AUTOMATED CIRCULATION OF INFORMATION MATERIALS: A CASE STUDY
OF UNIVERSITY OF ELDORET LIBRARY
BY
ATERA NYABOKE LYDIA
REG NO:
INP02/201315/13
A RESEARCH PROJECT SUBMITTED TO KISII UNIVERSITY IN PARTIAL
FULFILMENT FOR THE AWARD OF DIPLOMA IN LIBRARY AND INFORMATION
SCIENCE
APRIL 2015.
DECLARATION
i. Student
This research study is my own original work through my own research and experience and it has
never been presented to any other examination body by any candidate.
NAME:
ATERA NYABOKE LYDIA
SIGNATURE:
-----------------------------
DATE:
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ii. Supervisor
This candidate work is original and the candidate received appropriate supervision.
NAME:
MR JACKSON ABERE
SIGNATURE:
------------------------------
DATE:
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ii
DEDICATION
This research project is dedicated to my beloved parents, husband, my Son and my sisters and
brothers.
iii
ACKNOWLEDGEMENT
I wish to thank the following for their contribution towards successful completion of this study;
Special thanks goes to the Almighty God for seeing me through this process, secondly to my
supervisor Mr. Jackson Abere for his steadfast guidance and support.
iv
ABSTRACT
This research paper focuses on automated circulation of information materials in academic
libraries in respect to University of Eldoret Library. This means issuing information materials to
users and accepting them back to the library by use of computers. The aim of the study being to
establish the effectiveness of automated circulation of information materials in University of
Eldoret Library and the objectives are; to determine the availability of facilities and equipment to
enhance automated services, to find out the policy governing loaning and circulation systems,
highlight the challenges faced during this exercise and suggest possible solutions for the same.
The findings show that qualified personnel should be employed to offer automated circulation
exercise. Other factor affecting the efficiency of this exercise are; insecurity of information
materials, provision of poor quality work due lack of adequate tools and facilities and inadequate
funds to offer staff training.
The recommendation is to assist the management of University of Eldoret Library to employ
more library staff to ensure users get support whenever needed. Thus the library must acquire
adequate and relevant materials to be circulated to its users for maximum utilization hence
fulfilling the first law of Ranganathan that ‘Books are for use’.
v
TABLE OF CONTENTS
DECLARATION ............................................................................................................................................... ii
DEDICATION ................................................................................................................................................. iii
ACKNOWLEDGEMENT .................................................................................................................................. iv
ABSTRACT...................................................................................................................................................... v
TABLE OF CONTENTS.................................................................................................................................... vi
CHAPTER ONE ............................................................................................................................................... 1
INTRODUCTION TO THE STUDY .................................................................................................................... 1
1.1
Introduction ................................................................................................................................... 1
1.2
Background of the Study.............................................................................................................. 1
1.3
Statement of the Problem .............................................................................................................. 2
1.4
Purpose of the Study ..................................................................................................................... 3
1.5
Objective of the Study................................................................................................................... 3
1.6
Research Questions ....................................................................................................................... 3
1.7
Significance of the Study .............................................................................................................. 3
1.8
Scope and Limitations of the Study .............................................................................................. 4
1.9 Theoretical Framework ....................................................................................................................... 4
1.10 Definition of Terms........................................................................................................................... 4
CHAPTER TWO .............................................................................................................................................. 5
LITERATURE REVIEW ..................................................................................................................................... 5
2.0
Introduction ................................................................................................................................... 5
2.1
The Manual Library ...................................................................................................................... 5
2.2
The Automated Library................................................................................................................ 6
2.3
Automation in University Libraries ............................................................................................. 7
2.4
CD-ROM Databases .................................................................................................................... 9
2.5
Requirement for Automation ....................................................................................................... 9
vi
CHAPTER THREE .......................................................................................................................................... 11
RESEARCH DESIGN AND METHODOLOGY ................................................................................................... 11
3.0
Introduction ................................................................................................................................ 11
3.1
Area of Study ............................................................................................................................. 11
3.2
Study Population ........................................................................................................................ 11
3.3
Sample Procedure and Sample Size ........................................................................................... 11
3.4
Research Design......................................................................................................................... 12
3.5
Data Collection Methods ........................................................................................................... 13
3.5.1
The Questionnaire ................................................................................................................... 13
3.5.2
Key Informant Interviews ....................................................................................................... 13
3.6
Data Analysis ............................................................................................................................. 13
CHAPTER FOUR ........................................................................................................................................... 14
DATA PRESENTATION, ANALYSIS AND INTERPRETATION ........................................................................... 14
4.0
Introduction ................................................................................................................................ 14
4.1
Demographic Description of the Respondents ........................................................................... 14
4.1.1
Gender of the Respondents ..................................................................................................... 14
4.1.2
Age of the Respondents .......................................................................................................... 15
4.1.3
Occupation of the Respondents............................................................................................... 15
4.2
The Performance of the Various Automated Services ............................................................... 16
4.3
The Usefulness and Ease of Retrieval of Information in Electronic Format ............................. 18
4.4
The Availability of Facilities and Equipments to Enhance Automated Services....................... 19
4.5
Summary of Discussions............................................................................................................. 21
4.6
Conclusions ................................................................................................................................ 22
4.7
Recommendations ....................................................................................................................... 22
4.8
Suggestion for Further Research ................................................................................................ 22
APPENDICES ................................................................................................................................................ 23
vii
Appendix I: Questionnaire ...................................................................................................................... 23
BIBLIOGRAPHY ............................................................................................................................................ 26
viii
CHAPTER ONE
INTRODUCTION TO THE STUDY
1.0
Introduction
This chapter entails: background of the study, statement of the problem, purpose of the study,
objective of the study, research questions, and research hypotheses, scope and limitations of the
study, significance of the study, theoretical framework, and definition of terms.
