okoro ijeoma philomina - University Of Nigeria Nsukka

OKORO IJEOMA PHILOMINA

MANAGEMENT OF SPECIAL COLLECTIONS IN A PERIOD OF REDUCED FUNDING:

A CASE STUDY OF NNAMDI AZIKIWE LIBRARY UNIVERSITY OF NIGERIA, NSUKKA

Education

DEPARTMENT OF LIBRARY AND INFORMATION SCIENCE

Nwankwo Onyekachi.A.

MANAGEMENT OF SPECIAL COLLECTIONS IN A PERIOD OF REDUCED FUNDING: A CASE STUDY OF NNAMDI AZIKIWE LIBRARY UNIVERSITY OF

NIGERIA, NSUKKA

UNIVERSITY OF NIGERIA, NSUKKA

DISSERTATION SUBMITTED TO THE DEPARTMENT OF LIBRARY AND INFORMATION SCIENCE

BY


PG/MLS/99/26470

NOVEMBER, 2004.


FACULTY OF EDUCATION

MANAGEMENT OF SPECIAL COLLECTIONS IN A PERIOD OF REDUCED FUNDING: A CASE STUDY OF NNAMDI AZIKIWE LIBRARY UNIVERSITY OF

NIGERIA, NSUKKA


BY


PG/MLS/99/26470

IN PARTIAL FULFILLMENT OF THE REQUIREMENTS FOR THE AWARD OF THE MASTERS DEGREE IN LIBRARY AND INFORMATION SCIENCE (MLS)

NOVEMBER, 2004.

TITLE PAGE

MANAGEMENT OF SPECIAL COLLECTIONS IN A PERIOD OF REDUCED FUNDING: A CASE STUDY OF NNAMDI AZIKWE LIBRARY



A PROJECT PRESENTED TO THE DEPARTMENT OF LIBRARY AND INFORMATION SCIENCE FOR THE AWARD OF THE DEGREE OF MASTER IN LIBRARY AND

INFORMATION SCIENCE (MLS)


PG/MLS/99/264470

CERTIFICATION

I certify that this research study, MANAGEMENT OF SPECIAL COLLECTIONS IN A PERIOD OF REDUCED OF FUNDING: A CASE STUDY OF NNAMDI AZIKIWE LIBRARY UNIVERSITY OF NIGERIA NSUKKA was carried out by.

OKORO IJEOMA PHILOMINA PG/MLS/99/26470

Of the Department of Library and Information Science University of Nigeria

Nsukka under my supervisor.

--------------------------------- --------------------------------------

Okoro, Ijeoma Philomina Lady Dr. O. N. Amucheazi

Date ………………………… Date………………………………

APPROVAL PAGE


FACULTY OF EDUCATION

DEPARTMENT OF LIBRARY AND INFORMATION SCIENCE

This research study has been approved for the Department of

Library and Information Science, University of Nigeria, Nsukka.

……………………………………. …………………………………………

SUPERVISOR A MEMBER OF THE COMMITTEE

……………………………………. …………………………………………

HEAD OF DEPARTMENT EXTERNAL EXAMINER

………………………………………..

DEAN OF THE FACULTY

DEDICATION

To God, the Abba Father,

His son Jesus Christ, in whose name every true prayer receives answers.

The Holy Spirit who intercedes for us with unutterable groans:

And the mother of our Lord Jesus Christ.

Mary our Blessed Mother.

ACKNOWLEDGEMENT

I give thanks to the Holy Spirit who accomplished this work at a time when I

least expected it. Glory be to him whose power working in us, can do more than

we can ever ask or even think of. To him be all the glory, adoration and honour

forever and ever, Amen.

I must sincerely acknowledge the help of my supervisor, Dr. O. N.

Amucheazi for her wealth of knowledge and experience which she generously

allowed me to tap and the thoroughness with which she corrected my script

despite her crowded schedule of duty.

I must also specifically acknowledge of Dr. R. E. Ozioko for his help as well

as Mr. Okoro C. I., my husband, my son Ebubechukwu, Nneka, my Mother Mrs.

M. N. Onah, my brother Comrade Chinweuba Onah, and his wife for their moral

and financial support towards my education.

I am also grateful to my sisters Mrs. R. A. Odo and her family, Honourable

Tina, Chinonye for their understanding and encouragement throughout my

university education.

I am also indebted to my lecturers in the department of Library and

Information Science, Prof. V. W. Kike, late Prof. Edoka, Dr. V. Nwachukwu, Mr.

E. O. Omeje, Mr. Brendan Asogwa of University Library and all my friends to

numerous to mention for their help, advice and moral support during the

course of my study.

TABLE CONTENT

Title page - - - - - - - - - - -

Certification - - - - - - - - - - -

Approval page - - - - - - - - - - -

Dedication - - - - - - - - - - -

Acknowledgement - - - - - - - - - -

Table of contents- - - - - - - - - - -

List of Tables- - - - - - - - - - -

Abstract- - - - - - - - - - - -

CHAPTER ONE: INTRODUCTION - - - - - - -

Background of the Study- - - - - - - - -

Statement of the Problem- - - - - - - - -

Purpose of Study- - - - - - - - - - -

Significance of the Study- - - - - - - - -

Research Questions- - - - - - - - - -

Scope of the study- - - - - - - - - -

CHAPTER TWO: LITERATURE REVIEW- - - - - -

Definition of Concepts- - - - - - - - - -

Methods of Special Collection Acquisition in Academic Libraries- -- -

Organization of Special Collections- - - - - - - -

Users Services in Academic Libraries - - - - - - -

Problems of Special Collection Management Academic Libraries - - -

Summary of Literature Review - - - - - - - -

CHAPTER THREE: RESEARCH METHODOLOGY- - -

Research Design - - - - - - - - - - -

Area of the Study - - - - - - - - - - -

Population of the Study - - - - - - - - - -

Sample and Sampling Technique - - - - - - - -

Method of Data Collection- - - - - - - - -

Instrument for Data Collection- - - - - - - - -

Validation of the Instrument - - - - - - - - -

Method of Data Analysis - - - - - - - - -

CHAPTER FOUR: PRESENTATION AND ANALYSIS OF DATA- -

Research question one - - - - - - - - - -

Research question two - - - - - - - - - -

Research question three- - - - - - - - - -

Research question four- - - - - - - - - -

Research question five - - - - - - - - - -

Research question six - - - - - - - - - -

CHAPTER FIVE: Discussion, Conclusion, Recommendations .- - -

Conclusion -- - - - - - - - - - -

Implications of the Study- - - - - - - - -

Recommendation - - - - - - - - - - -

Limitation of the Study - - - - - - - - - -

Summary of the Study - - - - - - - - - -

Suggestions for Further Research- - - - - - - -

References - - - - - - - - - - - -

Appendix - - - - - - - - - - - -

LIST OF TABLE

Table 1: Number of staff in the Special Collections Division

Table 2: Number of users of the Special Collections Division randomly

selected.

Table 3: Types of research resources available in the Special Collections

Division.

Table 4: Methods of resources acquisition during the period of the study.

Table 5: Ways the resources are arranged or organized.

Table 6: Effect of reduced funding on the resources and services.

Table 7: Extent to users satisfaction.

Table 8: Strategies for improvement.

THESIS ABSTRACT

The objective of this research was to investigate the management

of the Special Collection Division in a period of reduced funding in Nnamdi Azikiwe

Library, University of Nigeria, Nsukka. Six research questions were framed to guide

the study. It was a case study. The population comprise of all the users of Special

Collection Division, the Library Staff working there and the University Librarian

himself. A sample population was made of 14 staff and 75 users of different

categories. Questionnaire and oral interview were the instrument use for data

collection while data collected was analyzed using frequency tables. The major

findings of the study were as follows. There is a lack of bibliographic tools for

processing of the resources, there is inadequate resources that are acquired and

stocked for users, users are frustrated as a result of lack of learning resources they

need and few learning resources are acquired for teaching and learning. A number

of recommendations were made that could help alleviate the condition such as

provision of more space for better organization of materials, taking acquisition

tour to fill gaps in government document from Nigeria and paying for United

Nations Documents, introduction of information technology in the management

of Special Collection, recruiting more hands to handle materials organization and

services in the division, prudent management of available resources as well as

customer-oriented services, among others.

