LIBRARY RESOURCES DEVELOPMENT AND MANAGEMENT STRATEGIES IN AN ELECTRONIC AGE

By

Ibrahim Usman

National Library of Nigeria

uscoma@gmail.com

Abstract

This paper examines library resources development in an electronic age. Selection, acquisition and inter-institutional cooperation were discussed. It pointed out the challenges and provides way forward to meet these challenges in digital age.

Introduction

Electronic technologies and collection development are two major concerns in library and information science today. In his work titled: “Trends & issues in library & information science 1990” Brennan (1991) identified four major trends in library and information science as it’s relate to resources development and management in an electronic age: increase in end-user access to computer-based information resources; library use of networks and telecommunications; dependency on Computer Disc-Read Only Memory (CD-ROM)-based information sources and emphasis on collection management activities. While the principles of collection development, which were developed in the world of print publications, do not change radically with new publishing technologies, methods of decision making and specific selection guidelines has been adjusted significantly to incorporate new formats. These new formats have given rise to many challenges of integrating resource with technologies.

The Challenges

The challenges of integrating electronic resources and technologies into the process of collection development are many. Beyond task-oriented considerations, such as the selection process itself, there are large-scale management issues to consider such as budget, policy, personnel, and technology. Some of the biggest problems, not surprisingly, stem from simultaneous decreases in funding and increases in operating costs. Otero-Boisvert (1993) says collections budgets are at special risk because they are not directly connected to the number of staff positions or level of user services. Academic libraries note impacts of electronic technologies on research, such as increasing demands for electronic searching capabilities, demands for access to machine-readable scholarly texts, and use of network discussion groups for scholarly communication.

Three areas of collection development that seem to be the most problematic are selection, acquisitions, and inter-institutional cooperation. Two themes pervade the discussions: the shift in library philosophy from ownership of locally stored resources to provision of access to electronically stored resources; and the need for rethinking collection development policy, both to support the new philosophy and to better deal with new types of resources on a day-to-day basis

Selection

An updated textbook on collection development by Evans (1995) he first emphasizes the importance of needs assessment. "The electronic environment," he says, "creates several dichotomies...print versus electronic; ownership versus access; user versus institutional need; free versus fee; gatekeeper versus user selection. It is not a matter of either/or, rather it is a matter of determining the proper local mix". The next step in the selection of electronic materials is the formulation of collection policy and practice. Evans discusses formats and selection issues, and provides two valuable sample documents: a sample policy for electronic resources management, including 41 selection criteria related to library policy, vendors, technical concerns, costs, and local needs; and a checklist for CD-ROM products and subscriptions.

Although many selection criteria for electronic resources are the same as those for print, electronic resources present special problems. For example, LaGuardia and Bentley (1992) provide a list of questions to ask when selecting CD-ROM resources. These questions are related to administrative costs and effort, vendor reliability, and technical hardware and software requirements. In addition to these considerations, Shreeves (1992) discusses matters of markup or tagging that affect perceptions of the quality and authenticity of scholarly texts in the humanities.

Acquisitions

Acquisitions staff experienced the most changes with the advent of automated processing. From the beginning, automation eased the labor of this detail-intensive and repetitive work. Improvements continue with enhanced integrated library systems, and time-sharing services from bibliographic utilities or vendors.

The most radical change, however, is not related to technology, but to policy. Smith and Johnson (1993) suggest that libraries "reverse the approach that they have followed throughout the print era: rather than buying as much as they possibly can to respond to any present or potential need, they should acquire only the most heavily and regularly used material for processing and retention". They suggest that nothing should be purchased on the basis of long-term planning. The single criterion should be current user satisfaction, with a goal of fast and effective delivery or access, not ownership.

Inter-institutional Cooperation

The tradition of cooperative collection development and resource sharing among libraries began decades ago as means to alleviate problems of lack of space and costly duplication, especially for little-used materials. Now, with electronic networks facilitating cooperation, the lines are blurring as to what constitutes ownership and resource sharing. Because of the vast storage capacity of electronic media, space is no longer the issue. Rather, the issue for libraries is the role they should play in access provision and document delivery when end-users have direct access to On-line Public Access Catalogue (OPACs) and myriad other information resources available through network connections (Evans, 1995).

Crowe and Sanders (1992) see these technology-driven changes as actually increasing the need for cooperation and communication among institutions. In order to continue to provide effective physical access to documents, libraries must increase cooperation to overcome potential funding and management problems, such as communication failures, and lack of standard access and authority for resource sharing.

The ultimate vision, according to Summerhill (1992), is a single network to be shared by library personnel and end-users--in effect a restructured inter-library lending model. He foresees innumerable opportunities for sharing information resources via electronic networks. Libraries will be called upon more than ever to make decisions about mounting databases on local systems, and providing access to remote resources and services.