1.1
Background of the Study
Library is a fast growing organism. The ancient methods of maintaining it are no longer
dynamic and efficient. For expeditious retrieval and dissemination of information and better
service for the clientele, application of modern techniques has become absolutely
indispensable. A properly computerized library will help its users with quick and prompt
services. Library automation refers to mechanization of library house keeping operations
predominantly by computerization. The catalog may be used in a number of places. In
particular, with remote access to the on-line catalog, the user is no longer separated from the
catalog and the separation of catalog and documents is somewhat diminished since, online, a
catalog can at long last be used in the book-stacks. The automated library represents a significant
improvement.
Librarians often referred to ILSs as library automation systems or automated systems in the
1970s and early 1980s. Before the advent of computers, libraries usually used a card catalog to
index their holdings. Computers came into use to automate the card catalog, thus the term
automation system. Automation of the catalog saves the labor involved in resorting the card
catalog, keeping it up-to-date with respect to the collection, etc. Other tasks automated include
checking-out and checking-in books, generating statistics and reports, acquisitions and
subscriptions, indexing journal articles and linking to them, as well as tracking interlibrary loans.
University of Eldoret Library was founded in 1990 as a branch of Moi University so as to deal
with the increasing number of students following a double intake that was associated with the
change of Kenya education system from 7-6-3 to 8-4-4. University of Eldoret offers degree
programs such as Fisheries, Forestry, Wildlife management and Wood science technology.
1
University of Eldoret is the only institution of higher learning in East Africa that has engaged in
fish farming. Up to date it has 47 fish bonds covering a total of 2.5 acres of landUniversity of
Eldoret has the required facilities to facilitate the learning of the students. Among the facilities is
the automated library.
The University of Eldoret library was formerly for Moi Teachers College. The University
acquired the library and expanded it to cater for the information needs of the University
community. The expansion included the automation of the library system and the splitting of the
library into the following schools; school of agriculture and biotechnology, school of science and
natural resources management and the school of environmental studies. The library has a vision
of being user centered, focused and competitive, it also has a vision of empowering users to
locate, evaluate and use information available in a variety of innovative and traditional format.
Its mission is to; provide high quality services that meet the expectation of a diverse user
community and to use technology innovatively for the flexible delivering of the services and
resources to users regardless of location.
1.2
Statement of the Problem
Circulation of information materials in libraries is vital. Effective and fast dissemination of
information in libraries enables users to access necessary materials and services on time and
appropriately. To achieve this important goal of fast and effective dissemination, and also to
meet the mission of providing high quality services that meet the expectation of a diverse user
community and to use technology innovatively for the flexible delivering of the services and
resources to users, University of Eldoret has adopted the automated circulation of information
which has been found to be fast and effective in several other libraries. However, circulation of
information materials in University of Eldoret has remained to be slow. The services in the
library have been observed by the users of the library to be of low quality with remarkable
elements of inefficiency. This means that the automated system is not being used maximally and
is also not meeting its objectives of providing high quality services. This study is therefore aimed
at establishing the challenges facing automated circulation of information materials in academic
libraries: a case study of University of Eldoret.
2
1.3
Purpose of the Study
The purpose of the study was to establish the challenges facing automated circulation of
information materials in academic libraries: a case study of University of Eldoret.
1.4
Objective of the Study
Specifically the study sort to:
i.
Identify levels of use of the various automated services provided in University of Eldoret
Library
ii.
