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Interlibrary Loan …and other happenings … at the

Interlibrary Loan …and other happenings … at the. Suzy Szasz Palmer Director of Research & Information Services. The ILL Staff (Cathy, Malinda, Dave & Ted). Selected Statistics (since 2000). BORROWING Average annual # of borrowing requests 2,041 Average borrowing fill rate – 88%.

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Interlibrary Loan …and other happenings … at the

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  1. Interlibrary Loan …and other happenings … at the Suzy Szasz Palmer Director of Research & Information Services VIVA ILL Forum - July 18, 2008 Sweet Briar College

  2. The ILL Staff(Cathy, Malinda, Dave & Ted) VIVA ILL Forum - July 18, 2008 Sweet Briar College

  3. Selected Statistics (since 2000) BORROWING • Average annual # of borrowing requests • 2,041 • Average borrowing fill rate – 88% VIVA ILL Forum - July 18, 2008 Sweet Briar College

  4. Selected Stats, cont’d. LENDING • Average annual # of lending requests received – 15,943 • Average annual # of loans to VIVA libraries – 2,145 (13.5% of total) • Average lending fill rate – 56% VIVA ILL Forum - July 18, 2008 Sweet Briar College

  5. What Do We Loan?(annual averages since 2000) • Books/photocopies = 3,442 • Microfilms • “Archival” = 4,374 • Newspaper = 838 • “Other” (theses & dissertations, census) = 210 VIVA ILL Forum - July 18, 2008 Sweet Briar College

  6. Microfilming of Local & State Records at LVA • Sometime prior to 1946: The State Library filmed land office records and some county records. • October 1946: The Genealogical Society of Utah, or GSU (est. 1894 and funded by the Church of Jesus Christ of Latter-day Saints) first approached the State Library about filming Virginia records. • Proposed to station a camera operator at the Library to film records kept here and another operator to begin filming records housed at the various county clerk’s offices. • The plan would create one negative copy for the Library and two positive copies (one for research at the Library and one for Interlibrary Loan). An additional negative copy would be retained at the GSU. • The Library encouraged the court clerks to cooperate and to take part in the project. Records were filmed up to about 1865. VIVA ILL Forum - July 18, 2008 Sweet Briar College

  7. Microfilming history, cont’d. • Early 1970s: A fire destroyed records at the Botetourt County courthouse, prompting the General Assembly to legislate and fund a program of “security filming” for the remaining courthouse records. • Employees of the State Library were sent to the courthouses to create microfilm copies of their records. The film was to be housed at the then-not-yet-built State Records Center. • There was no provision in the legislation for copies to be made for use at the Library or through ILL. • Mid 1980s: GSU again approached the State Library of Virginia for permission to make copies of this security film for their collection as well as providing the Library with public use copies. • Project continued into the 1990s. At some point during this project, no Interlibrary Loan copies were made of the post-1865 film from most of the counties from Madison to York. VIVA ILL Forum - July 18, 2008 Sweet Briar College

  8. Microfilming history, cont’d. • 1987: The Virginia State Library is renamed the Virginia State Library & Archives • 1994: The Virginia State Library & Archives is renamed the Library of Virginia • Early 2000s - present: The Local Records Services Branch of the Library begins a long-term project to fill in the collections of the Library Reading Room and Interlibrary Loan with copies of relevant security microfilm not chosen by the GSU for their use. • Project also includes making ILL copies of those records not provided by the GSU in their efforts in the 1980s and 1990s. At the completion of this project, we should have ILL copies of all local records currently available at the Library. • Duplication now underway is for film up to 1900 – not everything we may have for a county in the Reading Room.  • Next, we'll go back to duplicating another period, e.g., 1901-1925 or 1901-1950, depending on available funds and staff recommendations. • Technology may changes these plans… microfilm may be dead!! VIVA ILL Forum - July 18, 2008 Sweet Briar College

  9. VIVA ILL Forum - July 18, 2008 Sweet Briar College

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  11. Form Used by OUR Borrowers Only VIVA ILL Forum - July 18, 2008 Sweet Briar College

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  15. How to Find What We Have?OPAC … but not everything is there! VIVA ILL Forum - July 18, 2008 Sweet Briar College

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  17. Hard to Find, but Commonly Requested … on Microfilm • County & City Records • Vital Statistics Records • Tax Records • Land Tax Records • Personal Property Records VIVA ILL Forum - July 18, 2008 Sweet Briar College

  18. County & City Records • Introduction • Research Notes Number 6 – “Using County & City Court Records” http://www.lva.virginia.gov/whatwehave/notes/rn6_countycity.pdf VIVA ILL Forum - July 18, 2008 Sweet Briar College