CHAPTER ONE

INTRODUCTION

Background of the study

The quality of the management of any organization, whether it be a

corporation, a government agency or a museum has a great deal to do with

ultimate success of the group involved Mount (1984). This certainly holds true for

libraries including those devoted to special collections. There is un-doubtable

general agreement that the degree to which Special Collection Division achieve

high standard of performance in dealing with their users especially during

period of reduced funding depends chiefly upon the administrative ability of

the library managers.

Special Collection according to Love and Feather (1998) are collection of

materials, which are distinguished by their age, rarity, provenance, subject

matter, or some other definition characteristics. They are a traditional feature

of many academic libraries, and an important resource for primary research in

the humanities and the historical social science. According to Harrods’s

Librarian Glossary (1995) special collections are a collections of books

connected with local history, celebrities, industries etc or on a certain subject

or period or gathered for some particular reason in library which is general in

character. Beemer (1984) pointed out that special collections division were

formed for administrative convenience in libraries to take care of

miscellaneous non-conforming library such as photographic collections,

incunabula, and literary manuscripts, “archive” of the institutional variety are a

recent addition to the list.

Nearly all academic libraries including Nnamdi Azikiwe Library, University

of Nigeria, Nsukka have some part of the collection which have to be treated in

a special way: a collection of rare valuable books, important donations, or

achieves etc. In many cases these special collections are resources of national

important, the qualities unique to special collections according to Scham (1987)

set this department apart from the rest of the library and frequently from the

library administration as well. The decision according to him by libraries to

replace the term “rare books” with “special collection” has been of incalculable

significance to both libraries and their users. If “rare books” traditionally

includes mainly old, rare, unique and valuable works, the change and

expansion of such holdings offered by the term “special collection” becomes

apparent immediately.

Special Collection frequently exceed these boundaries. A distinguished

scholar may donate his or her papers, recordings, video tapes and books or a

government may establish a special collection, to include everything on the

subject of its politics, history and commerce, which would include both the

oldest and most recent publications in order to maintain and complete a library

as possible. There is nothing mysterious about the reasons for the existence of

special collection. Indeed, it would be faire to say that without them in our

libraries and institutions our society would be grievously poorer. And even

now, despite our efforts great gaps exist in our knowledge about certain

societies. We learn about human history by studying human works, neglect or

destroy those works and we will have caused those who have proceeded us to

have lived in vain by having made it impossible for them to hand down to us

the fruits of their labour and experiences.

Special Collection exist because of the research needs of students, staff

and researchers. It provides specialized information for researchers and other

categories of users. Special Collections also preserve our human heritage,

which are rare “materials” and such collections are indispensable for

scholarship. All special collections division with undoubtedly have operating

cost which, unless are remarkable we and consistently funded, will have an

effect up to the overall operation of the library. Unfortunately, the economic

problem of the country started to manifest in the late eighties and was

aggravated in the eighties to the fluctuation in grant allocation to the

universities and indeed their libraries Kolo, (1999). This situation makes it even

more imperative for proper management of existing special collection in

academic libraries.

Management according to Edoka, (2000) refer to a special group of

people whose job is to combine and utilize the organizational resources of

men, money, information items and other resources to achieve organizational

objectives. Library management according to the Harrods’s Librarians’ Glossary

(1995) entails organizing motivating staff, securing resources and evaluating

performance. According to Shafrits (1985) management can be referred to

both the people responsible for running an organization and the running

process itself, the utilization of numerous resources to accomplish an

organizational goal. On his own part Johnson (1990) refers to management as

the effective use and coordination of resources such as capital, plants,

materials and labour to achieve defined objectives with maximum efficiency.

For the purpose of this work, management means those people whose

duty it is to effectively use the resources of any organization, such as materials,

labour and capital to achieve the purpose of its establishment.

Special Collection Department carryout these tasks by determining the

direction of the Division, determining the fiscal constraints of the Division,

determining the type and size of staff and how best to motivate for effective

service/productivity and periodically examining the division performance

among other strategies Mount, (1984). The management of libraries generally

and in particular Special Collection has never been an easy task even at the

best of time. At a time of dwindling resources, the management of special

collection therefore, becomes a great challenge to the library administrations.

In the past, libraries and information centers had to manually manage their

information resources. The laboriousness of such practice, the attendant delay

in information processing and delivery services and general ineffectiveness of

information services at that time no doubt motivated serious research into the

better means of information management.

Nwalo (2000), said that the information technologies found in libraries at

present can be divided into three categories: computer storage, media and

telecommunication. These three aspects, working together have brought about

great improvement in the quantity and quality of library services to users and

an amazing reduction in the delivery time. With the emergence of the Internet,

the world has been truly reduced to a global information village. This world

wide network, though designed to serve the information needs and interests of

all facets of the society has provided a great boost to library services generally

and special collections in particular.

The availability and access of special collections in the information

technologies is a welcome development and should be integrated with other

library collections with the aim of maximizing services to users. As result of

increased pressures and demands, and in view of the reduced funding

experienced in most libraries, concerted effort will inevitably be spent on the

process of resources management in academic libraries in future. Proper

management in academic libraries collection becomes imperative if the general

objectives of any university library should be achieved. In order to achieve

optimum result, a number of strategies should be put in place to manage

special collections in the face of reduced funding.

The Nnamdi Azikiwe Library University of Nigeria Nsukka Special

Collection Division was set up to acquire, process and service and assortment

of special document of grate relevance to the research students and the

academic staff, Okorie (1998). The library was opened in October 1960

occupying temporary two tiny rooms in the faculty of education building. The

Africana collection otherwise known as Special Collections today, opened in a

room of its own with an initial collection of one thousand five hundred volumes

of books in September, 1964. Many of the books in the special collections were

donations from the late right honorable Dr.Nnamdi Azikiwe Obi, (1986).

According to Okorie, (1998) Nnamdi Azikiwe Library Special Collection habours

a number nudocuments, which include Africana, Achebeana, Biafrana,

Government documents/Achieves and United Nations Publications. This

division is part of the general administrative system of the library.

Statement of the problem.

The importance of Special Collections in the library of any university

cannot be over stressed. The university library even though with meager

resources knew that special collections are indispensable part of its collections.

This is because students of the university and beyond rely on special collections

for their programme especially at postgraduate level. Special Collections

provide specialized kind of information, which cannot be obtained from any

other section in the library. It is indeed an indispensable information centre for

researchers. At a time in history we are in a rush, the importance of

maintaining and expanding Special Collection takes on an even greater

significant, for one day the youthful generation who are running today will

have to slow down, and the protection of our written heritage will be

understood and appreciated. At the same time, it is the task of curators of

special collections to make known their holdings and to attract scholars and

students. However, it appears that reduced funding to libraries is affecting the

management of Special Collections in Nnamdi Azikiwe Library. It appears that

the situation has affected the acquisitions and organization of the Special

Collection Materials. It also appears that more relevant are needed special

collection materials are longer coming into the library to meet the information

needs of its teaming users. Equally it appears that staff is being demotivated

and this is affecting their efficiency and productivity.

If this important unit is not properly managed, serious damaging

consequences will affect resources available therein. This will bring about “half

education” and mediocre graduates who are not sound in training. The future

of learning and research will be bleak. It becomes necessary therefore, to find

out how the Special Collections are being managed especially in the face of

reduced funding.

What are the challenges of managing the Special Collections better with

a view to satisfying the user under this prevailing economic down turn?

This is indeed the problem of this study.

Purpose of the Study

The general purpose of this study is to look into the management of

Special Collections in a period of reduced funding in Nnamdi Azikiwe Library,

University of Nigeria, Nsukka.

The special objectives are as follows:

- To find out research resources that are available in the Special Collections

Division

- To find out methods of resources acquisition in the Special Collections

Division.

- To find out ways in which the Special Collection Division is rearranged

based on its constituent parts for effective use

- To find out the effects of reduced funding on the management of Special

Collections.

- To find out whether students and researchers feel satisfied with services

rendered in the Special Collection Division.

- To Suggest strategies by the users for improving the services of the

Collection.