Meeting the Challenges

Several authors suggest comprehensive approaches to library collection development and management in an electronic age. Evans (1995) provides an excellent general overview of collection development policies and fiscal management for libraries as a whole. A highly informative success story is the comprehensive selection model developed at Mann Library over the past decade as a means to mainstream electronic resources into the library. Demas (1994) says the model involves breaking the task into manageable units, developing expertise in selecting resources regardless of format, and anticipating impacts throughout the institution. An important component is a standing committee, the Electronic Resources Council that reviews electronic publications and thus continues to define the role of collection development. Two innovative concepts in this model are those of "information genres," which covers both print and electronic formats, and "tiers of access," which refers to degrees of technological support for electronic access.

Crowe and Sanders (1992) describe OHIO-Link, a consortium of 17 academic libraries, as a model for cooperative collection development. The success of such project, they say, depends on an aggressive commitment by its organizers. Specifications for OHIO-Link include ease of use by collection managers, regular provision of data for routine reports, and the capability to collect and analyze usage data across the system. Seven functions, such as the ability to analyze collections and to form cost projections, are specifically intended to aid collection management. Finally, in view of serious fiscal concerns in collection development, Shad (1992) outlines a seven-part agenda for rethinking priorities: planning, allocating, faculty liaison, cooperative collection development, evaluating, acquisitions alternatives, and selection efficiency. Although the agenda does not directly address the challenges of new technologies, it is geared toward responding to the overriding issue of the changing philosophy from ownership to access

Conclusion

It is hope that librarians in Nigeria would work ahead towards meeting the challenges of resource development in an electronic age, especially when e-books and journals has become the new way of dissemination of information.

References:

1. Brennan, M. A. (1991). "Trends & issues in library & information science 1990. ERIC    

    Digest." Syracuse, NY: ERIC Clearinghouse on Information Resources. (ED 340 389)

2. Crowe, W. J. & Sanders, N. P. (1992). Collection development in the cooperative                  

     environment. "Journal of Library Administration," 15(3-4), 37-48. (EJ 446 237)

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     organizational model. "Library Hi-Tech," 12(3), 71-80. (EJ 491 520)

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library and information science 1990." ERIC Clearinghouse on Information Resources. (ED 335 061)

5. Evans, G. E. (1995). "Developing library and information center collections," 3rd ed.

    Englewood, CO: Libraries Unlimited.

6. LaGuardia, C. & Bentley, S. (1992). Electronic databases: Will old collection

     development policies still work? "Online," 16(4), 60-63. (EJ 447 462)

7. Otero-Boisvert, M. (1993). The role of the collection development librarian in the 90's  

    and beyond. "Journal of Library Administration," 18(3-4), 159-170. (EJ 476 169)

8. Shad, J. G. (1992). The future of collection development in an era of fiscal stringency: A

    symposium. "Journal of Academic Librarianship," 18(1), 4-16. (EJ 443 408)

9. Shreeves, E. (1992). Between the visionaries and the Luddites: Collection development

and electronic resources in the humanities. "Library Trends," 40(4), 579-595. (EJ 461 662)

10. Smith, E. & Johnson, P. (1993, September). How to survive the present while preparing

for the future: A research library strategy. "College and Research Libraries," 54(5), 389-396. (EJ 469 170)

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HUMAN RESOURCE AND ORGANIZATIONAL ASPECTS OF INFORMATION COMMUNICATION TECHNOLOGY (ICT) MANAGEMENT: A CASE STUDEY OF THREE NIGERIAN ACADEMIC LIBRARIES

BY

IBRAHIM ALHAJI USMAN

National Library of Nigeria, P.M.B. 01, Garki, Abuja, Nigeria

E-mail: uscoma@yahoo.co.uk

Tel: +234-083-5920491

Abstract:

Purpose: This paper explored the human resource and organizational structure management of Information Communication Technology in four selected operations of three (3) Nigerian academic libraries in order to determine their use of ICT and the preparedness of the employee.

Design/methodology: To collect data the institutions were categories into three distinct organizational polices and human resource managers of these three institutions were assigned interviewed. The study assessed the placement practiced in those three institutions under review and who were the ICT professional in terms of education, professional background and other significant affiliations, issues related to employer perceptions about the preparedness of these employment were specifically addressed. The areas of ICT covers in the study include software applications, database management, networking and web application.

Findings: The study noted varied practices. Outsourcing through contract was the practiced in areas of web application, software applications and networking, while in the database management employers showed dissatisfaction with the quality of library graduates and demand a number of remedial measures such as change of library schools curriculum  to meet the challenges of digital age in order to ameliorate the problems the faced.

Practical Implications: The findings have relevance for the management of university libraries and the authority of library schools across Nigeria.

