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Information Resources

Presented by Victoria Boylan November, 2007

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Information Resources: Records Projects and Activities, 2007

• Paralegal Support Program• Bi-Monthly educational staff meetings• Quarterly Records Staff Lunch and CLE Program• Chicago Records Web Page• Enhanced Training Sequence for new Records staff• Monthly reporting of Staff Productivity and Project Statistics • LegalKey training for secretaries• Records staff attendance at ARMA educational meetings• Annual Distribution of Chicago Records Handbook• Records participation in Information Resources Internship Program • Cross-training Programs with Office Services Staff, floaters and night staff• Attorney Desktop Training program for secretarial and paralegal staff

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Information Resources: Records Orientation Program

Usually, on the second day of employment, Paula Brown meets with the new hires. A copy of the Chicago Office Records Management Handbook and Paula’s business card is provided. Paula explains that most of these areas will be handled by their secretaries and paralegals, however it is helpful to understand how to interact with the file room. During the next 10-15 minutes the following PowerPoint information is covered:

• Reporting relationships• Staff possessing paralegal certificates and how they may be of assistance• CH Records Mailbox• Service hours• Help Line• The Central File Room• The Document Room• Records Work Order or variations

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Information Resources: Records Orientation Program, Cont’d

• Levels of offsite storage service• Conveying all requests in writing, i.e. filing, file creation or retrieval• Conflict of Interest Checks• File Integrity• The storage of binders• Releasing files to other counsel or termination of representation• Files migrating from user to user• Ethics Walls• Shredding • Supplies• Departure of legal personnel• Retention Program• Attorney Desktop and Legalkey

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Information Resources: Records Statistics, 2007

Records Department Monthly Report

October 2007

Tasks Jim James Jennifer C. Jennifer O. Paula

Work Orders 85 3 207 162 10 Files Created 395 22 749 1149 108 Files Checked Out 140 369 183 322 3 Files Checked In 35 206 194 98 105 Retention Boxes Destroyed/Returned 1 1215 793 Files Released to Law Firms Risk Management Folders 100 Records Management

Attend/Arrange Meetings 10.25 hrs Coordinate 1.5 hrs.

Staff Totals 655 600 1434 2946 1019* Monthly Totals 6654 Boxes Transferred Offsite 162

* This number does not reflect time spent in supervisory activities

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Information Resources: Records Goals for 2007

• Expansion of Chicago Retention Program

• Introduction of Paralegal LegalKey and Attorney Desktop training program

• Coordinate Program with Office Services for scanning of all case room files and boxes in the Chicago office

• Introduction of Staff Support Training program

• Creation of the Attorney Desktop Secretaries Committee

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Information Resources: Library Staff

• Deborah Rusin MLS, Reference Librarian Reference with a specialization in corporate/securities, Westlaw passwords, Sullivan’s Directory, and training.

• Margaret Yamin BA, Senior Library AssistantLibrary catalog, virtual library, general reference, inter-library loan,

Livedgar passwords, vendor invoices, routing lists, collection maintenance and statistics.

• Jim Vendiola BA, Information Resources TechnicianSerials inventory, virtual library, inter-library loan, routing lists,

collection maintenance, statistics and the library intranet.

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Information Resources: Library Staff, Cont’d

• Joel Bland MLIS, Reference LibrarianReference with a specialization in high tech and

telecommunications. Lexis passwords, Martindale-Hubbell, and training.

• Victoria Boylan MLS, Information Resources ManagerAdministrative head of the Chicago Library and Records

departments. Responsibilities include setting policy and procedures, budget

planning, collection development, retention policies, purchase approval, orientation and training, vendor relations and contracts.

