Retooling the essentials of automated library system in higher institutions in contemporary Nigeria society

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1 ISSN No: Journal of Computer Science and Engineering Research: 2015, 2 (1):15-22 Retooling the essentials of automated system in higher institutions in contemporary Nigeria society Amannah, Constance Izuchukwu and OJEKUDO, Nathaniel Department of Computer Science, Faculty of Natural and Applied Sciences, Ignatius Ajuru University of Education, P.M.B. 5047, Port Harcourt, Rivers State, Nigeria Correspondence: aftermymsc@yahoo.com (Received: 19/07/15 ) (Accepted: 22/08/15) ABSTRACT IT has quickened the space of creation, storage, update, access and distribution of information in contemporary societies, be it developed or developing society. Nigeria as a developing society has a great need for its sources of information, namely, the. This paper was designed to qualitatively outline the retooling essentials for the automation of libraries in the contemporary society of Nigeria. The paper identified two major essentials for retooling libraries in Nigeria; the Integrated Library System (ILS) and the open Source Library System (OSP). The qualitative descriptive survey design methodology was used to ascertain the features of a retooled automated ILS as; acquisition, cataloguing, public access, indexing and abstracting, circulation, serials management, and reference. The benefits of a retooled automation system were determined amongst others to be; efficiency through improved services, Saving of time for users and staff, minimizing errors and bringing about less tedious work, cheaper and adequate measure of staff performance without stress. The necessary deliverables of a retooled system were identified as; Improved productivity/efficiency, better use of information resources through improved access, improved resource sharing through the virtual catalogue or network, facilitates, inter loan, reduction in duplication, avoidance of duplication of cataloguing effort, optimization of the use of human and other resources, enhancement of the national and regional information infrastructure, development of new patterns of communication among staff, especially between computer services and staff, empowerment of staff in making decision, acquisition of new skills and knowledge. Potential Difficulties associated with a retooled automated facility included; fear of adverse impact on employment, apprehension that the technology could be too expensive, the staff have to undergo extensive training, new knowledge and skills are needed, lack of support from the management, may be owing to budget constraints, the need to convert data into machine readable form. The study recommends that adequate power supply is a requirement for both pre-automation and post-automation of retooled facility in a modern contemporary society like Nigeria. This is vital for an on-the-spot access to online system. Such provision is one of the tools necessary for retooling an automated system in addition to the enumerated tools above. Key Word: Challenge, Role, System, Library, Automation, Tool INTRODUCTION The world is gradually being saturated with information technology. The wonders of computers and the internet facilities and their astounding functions in the information system are being propagated in educational, social, technical and economic cycles. Obviously, advances in information technology have re-shaped the roles of system using automation. History holds that system Nigeria is as old as the country itself. A scientist [1] observed that automation of libraries in Nigeria started in the 1980s. In his opinion, an automated system has the capacity among others functions support; Improvement of quality of teaching and research in institutions of higher learning in Nigeria. 15

2 The provision of guidance for academic libraries on the application of appropriate technologies in the production of digital resources. On the contrary, he also noted that the challenges of automated system in Nigeria may include; Poor state of power generation. Poor funding of services. Challenges of computer literacy/education. Poor maintenance and update culture. Inability to provide education and training in new skills to accommodate modern and latest developments in librarianship. These developments include areas such as automation and computer application in libraries and in other information system in order to facilitate effective services. Advances in information technology have thus made it a necessity for libraries to be actively involved in staff training. Nigeria has a number of universities attached with academic libraries. At present there are about ninety-two (92) universities in Nigeria. Also there are a number of polytechnics and colleges all attached with academic libraries. Nigeria s university system is supervised by the National Universities Commission (NUC), a parastatal institution