Determine the usefulness and ease of retrieval of information in electronic format in
University of Eldoret Library.
iii.
Determine the availability of facilities and equipments to enhance automated services in
University of Eldoret Library
1.5
Research Questions
The study was guided by the following research questions:
i.
What are the levels of use of the various automated services provided in University of
Eldoret library?
ii.
What is the usefulness and ease of retrieval of information in electronic format in
University of Eldoret library?
iii.
Are the facilities and equipments to enhance automated services in University of Eldoret
library?
1.6
Significance of the Study
The study is endeavoring to establish the challenges facing automated circulation of information
materials in academic libraries. The findings of the study will:
i.
Provide Librarians with better knowledge of methods and procedures to be followed to
maximize the use of automated circulation of information and material.
ii.
Provide system developers with better knowledge of where to improve on automated
circulation of information and material system.
iii.
Provide management with information concerning the qualification of the staff to employ
and the appropriate policies to be put in place for effective use of automated circulation
of information and material.
3
1.7
Scope and Limitations of the Study
The study’s scope will be the automated system of circulating information and material in
University of Eldoret Library.
The following were the limitations that the study will encounter:
i.
Due to time and financial constraints the study was restricted to University of Eldoret
library among the several other automated libraries in Kenya.
ii.
Owing to the thin library staff and the massive work they are to carry out, the researcher
had to bear with low rates of cooperation. However this was countered by the clear and
precise questions in a questionnaire that were easily understood hence avoiding wastage
of time on the side of respondents.
1.8
Theoretical Framework
This study will be based on body of material known as "general systems theory". GSPT
Addresses: Systems, tasks and their Interface. GSPT consider major classes of system attributes.
This are: the Structure which are the Tangible Aspects, the Function, which is the purpose of the
system, and the Performance, which is how well the structure executes its functions,
(Kondraske&Beehler 1994).
General Systems Performance Theory (GSPT) was developed in response to these observations.
Its broad objectives are to: Provide a common conceptual basis for defining and measuring all
aspects of any system's performance; provide a common conceptual basis for the analysis of any
task in a manner that facilitates system-task interface assessments and decision-making; and
identify cause-and-effect principles that explain what occurs when any given system is used to
accomplish any given task.
1.9
Definition of Terms
Automated: this is an activity that entails the use computer & information technology in library
operations such as in Acquisition, cataloguing, Circulation, Serial Control
Circulation: in this study circulation meant the process of making available information and
library resources to the users
Information Materials: These are resources containing the collected facts and data about any
given area of interest to the user
4
CHAPTER TWO
LITERATURE REVIEW
2.0
Introduction
This chapter will review the related literature to the topic of study. This will involve the review
of previous findings in the area and other related materials. The chapter will begin by tracing the
history of library services from the old manual library to the current automated library. It will
also look at the needs for automation, the requirements for an efficient automated and library and
the challenges that could face automation of any given library.
2.1
The Manual Library
Library services are as old as the formal learning system. The library operated manually using
the Browne system. Browne system is a system of circulation that many libraries used before
adopting the automated circulation system. The system involves the use of book pockets,
reader’s tickets, date guides, issue trays and date labels. Kumar (1989) notes that every user was
issued with a reader’s ticket bearing the users name, address and membership number. The user
was given as many cards as the number of books he/she was required to borrow. Up to date
libraries that have not adopted the automated system still use this Browne system. Browne
system has several advantages of which most of them are still captured by the automated system.
The only advantage of Browne system that is not enjoyed in automated system is that it requires
minimum skills to run it.
Harrison (1991) notes that Browne system is the most commonly used system in libraries that are
not yet automated. He however goes further to note the challenges that the system is facing in the
light of increasing tasks of filling and enormous work to cope with. The issues noted against the
system include: The process of issue and return of books which is manual and hence time
consuming. The fine calculation is manual; this increases the chances of making mistakes. The
interface for searching of books is not user friendly. The book search facility is slow and does
not always give correct results. There is no provision for the members to recommend any books.
And lastly there is no provision for the members to reserve books. With this numerous
challenges any visionary library that is in a position to will not hesitate to adopt the automated
system.
5
2.2
The Automated Library
The recent commercialization of the internet in Kenya has revolutionalised our information flows
and educational systems. The internet is now being used in a variety of ways to promote
productivity, education, research and learning in Kenya. Internet usage for education is now
manifest in automated library service and its usage is just receiving recognition because of the
need by most institutions to operate distance-learning programs and the need to connect students
and academic staff to global resources for improved learning and research. These institutions
provided automated library access for students. This is because the internet is seen as an
educational tool and of great relevance to the academic development of the student. Students
form the major population in higher institutions and the introduction and success of any new
technology within the educational framework should consider them. Provision of internet access
to students through automated library service creates a large research pool for maintenance and
sustenance of the academic culture of excellence.