Significance of Study

The result of this research will be of great benefit to different people in

different ways.

Noteworthy is that the result will be useful to University Library

administration in that it will help them to know problems of managing their

Special Collection and need for them to support the unit financially and

otherwise. Alto the university authorities will find the result useful as it will

provide the reason why adequate funds should be made available to

libraries for better performance.

Furthermore, the National University Commission (NUC) will find the

result relevant as it will show them the need to effectively enforce the

release of library funds by the University authorities. Staff of Special

Collection Division will benefit from the result of the study by knowing how

best to manage the available resources in times of reduced funding.

Students and other researchers will equally find the result useful as it will

provide background information for a work in hand especially, those

carrying out studies in related areas. Finally, it will show the need for the

introduction of information technologies to the operation of the division so

as to enhance on-line access and data services in the electronics

environment.

Research Questions

The following research questions have been structured to guide the

study.

- What are the research resources available in the Special Collection Division

of Nnamdi Azikiwe Library, U.N.N.

- What are the methods of acquiring these resources?

- In what ways are the resources of the special collections organized for

effective use?

- What are the effects of the reduced funding on the management of

Special Collection in terms of resource acquisition, staffing, training of

staff and services offered?

- To what extent are students and other researchers satisfied with the

services rendered in the Special Collection Division?

- What strategies are suggested by users for improving the services of the

division?

Scope of the study

The study mainly centered on the management of Special Collections a

period of reduced funding in Nnamdi Azikiwe Library, University of Nigeria,

Nsukka. This focuses on the organizations of its units, Africana, United

Nations Publications, Nigerian Government Publications and Achebeana,

Theses and Dissertations.

CHAPTER TWO

LITERATURE REVIEW

For the purpose of in depth review of relevant literatures on the topic,

the following sub-headings will be used.

- Definition of concept

- Methods of Special Collection acquisition in academic libraries

- Organization of Special Collections

- Users services in academic libraries

- Problems of Special Collections management in academic libraries

- Summary of Literature Review

Definition of Concept

The concept definition of Special Collections have been provided by a

number of scholars. Berner (1984), Love and Feather (1998), Prythereh (1995)

and Scham (1987) have given Special Collections good definitions.

According to Prythereh (1995), Special Collections are collections of books

connected with local history, celebrities, industries etc. or on a certain subjects

or period or gathered for some particular reason in a library which is general in

character. In another vain, Love and Feather (1998) see Special Collections as

collections of materials, which are distinguished by their age, rarity,

provenance, subject matter, or some other definition characteristics.

According to them, Special Collections are a traditional feature of many

academic libraries, and an important resource for primary research in the

humanities and historical social science. On his own part, Berner (1984)

pointed out that Special Collections units were formed for administrative

convenience in libraries to take care of miscellaneous, non conforming library

materials such as photographic collections, incunabula and literary

manuscripts, “archive” of the institutional variety are a recent addition to the

list. In many cases these Special Collections are resources of national

importance. The qualities unique to Special Collections resources according to

Scham (1987) set this department apart from the rest of the library and

frequently from the library administration as well. According to him the

decision by libraries to replace the term “rare books” with the “Special

Collections” have been of incalculable significance to both libraries and their

users. If “rare books” traditionally includes mainly old, rare unique and

valuable works, the change and expansion of such holdings offered by the term

“Special Collections” becomes apparent immediately.

Today, under this umbrella, not only do the traditional rare and valuable

works continue to be housed here as do older works in delicate condition

requiring special attention and protection to preserve them (these often

including what might be termed “national treasuries” being preserved for

future generations to enjoy as well) it also houses the collection of books,

printed works and manuscripts of a single authors as well as genre collections

(such as collection of Victorian Novels and collection on American and Nigerian

History, World War and Nigerian/Biafran War). In the view of Hutchins (1997),

nearly all academic libraries have some part of the collections which have to be

treated in a special way. A collection of rare or valuable books, an important

donation: an archive; a particular overall strength in some subject area. In

many cases, these special collections are resources of national importance.

Librarians are obliged to maintain and often build upon these collections.

Okorie (1998) defined Special Collections to include a number of

documents, which in the case of Nnamdi Azikiwe library include Africana,

Achebeana, Biafrana, Government Documents/Archive and United Nations

Publications. According to her, these materials are categorized into different

types. They include three categories of Nigerian Official Publications and

United Nations Publications. The Nigerian Publications are reports and

regulations of the government itself in the broad area of political science,

reports of research and data collection done by government agencies, research

bodies and experimental stations and materials that are descriptive and

instrumental in nature. Also in this category is the publication of the United

Nations specialized agencies, which are mainly of operational nature. These

publications usually fall into many categories. Official records, serials and

periodicals, public information leaflets, sales publications mimeographed or

offset print documents, reports and studies, statistical materials, indexes and

abstracts etc. it should be recalled that United Nations charter, signed in 1945

in San Francisco, established six major units. These include the General

Assembly, the Security Council, the economic and social council the trusteeship

council, Secretariat and the International Court of Justice. Each of these units,

its committees and subcommittees turn in documents and materials of interest

to libraries.

Special Collections frequently exceed these boundaries. A distinguished

scholar may donate his or her paper, recordings, video tapes, and books or a

government may established a Special Collection to include everything on the

subject of its politics, history and commerce, which would include both the

oldest and the most recent publications in order to maintain as complete a

library as possible. According to Scham (1987), it would be fair to say that

without them in our libraries and institutions our society would be grievously

poorer. And even now, despite our efforts, great gaps exist in our knowledge

about certain societies.

METHODS OF SPECIAL COLLECTIONS ACQUISITION IN ACADEMIC LIBRARIES

With the exception of the budget, no other document is so critical to the

development of a Special Collection as the acquisition policy, and yet far too

frequently it is this document, which so many libraries lack, even some

renowned collections.

According to Scham (1987) if the university library as a whole has an

acquisition policy, stating that its mission is generally to support the curricula

and research needs of the university, not so the policy for Special Collection.

Today more than ever, with budget minded library directors and university

administrators demanding an accounting of every penny spent, it soon

becomes clear that the focus or the lack of focus of an acquisition policy can

make or break a Special Collection. It is a common misconception that

excellence is achieved only by a proportionate expenditure of funds. Intelligent

planning according to him is a key to the success of a Special Collection. It

determines whether a collection is going to be significant and distinctive, or

just mediocre. That a collection is composed of one or two fields only does not

necessarily mean that the library’s holdings insignificant or of limited interest.

A well planned small collection, even in a library run on a tight budget of

$15,000 to $2o,ooo could attract wouldwide interest, if properly administered.

Although one needs a realistic basic book budget, it is not the amount but how

wisely the acquisition policy is designed and implemented which makes the

difference.

According to Okezie (2003) each library must have a written collection

development policy endorsed by the library’s governing authority, for the

acquisition of all library materials. It maintained that a collection development

policy is a statement of general collection building principles, which defines the

purpose and contex of a collection in terms understood by both staff and

users. Such policy should as a matter of necessity contain the following criteria:

budget, clientele needs, collection evaluation, cooperation relationship with

other libraries, weeding, gifts and donation, limitation to the collection etc.

Similarly Hickory (2002) outlined the necessary tools for acquisition

materials. They include: printed tools, current publications, books catalogues,

dealer catalogue, publishers catalogues etc.

Okezie (2003), Quoting Benewick outlined concise procedures for acquiring

library material: establishing and acknowledgement of books selecting policies

and practice, budgeting for the purchase of materials, budgeting for the cost of

acquiring and processing these materials.

He stated that planning for acquisitions begins with plans for the selection

of books and other library materials, which must be in line with a written plicy

statement.

Okezie stated that the ultimate responsibility for selection should res what

the head of the library under authority delegated by its governing body. She

maintained that the responsibility for selection depends on the type of library.

In small libraries, the head librarian usually is the prime selector and he is more

likely to keep his role than any other as the library grows in size and

complexity. He also stated that in academic libraries, selection usually involves

many people outside the library. He saw selection as a cooperative venture of

the library staff and the faculty. He further stated that in higher institutions,

selection requires more formal organization than in small libraries.

