority list. This may not be the best option but many law libraries may not have a choice in this situation but to learn to deal with it.
Whichever is the situation there is a need for a very strong collaboration between the Law Librarian and the Director of IT Services and his staff. Both areas need to carry each other along at all times especially when upgrades for equipment and facilities are being made. Watson and Reeves in their survey of technology management trends in law schools in the United States found that law schools are trending towards establishing separate IT departments but that law librarians were actively involved in many aspects of technology in order “to evaluate the effectiveness and capabilities of information discovery, preservation, and delivery tools.”
Role of the IT department in academic law libraries
The IT Department plays a very critical and functional role in the existence and operation of a law library. As noted, the IT Department may be located either within the law school, the university library or the main IT Department. Here are some of the responsibilities and expectations of the IT department to the academic law library:
1. Maintenance of library computers, wireless service, self-checkout machines, photocopiers, printers, scanners, television monitors and other equipment. In libraries where the computer lab is located within the library, it is the responsibility of the IT department to ensure that these computers are always in good working condition. Periodic upgrades should be scheduled and carried out appropriately with the school calendar and library hours. For example, it is the practice to carry out maintenance and upgrades after examinations have been completed and there is less traffic in the library. It is also their responsibility to ensure that compatible software is available for users on the computers. For example, they must ensure that the latest version or a compatible version of Adobe Acrobat is available on library computers; this is because many library databases use this software for journal articles, which library users may want to access on the computer.
The IT department is responsible for maintaining library photocopiers, equipment in group study rooms, printers and scanners. Working with the central IT department in the university they will ensure that services are not disrupted from these machines, especially at critical times such as weekends and during exam period.
2. Communication – Both the law library and the IT department engage in constant communication about operations and activities in both areas so it is important that the line of communication be consistent. A breakdown in communication may impact and affect services to students, faculty and other library users. Setting up a Committee with a mandate to facilitate the smooth operation of the two departments that is made up of members with direct responsibilities in these areas is a good idea. The members of the Committee should be the manager of IT services with some representatives of that department, the Director of the Law Library and some members of the management of the library. They can schedule regular meetings which will ensure smooth communication and collaboration between both departments. Discussions at these meetings should revolve around activities and projects related to information technology in the library. The meetings will create an opportunity for professionals and staff in these areas to understand their roles as well as the IT needs of the library. It is the responsibility of the IT department to communicate to the library when upgrades will be made to library equipment so that this exercise can be scheduled for an appropriate time when service will not be disrupted.
As a best practice, members of the IT Department in the Law School can monitor library trends and developments by participating in conferences and webinars; it is an opportunity to network with people of like minds from other institutions as well us learning how other institutions manage their libraries.
3. Maintenance of library website. In some Law Schools maintenance of the library website may be a joint responsibility of the IT Department. Whichever is the case, the IT Department must work collaboratively with the Director of the Law Library by carrying them along in creating the design and writing content for the website. This will involve setting up training and demonstrations on how to use the web design and content management software that will be used by those responsible for these tasks.
4. Additional responsibilities as technology advances. As noted at the beginning of this chapter, technology keeps advancing with new developments on the horizon so the IT Department should continue to work with the library to ensure that they keep up with the pace of these developments. It is important for the two departments to have a mutual understanding in coordinating emerging projects. Building of digital repositories is an emerging trend among Law Schools in the United States and Canada. In most of these Law Schools, the law library is the lead on the project since they keep track of faculty research and keep many of the publications in the library. In order for projects such as the digital repository to succeed, it is important that there is joint cooperation between the IT Department and the law library to take on discussions on the appropriate hardware and software that will be needed. In institutions where there are no dedicated librarians for IT matters, the library will need a lot of technical support from the IT Department for this kind of project. In the process of building a Digital Repository at the Texas Tech University School of Law, Wang noted that it took a lot of effort between the IT Department and the Law Library to initiate the project. This library had a position for a digital information management librarian who led this project.
Integrated library systems (ILS)
Integrated library systems help organize library operations and services. Technological advancements have created efficient library services through different ILS systems, replacing manual services along the way. They come in different modules for different library operations, such as the library catalogue, circulation, cataloguing, reserves, interlibrary loans and serials management. There are various options available in the market and decisions on the appropriate one will depend on the size of the library, the operations the library will be providing, costs and how much the library is willing to spend on acquiring the system. Examples of integrated library systems include: Aleph (Ex Libris product), SIRSI and Voyager. There are now a number of open source software products for open access catalogues (OPAC) such as VuFind, Drupal and WorldCat. The open source option can save costs as it allows for joint and institutional collaboration.