Keywords: Information Communication Technology, University Libraries, Library Schools, Nigeria

Paper Type: Research paper

INTRODUCTION

The Information and Communication Technologies (ICT) revolution is turning the world into global village and the end is unknown. Managing and using Libraries are changing in many ways as a result of improvements in ICT. Employers in libraries and information markets have often complained about the products of Nigerian Library schools and use of human resource which have a direct bearing on their use of ICT. Studies have shown that information professionals are expected to be very versatile and capable of performing creditably well in all kinds of information handling jobs. But in recent times, many heads of libraries and information centers have expressed reservations about the capabilities of these employees. This study aimed to find a solution to some of these identified problems with a view to improving the standard of professional practice.

STATEMENT OF PROBLEM

From the national perspective, the extensive literature search showed that no research had been undertaken to evaluate human resource and organizational aspects of ICT management in Nigerian academic libraries. Hence, the study was designed to overcome this apparent gap in the literature. Second, the study seeks to determine how far Nigerian Library schools could advance towards the new global technology transformation. Therefore, the study adopts a diagnostic-cum prescriptive approach to provoke and give answer to the way forward for employment, placement, and preparedness of employee towards the area of ICT covered in the study.

OBJECTIVES OF THE STUDY

The main objectives of this study is to investigate the polices, practices of academic libraries on employment, placement and use of human resources have direct bearing on their use of ICT and the reasons for the declining quality of the graduates of Nigerian Library schools. The study investigates their use of ICT in four operational areas to identify their preparedness. It made suggestion for human resources managers and library schools for improving quality.

LITERATURE REVIEW

Several studies have been carried out all over the world to determined the extent of information operations in the academic libraries and reported that the employers felt that they were unable to manage number of applications due to lack of the needed professional workforce. Hong Xu and Hsin-liang Chen (2000) in their work titled: “Whom do employers actually hire? The educating systems librarian research project report 2.” The reports indicated that computer/network related knowledge such as telecommunication; operating system, system installation, and microcomputer application were highly required. Underwood (1997) listed core body knowledge for ICT professional approved by the Australian Computer Society. Many of the listed items were quite relevant for application in the academic libraries. Joling (2000) also reviewed such competencies from a futuristic viewpoint and highlighted the trends abd dynamics in the information workplace. She also discussed the preparatory aspects of these professionals.

Empirically, a number of studies have different method, instrument and indices for evaluating different types of human resources management and preparedness of graduates towards take employment in library and information organization. Tchobanoff and Price (1993) had also addressed the manpower issues related to ICT management in corporate companies and their professional capabilities. Elkin (2002) examined the implications for the development of information professionals. She listed attitudinal attributes as well as those capabilities that were generally required of the future information navigators. Rehman (2002) analyzed academic offerings of five academic programmes at Kuwait University for analyzed their coverage and treatment of four areas of the expanding domain of information studies. The programs evaluated included computer science, computer engineering, information systems, mass communication and library and information science. A microanalysis of the curricula of these programmes indicated that many topics were being covered in them. However, the treatment was primarily from the parochial viewpoint of the respective departments. The socio-human fabric underlying many of the perspectives was not evident in coverage of most of the topics. Mabawonko (2005) investigated the reasons for the declining quality of LIS graduates and made suggestions for improving the quality of the graduates. Aina and Mohai (1999) study showed that while the employers were satisfied with how the graduates performed the library tasks given to them, they indicated the need for strengthening of the ICT component of the curriculum. Mabawonku and Okwilagwe (2004) in their study of ICT use by lecturers of library schools found that computers were not in sufficient numbers for teaching and research activities in Nigerian library and information science schools. Only a few of the departments surveyed had computer laboratories thus the few ICT related courses in the curricula were not taught with sufficient equipment and the courses were too theoretical with little practical base. Apart from the learning environment, the lecturers also lacked sufficient ICT skills to enable them to demonstrate to the design, networking, software applications, systems design and management, electronic publishing etc.

Laila Marouf and Sajjad ur Rehman (2005)in their work titled: “examined the organizational and human resources aspects of IT management: a case study of Kuwaiti corporate companies”. The finding shows diversity of practices in terms of employment, placement and preparedness in companies. It was also observed that it was difficult to find experienced computer professionals in the market. The study by Quarmby, Willett and Wood (1998) made similar findings. An obvious implication is that information professionals should be capable of functioning in various information related establishment. These studies informed the undertaking of the study to analyze the situation.

RESEARCH QUESTIONS

Assuming the academic libraries have extensive ICT applications, their effective and efficient management largely depends on the employment policies and practices of the ICT workforce. It has already been established that the core ICT applications across the board are related to the four operational areas namely software applications, database management, networking and web application. Based on these assumptions, the following research questions were formulated:

1.       What organizational arrangement was used for the conduct of each operation?

2.       What is the number of professionals needed for each ICT function and what are the job titles these libraries are using?