Donald (1988) in his own view stated that the debate on who should do

book selection for an academic library is complex and not susceptible to a

widely accepted solution. On the other hand, faculty members are the experts

in their subjects, field and can make better selections that librarians who are

generalists. On the other hand, librarians are better able to see the overall

collection needs of the library and will take the long range needs of the

institution in greater consideration than will faculty members who may be

concerned only for their narrow areas of research. He concluded that many

trends in recent years have resulted in more selection responsibility being left

in hands of librarians. Such trends include increased student enrolments,

increased scholarly publication and the creation of many institution of higher

education.

In the final analysis, acquisitions librarians are more opt to play role in

selection today than they did in the past, and it is increasingly common for

them to be bibliographies or subject specialists in librarians who are usually in

or closely allied to the acquisitions department.

At the end, Hayes (2001) recommended that following to any acquisition

librarian: collection policies need constant review, keep your collection fresh,

be prepared to be innovative in your selection, be open to change.

In any case, Ifidon (1985) stated that the commonest method of building

the collection in African University Libraries as indeed in other libraries is by

purchase. A breakdown by method of acquisition of the annual acquisition by

fifteen university libraries shows that acquisition by purchase accounted for

about 95 percent of the total annual acquisition. According to him, this method

can further be subdivided into following three categories: Titile – by title

produce, Purchase of whole collections, and on approval purchases.

Individual titles recommended by faculty members, librarians and students

are acquired by purchase. Although this is very slow process of developing the

collection, nevertheless, it cannot be completely abolished because there will

always be situation in which the traditional principles of book selection must

be followed. A more rewarding procedure is the method of acquisition by

purchase of whole collections. Ifidon (1985) reported that in 1948 for example,

the Nigerian Government bought Hery Carr’s private library of 18,000 volumes

for university of Ibadan library, the library of late Herbet Maccullay, which

included valuable manuscripts related to the history of Nigeria. These materials

are important part of Special Collection. He further reported that in February

1977, Ahmadu Bello University Library acquired the world famous Clarence

Hold collection of 8,000 volumes which were exhibited at the second World

Black and African Festival of Arts and Culture in Lagos.

The collection includes, in addition to a section of general works extensive

selections on psychology, religion, race, biography, history, anthropology,

folklore, sports, economics, labour, politics, law, education, music, fine arts,

imaginative literature, the sciences journalism, the blacks in the United States,

military among others. They all deal with the African or his descendants in the

United States and the Caribbean. This collection has not only increase the size

of the Ahmadu Bello University Library book stock but it has also positively

influenced the trend of research in the university, as it is an importing Special

Collection materials. In December 1978, the University of Maiduguri bought

700 volumes collection from professor W. P. Jones who was leaving the service

of the university. Another effective measure of developing the collection is the

approval system as practiced by Black Well Oxford. First the participating

library as to use the approval profile form to indicate the types of books it

want. Every new title that conforms to the profile is automatically sent to the

library. But if the library does not want it, it is free to return it to Blackwell

Oxford without obligation except the cost of postage.

Great Britain might be unwilling to undertake such a programme in view of

the huge return postage costs that are likely to be involved. For such libraries

the new title information service has been devised. Instead of receiving books

on approval African libraries receive multiple announcement forms. These

forms show both the subject and non-subject parameters assigned each

volume to aid the librarian further in deciding which books to order. The basic

advantages of the Blackwell Oxford approval plan are speed, savings in times

and cost and comment awareness.

Another method of collection acquisition is by gifts and bequest. True

examples of bequests according to Ifidon (1985) are rare in Africa, nevertheless

there are few illustrative cases. The late Sir Charles a former resident officer in

former Northern Nigeria bequeathed his private library, a collection works

relating to Nigeria, to the university Ibadan library. In the 1950’s a similar

bequest of several hundred volumes was made to the same library by the

acting Head of Department of History in the University of Ibadan. The

University of Nigeria library was the second oldest university library in Nigeria.

According to Osuji (2003), it was largely nurtured during its early years by

generous donations, notably from the first chancellor of the university, the

Right Honourable Dr. Nnamdi Azikiwe, whose donations totaled well over

12,000 books parts of journals and pamphlets on many subjects.

Other important donors includ the United State books exchanged, the

British Council, the Netherlands Economic Mission to Nigeria, the South/West

Legal Foundation of Dallas, Texas, the West Publishing Company Ministers, the

United State Agency for International Development, Macmillian Publishing

Company, the Theological Education of the World Council of Churches and the

bollingan Foundation. More common than direct bequests are case where new

institutions inherited the books asset of the old ones. The university of Ibadan

inherited the Yaba Higher College collection of eight thousand titles when the

later institution was in July 1947 trasnsferred to Ibadan to form the nucleus of

the university college. Packman (1967) also reported that when the Nigerian

colleges of Arts Sciences and Technology at Ibadan and Zaria metamorphosed

into the University of Ife and Ahmadu Bello University respectively the libraries

of the old institutions were part of the assets inherited by the new university.

Gifts can be either cash gifts specially meant to be spent on library books or

gifts of books. Plumbe (1985) stated that the initial book collection with which

the University of Ibadan started off compromised several donations: Fredrick

Montague Dyke’s collection of fifteen thousand volumes donated by the

owner, a miscellaneous of seven thousand volumes presented by the British

Council and a collection of 473 volumes, mainly concerned with West African

history and travel, presented by the C.M.S. Yoruba Mission. Several cash gifts

according to him are presented to Ahmadu Bello University Library. Of the

£2.1million was given to Ahmadu Bello University in form of the United

Kingdom Education Grant in 1962/63 the library spent approximately £29.000

on books and back sets of journal, the £30,000 donated by the Ford

Foundation of the United States of America was also spent on library books.

Library collection can also be built, be exchange. However, African University

Libraries have only modest exchange programmers because their parent

bodies do not have a substantial volume of publications to be offered in

exchange except such publications as University Calendars and prospectuses.

Ifidon (1985) stated that another way of developing collection is by means

of publications acquired under the Legal Deposit Law. He stated that although

this method in west Europe is probably as old as publishing, in the developing

countries full advantage has not be taking of this method of collection

development. This is probably because library administrators in African have

not fully realized the value of depository status or the responsibilities attached

to it. Within the African context, therefore, one can justifiably regard

publications ordinance as a new method of building up the collection. The first

of the Nigerian publications ordinances according to him is that promulgated in

1950, which stipulated that two copies of everything published in Nigeria

should be deposited in the University College Library, Ibadan.

The former Eastern and Western Regions also designated the University of

Ibadan Library as a depository. This helped a great deal in building up the

University of Ibadan Library collection. In (1964) repealed the Federal

Publications Ordinance of 1950 and designated Ahmadu Bello University

Library as the sole legal depository for all publications emanating from the

former Northern Region. In 1964, too by a legal notice no. 112, the federal

government altered it 1950 publications ordinance and substituted University

of Lagos Library for the University College Library, Ibadan. It was not until 1970

that the National Library of Nigeria became a legal depository. By the National

Library Decree (1970) the National Library of Nigeria was to receive from

commercial publishers three copies of everything put out by the letter, 25

copies of Federal, and 10 copies of State Government Publications and their

statutory bodies and agencies. The Decree further enjoined that one copy of

every published material should be forwarded to the University of Ibadan

Library in continuation of the privilege it had enjoyed since 1950.

A side from all the possible source of acquisition that have been mentioned

above, publications can also be obtained through membership of association

such as African Studies Association, American Library Association (ALA),

American Management Association of Special Library (ASLIB), International

Association of law Libraries: International African Institute, London;

International Federation of Library Association (IFLA), London Institution of

World Affairs, and Nigerian Library Association etc.

ORGANIZATION OF SPECIAL COLLECTIONS

A considerable variety of system is used in classifying and cataloguing books

and manuscripts. Scham (1980) reported that different libraries adopt different

systems. For instance, Yale fellows the Library of Congress classification

system, the vertical follows the Dewey Decimal System, and the Bibliotheque

National and Archives National adheres to various acquisition series,

subdivided by subjects. The classification of manuscripts fall into a separate

and unique category offering numerous different approaches.