under the Federal Ministry of Education; while the National Board for Technical Education (NBTE) and the National Commission for Colleges of Education (NCCE) supervises polytechnics and colleges respectively [2]. Academic libraries are libraries attached to tertiary institutions such as universities, polytechnics, and colleges of education. Singh and Kaur [2] established that preservation and access to knowledge and information is the main mandate of academic libraries alongside supporting the mission of their parent institutions which is teaching and research. The paper is therefore designed to address in broader scope the expectations of automated system in higher institutions in contemporary Nigeria society. The aim is to examine the wider roles and challenges of automated system in higher institutions in Nigeria. The following objectives guided our contribution. determination of the trend and scope of existence in higher institutions in Nigeria. Classification of the systems in higher institutions in Nigeria. Drawbacks of systems in higher institutions in Nigeria. Determination of expanded essentials of systems in higher institutions in Nigeria. Recommendations of approaches in retooling the essentials of system in higher institutions in Nigeria. This study would enable operators and indeed users, to embrace the expanded scope of system in line with the requirements in the 21 st century. It will also provide up to date scope and approaches necessary in realizing the efficiency and effectiveness of the system to meet with the need and at the same time alleviated constraints associated with operations in Nigeria. The scope of the paper is primarily the expansion of the roles or essentials of the system. In other to avoid reinventing the wheel, the paper will not dwell so much on the common expectations of a system neither will it overemphasize the challenges outline above. Related Literature As indicated in [1], University automation in Nigeria started in the late 1980s. In his opinion, university in Nigeria are realizing the need to move from their isolated past into integrated systems and networked operations. He observes that network and integration functions draw on the experiences of the evolution of libraries in developed countries. Academic libraries in Nigeria are trying their best to catch up with their counterparts in the developed world. The Federal Government of Nigeria through the National Universities Commission (NUC), which supervises all the universities, introduced a project aimed at computerizing university service across the country. They initiated management information system (MIS) and started the Nigeria Universities network (NUNET) project. NUNET was aimed at developing a viable local and wide area network in each institution. This was followed by National Virtue (digital) project. The mission was to provide an equitable and cost effective manner, enhanced access to National and international and information and for sharing local available resources with libraries all over the world using digital technology, [3]. 2.1 The Roles of Automated Library System in Higher Institutions in Nigeria An excerpt from [1], reveal the major objectives of the virtual projects in Nigeria. In other to give support to personnel and users, system need be automated. The following benefits can therefore account for its automation: To improve the quality of teaching and research in institutions of higher learning in Nigeria. To enhance personnel with access to academic libraries serving the academic community in Nigeria with global and information resources. 16

3 To enhance personnel and the users with scholarship research and lifelong learning through the establishment of permanent access to shared digital archival collections. To provide guidance for academic libraries on applying appropriate technologies in the production of digital resources for personnel and users. To advance the use and usability of a globally distributed network of resources for personnel and users. In line with the above, the obvious become inevitable that major roles of automated system tend to include; Efficiency through improved services. Saving of time for users and staff. Minimizing errors and Bringing about less tedious work, cheaper and adequate measure of staff performance without stress. Scientist [4] Synchronized the above roles by recommending that libraries in developing countries should be automated to allow increased access to reading materials, complete service with greater precision and reliability with little or no delays. Hence, [5] recommends that lack of technical expertise on computer based instruction can be very frustrating to personnel. Table 1 below shows the libraries in Nigeria. It also defines the type, state of residence, year of establishment, and associated website. Table 1: List of Libraries in Nigeria [6,7] Library Location State Year Established Website Type Abubakar Tafawa Balewa University