These explosion of information communication technology (ICT) since the beginning of the 20th
century has been rendering manual-based library system in academic, research, special and
public libraries less relevant. There is no doubt about the fact that significant changes have taken
place in libraries in the developed world due to the application of information communication
technology (ICT) in automated cataloguing, circulation systems, online information retrieval,
electronic document delivery, and CD-ROM databases. According to (Ostrow, 1998) the advent
of the Internet, digitization, and the ability to access library and research materials from remote
locations have also created dramatic changes by the end of the twentieth century. Ramzan (2004)
asserted that developments like expert systems, wireless networks, virtual collections, interactive
Web interfaces, virtual reference services, and personal Web portals bring about greater changes
since the start of the new millennium. The researcher added that there are significant and fast
changes occurring in librarianship, where digital and electronic libraries are being established to
complement, and in some cases to completely replace, the traditional libraries.
There are certain factors responsible for the automation of the libraries. Information explosion,
increased user’s demand, labor intensive nature of work and the changing concepts of
documents. Specifically automation has been documented that it: Improves the quality, speed, &
6
effectiveness of services, improves access to other networks & systems, including the web
improve the management of physical & financial resources, facilitate wider access to information
& dissemination of information product & services to the users, provide easy & fast access to the
library material and lastly save the time of users, Library Staff & space of Library. However
University of Eldoret library, based on the feedback from users, seem not to be enjoying this
features to their fullness. This prompted the researcher to determine any challenges that could be
there that are inhibiting the efficiency of the system.
2.3
Automation in University Libraries
Libraries cannot escape from the revolution, of information technology (IT), which has
revolutionized the way of working of the entire society.
7
University libraries are under ever-increasing pressure to maximize our technological capabilities
in order to keep up with academic demands. We also have a strong obligation towards the nation
as the country's frontline sector of libraries, who should provide the initiative to the advancement
of the Kenyan library field. The hardware in form computers, printers, scanners etc and software
systems are the two basic requirements of automating any set of functions. It has never been easy
for librarians in the developing countries to convince their authorities on the importance of
computerizing the libraries. That is why the computers took long time to step into the libraries in
our part of the world. However, the librarians have been able to grab the opportunity in both
hands to make spectacular changes to convert traditional form of libraries to modern information
centers, which are energized by online housekeeping operations and information retrieval
services.
In Kenya, major developments in the use of information technology have been notable in
academic and research libraries, especially in Universities. The massive impact of technology on
libraries will forcefully change the way users seek and search for information (Hisle, 1996).
Hisle further stated that: as advances in technology development occurs, it will be essential for
libraries (and support staff) to integrate those advances into their system of service and to be able
to apply those advances to imploring user interactions. Technical skills will be important as well,
but more essential will be a willingness to openly accept technical changes as valuable to user
satisfaction.
The advent of the computer as a product of information technology has made it easy to automate
library operations, thereby facilitating students and staff in Kenyan universities in searching
information and carrying out research in their respective fields. The application of information
technology has made the library a new information services unit, providing electronic
acquisition, electronic cataloguing, electronic Online Public Access Catalogue (OPAC), and
serials control, electronic interlibrary loan, and electronic circulation functions (Raseroka, 1999).
The internet service is also increasingly becoming an important part in this automation. This is
because the internet is seen as an educational tool and of great relevance to the academic
development of the student. Students form the major population in higher institutions and the
introduction and success of any new technology within the educational framework should
8
consider them. Provision of internet access to students through automated library service creates
a large research pool for maintenance and sustenance of the academic culture of excellence in
universities and other institutions of learning.
2.4
CD-ROM Databases
Information technology (IT) has enabled libraries that do not have Internet access to search
international databases on CD-ROMs. Lack of information infrastructure, such as inadequate
telecommunication facilities for data transmission and expenses associated with online
searching, has hampered the use of online information services in developing countries (Eres
1981; Subramarayam, 1983).
The introduction of encyclopedias and other multimedia presentations on CD-ROMs has been a
big success in many libraries and will certainly be even more important in the future. There are
notable developments on CD-ROM utilization. Botto (1993) stated that mass storage devices
have been established as an important resource to make available electronic data of any kind.