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Information Resources: Library Projects and Activities, 2007

• Library Orientation for summer and new associates• Outreach to new associates has been successful, 47% increase from

first half of 2006 compared to second half• Chicago Virtual Library• Library Procedures Manual• Library map• Statistics for library services and practice areas• Dominican graduate library internships• Staff Development Plan• Library Orientation Manual and training program established for new

library staff• Outreach to Litigation practice area is improving, 31% increase from

first half of 2006 compared to second half

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Information Resources: Budget, Expenditures and Cost Recovery, 2007• Records

Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Total

62100 Records Storage 12,500.00 12,500.00 12,500.00 12,500.00 12,500.00 12,500.00 12,500.00 12,500.00 12,500.00 12,500.00 12,500.00 12,500.00 150,000.00 62120 Records Retrieval Expense 6,500.00 6,500.00 6,500.00 6,500.00 6,500.00 6,500.00 6,500.00 6,500.00 6,500.00 6,500.00 6,500.00 6,500.00 78,000.00 62130 Records Retrieval Credits 1,000.00 1,000.00 1,000.00 1,000.00 1,000.00 1,000.00 1,000.00 1,000.00 1,000.00 1,000.00 1,000.00 1,000.00 12,000.00 62140 Shredding 5,000.00 5,000.00 5,000.00 5,000.00 5,000.00 5,000.00 5,000.00 5,000.00 5,000.00 5,000.00 5,000.00 5,000.00 60,000.00 74110 Records Supplies 2,000.00 2,000.00 2,000.00 2,000.00 2,000.00 2,000.00 2,000.00 2,000.00 2,000.00 2,000.00 2,000.00 2,000.00 24,000.00

Total Records Services 27,000 27,000 27,000 27,000 27,000 27,000 27,000 27,000 27,000 27,000 27,000 27,000 324,000

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Information Resources: Budget, Expenditures and Cost Recovery, 2007• Library

Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Total

72000 Serials/Continuations/Replacements38,000 38,000 38,000 38,000 38,000 38,000 38,000 38,000 38,000 38,000 34,000 34,000 448,00072200 New Acquisitions 1,000 0 1,000 1,000 1,000 1,000 0 1,000 1,000 1,000 1,000 1,000 10,00072300 Office Copies 15,000 15,000 11,000 11,000 11,000 11,000 11,000 11,000 11,000 11,000 11,000 11,000 140,00072350 Directories 0 0 0 0 9,000 0 31,000 0 0 0 0 0 40,00072400 Electronic Subscriptions 33,000 33,000 33,000 33,000 33,000 33,000 33,000 33,000 33,000 33,000 33,000 33,000 396,00072550 Professional Expense Memberships 0 0 0 1,100 0 450 175 0 0 0 0 0 1,72572560 Professional Expense Training 0 50 50 50 1,500 0 1,500 1,500 50 50 3,000 50 7,80072600 Special Supplies & Equipment 0 0 0 0 0 0 0 0 0 0 0 0 072700 Binding 0 0 0 0 0 0 0 0 0 0 0 0 072750 Looseleaf Filing Service 3,000 3,000 3,000 3,000 3,000 3,000 3,000 3,000 3,000 3,000 3,000 3,000 36,00072800 Other Library Access Charge 0 0 0 0 0 0 0 0 0 0 0 0 072810 Library Administration 100 100 100 100 100 950 100 100 100 100 300 350 2,500

Total Library 90,100 89,150 86,150 87,250 96,600 87,400 117,775 87,600 86,150 86,150 85,300 82,400 1,082,025

Data Base Services

73000 Lexis 26,000 26,000 26,000 26,000 26,000 26,000 26,000 26,000 26,000 26,000 26,000 26,000 312,00073100 Lexis Credits 26,000 26,000 26,000 26,000 26,000 26,000 26,000 26,000 26,000 26,000 26,000 26,000 312,00073150 Westlaw 65,000 65,000 65,000 65,000 65,000 65,000 65,000 65,000 65,000 65,000 65,000 65,000 780,00073200 Westlaw Credits 100,000 100,000 100,000 100,000 100,000 100,000 100,000 100,000 100,000 100,000 100,000 100,000 1,200,00073250 Client Library Materials Svcs 2,300 2,300 2,300 2,300 2,300 2,300 2,300 2,300 2,300 2,300 1,500 1,500 26,00073270 Client Library Materials Svcs Credits2,400 2,400 2,400 2,400 2,400 2,400 2,400 2,400 2,400 2,400 2,400 2,400 28,80073300 Other Databases 21,000 21,000 21,000 21,000 21,000 21,000 21,000 21,000 21,000 21,000 19,000 19,000 248,00073350 Other Database Credits 17,000 17,000 17,000 17,000 17,000 17,000 17,000 17,000 17,000 17,000 15,000 15,000 200,000