3.       What are the required qualifications for these professionals?

4.       Where did the professionals get their qualifications?

5.       What is the adequacy of preparedness of those who have graduated from the Nigerian Library schools?

6.       What problems are faced in the availability and recruitment of these professionals

It was expected that such an analysis would help profile the workforce needs and deficiencies of the 3 academic libraries surveyed and may help Nigerian Library schools in redesigning their academic and professional education programmes.

METHODOLOGY

Stakeholders in the 3 academic libraries covered in this study were surveyed between January and September 2007 to solicit their views and assessment of employment, placement and preparedness of employee towards ICT in their respective libraries. The target population under study included university registrar, university librarians, Head of ICT division and staff working in the ICT related areas. The data about the variable listed in the research questions were collected by conducting interview on the mentioned designated officers of the three (3) institutions. A research instrument was used for conduct of interviews. The questionnaire and the interview were designed, pre-tested at the University of Abuja, Nigeria and thereafter modified and validated, before being administered to the respondents. An average interview consumed an hour each. The interviewer recorded the responses of the stakeholders. The sampling of the universities took cognizance of geopolitical location in the country, specialization (federal and state conventional, agriculture, etc.) and generation. For the respondents, the requirement was that to be a manager or an employee.

FINDINGS

The three (3) academic libraries selected were grouped into three categories:

1.       Independent Unit

2.       Part of a unit

3.       Part of a unit and outsourcing

Independent organizational unit

The academic library that had centrally consolidated ICT operations had small numbers of employees from 20 to 25. It was found that the library was responsible for the two functions, namely software applications and database management. While the remaining two functions networking and web application the academic library outsource it.

Evidently, in this academic library we note differences in the conduct of different operations. However, the administrative department deals with outside companies for outsourcing and management of networking and web application. It was noted that this academic library has only librarians to manage the ICT of the library.

Table I.

Factor	Description
Number of professionals	15 Librarians
Required qualifications	Bachelor of Library Science with 3-5 years experiences, Masters in Information Management
Where did they get qualifications	Form Nigeria -15 From outside Nigeria -0 Mixed from Nigeria and outside-2

The titles of the positions are system librarians, programmers and system engineers. It was found that the two mixed from Nigeria and outside perform better in the two operations. It was noted that the academic library had difficulty in managing it ICT needs and the outsourcing staff lack an adequate understanding of the local environment. There is complain of about the preparedness of the Nigerian professionals

Part of a unit

This academic library had wide range of professionals, form professionals librarians and specialist to handle their networking and web application. The total number of professionals employed by the institutions for the integrated function of software application, database management, networking and web application is 30. Titles used included network administrator, application administrator, system analyst, database professionals, web developers and system librarians. It was also found that the institutions had employed those who earned degree from both Nigeria and outside Nigeria. It was also found that the institutions found it difficult to fill in the respective positions. The adequacy of preparedness was excellent.

Part of a unit and outsourcing

In this library the practice was the library manage the information system and information technology was managed by outsourcing. It was found that an independent unit managed the function of software application and database management, while another independent unit managed the networking and web applications. The range number of professionals for these specialties was 1-15. Title of professionals’ positions for these specialties included programmer, system administrator, system engineers and system librarians.

Adequacy of Nigerian graduates

Nine out of the thirteen respondents made comments on the adequacy of preparation of Nigerian graduates. One assessed them to be fair, another observed that they had a similar level as their counterparts, and two assessed them to be very good, though one of them wished if they had better language skills. Six respondents noted that they were deficient in their language skills. Three of them mentioned problems of attitude, lack of commitment, seriousness and application. One of the six noted that they lacked experience. Another commented that the earlier Nigerian graduates used to be better in quality and now they required training.

Difficulties in recruitment of professionals

Four respondents made comments about the nature of difficulties they faced in recruiting professionals in four areas. Three of them observed that there were few candidates in the market who had the capability. This paucity of the qualified professionals in the market was due to the tight competition. One mentioned that they faced more difficulty when they were recruiting for the higher-level professionals positions

Two respondents commented that they were unable to offer competitive salaries. One academic library particularly mentioned that the incentives were inadequate to attract talented profession to the library.

CONCLUSION

It has been found that by and large the Nigerian academic libraries are using ICT extensively. However, there is a great deal of diversity with regard to organizational arrangements and employment policies and practices. This can be attributed to the diversity in the strength of the mother institution. Also, two academic libraries were found to be outsourcing for a number of critical operations. This is practiced more intensively in networking and web application.

The current situation of ICT workforce in the library employment requires strategic improvement in certain area. The library schools needs to establish active alliances with libraries and engage in some applied and product-oriented research.

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           Education for Information.  17

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3.       Hong Xu and Hsin-liang Chen (2005), “Whom do employers actually hire? The educating systems

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