Library Operations Resources

LiRN has created a Library Operations Guide that contains information about how to run your library.  Please consult this resource if you have any questions.

Table of Contents:

  • Interlibrary Loans
  • Courier Information
  • Library Supplies / Labels
  • Tips & Tricks from your colleagues
  • Most Often Requested Items by Lawyers

Interlibrary Loans (ILLs)

The LiRN network of county libraries often share their resources amongst each other when someone needs a book that they do not have in their collection.  This process is called Interlibrary loans.

If you are Requesting articles / books for Lawyers:

Articles – Please have ready title, pages, publication, year, etc. and call or email library holding the publication. Use the GL/Courthouse Libraries Catalogue to find another courthouse library that might have the book or if it might be available on HeinOnline which has links to thousands of law journals in InfoLocate.

Books – Call or email library holding book. Try larger & closest first. Great Library also lends, but leave as last choice. Use Document Delivery on Great Library’s website to request them to photocopy sections of books (not an entire chapter).

Distributing Articles or Books to lawyers:

Scan and send articles directly from photocopier (if applicable)

  • Enter card code (general library code or from your card) using keypad
  • Click Scan to Email, Address Book select email of staff member, change title > Start. (Send from your library email to requesting library to prevent junk mail on receiving end)
  • When copier is done, click Cancel (if more jobs click OK).

Courier Information for ILLs

Courier charges are paid for by LiRN for ILLs to encourage and facilitate the exchange of books and materials between courthouse libraries. Please use either Canpar or Purolator (comparing the price and convenience of the service for your location; we have found that Canpar is less expensive in most instances). Canpar should be contacted before noon for pickup that day. After noon, Purolator is used if it is required the next day.

Canpar Instructions (July 2024)

  • You can only log in via the Shipping page on the CanPar website
  • Go to: http://www.canpar.com, and click Shipping, drop down to Shipping Tools, then Collect Service

                   Shipper Number: 42000144 |  Password: Libraryco1

  • Most of the county/district library addresses appear in the address book; double click the address desired and it will populate the delivery fields
  • If you need to type in your postal code, do so without the space
  • Fill in your email address to ensure that Canpar emails you the tracking number
  • Fill in weight (in kg), length, width and height (in inches)
  • Set insurance to $100.00
  • Click the “Ship” button and follow the prompts to print the shipping label
  • Ship > I Agree > Confirm > OK (to print) > 1 copy > Close (Do not need to log out.)
  • To CANCEL shipment click link in confirmation email & will immediately cancel the pickup
  • Take the package to the court office and leave it on the shelf for pick up (if applicable to your location)

Purolator Instructions (September 2024)

  • To set up the initial account, to to Registration – Purolator and choose “Open a Purolator Business Account:
  • When shipping, choose third party billing and use the LiRN account #1990975
  • Follow screen prompts for delivery information
  • When possible, use the PuroLetter/PuroPak to ship (rather than your own box) to save on billback charges
  • Use the correct postal code and include a suite number or special delivery instructions to avoid billback charges

Thomson Reuters shared this address for Canpar deliveries of payments:

Lockbox Receivables Department
ATTN: Thomson Reuters Canada Ltd.
4 Prince Andrew Place
Toronto, ON   M3C 2H4

Please include the lockbox number on courier instructions. Lockbox number is T05136C.

For Lexis, please use the following address to courier your cheques to:

111 Gordon Baker Rd., 9th floor
North York, ON M2H 3R1

Library Supplies / Label makers

Brodart is often used by Library for typical supplies such as pockets and sign-out cards:

  • Book sign-out cards, pockets and spine label covers
  • Borrower’s Cards 1000/box White             23-115-002
  • Standard Pocket/Self Stick – Plain – Acid Free 500/box              23-528-001
  • Brodart SuperBond 1 1/2″ x 1″ Laser Spine Labels 25 sheets/1,400 labels per package 55-323-002
  • Label Protectors on Rolls in Round Plastic Box Standard 1 mil polyester protectors 1 1/4 x 3 1/8, 1000 per pack 55-229-502

Carr McLean is another library supplies vendor.

Demco is an American company so cheaper prices by higher shipping fees.  Suggested as an alternative by Peel Association Library staff.

4imprint.ca is a supplier for promotional materials, etc.  Suggested by Durham Region Library staff.

Dymo Labelwriter is a helpful multi-purpose label-maker tool.  Suggested by LiRN staff.

