Forming A Special Library

INTRODUCTION

Today, an insurance professional must be an information specialist. Access to information can be vital in all specialized areas of insurance. Every agency has numerous books, both those published professionally and those published as company manuals and promotional materials, which are reference tools enabling more effective decisions. But where are the materials when you need them? Ideally, in a library using a database program and an efficient cataloging system.

PRELIMINARY INFORMATION FOR SETTING UP A LIBRARY

The first step is to survey your client community. Ask yourself how will they use the library? What different needs do different people on your staff have? Different departments may have different information needs.

Become familiar with the functions of your company and the specific functions within each department. In this way you may assist them in research or locating library materials.

Survey the existing material. What formats are currently being used? Serials, books, journals, online databases, and other types of documents belong in your library.

FRONT-END DECISIONS

Cataloging

• Determine if you need a specialized cataloging system.
• Is the collection a diverse group of subjects?
• If the collection is limited to a small number of Dewey or Library of Congress subject headings, developing your own cataloging format may be more desirable.

In most insurance agency cases, a specialized catalog works best. Here is one example that works well for our agency. Begin by selecting the main numbers for your catalog. You can add sub-numbers as the need arises. The trick is to be sure that the main numbers are broad enough to encompass a group of related issues.

LIBRARY CALL NUMBER CATALOG

** Company Manual Section 800 to 899. Parallel number system for Commercial Lines, Personal Lines, Planning. We used a decimal system. For example, Fireman's Fund is 815.1 for Commercial, 845.1 for Personal, and 875.1 for planning.

* We have 30 companies using an every other decimal numbering system (for example, 811.1, 811.3, etc.).

Determine if a manual system or an automated system will be used. How will the users access the system (hard copy, on-line, etc.)?

Is there some available software that can be used to develop an automated system? Relational databases work best (DBase, Access, etc.), but a spreadsheet format could also be used.

What kinds of information will you need to track for your user community? Besides author, title, subject(s), publisher, publication date, call number, are there any other particular pieces of data you know you will need? You can always add other information later if the need arises. Remember, the more needs you anticipate up front, the fewer items you will have to retrace to obtain additional data.