According to Bury (1996), CD-ROM databases can be used to replace hard-copy reference
materials, thus saving space without reducing the collection. On the other hand, making use of
CD-ROM may be good or satisfying, but certain factors tend to inhibit its use. Gooch (1995)
reported that even though many libraries and information units in Africa adopted the CD-ROM
technology pretty well, the sustainability of CD-ROM databases appears to be threatened by low
usage statistics, lack of confidence from library and information staff, unfamiliarity of users with
the system, and lack of awareness by managers about its potential as a valuable resource to
support research.
2.5
Requirement for Automation
To facilitate the front-desk operations with a powerful yet easy-to-use circulation module is a
dream of many university librarians of Kenya for many years. An automated circulation system
is very attractive; frequent circulation activities - loans, returns, reserves, renewals, status review,
bookings, and fine processing -just a few clicks away. The automation of a circulation system is
a process, which needs great deal of planning and evaluating. The success of an automated
circulation system depends considerably on the accuracy and the comprehensiveness of the
resource database and borrower database as well as the power and the capacity of circulation
inter-phase of the software system.
9
An attractive and efficient circulation desk can up lift the library image more than any thing. The
users' cooperation is very much needed for the success of the automation of circulation.
Therefore, each and every step of the process of automating should be planned carefully. The
awareness programs on the software package and how it works etc. are useful to prevail the
clientele. The sufficient supply of required recurrent items such as barcode labels and required
equipments (in good working condition) such as computers, barcode printers, normal printers,
barcode readers etc. are also vital for successful automation. In addition, librarian should take
care of the network connectivity and electricity supply to minimize fluctuations and
interruptions. Security against the system failures, the data lost and corruptions are also
determining factors when considering the possibility of disposing the manual system of keeping
records.
The existing circulation policies should be in the light of upcoming new and expanded user
services. For example the University of Eldoret library formulated a set of rules and regulations
to streamline making reservations, sending overdue notices, charging process for lost books etc.
This study therefore seeks to evaluate the challenges the University of Eldoret Library automated
system could be facing in light with these requirements.
10
CHAPTER THREE
RESEARCH DESIGN AND METHODOLOGY
3.0
Introduction
This chapter deals with the set of operations that the researcher adopted to carry out the research.
It goes further to explain the procedures used in generating collecting and evaluating data.
Specifically the chapter entails the; area of study, study population, sample procedure and
sample size, research design, data collection methods, and data analysis.
3.1
Area of Study
This study will be conducted at the University of Eldoret library. This library was picked upon
because there exists complains about the efficiency of their automated circulation system.
Therefore there was need to explore the reasons that could be leading to this inefficiency.
University of Eldoret is in Eldoret west district, UasinGishu County, Kenya. It is Situated 9 km
from Eldoret town along the Eldoret- Ziwa road.
3.2
Study Population
The population of the study was the entire fraternity of the University of Eldoret Library users.
The users range from undergraduate students, post graduate students and the University staff,
especially the teaching staff. The study also involved the employees from selected departments
of the University of Eldoret library as key informants. Employees were chosen upon, as key
informants, because they are responsible for the running of the automated circulation system.
3.3
Sample Procedure and Sample Size
Stratified random sampling procedures was used in selecting the subjects for the study. The
accessible population was stratified into; University staff, postgraduate students and
undergraduate students. Random sampling was then used to select the subjects for the study from
each stratum. Due to the large population of the target population the researcher’s accessible
population was those individuals that were in the library at the time of visits. The researcher
11
visited the undergraduate reading section and randomly chose on subjects to participate in the
study. The same was done to the postgraduate reading areas and the staff reading areas. A total
of 120 subjects were used in the study. The table below shows a summary of the sampling
procedure and sample size.
When sampling key informants Purposive sampling was be used to select departments that are
directly involved in the implementation of automated circulation of information materials.
Simple random sampling was then used to draw subjects to be used in the study. A total of 9 key
informants were selected for the study.
Table 3.1: Table Used for Sampling and Showing Sample Size
Stratum
Population (based on available Sampling
Undergraduate
Sample Size
sitting space in the library)
Procedure
900
900*10/100
90
200
200*10/100
20
100
100*10/100
10
Students
Post-graduate
Students
Teaching Staff
3.4
Research Design
Case study design will be used in this research. Case study design involves the use of
observation, questionnaires, historical data and in-depth interviews to collect detailed
information about University of Eldoret library experiences. The method is important in giving
illustrations and emphasizing certain issues of concern to the study.
12
3.5
Data Collection Methods
Diverse research instruments were used to collect data. They included; questionnaire and
interview schedule.