Tips and Tricks for New Courthouse Library Staff

Advice from your OCLA Colleagues

  • BOOK – Best Organization of Knowledge. This acronym was developed by Denis LeMay, a Canadian law librarian.  If you can find a BOOK on a topic, it will save you (& your lawyer) hours of research since an expert has written the relevant commentary & included the significant cases, laws, rules, etc.
  • Develop a routine – there will be tasks that you need to accomplish daily. Do you need to unlock doors, bring in a paper, startup computers?   Set up a notification for 15 minutes prior to the end of your day to finish up any end of day routines to ensure that you leave on time.
  • Use the resources that have been created for the system – Sage Accounting Manual, LiRN Library Operations Guide, LiRN Electronic Resources Guide, OCLA website etc.
  • Keep your library manual updated with new procedures on a regular basis – cannot stress enough how important this is. This can be helpful to the next person in your job but also to show your Board what and how you do things.
  • Attend the Learn with LiRN Conference and if possible, the CALL Conference. There are bursaries available for the CALL Conference.  APPLY to CALL.  This will also ensure that you get to meet the librarian faces that are behind phone calls and emails.  This will also be an opportunity to learn what others are doing.   Lawyers are required to do 12 hours of professional learning; this is part of your professional learning.
  • Lawyers will refer to books by the author – Martin’s (Criminal Code), McWilliam’s, Kenkel, Orkin etc. or by just a word “Rules” (Civil Procedure, Family or Criminal). Use this information to search InfoLocate but don’t be surprised when “Orkin” is the author for The Law of Costs, etc.
  • They will often ask for a book by its nickname that sounds like a title, one popular example is Sopinka on Evidence. If you look it up on InfoLocate, it may not be found by that nickname.  Sopinka is the author, The Law of Evidence in Canada is the title.
  • If you do the accounting, write your paycheques and get them signed a month ahead of time. The cheques are postdated to your payday and you will not go short on payday because there is no signing officer in sight.
  • Your Association is your employer; while they receive the funding to run the library from LiRN, they also make the decisions on your employment
  • Keep a running list of your accomplishments – this is helpful not only to see how far you have come but to provide to your board. Share them with LiRN as well in your Quarterly Stats.
  • Find a champion for yourself and your law library from the lawyers or the Board to support your ideas and your position (having a supportive library chair on the board is helpful for this).
  • Your OCLA colleagues are an important resource for information and support.
  • Learn to use InfoLocate, LexisAdvanceQuicklaw, LN Practical Guidance, Criminal Source (WL), Family Source (WL), Estates & Trust Source (WL) vLex / Irwin law, & HeinOnline – contact vendors for free training, watch Learn with LiRN and other YouTube videos, webinars etc.
  • Get to know your collection and track usage of materials, or types of materials to make purchasing decisions. Get a shelf list from the cataloguing department of the Great Library.  Do an inventory to see what is missing and withdraw the missing items (if the list is long, send it in an excel spreadsheet instead of individually)
  • Take calculated risks to improve services. Sometimes failure is a good step to make progress.
  • Never be afraid to ask questions of your colleagues – there is a wealth of knowledge among us and rarely a situation that has not been dealt with before.
  • Advice: do a proper reference interview to make sure you really understand what the person is looking for as often it’s not expressed with the level of detail you would need. Often better to get reference questions by email because, in drafting the email, they tend to provide more information than they would when asking by phone and you can get clarifications in print.
  • If you’re involved in making arrangements for example an AGM or other event. Create a minute-by-minute to give to the participants and venue. This helps everyone understand their function and what’s expected of them at a particular time. Keeps the event running smoothly.
  • If it ain’t broke, don’t fix it – do not change for the sake of change – use the same format/template to make arrangements for CPD’s or events.
  • Get involved and make connections with both OCLA members, and law librarians across other organizations such as CALL. Professional development is the cornerstone of any information professional’s career.

New Hire Orientation Guide for Library Staff

When new staff join an association, our Roving Librarian will schedule an orientation video meeting to provide an overview of including library operations, information about LiRN & how the grant to their libraries work and more!  Orientation Guide for New Library Staff

Most often requested items by Lawyers

Work smarter, not harder – Lawyers are predictable in that they will forget or need some of the same things on a regular basis.  You will become a life-saving superhero for providing the smallest of items.

  • Pens – buy a supply of cheap pens – never give them your favourite pen – you will never see it again. Pick up any pens that you get at hotels, conferences etc.
  • Note pads – keep a supply of cheap note pads for sale or giveaway. Keep a pile of scrap paper so they can staple together to make their own pads of paper
  • Designation Forms – Criminal Lawyers only – keep a stack of 5-10 blank forms readily available or compile a folder on the desktop of most commonly asked for forms (Divorce Registration Forms)
  • Tabs – and/or Gowns, Shirts, Cufflinks – make them sign them out to ensure they return them
  • Phone Chargers – USB, USC and Lightning cords – put a label on them with your Library name
  • Criminal Codes/Family Law Rules – you may need to keep more than one copy in your collection and/or readily available at your desk so that you do not have to retrieve it from the shelf daily.
  • Keep a basket of emergency supplies on hand: needles & thread, band aids, Advil/Tylenol/Baby Aspirin; nail files, lint brush, Tide-to-go, cheater glasses, eyeglass repair kit, glasses cleaner, throat lozenges. Most of these items can be purchased at the dollar store and stored in your library/washrooms.  Other items to keep handy – mouthwash, extra pantyhose, hairspray, emergency feminine supplies.  These are just suggestions however and not mandatory.
  • LiRN thanks Betty Dykstra and others who provided this list of what to keep on hand.

Have any library operations tips?