Library Bauchi Bauchi State Academic African Heritage Research Library Ila Orangun Osun State 1988 Akwa Ibom State Library [2] Uyo Akwa Ibom State National Centre for Agricultural Research Ilorin Kwara State Mechanization (NCAM) Library Library American University of Nigeria Academic Yola Adamawa State Anambra State Library Board, central Enugu Anambra State 1955 Anambra State public Onitsha Anambra State 1966 Badagry Divisional Library [ Bauchi State Library Board Bauchi Bauchi State 1976 Bayelsa Library Bayelsa Construction began 2002 (ongoing) Bayero University Kano State Academic Borno House Jakande Estate, Library Amuwo Odofin Cross River State Library Calabar Cross River State Edo Sta te Library Board Benin City Edo State 1971 Enugu State Central Library Enugu Enugu State 1956 Epe Divisional Library Goethe Institute Lagos Lagos State 1962 Henry Carr Library Agege, Lagos Herbert Macaulay Library Yaba, Lagos High Court Library of Lagos State Lagos State 1900 Law Ikeja Secretariat Library Ikeja Lagos State 1980 Ikorodu Divisional Library Ilupeju Library Ilupeju Imo State Library Board Owerri Imo State 1976 International Institute of Tropical Agriculture Ibadan 1969 Ipaja Library Shagari Estate Isolo Library Isolo Lagos State Jos Museum Jos 1952 Kaduna State Library Board Kaduna Kaduna State 1952 Kano State Library Board Kano Kano State 1968 Kenneth Dike Memorial Library Awka Anambra State Kenneth Onwuka Dike University Library, University of Ibadan Oyo State 1948 Website Academic Ibadan Kwara State Library Ilorin Kwara State

4 Lagos City Libraries Lagos Lagos State Lagos Library Lagos Lagos State 1932 Subscription Lagos State e-learning Centre Lagos Lagos State Lagos State Library Board Ikeja Lagos State 1964 Medical Research Institute Lagos Lagos State 1945 Medical National Library of Nigeria 1962 National National Library, Calabar Calabar Cross River State National National Library, Kwara Ilorin National National Museum Lagos Lagos State 1957 Northern Regional Library Kaduna Kaduna State 1967 Ogun State Library Abeokuta Ogun State 1976 Ondo State Library Board Akure Ondo State 1976 Oyo State Library Ibadan Oyo State 1954 Plateau State Library Board Jos Plateau State 1976 Rivers State Central Library Port Harcourt Rivers State 1962 Tolu Library Ajegunle Lagos State Unesco mobile Enugu State 1958 Mobile University of Jos Library, Jos Jos Plateau State 1972 Academic University of Nigeria, Nsukka libraries Nsukka Enugu State Website Academic Zaccheus Onumba Dibiaezue Memorial Libraries Ikoyi Lagos State 2000 Website MATERIALS AND METHODS The methodology adopted in this paper is the qualitative descriptive design approach. The paper lucidly described the expanded essentials of automated system in modern Nigeria. It provides the insight required for hosting the state of the art both in scope and content in the contemporary Nigeria society. 3.1 Rationale for Retooling the Essentials of Automated Library System in Higher Institutions in Contemporary Nigeria Society The elaborate details provided in [8] substantiate the maxim that ICTs have changed the way information is created and distributed. They have also changed the way libraries select, acquire, organize and deliver information. Librarians must adapt to this change and acquire skill in using automated systems. The elaboration by the UNESCO highlighted the components of an expanded automated system. The details of such expanded system isolated at least four genres as expanded essentials contemporary society such as Nigeria. In an expanded scope, automated ; Selects Acquires Organizes delivers information 1. DESCRIPTIVE DESIGN OF A RETOOLED AUTOMATED LIBRARY This section designs the retooled automated system descriptively. With the descriptions, one could therefore appreciate the expanded scope of modern system. 4.1 Library Automation As elaborated in UNESCO ICT Module, Library automation is the application of ICTs to operations and services. The functions that may be automated are any or all of the following: acquisition, cataloguing, public access indexing and abstracting, circulation, serials management, and reference. (OPAC and Web PAC) 18

5 4.1 Integrated Library System (ILS) For sure all the components above put together will naturally yield an integrated system. An integrated system is an automated system in which all of the functional modules share a common bibliographic database. In an integrated system, there is only one bibliographic record for a book. All transactions involving this book are linked to its bibliographic record, [9] General Features of an ILS An ILS is basically composed of the Functional modules, operating system modules and the database modules whose derivatives include; Functional modules Cataloguing: The Cataloguing Module Used for the creation, storage, retrieval and Management of bibliographic records and/or indexes. Usually there are two different interfaces for search and retrieval of the electronic catalogue: one used by the cataloguers that allows them to maintain the database (the main cataloguing module), and one provided for users that allows them to search and display the results the Online Access Catalogue (OPAC). A third interface for search and retrieval of the catalogue which may or may not be present in some systems is the WebPAC. Other modules that support the above modules may include; Circulation Module: The basic components of an integrated system are the cataloguing module, the OPAC and the circulation module. The circulation system is the transaction module that allows the system to loan out and receive returned materials. The transactions are automatically linked to the cataloguing module to enable users to find out if materials are available for loan or have been borrowed. acquisitions, serials management Inter loan Operating systems modules some systems have proprietary OS. Most systems use Windows. Some use LINUX, an open source OS. Database systems modules major systems normally make use of DBMS offered by vendors like Oracle and Informix. Open source systems are also available and downloadable from the Internet Standards Features of an ILS Standards are necessary for networking and for information exchange. The standard features of an ILS basically consist of the factor that account for the communication between each of the components. The derivatives of the standard features of an ILS include: Library automation Database structure Protocol Search features Network architecture major systems run on client-server architecture and use TCP- IP to communicate across networks (LANs and WANs) Advantages of ILS There is no duplication of records since the bibliographic database can be viewed before new records are encoded. Opportunities for errors are reduced since the record is entered only once. Library staff and patrons can view the status of the material from the OPAC or WebPAC. Library staff use the same master file for cataloguing, circulation, the Online Access Catalogue (OPAC) (OPAC) is an electronic catalogue. It is the equivalent of the card catalogue but it is searchable online. The OPAC could also be Web based called a WebPAC. The WebPAC is used by libraries to share bibliographic information The Machine-Readable Cataloguing (MARC) The Machine-Readable Cataloguing (MARC) formats are standards used for the representation of bibliographic and related information for books and other materials in machine-readable form and their communication to and from other computers. MARC 21 is the new standard for MARC. The MARC format allows libraries to; Describe resources in the format that will enable the to correctly print, display, catalogue records. Search for and retrieve certain types of information within specific fields. Unicode allows encoding, searching and retrieval of information in different scripts 19

6 4.3 Open Source Library Systems The open source model is a collaborative programming infrastructure that co-opts copyright law by freely releasing source code to the general public for any use, modification, and redistribution without licensing restrictions [10]. 4.4 Benefits of Library Automation Below is an enumeration of various benefits of automation. Improved productivity/efficiency Better use of information resources through improved access Improved resource sharing through the virtual catalogue or network facilitates inter loan Reduces duplication Avoids duplication of cataloguing effort Optimizes the use of human and other resources Enhances the national and regional information infrastructure Benefits to Staff Development of new patterns of communication among staff, especially between computer services and staff. Empowerment of staff in making decisions. Acquisition of new skills and knowledge, [11]. Potential Difficulties Fear of adverse impact on employment. Apprehension that the technology could be too expensive. The staff have to undergo extensive training. New knowledge and skills are needed. Lack of support from the management, may be owing to budget constraints. The need to convert data into machine readable form, [12]. CONCLUSION History holds that system Nigeria is as old as the country itself. Automation of libraries in Nigeria started in the 1980s from that time to date; Nigeria has acquired several categories of facilities ranging from; Academic,, Research, Law, Medical, National, Subscription to mobile libraries. As elaborated in UNESCO ICT Module, Library automation is the application of ICTs to operations and services. The functions that may be automated are any or all of; acquisition, cataloguing, public access, indexing and abstracting, circulation, serials management, and reference. Fundamental about automation feature is the Integrated Library System (ILS). Its components include Functional modules Cataloguing: Circulation Module: acquisitions, serials management and Inter loan. A retooled facility offers the following enhanced benefits; Improved productivity/efficiency Better use of information resources through improved access Improved resource sharing through the virtual catalogue or network facilitates inter loan Reduces duplication Avoids duplication of cataloguing effort Optimizes the use of human and other resources Enhances the national and regional information infrastructure Benefits to Staff Development of new patterns of communication among staff, especially between computer services and staff. Empowerment of staff in making decisions. Acquisition of new skills and knowledge. To be anticipated among the major roles of automated system tend to include; Efficiency through improved services. Saving of time for users and staff. Minimizing errors and 20