Total Data Base Services 259,700 259,700 259,700 259,700 259,700 259,700 259,700 259,700 259,700 259,700 254,900 254,900 3,106,800

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Information Resources: Library Orientations • Orientations for new and summer associates are generally conducted under

2 hours. Each person is provided with a package of material, i.e. Martindale-Hubbell profile sheet, Chicago Library Services Guide, Lexis and Westlaw pricing sheets, library map, and the corporate and litigation resource training handouts.

• Part I Introduction to the Libraries presented by Vicky Boylan• Introduction of staff• Purpose of orientation and training• Review handouts• Discuss sections of the Chicago Library Services Guide• Review the costs of Lexis and Westlaw, methods to calculate the costs

and cost effective searching• L & W Intranet Library Home Page

• Review Rosters, Library Catalog, portions of the Link Library, MCLE, Online Subscriptions, Virtual Library

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Information Resources: Library Orientations Cont’d• Part 2 Litigation Resources presented by Vicky Boylan or Joel Bland

• Litigation Resource Training includes an overview of reliable and appropriate sources for state and federal primary law as well as secondary materials available thru the Latham print and virtual libraries.

• Federal Laws, Statutes, and Regulations• Illinois Laws, Statutes, and Regulations• Legal Encyclopedias • Treatises• Restatements• Loose-leaf Services• Law Reviews and Journals

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Information Resources: Library Orientations Cont’d • Part 3 Corporate Practice Case Study presented by Deborah Rusin

• Debbie presents a corporate practice case study with “real” research questions. The exercise covers sources that utilize both “for pay” and “no password required” found thru the print and virtual Latham libraries.

Sources for Company Backgrounds and FinancialsCompany profiles and directoriesFinancials/SEC filings

State Corporate Law and Law Governing Corporate MergersIllinois and Delaware, primary codes and Aspen treatises

Cases and Treatises Lexis and Westlaw, Matthew Bender and BNASEC Materials Releases, no-action letters, cases

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Information Resources: Library Statistics, 2007

Jan-07 Feb-07 Mar-07 Apr-07 May-07 June-07 Jul-07 Aug-07 Sep-07 Oct-07 Nov-07 Dec-07 Y-T-D

Case Pulls, Print Materials from Library Collections, and Cite Checking 17 11 16 20 13 8 10 28 11 134

Corporate Information 27 34 19 23 37 35 24 40 29 268

Court Documents 0 0 0 1 0 0 0 0 0 1

Foreign and International Research 0 0 0 0 1 0 0 0 0 1

Intellectual Property -- Patent, Trademark and Copyright Research 12 5 8 9 12 10 7 14 3 80

Interlibrary Loan 19 16 19 14 14 13 26 29 14 164

Investigative Research 57 31 37 32 43 37 25 40 13 315

Legislative Histories 0 1 0 1 1 3 4 1 1 12

Miscellaneous 0 0 0 1 0 0 0 0 0 1

People Search 0 1 2 1 3 1 1 4 2 15

Public Records 0 0 0 0 1 0 0 0 1 2

Regulatory Searches 2 0 3 3 1 1 3 0 0 13

Watch Service 0 2 1 0 1 0 0 0 0 4

Monthly Totals 134 101 105 105 127 108 100 156 74 1010

Library Statistics by Services Category(January '07- September '07)

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Information Resources: Library Statistics, 2007 Cont’d