But despite acknowledged differences, the American Library Association’s

Anglo-American Cataloguing Rules 2 (AACR2) publishes are agreed of congress

and MARC (Machine-Readable Cataloguing System). This has in turn resulted in

the publication of the bibliographic description of rare books by the library of

congress, adhering to the rules of (AACR2) and the International Standard

Bibliographical description antiquarian or ISBN (A).

According to Scham the following are two examples of cataloguing as

“suggested” by the “Bibliographic Description of Rare Books”.

Roderick (1982) reported that the library of congress has published a

separate volume of the cataloguing of rare books, entitled Bibliographic

Description of rare books. Rule formulated under the AACR2 and ISBN (A) for

the description cataloguing of Rare Books and other special printed materials.

This work keeps rigidly to specific rule to the MARC format, which some rare

book curators feel very uneasy with, as Roderick cave attest in his excellent

work, Rare Books Librarianship”. The relative in hospitality of cataloguing

codes like AACR2 and MARC format for the special needs of rare book

cataloguing have been a cause of concern to the independent Research

Libraries Association and other who fear that modern methods of storing and

disseminating catalogue information will not unless modified be in the interest

of users of custodies of rare book collection “Cave finds particular fault with

the usual library techniques used for cataloguing letters and other manuscripts

materials, which instead requires special considerations”.

Underlying the unique qualities of each Special Collection, cave emphasize

the importance of the techniques employed to catalogue and describe them

and that they be capable of being moulded to fit the collection, hence the

inadequacy of blindly applying on rigid code. He provides an excellent example

when reforming to the Hurnt Institute’s singular collection of rare works on

botany, the catalogue of which was so carefully treated by Allan Stevenson in

his “bibliographical method for the description of botanical books”

“Undeservedly neglected, his writes, “this section explains the function and

importance of the various elements in a way which can be appreciated by the

botanical reader as well as by the bibliographer. A catalogue description is

written for at least two different kinds of readers: for the librarian, but also for

the scholar,, the Stevenson catalogue is both formal and complete for both the

librarian and the scholar. It illustrates how important it is for the catalogue

description to include ample notes on the significance of both the edition and

subject work at hand.

In many Special Collection department today, one frequently comes across

younger librarians who are not always familiar with the major works in the

collection, lacking linguistic, historical and literary background, and in

consequence have no idea what they are cataloguing. Coupled to this problem

is the fact that lack of time, fewer trained bibliographical personnel, and lack of

money have hurt rare book cataloguing and Special Collection today. This is

reflected in brief of catalogue card descriptions, a problem, which it appears

each library, must face individually.

USERS SERVICES IN ACADEMIC LIBRARIES

Several authorities such as Rothstein (1986), Lynch (19894f) Ranganathan

(1970), Vevrek (1980) have provided definitions of users/reader services as

follows: The personal assistance given by the librarian to individual readers in

pursuit of information. The personal assistance and other library services given

by a librarian either in form of referral to likely sources of information itself.

It is a kind of dialogue among users Librarian, the library catalogue and

other materials, which he called “long range reference services” involving

searching for the answers to the query of a reader through subject documents

and sometimes even through subject specialists.

The services rendered by a librarian in aid of some sort of study.

It is one thing to get the library stocked especially with Special Collections

materials and another thing to ensure functional utilization of materials. Onaga

(1999) made this situation more picturesque when she likened a library, which

is not used to the fullest to a drum of dirty water in the presence of thirsty

prisoner. She tags it a waste of resources – man, money and time. Escalating

the place the user occupies in the library, Cobett (1990) noted, examination is

the motivating factor in the choice of subject and reading materials and this he

suggested have invariable affected our reading habits and attitudes to the

library, Cobett (1990) noted, examination is the motivating factor in the choice

of subject and reading materials and this he suggested have invariable affected

our reading habits and attitudes to the library. Omelewa (1974) portrays this

when he opined “textbook reading dominated in West African Schools”. He

further alluded this to the formal educational system, which has been unable

to inculcate good reading habits in the Nigerian child brought up in a non-print

and admittedly oral tradition society. This situation he contends, is made even

worse by our capitalistic society which is bedeviled by inequality in distribution

of social amenities such as library services. The resultant effects of this is a

society which he feels, is made up of community members who care for the

visible material wealth and relegates academics to the background making

library services unprofitable ventures. Though, the libraries have been assigned

to identify, procure, organize, store, use and disseminate information, they

have to ensure adequate utilization of materials by the seekers of information

for it is only when that their jobs as vendors of information will be complete.

On the same issue Mogilim (1986) remarked that the provision is at great

opportunity cost of reading and teaching materials will itself not be enough if

there are no well articulated facilities for their interpretation and maximum

exploitation. He believes that it is in pursuance of these objectives that the

library provides supportive service usually referred to as public or readers’

services.

PROBLEMS OF SPECIAL COLLECTIONS MANAGEMENT IN ACADEMIC

LIBRARIES

It has been observed that most libraries find it very difficult to attain their

set goal mostly due to book scarcity brought by inadequate financial allocation

and other factors. In an article “Book Scarcity in Nigeria”, Ifidon (1990) studied

the problem of book scarcity in Nigeria, its causes and possible solutions. In the

article, he provided a table showing the actual expenditure on Education and

books at all levels during 1981-1990, in which the total recurrent expenditure

during this period was N1193.8,000000000 of this amount, N14.33,000000 was

allocated to education an average of 7.37% of the total recurrent budget. Out

of the education recurrent budget for the same period, N51.25000000 or an

average of 0.36% was spent on books. While the total recurrent budget

allocation to education was adequate, the expenditure on books was rather

poor. It fluctuated ranging between 0.03% and 0.4% per annum.

One can rightly infer then, that although the government made massive

financial investment in education, books were not adequately considered. In a

situation report on libraries in Nigeria federal universities, commissioned by

the National Universities Commission, there is a view that:

“The book stock of Nigerian universities’ libraries is in a

deplorable state, the university libraries can no longer support the academic programmes of their institutions… about 90% of the books collections of universities studied are foreign materials. (National University Commission, 1990) p. 15.”

According to Okwuike (1998), another problem is high cost of books, which

has gone up beyond the reach of common man. Most authors lack investment

financial houses, the interest is usually prohibitive. For books published

overseas, the selling prices will certainly be higher. There is also the issue of

harsh economic policies. The high rate of foreign exchange complicates import

transactions by making it necessary to acquire foreign exchange at Bureau de

Change. These and other factors such as lack of cooperation among the

professional bodies etc. have had biting effects on Special Collection

management as well as library users who not resort to illicit photocopying-

even to the extent of copying whole books and defying completely copyright

law. On book scarcity also, Kemp (1989) commented that:

In the industrialized countries many librarians are concerned about the limited resources that are available to maintain services and at the decline in book and journal allocations but in much of the developing world the situation is a great deal worse, often producing what amount to a book and information famine p.9.

The supply of books organizational tools such as Library of Congress

Classification Schemes, Subject Heading list etc. and other information

materials from the industrialized countries is inadequate, the capability to

produce materials locally is limited and there are shortages of trained staff of

trained staff, of accommodation and of equipment.

On fund allocation, Okwuike (1996) quoted Anafulu to have opined that

during the period between 1981-1990 soon after the establishment of the

second generation universities, the committee of Universities Librarians of

Nigerian University (CULNU), proposed to the National Universities

Commission (NUC) that “a sum of forty thousand naira of 5% of the university

current budget should be allocated for the development of library collections

in the new universities”. This standard which was increased to 10% in 1992

following the demands of Academic Staff Union of Universities was accepted

by the NUC, but it was neither monitored no enforced.

The cumulative effect on the university was devastating. In the case of the

university libraries, many had virtually no money left for the procurement of

any goods and services after salary bills have been paid. Budgeting became a

futile and funds were often not released at appropriate time.

Library expenditure as a percentage of university recurrent expenditure hit

very low, falling as little as one percent in some universities. Libraries were not

collecting new books on a regular basis and many could not renew

subscriptions to current journals after 1983 or 1984. The problems

encountered by librarians during the years 1983-1992 was devastating. The

effects of the scarcity and inadequacy of resources on information provision

almost spawned a whole genre in our library literature in the numerous studies

especially Special Collections materials. The poor budgetary allocation which

according to Balarabe (1995) has brought about economic crisis on libraries

and seemingly low priority accorded libraries in the academic programmes has

compounded the problems of management of libraries generally and Special

Collection in particular.

