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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 Main # Sub # Main Subject Category Sub-Subject Category 0 Reference 50 Dictionaries 100 Insurance Law 120 Cases 150 Medicine 200 Marketing 210 Surplus Lines 220 Indexing Systems 240 Quality 250 Sales 260 Commercial Lines 270 Personal Lines 280 Territory Management 300 Agency Management 310 Operations 320 Computers 340 Associations 348 PIIAM 350 Insurance Principles 355 Classification 360 Education 370 Claims 385 Lease Exposures 400 Life Insurance 410 Taxation 412 Finance 420 Liability Insurance 425 Directors' & Officers' Liability 440 Property Insurance 460 Automobile Insurance 470 Bonding 480 Workers' Compensation 500 Risk Management 520 Risk Financing 540 Risk Control 600 Management 700 Programs 750 Errors & Omissions 800 Manuals** 900 Directories 910 Agencies 920 Insurance Markets 940 Business 970 Zip Codes 980 Maps 990 Indexes, General ** 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. 801 Binding Authority 804 Commission Schedules 807 Worker's Compensation Manuals 809 Mason-McBride Marketing Newsletter 811.1- 839.9 Commercial Lines Manuals Alphabetical by Company* 841.1- 869.9 Personal Lines Manuals Alphabetical by Company* 871.1- 899.9 Planning Manuals Alphabetical by Company* * We have 30 companies using an every other decimal numbering system (for example, 811.1, 811.3, etc.). SYSTEM 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.