7 Bringing about less tedious work, cheaper and adequate measure of staff performance without stress. The provision of the basic IT facilities will enhance the status of our Nigerian libraries. Government and corporate bodies are therefore encouraged to make their noble financial and infrastructural contribution in favour of retooled facilities in Nigeria. Library staff are also required to embark on periodic training schemes to realign their mastery of the demand for a 21 st century system in Nigeria. Library users are also under obligation to acquire the basic and up-to-date experience and skills required to explore the functions and benefits that retooled facilities offer in the 21 st century CONCLUSION Benefits of automated outweigh its disadvantages ICTs are here to stay and society is becoming an information society demanding the use of ICTs to improve access to information. Automation of creates user access catalogues either by online or CD-ROM or microform. Automated catalogue facilitates, better access points, and multidimensional searches to materials other than books alone in the holding amongst others are the deliverables retooled facility offers. Therefore, automated catalogue has more flexible access mechanism than the card catalogue, and hence it makes possible linking of data at the post-coordinate. A machine in this case, a computer, can read and interpret the data in the catalogue record. Cataloguing record means a bibliographic record, or the information traditionally shown on a catalogue card. The Unicode system is the international standard for the representation, transmission, interchange, processing, storage, input and display of the written form of all the diverse languages of the world. Recommendations Lack of budgets, inadequate ICT facilities, lack of ICT strategies, low skills levels of users, lack of qualified staff in ICT, lack of commitment by institutional management, and reluctance among staff to use ICT are major constraints that inhibit the effective automation of facilities in Nigeria. Lack of funds and lack of information resources have been problems for academic libraries in Nigeria for many years. Lack of budget for automation in most university libraries has been attributed partly to the inability of staff to adequately articulate benefits to be derived from investing in ICT to the authorities. Computerization not up to expectation of users, paucity of funds for improvement, paucity of funds for staff training, staff not willing to go for training, software is not user friendly, lack of awareness among users, lack of standardization and incompatibility of hardware, and computerization not up to expectation of organization. Consequently, adequate power supply is a requirement for both pre-automation and post-automation of retooled facility in a modern contemporary society like Nigeria. This is vital for an on-the-spot access to online system. Such provision is one of the tools necessary for the retooling an automated system. REFERENCES [1] H. M. Khalid. Co-operation and networking in and information systems of advanced countries: a framework for countries with less developed systems, [2] B. M. Abubakar Academic Libraries in Nigeria in the 21st Century, Department of Library and Information Science, Bayero University, Kano-Nigeria. [3] World Bank Report on Nigeria Nigerian Investment.com available at: accessed January [4] H. L. Mambo Managing Automation in Developing countries: A consent New Reviws, 42(5) P [5]C. Edwards IMPEL project: The Impact on people of electronic libraries, Aslip proceedings, 47(9) PP [6]D.F. Elaturoti Development of and School Libraries in Nigeria, Proceedings of the PanAfrican PanArab Conference on and School Libraries, The Hague, Netherlands: International Federation of Library Associations and Institutions, January [7] O. Anthony (1995), "Northern Nigeria Regional Library", Libraries in Africa, Lanham, Maryland: Scarecrow Press. [8] (UNESCO EIPICT MODULE 2. LESSON 1 2) files/glossi.htm en.wikipedia.org/wiki/integrated syste. Retrieved January 25, [9]UNESCO EIPICT MODULE 2. LESSON 1 Integrated Library System Reports: Vendors info January [10] UNESCO EIPICT MODULE 2. LESSON

8 [11] UNESCO EIPICT MODULE 2. LESSON January