Depending on the set-up in the institution, most academic law libraries share the integrated library system with the main university library. The greatest benefit of this option is that it cost-efficient. If it is shared, the law library does not have to pay for the system in its entirety, and the cost can be spread among the different libraries. A group of libraries in Nevada which includes the Law Library of the University of Nevada, Las Vegas, shares an integrated library system. In a survey of the management of these consortiums, Vaughan and Costello (2011) found that integrated library systems shared by multiple partners hold the promise of shared efficiencies; each library also has a funding formula on an annual basis and the contributions provided by each partner.
Among many other arrangements, Osgoode Hall Law School Library at York University shares the SIRSI integrated library system and VuFind Catalogue with the main library. This partnership works very well and the law library benefits from all system upgrades and maintenance from this package. Most of the law school libraries in Canada such as the Bora Laskin Law Library, University of Toronto, Paul Martin Law Library, University of British Columbia Law Library, Diana Priestly Law Library and the University of Victoria all share their library catalogues with the main library.
In the United States, many academic law libraries share their system while the following libraries have their own catalogues:
1. Lillian Goldman Law Library at Yale Law School has its own library catalogue, MORRIS;
2. Arthur W. Diamond Law Library, Columbia Law School uses Pegasus;
Where there is an independent library catalogue, searches from the catalogue will be limited to the law library’s collection. Having an independent system works fine and allows the owning institution to control many functions, but it can be a very expensive venture.
Law library websites
The website of any library provides all the necessary information about the library. Law libraries all over the world use their websites to promote library services and products using different software. The library website is a major part of public service to its patrons. For Plumb-Larrick (2014), the law school library website is a forum to deliver content and services primarily to student and faculty patrons as well as a place for the best advertisement of the law school and its library offerings. A typical website should always be clear, regularly updated and compliant with web accessibility requirements. It is now the common practice for library patrons who are digital natives to be accustomed to using the Internet and websites to research information. With the mobile technology, library patrons want to access resources on their mobile devices, hence the library website should be compatible with mobile devices. With cutbacks and reduced budgets in many institutions, many libraries have replaced their print resources with electronic formats which imply that there will be increased traffic on the library website by users who will want to access these resources from their devices. It is the duty of the library to ensure that users are able to access these resources without any barriers. This will involve both the library and the IT department ensuring that there are regular upgrades to the equipment and software. For example, law libraries are using mobile tagging technology to reach and engage with their users. Russell (2012) in a survey of academic law libraries found that these libraries have used mobile tags not just to engage their users but to complement the mission of the library as well as pointing them to library services and resources.
Law librarians in the digital age will have to understand how to provide library services as well as deliver and manage content through their website. Since many library resources are electronic and can only be accessed through the website, the common practice is now for librarians to develop skills that will enable them to function effectively and efficiently in providing these services. It is not uncommon for a law librarian to create and design websites for library services and library sessions that are taught in the law school. Some law libraries have a dedicated librarian whose responsibility is to monitor and update the library’s website. Law librarians in some law schools are responsible for adding content on their library’s website At the Osgoode Hall Law School Library law librarians are responsible for adding contents on the library’s website as well as making contributions to the library’s blog on WordPress.
Depending on the IT model in the law school, librarians should always have total control of the library’s website. The Director of the Law Library should be responsible for overseeing the management of content on that page. This infers that librarians must be able to edit and manage the library website.
The most popular website software includes: Drupal, Dreamweaver and Adobe Contribute which are very easy to use and troubleshoot.
The law library website is usually located on the home page of the law school, but libraries have independent pages. A review of the website of selected North America law schools showed that the practice is to have the library tab on the homepage, making the library visible and easily locatable for users.