Some effects have occurred as a result of reduced funding of libraries

generally and Special Collection division in particular. One of them according to

Iyimbor (2003) is vendours priorities cost. Various problems are faced by

librarians in the selection of materials are on the book market, their prices and

conditions of use, new technology and building library collections of traditional

materials. Iyimbor (2003) quoting Olorunsola stated that inflation adds to the

problem of collection development in Nigeria libraries. Inflation and general

poor state of the economy in the 1980s in Nigeria when many libraries had to

suspend periodical subscriptions. With world band loan of 1990-1993 funds

become available for renewing subscriptions, but technicalities and

bureaucracy had to be overcome. Despite the systematic efforts made by some

libraries to reinstate subscriptions that had been cancelled, 1987, 370 titles

were cancelled. As at 1995, there have been 35 reinstatement (plus several

new titles) so that there were more subscription than there had been before

the lone. However, with the expiration of the World Bank project, libraries find

themselves in the same situation as they were in the mid 1980s unless the

federal government is able to produce equivalent funding needed by the

libraries. Sharing similar view Alex (2002) pointed out that general lack of funds

and consequently an inadequate and poorly managed collection is a problem

shared in Nigerian libraries. According to him, budget cuts effect space and

capital equipment in term of collection management in libraries. All academic

libraries have experienced the effect of reduced budgets; books and journal

price inflation soaring above the retail price index (RPI) are reduced purchasing

power, coupled with rising user expectations. The library and the information

statistics unit at Loughborough University reported that the average price of

British academic books has increased by nearly 70% during the past ten years

and that of USA academic books by over 45% Webster (1997). The average

periodical price has soared from an average of one £130 in 1990 to just under

£240 in 1995.

The inevitable impact of this trend has been the widespread cancellation of

serial subscriptions and reduced book purchasing. The Association of Research

Libraries conducts and annual survey of serial cancellation rates, figures for

1996, in line with those for preceding year’s show that 57% of participating

libraries planned to cancel serials.

Coupled with these price rises has been a growing trend for more materials

to be published the number of books published in the United Kingdom

increased from N65,000 in 1990 to N97,000 in 1995. The impact of these

trends according to Packlington (1997) is beginning to emerge. As early as

1987, a British library funded study found that “there is evidence to suggest

that damage is being inflicted upon academic research as a consequence of

reduced library finances. More far reaching consequences of the reducing

library budget will only become apparent over the longer term.

Financial constrains inevitable results in a narrowing of library holding

cancellations to existing titles coupled with an increase in published materials

mean that a smaller portion of new literature is being acquired by libraries.

Fragmented library holding lead to some researchers buying literature directly

by passing the library, and the use of inter library loan, and document delivery

services has enabled academics, with some efforts to obtain much of the

literature required for their research. In updating work, Erents (1996) found

that by 1995, 37% of academics, reported that they were purchasing more

books and journals from their own funds than they had done in 1989.

However, purchase by individuals to overcome library cancellations means that

the wider scholarly community’s ability to keep abreast of development

through browsing literature on library shelves, has been hampered

substantially.

In recognition of these and other constraints, the four higher education

funding bodies in the United Kingdom Commissioned a review of library

provision under the chairmanship of Prof. Sir. Brain Follet, the report of which

as published in 1993 (The Follet Report, 1993) specific mention was made in

the Follet report of the pressures facing libraries in supporting research, and

further group under the direction of Prof. Micheal Anderson, was founded to

examine library provision for research (The Anderson reports 1995).

All university libraries must attempt to meet the needs of their clientele,

although as budgets face continued cut backs it is increasingly difficult to cater

on the library’s own shelves for all these needs. The pressures and

opportunities facing today’s research library (Special Collection) have fuelled a

tremendous debate on holdings and access. The day when large libraries could

hope to hold every volume by their readers have long disappeared. According

to Anderson (1995), it is neither feasible nor even desirable to expect each

institution itself to provide itself for all the research needs of its staff and users.

Libraries must attempt to serve both as owners of information in traditional

formats and as gate keeper to the huge volume of information available in

print and electronic forms.

SUMMARY OF LITERATURE REVIEW

In an attempt to review materials adequately for this study, the following

were reviewed: books, monographs, journals, newspapers, thesis, projects,

and magazines. These materials were located form different part of the globe

viz. Europe, American, Asia, Britain, African and Nigeria. Most importantly,

some materials were located from the internet.

In all, it was discovered that some works have been done in the area of

Special Collections management indifferent libraries. The view of some

authorities is that Special Collection is an integrated out that Special Collection

unit was created for administrative convenience to take care of specialized

publications as well as other miscellaneous, non-conforming materials.

Different methods of Special Collections acquisitions in academic libraries

were also mentioned from a number of material reviewed. The method,

however, depends on the collection development policy of such libraries. Some

of the method of acquisition mentioned include purchase, gifts and bequest,

legal deposit, and through membership of professional associations.

From the revelations made in this area through the review of materials, it is

evident that research efforts have been made in this area and related fields.

However, it is more evident and indeed clear that little or nothing has been

done in the area of management of Special Collections in the period of reduced

funding in Nigeria and Nnamdi Azikiwe Library in particular. This is a big

information gap which this study is set to fill.

CHAPTER THREE

RESEARCH METHODOLOGY

RESEARCH DESIGN

The design of this study is a case study aimed at examining the

management of Special Collections in period of reduced funding in Nnamdi

Azikiwe Library, University of Nigeria, Nsukka.

AREA OF STUDY

The population of this study was 89. This comprises of seventy-five readers

who came to the library to use the Special Collections Division materials, the

13 staff who are presently working in the Special Collections Division of the

library and the university librarian himself.

SAMPLE AND SAMPLING TECHNIQUE

All the thirteen staff of the Special Collections Division and the university

librarian were purposely selected. Stratified random sampling method were

used to sample the users (see 1 and 2).

Table 1: Number of staffs in the Special Collections Division

CATEGORY NUMBER

Professional

3

Non-professional

9

Deputy university librarian i/c

1

University librarian

1

Total 14

Table 2: Number of users of Special Collections randomly selected

CATEGORY

NUMBER

Post-graduate students

30

Final year students

20

Lecturers/other researchers

25

Total 75

METHOD OF DATA COLLECTION

The major instruments used for data collection were oral interview and

questionnaire. Questionnaire was administered on the users while oral

interview was used for the university librarian.

INSTRUMENT FOR DATA COLLECTION

Questionnaire: A twelve-item management of Special Collections.

Questionnaire (MSCQ) was designed by the researcher to generate data for

this study.

The questionnaire was prepared in such a way as could enable respondents

to respond easily to questions and options provided to enable respondents to

choose from them. (see Appendix II).

ORAL INTERVIEW

A fourteen-item structured oral interview schedule was prepared and

administered to sectional heads in the Special Collections Division and

university librarian. It is in two part, part A dealt with certain aspect of Bio-data

while part B dealt with the subject matter of the study, (see Appendix III).

VALIDATION OF THE INSTRUMENT

Validation according to Bell (1992) describes whether an item measures or

describes what is supposed to measure or describe. The instrument for data

collection for study was subjected to scrutiny b the supervisor of this work.

Corrections, which led to exclusion and inclusion of some item, were made

both by the supervisor and other experts. The result of the correction was

finnaly effected and the final acceptable instrument was produced.

METHOD OF DATA ANALYSIS

The data generated was analyzed using frequencies and table for easy

presentation.

CHAPTER FOUR

PRESENTATION OF ANALYSIS OF DATA

The data deals with the presentation and analysis of data from the

questionnaire and interview obtained from the field.

Responses were presented using tables, frequencies. The data presentation

took into cognizance the six research question.

RESEARCH QUESTION ONE:

What are the research resources available in the Special Collections Division?