  19. County & City Court Records • Local records are the most basic resources for investigating Virginia’s past, documenting the daily activities of the courts in Virginia’s counties and cities. • Original county and city records are often held in local courthouses, but Library of Virginia has a substantial collection of records for some localities. VIVA ILL Forum - July 18, 2008 Sweet Briar College

  20. How Are They Arranged? • Processed holdings are arranged by locality and then into eighteen broad categories.  • They are then further divided into major record series. • Holdings do not necessarily include records from each locality in each category. VIVA ILL Forum - July 18, 2008 Sweet Briar College

  21. Broad Categories • Board of Supervisors Records: minutes of meetings of the administrative branch of local government. • Bonds/Commissions/Oaths: qualifications for office and apprentice indentures. • Business Records/Corporations/Partnerships: records of businesses, such as ledgers, daybooks, and accounts, usually submitted as exhibits in cases before the court. • Census Records: local copies of the federal census. • Court Records: minute and order books, judgments, chancery records, clerk’s correspondence, execution books, memorandum books, and docket books. • Election Records: poll books and lists of voters. • Fiduciary Records: appraisals, inventories, estate accounts and audits, estate sales (only when recorded in separate volumes), guardian accounts and bonds, and administrator’s and executor’s bonds. • Free Negro and Slave Records: free negro registers, lists, and certificates. • Justice of the Peace Records: executions by justices and constables. VIVA ILL Forum - July 18, 2008 Sweet Briar College

  22. Broad Categories, cont’d. • Land Records: deeds, processioners’ returns, plats, and surveys. • Marriage Records and Vital Statistics: marriage bonds, ministers’ returns, and local copies of birth, marriage, and death registers. • Military and Pension Records: militia returns, Revolutionary war and Civil war pension records, and muster rolls. • Organization Records: minutes and accounts for non-business and non-government institutions, including churches, granges, and fraternal societies. • Road and Bridge Records: accounts for building and maintaining roads and bridges. • School Records: lists of students and textbooks used. • Tax and Fiscal Records: local copies of land and personal property tax books and lists of tithables. • Wills: wills and probate records recorded in will books. • Miscellaneous Records: overseers of the poor records, estrays, and lists of physicians. VIVA ILL Forum - July 18, 2008 Sweet Briar College

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  29. Southampton County VIVA ILL Forum - July 18, 2008 Sweet Briar College

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  31. City of Lynchburg VIVA ILL Forum - July 18, 2008 Sweet Briar College

  32. Vital Statistics • Includes the official recordation of marriages, births, and deaths. Bible records, cemetery records, and church records are private sources that may supplement the official records. • Research Notes Number 2 – “Using Vital Statistics Records in the Archives at the Library of Virginia” http://www.lva.virginia.gov/whatwehave/vital/rn2_vitalstats.htm VIVA ILL Forum - July 18, 2008 Sweet Briar College

  33. Dates Covered • April 1853 – law requiring systematic statewide coverage passed by GA (continues in effect through 1896) • 1896-1912 – no statewide recording of births/deaths. • Some metropolitan areas kept records after 1896. • Statewide registration began again in 1912 (contact Office of Vital Records) VIVA ILL Forum - July 18, 2008 Sweet Briar College

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  37. Birth, Marriage & Death Registers on Microfilm VIVA ILL Forum - July 18, 2008 Sweet Briar College

  38. NOTE: “missing” means no original is known to exist VIVA ILL Forum - July 18, 2008 Sweet Briar College

  39. NOTE: Death Certificates, 1912-1939 …reels are NOT available through ILL VIVA ILL Forum - July 18, 2008 Sweet Briar College

  40. Tax Records Land: • Frequently used for the direct information recorded: name of the property owner,quantity of land owned, location of land, amount of tax imposed, or changes in ownership. • Also used to help date structures • Research Notes Number 1 – “Using Land Tax Records in the Archives at the Library of Virginia” http://www.lva.virginia.gov/whatwehave/land/rn1_landtax.pdf VIVA ILL Forum - July 18, 2008 Sweet Briar College

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  45. Tax Records Personal Property : • Frequently used for the direct information recorded: name of the property owner; type and quantity of property owned; and amount of tax paid. • Comparative analysis of personal property tax records from year to year may lead to conclusions about social, economic, and agricultural history, as well as the status of certain individuals or groups of property owners within a locality. • Research Notes Number 3 – “Using Personal Property Tax Records in the Archives at the Library of Virginia” http://www.lva.virginia.gov/whatwehave/tax/rn3_persprop.htm VIVA ILL Forum - July 18, 2008 Sweet Briar College

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  49. Accomack County VIVA ILL Forum - July 18, 2008 Sweet Briar College

  50. Now for the short cut: go to the site index … VIVA ILL Forum - July 18, 2008 Sweet Briar College

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