Social media practices in academic law libraries
Social media communication tools have introduced a global communication revolution that is being felt throughout the world, including in libraries. While it has been proposed that social media tools are highly used by the Gen Y group, the number of registrations on Facebook, LinkedIn, and Twitter shows that these tools are now being used by people of different ages. Social media tools enable organizations to be engaging, responsive, transparent and profitable, according to Kerpen (2011). The implication of these trends for libraries is that users are able to connect with library services and products. Libraries get feedback on their services and the users’ comments help to ensure that the institution takes the next course of action. Kerpen noted that listening strengthens the relationship between the customers and services. Engaging with the customer fosters communication and shows a sense of commitment on the part of the organization wanting to know what customers think, how they feel and their expectations for library services. The comments box on social media tools have replaced the suggestion boxes that are found in many libraries. The only difference between the wooden box and the wireless box is the speed at which you have to respond to comments, whether positive or negative. Creating an online presence with social media implies that an organization must respond promptly as fast as possible to any comments from the user.
The social media tools that are being used by academic law libraries include: Blogs, Facebook, Twitter, LinkedIn, Pinterest, Google+, Flickr, MySpace, YouTube, Wiki and Skype. Libraries, being government institutions, may need to create and develop best practices for staff to guide them on what to post using social media tools.
The common practice is for academic law libraries to establish their presence on social media by creating accounts on Facebook, Twitter, LinkedIn, etc. Through this medium, librarians post news and announcements such as library hours, library training sessions, new services and products that the library has recently acquired. Twitter is used by libraries to announce the latest developments such as an emergency closures, new library hours, events and new titles. Skype is used to connect with library users who are unable to access the library physically, especially long-distance students. It is a cost-saving means of providing engaging library services as well as building the student experience for this category of users. Many libraries upload YouTube videos to market library services which can be viewed by users for varying purposes.
Ahlbrand (2013), in a survey of how law libraries use and manage social media, found that these tools have expanded from the realm of the individual to a platform that connects people in different relationships. The result of this survey also showed that library patrons routinely spend their time on these platforms and that law libraries in general still have a mixed feeling about the use of social media tools. A search on the Internet for academic law libraries present on social media showed the following on Facebook, Twitter and YouTube:
Table 6.1
Academic law libraries and social media
| Name | YouTube | ||
| Bora Laskin Law Library, University of Toronto | √ | √ | |
| Osgoode Hall Law School Library, York University | √ | ||
| Paul Martin Law Library, University of Windsor | √ | √ | |
| University of British Columbia Law Library | √ | √ | |
| Nahum Gelber Law Library, McGill University | √ | ||
| Brian Dickson Law Library, University of Ottawa | √ | ||
| Harvard Law School Library | √ | √ | √ |
| Robert Crown Law Library, Stanford University | √ | √ | |
| Georgetown University Law Library | √ | √ | |
| Goodson Law Library, Duke University | √ | √ | |
| Cornell Law Library | √ | √ | √ |
| Tarlton Law Library, University of Texas Austin | √ | √ | |
| Bodelian Law Library, Oxford University | √ | √ |
Most of these libraries have active posts while some posts are outdated. One of the advantages of using these tools is that they publicize library activities and resources, and engage the digital natives who can only communicate through this medium. For example, some libraries have featured virtual tours and educational videos on how to use their library resources on their YouTube channels.
Blogs
One of the advantages of a blog is that it ‘extends the conversation’ between the writer and the reader; it also attracts people to your organization’s website. A blog is a website where you can post articles or information that is useful for a target audience. In the case of a law library you can create a blog as part of your main website. Law librarians have their own blogs where they discuss topical issues for education and information purposes. Most law libraries have a blog where they post news items about library services and products, new publications and trends. The most popular blog software commonly used in academic law libraries is WordPress.
• Keep it updated with new articles or information as frequently as possible. It is best to set a schedule for posting, such as once a week.
• Make your posts or entries as brief as possible.
• Use images, videos or captions to captivate your audience.
• Have a dedicated staff to coordinate the posts. In some libraries this can be staff working in the administrative department who are technologically savvy and in some instances can be coordinated by the Digital Initiatives Librarian or Web Librarian.
Examples of Blogging Platforms
The following are examples of blogging platforms that can be used to create blogs. They all have a variety of templates that can be used to build your blog.
Table 6.2
| Name | Website |
| Blogger | http://www.blogger.com |
| Tumblr | http://www.tumblr.com |
| WordPress | http://www.WordPress.org |
Examples of Law-Related Blogs
American Bar Association Journal Blawg Directory - http://www.abajournal.com/blawgs/.
Australian Law Blogs - http://amicaecuriae.com/2012/04/28/finding-australian-law-blogs/.