Table 3: Types of research resources available in the Special Collections

Division

S/No. RESOURCES AVAILABLE QUANTITY

1 Books in different subject on African 810

2 United Nations Publications 28,486

3 Government Documents (Nigeria, Africa, World Bank)

21,054

4 Research project reports (thesis and dissertation)

28,678

5 Special materials (Archebeana, Biafra and 286

CD ROMS)

6 Picture and maps 2,183

7 Magazines and pamphlets 6,986

Source: Annual report of the Special Collections Division Nnamdi Azikiwe

Library for the year 2005/2006.

Table 3 shows different resources and the quantity available in the Special

Collections Division of the Nnamdi Azikiwe Library, University of Nigeria,

Nsukka. All the respondents agree that these materials are available for use in

the division. However, the research resources are available in varying

quantities as could be seen from the table. Research project reports from the

bulk of the materials, closely followed by United Nations Publications.

Government documents including World Bank Publication are the third largest

collection in the division while books in different subjects and special materials

are the least in quantity.

RESEARCH QUESTION TWO:

What are the methods of acquiring these resources in the Special

Collections Division?

Table 4: Methods of resource acquisition during the period of the study.

ACQUISTION METHODS No. OF MATERIALS

% OF MATERIALS

Donations 14 37

Gifts from UNO, Government, Parent Institution

10 26.3

Purchase 4 21

Legal Deposit 6 15.8

It is evident from table 4 that donations and gifts from United Nations

Organization, Government and parent institution are the major methods of

resources acquisition in the Special Collections Division. This was indicated 14

or 37% of the respondents each. 10 or 26.3% of the respondents stated that

gifts is one of methods and 8 or 21% of the respondents mentioned purchase

while 6 or 15.8 indicate that legal deposit as one of the methods.

On the sources of funding, the Deputy University Librarian, United Nations

Document Librarian and Africana librarian respectively mentioned that they

funding through the following sources:

- From Nigerian/African Government Department and Agencies

- Through legal deposit arrangements with United Nations Agencies (WHO,

UNESCO, FAO and UNICEF)

- Through donations from individual/corporate philanthropic organizations.

RESEARCH QUESTION THREE:

In what ways are the resources of the Special Collections organized for

effective use?

Table 5: Ways the resources are organized

ARRANGEMENT F %

Based on issuing organization, UNO, Africana, Biafrana/Achebeana

8 27.6

Government documents 5 17.2

Theses/Dissertation 4 13.8

Use of Anglo-American code Rule 2 (AACR) and Library of Congress Classification Scheme.

12 41.4

From table 5, it is clear that 8 or 27.8 percent of the respondent indicated

that resources are arranged based on issuing agencies, 5 or 17.2% of the

respondent state that government document and 4 or 13.8% indicated

theses/dissertation. On the other hand, 12 or 41.4% of the respondents

indicated that it is by the use AACR2 and LC classification scheme.

On how the collection could be better organized, three of the respondents

representing 15% of the entire respondents said that it could be done by

decentralizing the various collections for better access, each with its own staff.

Also organization of the material is based on the major bodies that issue the

materials such as the United Nations, Government and the parent institution

should be maintained. Equally, the divisiton could be better organized by

automation. They said that with automation, it will make for efficient service

and quicker accessibility of the available supervision of the division lies with

the deputy university librarian.

RESEARCH QUESTION FOUR:

What are the effect of reduced funding on the resources and service of the

Special Collections Division?

Table 6: Effects of the reduced funding on the resources and services

ARRANGEMENT F %

Inadequate materials 13 27.1

Inability to subscribe useful journals 10 20

Inadequate bibliographic tools 14 29.2

Users’ frustration 11 22.9

It is clear from this table that 13 or 27.1% of the respondents indicated that

the effects of reduced funding on the resources and services is inadequate

materials, 10 or 20.8% of the respondents said that the effect is inability of the

division to subscribe to useful journals, 14 or 29.2% of the respondents

indicated that the situation has led to inadequate bibliographic tools while 11

or 22.9% of them said that it has led to users’ frustration.

During interviews with the staff of the division and those staff who have

worked in the division for a long time but who are transferred to other sections

such as Okorie, they maintained that reduced funding has brought about

inadequate materials stocked for users needs. The Deputy University Librarian

in charge of Special Collections Division lamented that the problem has made it

difficult for the division to subscribe to useful journals. On the other hand, the

United Nations Documents Librarian and Library Officer respectively stated in

an interview that there are inadequate bibliographical tools for processing the

resources for quicker accessibility. They agreed that users are frustrated as a

result of lack of learning resources they need such as books, United Nations

Publications etc.

RESEARCH QUESTION FIVE:

To what extent are students and other researchers satisfied with the

services rendered in the Special Collections Division?

Table 7: Extent to user’s satisfaction

USER’S SATISFACTION RESPONSES % OF RESPONSES

Yes (satisfied) 39 43.8%

No (not satisfied) 50 56.2%

Total 89 100%

From table 7 above, 39 (43.8%) of the respondents indicated that users

satisfied with the services provided in the division. On the other hand, 50

(56.2%) of the respondents indicated that users are not satisfied with services

provided in the unit.

RESEARCH QUESTION SIX:

What strategies are suggested for better management of the division in a

period of reduced funding?

Table 8: Strategies for improvement

STRATEGIES SUGGESTED FREQUENCY % OF RESPONSES

Creation of more space 41 19.9

Better trained staff 36 17.5

Networking with other libraries 44 21.4

Creation of database of all resources based on issuing agencies

15 7.3

Training of staff on computer application

32 15.5

Provision of adequate organizational bibliographical tools

38 18.4

Table 8 shows that 41 or 19.9% respondents suggested that more space

should be created for better service of the users. Another strategy according to

their suggestion is that better staffing should be done. They suggested that

more professional librarian and library assistants should be recruited to beef

up the staff strength and enhance services to users. 36 or 17.5% of the

respondents made this suggestion. Also 44 or 21.4% respondents suggested

that the Division should network with other libraries to source information

from each other. Furthermore, 15 or 7.3% of the respondents are of view that

there should be a database of all resources based on the issuing viz: United

Nations, Government, and the parent institutions. It is equally those 32 or

15.5% of the respondents said that staff should be trained on computer

application via the computers.

38 or 18.4% of the respondents suggested that there should be provision of

adequate bibliographic tools which will facilitate the processing of materials for

quicker access by users. From this table, it is clear that creation of more space,

provision of adequate organizational tools and better staffing are the most

important suggestion made by the respondents. Creation of database of

resources was the least suggestion made. This could be attributed to the level

of knowledge and understanding of some of the respondents who may not be

versatile on the advantages of information technologies.

CHAPTER FIVE

DISCUSSION, CONCLUSION, RECOMMENDATION

In this chapter, the data collected from the respondents through

questionnaires and interviews are discussed. The discussion follows the order

of the research questions for easier understanding.

RESEARCH RESOURCES AVAILABLE

This study has found that numerous types of research resources are

available in the Special Collections Division. These resources were kept in

different departments namely Africana, Archives Government Documents,

UNO, Biafrana and Achebeana. The reason may be to ensure better

organization and to enhance easy accessibility.

This study also found that there are different methods of acquiring

materials in the Special Collections Division. These include by donation, gifts,

purchase and legal deposit.

METHODS OF ACQUISITION OF SPECIAL COLLECTION MATERIALS

It was revealed from the study that materials are acquired through

purchases, donations, and gifts. Those gifts materials mostly come from the

issuing agencies like the United Nations, Government, and parent institutions.

Some materials are equally acquired through legal deposit, request to

international and local agencies and from individual donors. Corroborating

these responses, the Deputy University Librarian, the Africana Librarian and

the United Nations Librarian.

In an interview with university librarian, he equally mentioned that they

procure Special Collections materials through purchases, donation, gifts, legal

deposits and subscriptions.

They equally mentioned that they get their funding through the library

annual budget allocation or special fund allocation by the university. Also it

could come through Nigeria/African government departments and agencies as

well as through donation from individuals/corporate philanthropic

organization.

WAYS OF ORGANIZING SPECIAL COLLECTIONS RESOURCES

The respondents indicated that the collections are organized based on their

issuing agencies viz: United Nations, and its agencies Africana and

Biafrana/Achebeana, Document from Nigerian Government,

theses/dissertations from the University of Nigeria, and other universities. The

respondents, however, added that some subunits in the division are headed by

a librarian while other are headed by library officers. In an interview with the

Africana librarian, he pointed out that the general and overall supervision of

those units in under the Deputy University Librarian. Some of the respondents

mentioned that materials are organized using Anglo-American Catalogue Rule

two (AACR2) and Library of Congress classification scheme especially for books

while local or internal devised scheme was employed to handle the theses and

dissertations.