Jan-07 Feb-07 Mar-07 Apr-07 May-07 Jun-07 Jul-07 Aug-07 Sep-07 Oct-07 Nov-07 Dec-07 Y-T-D

Corporate (31) 18 21 12 13 18 19 6 16 7 130

Environment, Land & Resources (8) 1 1 1 2 3 1 4 3 2 18

Finance (44) 10 7 9 13 13 5 9 20 6 92

Litigation (74) 42 18 35 27 46 20 20 52 23 283Tax (14) 4 4 6 7 5 11 3 3 2 45

Unassigned (68) 45 35 18 26 25 43 35 34 25 286Other Departments 5 3 0 3 2 0 0 1 0 14

Other Offices 2 1 3 3 8 2 4 4 2 29

Monthly Totals 127 90 84 94 120 101 81 133 67 897

Library Statistics by Department(January '07 - September '07)

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Information Resources: Library Statistical Analysis, 2007Library Service Percentages by Practice Area Attorneys • Corporate 27%• Environmental 18%• Finance 16%• Litigation 31%• Tax 24%• Unassigned 22%Percentage Increase in Service Requests from 1-6/06 compared to 7-12/06

Corporate 26%Finance 16%Litigation 11%Tax 40%Unassigned 47%

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Information Resources: Print Library Reporters and Sets Evaluated for Elimination

• Federal Supplement• Federal Rules Decisions • Bankruptcy Reporter• Illinois Reports• California Reporter• AmJur or Corpus Juris

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Information Resources: Library Eliminations, Cont’d• Additional Materials for Evaluation:

• Northeastern

• Tax Reporters

• PLIs

• Duplicate loose-leafs, journals, newsletters

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Information Resources: Library Goals for 2007

• Notification of Lexis and Westlaw users with high dollar amounts to reduce costs and improve searching skills

• Evaluation of existing print collection for downsizing, utility, and reorganization

• Program of assigned staff to specific practice areas for expansion of reference services

• Increase billables• Continue outreach to Litigation department, investigate departmental

meetings and other marketing opportunities• Continue database CLE sessions including CCH,RIA, AccessPlus, and BNA

among others• Library Intern program• CCH and RIA virtual training sessions to tax department

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Information Resources Departmental Shared Goals, 2007

• Coordination with Paralegals and PAs Increase services and improve work flow

• Cross training and cross staffing Investigate and identify common tasks in Record and Library

• Cost Recovery Investigate additional methods of billing for both Records and Library services

Chicago Library Services and Projects• SERVICES• Case Pulls and Cite Checking • Corporate Research • Court Document Retrieval• Database and Internet Searches and

Assistance• Foreign and International Research• Investigative Research • Interlibrary Loan

Chicago Library Services and Projects, Cont’d• Legislative Histories • Literature Searches • Intellectual Property Research • People search • Research of Public Records • Regulatory Searches • Watch and Alert Searches

Chicago Library Services and Projects, Cont’d

• RESEARCH PROJECT EXAMPLES• I need the statutes and regulations pertaining to underground storage tanks for

Iowa, Indiana, Michigan and Washington. • We are meeting with a new client in a few days and would like to have as much

information on the company as possible (i.e. cases, news articles, website information, Dun & Bradstreet report, financials, etc.) The name of the company is Bistro Express.

• I believe there have been a few news and journal articles sometime within the last two years about Leeds Weld. Can you find me these articles?

• I’m going to court in an hour and need to have the California statute of limitations regarding the Fraudulent Transfer Act. Can you get me this before I leave?

• I’m working on a memo and I would like to research laws and regulations regarding the transfer of nursing home patients.

• I need a KeyCite report and search of Ohio statutes for appointment of receiver. • We are working on a financing termination document, can you find other

termination language in merger and acquisition deals over $1 billion. • Can you find some sample SEC filings announcing change of fiscal year to

calendar year?• I need a legislative history of WA State Law 2003 Chapter 35.