3.5.1 The Questionnaire
This involved the use of a semi-structured, self-administered questionnaire. The questionnaire
elicited both qualitative and quantitative data. Quantitative data was focusing on answering the
study questions. On the other hand the qualitative data was seeking opinions of the library users
concerning the areas of interest to the study. Questionnaires were used to collect data from the
library users, this is because questionnaires give the respondents humble time to answer at their
own pace and at the same time they can be used to collect data from large samples at low costs
and in limited time. The researcher gave the questionnaires to the selected subjects and collected
them after they were filled or when the subject was leaving the library, whichever came first.
3.5.2 Key Informant Interviews
The key informants for this study were the Library staff. These key informants were chosen upon
because they have an in-depth understanding of issues under study because of their direct
involvement in matters of concern to the study. Data collection from key informant took the form
of a face-to-face interview between the researcher and the informants, using open-ended
interview questions. The method is advantageous in the sense that the key informants provided
and even expounded precisely on most of the issues in details, being informed about the topic of
the study.
3.6
Data Analysis
From the field, data was coded and analyzed using SPSS program to produce frequency tables.
Further analysis involved the synthesizing of information obtained through the above-mentioned
methods of data collection, into a coherent description of what had been discovered. The
responses given by various respondents were then presented by the use of matrix tables and
graphs.
13
CHAPTER FOUR
DATA PRESENTATION, ANALYSIS AND INTERPRETATION
4.0
Introduction
This chapter presents a detailed description of the results and discussion of the findings of the
empirical investigation into the challenges University of Eldoret Library is encountering in
Automation.
4.1
Demographic Description of the Respondents
4.1.1 Gender of the Respondents
The respondents of the study were drawn from both male and female. The majority of the
respondents (70%) were male while the female respondents comprised of 30%. Since the study
was not gender based the sampling procedure did not put into consideration the gender of the
subjects to be selected. However due to the high percentage of male students in University of
Eldoret, they were more likely to be picked on to participate in the study.
Figure 4.1
14
4.1.2 Age of the Respondents
Concerning the age of the respondents 7.75% were either below or 20 years of age, 53.91% were
between 21 to 25 years, 11.67% were between 26 to 30 years and 26.67% were above 30 years.
More than half (53.91%) of the respondents were between the age of 21 to 25 years. This was
because a majority of the respondents were undergraduate students, and the Kenyan system of
education propels them to be in university at this approximate age. The respondents above the
age of 30 years were majorly the teaching staff and some post-graduate students, this contributed
only 26.67%. This is because subjects from these categories were few as determined by the
sampling system.
Figure 4.2
4.1.3 Occupation of the Respondents
When the respondents were asked to state their occupation in the university, a majority of them
(75%) were undergraduate students, 17% were post-graduate students and 8% were teaching
staff. These percentages are largely explained by the stratified sampling procedure that was used.
Stratified sampling was used so that the sample was representative of the whole population.
15
Figure 4.3
4.2
The Performance of the Various Automated Services
The first objective of the study was to identify levels of use of the various automated services
provided in the University of Eldoret library. To answer this, a series of items were constructed
in the questionnaires that were administered to the library users. More items were also designed
in the interview schedules that were used to get information from the library staffs, who were the
key informants of the study.
When the respondents were asked about the services they use in the library the information
collected revealed that the facilities for information technology are numerous and diverse. There
are computers, CD-ROM databases, OPAC, and other facilities in the library. In other words, the
library had access to major information technology (IT) facilities. table 4.1 below summarizes
the respondent’s frequency of using each service or facility.
Borrowing books using circulation desk was the mostly used service with 93% of the library
users saying that they normally use it. The OPAC came second with 44% of the library users
using it. In the third position of the most used services was the internet with 27%, CD-ROM
databases came fourth with 5% of the library users using it. The least used service was the interlibrary loaning system with 3% of the library users using it.
16
When more insights into the matter were sought through interview schedules with the key
informants, it was revealed that borrowing a book from the library by a user was compulsory that
the service be done using the automated system. This explains why the percentage of using the
service is high. The small percentage (7%) of the users who never uses this service means they
never borrow books from the library for various reasons. Some of the reasons that were listed by
users in the open ended section of the questionnaire were lack of library cards and the
inadequacy of relevant materials.
The OPAC, which is normally used to search for materials in the library, had usage below 50%.
From the interview schedule and the open ended section of the questionnaire, it was determined
that this is so because of various reasons. Some of the reasons included; the high computer
illiteracy among the library users, inadequate computers terminals to offer the service and the
fact that the library users have mastered where to get what they want because of the frequency of
use of the materials and the clear labeling of the shelves in the library.