Canadian Law Blogs - http://www.lawblogs.ca/.
Legal Research and Writing by Ted Tjaden - http://www.legalresearchandwriting.ca/index.htm.
Slaw – http://www.slaw.ca.
United Kingdom Law Blogs - http://www.cision.com/uk/social-media-index/top-10-uk-law-blogs/.
The following are suggested best practices to help libraries enhance their presence on social media:
1. Create a social media policy
A social media policy should include guidelines for librarians and library staff who will be posting with these tools. The policy will contain clarifications and expectations about the kind of information that will be made available on these social media sites. It could be news about library hours, new books, library research sessions, staff news, etc. The policy should include and indicate the acceptable forms of comments that may be posted by members of the public, students and other parties.
Having a policy in place will help to control and prevent the misuse and abuse of the tools. There have been cases of misuse and egregarious postings on institutional blogs and social media sites so it will be very helpful to have a policy in place to address such issues when they arise. Social media can be engaging, as well as addictive. A clear policy should include and define the number of posts on a daily, weekly or monthly basis. Having a defined period will ensure that the social media pages are updated and not outdated. Samples of social media policy are available in the Appendix.
Also see the social media policies of the following institutions:
• George Washington Law Library
2. Managing accounts
The social media accounts should be properly managed. This can be done by identifying a staff member responsible for managing posts. It is a common practice to include this responsibility as part of the position of librarians or paraprofessionals who are in charge of electronic resources. The task of posting and updating information can be rotated among library staff and librarians. Identifying a person to manage the accounts will ensure that there is proper coordination of accounts and updating of the posts.
The person who manages the account can consult and collaborate with library staff and professionals to get their input on ideas of what should be posted on the website following the library’s clear policy.
Institutional repositories (IRs)
Institutional repositories are a common ground for hosting and preserving scholarly publications that are authored by academics in that institution. However, they now commonly include institutional presentations in the form of videos, presentation slides and audio recordings. IRs serve as a medium to share the intellectual contributions of an institution. Rumsey (2006) attributed the following reasons for creating institutional repositories in academic institutions:
1. Management of digital objects, the long-term preservation of research and the posting of output to personal or departmental websites that may lack stability
2. The need to provide mechanisms for dealing with different publication types, multiple versions and relationships (IRs may include datasets, slides from presentations and other media types and need to ensure that metadata for such types complies with international standards to facilitate discovery).
3. Branding and increased visibility, because IR is searchable and registered with search mechanisms.
The common trend among law schools globally is to create digital repositories independent of the main institution; but some do opt to include their materials in the institutional repository. The Law Library is usually responsible for the management of the project working with the IT department in making decisions about the appropriate software and upgrades for the repository. Law Librarians are tasked with coordinating and uploading faculty publications, videos of law school events etc. on the website. The digital repository website resides on the homepage of the Law School. Many academic law libraries in the United States have successfully integrated digital repositories into their systems. BePress is the most common software that has been used in some of these academic law libraries in North America. A list of academic law libraries that have created their own IRs with BePress can be found here - http://digitalcommons.bepress.com/institutional-repository-law/.
BePress has been organizing webinars by many of its member libraries on its platform, sharing their experiences on the initiative. The common attributes to the success of digital repositories include the following:
• Support from the Law School Administration
Many of the libraries claimed that they received financial support and participation from the Law School administration, faculty and students. Building an IR is a huge task that comes with many risks so having the support of the administration will strengthen the focus of the project. This support had a tremendous influence on the collaborative support they received from stakeholders in the project such as law faculty, IT department and other areas in the Law School.
• Collaborative and Planning
The collaborative support from the professional librarians and library staff was attributed to the success of the digital repository project in some academic law libraries on the BePress platform. For example, at the Washington and Lee Law School Library where the IR project was introduced in 2009, the team leaders of the project engaged and trained library staff on new and unfamiliar tasks. This shows that there is a role for everyone in the library on this project.
The introduction of IRs is one of the exciting long-term projects for any library.
Conclusion
This chapter has discussed the impact of information technology on the provision of library services and products in academic law libraries. Technological advancements have introduced new services to academic law libraries which imply that there is a changing role for law librarians. This chapter has identified some of the trends being used to establish law libraries on social media. Ideas and expected collaborative management of technology between the IT Department and the law library have also been described.