The internet usage stood at 27%. The reasons for the low usage by the library users were that; the
power supply is not reliable, the network is very low and the number of computers for internet
serving is low. Concerning the CD-ROM databases and the inter-library loaning system most of
the library users admitted that they knew nothing about their existence
Table 4.1: Levels of Use of Automated Services
Automated services used
Frequency
Percentage
Borrowing books using the computers at the circulation desk
112
93
OPAC
53
44
Internet
32
27
CD-ROM databases
6
5
Inter-library loaning system
3
3
17
4.3
The Usefulness and Ease of Retrieval of Information in Electronic Format
The second objective of the study was to determine the usefulness and ease of retrieval of
information in electronic format. A series of questionnaire and interview schedule items were
designed to capture the data required for this objective. When the respondents were asked if it
was useful to keep the library information in electronic form, 97% of the respondents agreed and
3% thought otherwise. Figure 4.4 summarize these results.
Figure 4.4
The respondents were further asked on how they find the use of the automated services. A
majority of the library users (40%) find it very easy, 29% find it easy, 18% say it is fairly easy,
9% find it difficult and 4% find it very difficult. Despite the high levels of computer illiteracy
more than half (69%) of the library users still find it easy to use the automated services of the
library. This finding revealed that electronic services at the university library is relatively easy to
search and do not appear to require previous training in information technology use. This finding
was consistent with the findings of Oduwole et al. (2002). A small percentage of 13% find it
difficult to use the system. This could be attributed to the lack of basic computer skills.
18
Table 4.2: Opinion on Use of Automated Services
Opinion
Frequency
Percentage
Very Easy
48
40
Easy
35
29
Fairly Easy
22
18
Difficult
11
9
Very Difficult
4
4
It is instructive to note that majority of the users (58 respondents, ie 48%) got to know how to
use the system through trial and error while 38 or (32%) got theirs through assistance from
fellow students, 19% from library orientation and 4% from previous use in other libraries. These
were some the post-graduate students and the teaching staff. None of the respondents got to
know how to use the automated service through assistance from library staff (see table 5). During
the interview with the key informants it came out that the library surfers from acute shortage of
staff and therefore the limited who are there cannot afford to help the users on how to use the
automated services.
Table 4.3: Method of Learning How to Use the Automated Services
Method
Frequency
Percentage
Through trial and error
58
48
Assistance of fellow students
38
32
Library orientation
19
16
Previous use in other libraries
5
4
Assistance of library personnel
0
0
4.4
The Availability of Facilities and Equipments to Enhance Automated Services
In relation to the availability of facilities and equipments to enhance automated services in
University of Eldoret library. A series of presumed challenges were presented to the respondents
so that they could either agree or disagree with them. When they were asked if there were
enough computer terminals to work on, 89% of the respondents disagreed and 11% agreed. On
19
the second statement “the power supply is consistent in the library” 60% disagreed and 40%
agreed. Thirdly it was asked whether the network services for internet serving are efficient, 80%
disagreed and 20% agreed. The study also inquired whether the library staff was cooperative and
helpful, in response 52% felt they are and 48% felt they are not. Lastly the study sought
information about the availability of rooms for use to view or listen to CD-ROM databases, 57%
of the responses felt the rooms were not enough and 43% said the rooms were enough. The
results are summarized in table 4.4 below. During the interview schedule, the key informants
also brought up the scarcity of computer terminals for use by the library users, the problem of
internet network and the scarcity of special rooms for audio and audio visual CD-ROMS.
Table 4.4: Presumed Challenges in the Library
S/n
Challenges
Yes
No
There are enough computer terminals to work on
11
89
The power supply is consistent in the library
40
60
The network services for internet serving are efficient
20
80
The library staff is cooperative and helpful
52
48
There are enough rooms to use the audio or visual CD-ROMS
43
57
The respondents were further asked if there were other challenges that they normally face in the
use of the automated library services. A majority 57% agreed that the challenges were there.
Some of the challenges that were adversely mentioned by the respondents are: the lack of user
manuals to guide the library users on how to use the available automated services, the slow speed
of the computers that are used in the automated system of the library, lack of information on the
services that are provided in the library and the discrepancy between the information in the
OPAC system and the presence of books on the shelves. Those who tried to explain the meaning
of the discrepancy of information in OPAC and the books on the shelves said that at times the
OPAC could show that a book is on the shelve and in real sense it is not. From other
explanations it could be deduced that this books are normally lying on the reading tables for as
long as one full week.
20
4.5
Summary of Discussions
In relation to the levels of use of the various automated services, provided in the University of
Eldoret library, it was revealed that the borrowing of books using the computers at the circulation
desk was the highly used service with 93% of the library users using it. The OPAC was used by
44% of the library users, internet services were used by 27% of the library users and CD-ROM
databases and Inter-library loaning were used by less that 10% of the library users.
When the study sought to determine the usefulness and ease of retrieval of information in
electronic format in University of Eldoret library; the findings showed that the users
acknowledge the usefulness of information being in electronic format. A majority of the library
users (69%) find it easy to use the automated services of the library, 18% find it fairly easy and
the remaining 13% find it hard to use the automated system. From those who know how to use
the system, 80% learned it from trial and error and from fellow students, 16% learned it from the
library orientation exercise.
Lastly the study was to determine the availability of facilities and equipments to enhance
automated services in the University of Eldoret library. It was revealed that there were no enough
computer terminals for library users to work on, the power supply in the library was not
consistent, the network for internet services was not up to the required standard, and there were
no enough rooms for use in listening and viewing of audio visual CD-ROM databases. Other
challenges mentioned were: the lack of user manuals to guide the library users on how to use the
available automated services, the slow speed of the computers that are used in the automated
system of the library, lack of information on the services that are provided in the library and the
discrepancy between the information in the OPAC system and the presence of books on the
shelves.
21
4.6
Conclusions
Based on the objectives and the subsequent findings, the study concluded that the University of
Eldoret library automated system is not being used to its fullest potential. The major challenges
being:
i.
Computer illiteracy among the library users,
ii.
Lack of information by the users concerning the services that are offered in the library
and,
iii.
Inadequate personnel to work in the library
On the side of facilities the challenges sited include:
i.
Inadequate computers,
ii.
Power interruptions,
iii.
Poor network service for internet and
iv.
The inadequacy of enough rooms in the library
4.7
Recommendations
Based on these findings, the following recommendations can be drawn:
i.
The management of University of Eldoret to employ more library staff to ensure that
library users get support from the staff when they require it, this will go a long way to
also ensure that books that are left on reading tables are returned to shelves promptly for
the next user.
ii.
The library management to print out automated services user manuals and place them at
strategic places for the library users to get to know the services provided in the library
and how to use the services.
iii.
More computer terminals should be provided to match the demand, and the network for
internet should be stepped up. The library should also be expanded to accommodate the
offering of the provided services, especially the rooms for CD-ROM databases use.
4.8
Suggestion for Further Research
This study recommended that further research be carried out on other libraries in the country
focusing on the same areas of interest to give the study a representative and national comparative
approach. This will be important in influencing policy formulations and implementation.
22
APPENDICES
Appendix I: Questionnaire
Instructions
Please, read the following statements and express your views by marking the appropriate choice.
The researcher will be highly grateful if you kindly fill out the below questionnaire carefully.
The data will be used for research Purposes only.
Section A: Back ground Information
Respond by ticking the most appropriate response to you.
1) What is your gender?
Male
( )
Female ( )
2) How old are you?
Below (or) 20 years
( )
Between 21 and 25 years
( )
Between 26 and 30 years
( )
Above 30 years
( )
3) At which level are you in this institution?
Undergraduate Student
( )
Post-graduate Student
( )
Teaching Staff
( )
Section B: Levels of Use of the Various Automated Services
Respond by ticking the most appropriate response to you.
4) I visit the library
Frequently
( )
Occasionally ( )
Rarely
( )
23
5) Please tick the most appropriate choice for the following statement
YES NO
I normally use the internet provided in the library
I normally use the OPAC to search for books in the library
I normally use the CD-ROM databases in the library
I normally use the inter-library loaning system
I normally borrow books using the computers at the circulation
desk
Section C: The Usefulness and Ease of Retrieval of Information in Electronic Format
6) Do you think it is of use to keep the library information in electronic format?
Yes
( )
No
( )
7) How do you find the use of the automated systems Very Easy
( )
Easy
( )
Fairly Easy
( )
Difficult
( )
Very Difficult ( )
8) How did you familiarize yourself with the use of OPAC
Library orientation
( )
Assistance of library personnel
( )
Assistance of fellow students
( )
Through trial and error
( )
Previous use in other libraries
( )
Others (Please specify)………………….
24
Section D: The Availability of Facilities and Equipments to Enhance Automated Services
9) Please tick the most appropriate choice for the following statement
YES NO
There are enough computer terminals to work on
The power supply is consistent in the library
The network services for internet serving are efficient
The library staff is cooperative and helpful
There are enough rooms to use the audio or visual CDROMs
10) Are there any challenges you are encountering in your use of the automated services in
the library?
Yes
( )
No
( )
11) If yes in (10) above, what are the challenges?
………………………………………………………………………………………………
………………………………………………………………………………………………
………………………………………………………………………………………………
………………………………………………………………………………………………
………………………………………………………………………………………………
………………………………………………………………………………………………
25
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26