For better organization of the division and materials, the respondents said

that it could be done by decentralizing the various collections for better access,

each with its own staff. The researcher agrees with this idea of decentralization

and separate staff for each unit. This will improve service to users

tremendously. The respondents also said that it could be better organized by

automation. They said that with automation, it will make for efficient and

effective service and quicker accessibility of available resources. It is equally

the view of the researcher that not only will automation improve services, it

will enable the unit to expand its coast of information horizon by lining up with

other database existing in other libraries around the world.

On the security measures put in place to avoid loss/theft of Special

Collection materials, the Deputy University Librarian in charge of Special

Collections Division stated that books, theses and government documents are

not loaned out for long periods. Also the materials are only used within the

division so that adequate check could be kept to avoid loss. The Africana

Librarian, further noted that security guards or porters are posted at strategic

points in addition to those stationed at the entrance to check theft of

materials. These measures are indeed necessary to check the excesses of users

and avoid any loss of these valuable rare materials.

EFFECTS OF REDUCED FUNDING

On the effects of reduced funding on the management of Special

Collections thirteen respondents pointed out that one of the effects of reduced

funding is that inadequate materials are acquired and stocked for users needs.

Collaborating with the responses, the Deputy University Librarian (Special

Collections Division) in an interview with the researcher reiterated that

reduced funding has reduced the number of purchased materials and those on

subscription. However, the Africana librarian noted that for United Nations

materials, there is no much effect since those materials are sent free to the

library.

On the other hand, 14 respondents show that lack of bibliographic tools for

processing the resources for quicker accessibility is one of the problems of

reduced funding. Also 11 or 22.9% of the respondents indicated that one of the

effects is that users are frustrated as a result of lack of learning resources they

need for their research. The researcher agrees that when users fail to find

materials need, not only will they be frustrated but will be disenchanted with

the use of library generally. From the table, it was pointed out that lack of

bibliographic tools for processing materials has serious effects on the

management of special collection. This could be seen by the number of

response on the item. Equally the least the effects is that inability to subscribe

to useful journals.

On how Special Collections are managed in this time of reduced funding,

the respondents mentioned that they try to maximize the use of available

resources. According to the Deputy University Librarian, who is in charge of

Special Collections Division, efforts are made to maximizing the use of the

available materials through customer center services while making all effort to

procure the needed material through donations, etc, maximizing the use of the

available resources could be the better way of servicing the users with few

materials.

EXTENT OF USERS SATISFACTION

On the extent of satisfaction the students and researcher get from the

services rendered in the division, the respondents agreed that students and

other researchers are far from being satisfied. This is because according to

some of the respondents, there is no up-to-date catalogue of its holding and

this will bring about concealing a lot of materials which the users may need.

Also useful material cannot be organized due to lack of space problem; this has

led to a situation where a lot of materials are packed in cartons and steel

cabinets. This is especially true for Biafrana and Achebeana collections.

However, it was noted by United Nations Librarian that the reason some of

these rare materials are packed away from the reach of users is for the security

of these materials. Another reason according to the respondent is that there is

no data-base of its holdings and as such, no on-line access to information

needed. They also attributed the unsatisfactory service to the fact that staffs

are de-motivated and they lack required skills needed for better services to

users. Moreover there is little available manpower in the division who cannot

cope with the demands of teeming users. Worse still, there is lack of reading

facilities like tables, carrels, chairs etc some of the respondents further

attributed the situation to staff indifference to users’ needs and a lot of

bureaucratic bottlenecks. Lack of satisfactory services could also be as a result

of much of the time of the students and researchers being wasted before being

served. It is evident that in the presence of the aforementioned reasons, it will

be almost impossible for satisfactory services to be rendered. The researcher

shares the views of the respondents because conditions cannot bring about

services that are satisfactory.

STRATEGIES FOR IMPROVEMENT

The respondents suggested a number of strategies on how services could

be improved under reduced funding condition. Forty-one respondents

suggested that more space should be created for better services. Another

strategy according to them to them is that better staff should be given urgent

attention. They suggested that more profession librarians and other library

assistant should be recruited to beef up the staff strength and to enhance

services to users. Also forty-four respondents suggested that division should be

net worked with other libraries to source information from each other.

Furthermore, 15 respondents are of the view that there should be a database

of all resources based on the issuing agencies viz: United Nations, Government,

and the parent institutions. It is the opinion of thirty two respondents that staff

should be trained on computer application so that they can help access

information via the computer.

Thirty-eight respondents suggested that there should be provision of

adequate organizational tools, which will facilitate the processing of materials

for quicker access to users. From this table, it is clear that networking with

other libraries, creation of more space, provision of adequate bibliographical

tools and better staffing are indispensable for effective services. The

researcher agrees entirely with these suggestions since they will bring about

the desired satisfactory services needed by users. Also creation of database of

resources should be given due attention in the light of the introduction

information technologies in library services as this will bring about easy access

of information. The low respondents to this item could be attributed to

ignorance to some of the respondents on the role of database information

delivery. The researcher strongly agrees that these facilities should be put in

place to enhance services.

On the continued existence of Special Collections as a separate division, the

respondents stated that:

- The division is a very used arm of the library which students of this

university and beyond rely on for their programme especially at

postgraduate level. It should therefore, at postgraduate level. It should

therefore, be modernized by being better equipped with necessary working

tools and more materials (print and digital) to continue its services to its

teeming users

- It is also an indispensable information centers for researchers and should

not only continue to exist but also jealously guided.

- It should continue to exist to meet the specialized information needs of

library users.

- In order to continue to preserve our human heritage which are rare

materials, kept in Special Collections Division, the Division should continue

to exist.

It is the opinion of the Researcher that Special Collections Division should

Separately exists as an important arm of the library because of the nature of

materials that are available there. The division should also be put under strict

surveillance to curtail to the barest minimum, the loss of these vital human

heritage stocked there.

CONCLSION

According to Maxim (1988) information is power, the fact strikingly remains

that library is the custodian of information, a store house of knowledge, a joy of

living idea, which enables ideas, knowledge and experience to crystallize and

generate from generation to generation.

In all information dependent societies, availability of information and the

speed of access to information are of great essence. Where they are lacking,

library users will be dissatisfied with the service they get. In concluding this study,

the major findings are summarized as follows:

The study has been to identify the types of resources available in the

Special Collection Division as follows: theses/dissertation, Biafrana,

undergraduate projects, government documents, United Nations

documents, etc.

The method of acquisition of the materials include donations, gifts

purchase and legal deposits

The materials available are arranged mainly based on the issuing agencies

and by the use of Anglo-American Catalogue Rule 2 (AACR2) and Library of

Congress classification Scheme

The effect of reduced funding include inadequate materials, inability to

subscribe to useful journals, inadequate bibliographic tools and users’

frustration. As a result users are not generally satisfied.

Strategies such as creation of more space, better trained staff, recruitment

of staff, training of staff on ICT, provision of adequate bibliographic tools, and use

of information technology in the management of Special Collections could

improve the service tremendously.

IMPLICATION OF THE STUDY

In a global information environment the library is seen as a source or centre

for retrieving information for different purposes and users. The Special Collection

resources are valuable, rare and specialized information sources, which are

integral part of the overall library collections. The academic library being what it

is, as the back-bone of any university it serves. The purpose of the library can be

achieve through prudent management of its Special Collections more so in a

period of reduced funding.

Since most of the materials available in the division are acquired through

gifts and donations, it becomes necessary that a good rapport exist between the

library and these donor agencies if there should be regular receipt of the these

needed materials by the library.

The management of the Special Collection Division should endeavour to

educate the users on the arrangement of the materials so that users can have

quicker access to the materials. Equally there should be a specialized index to the

materials to enable users access the collection without problems.

Funding which is a very art of any business enterprises, has been found to

be dwindling and a such library administrators should seek for alternative sources

of funding it will be able to provide the needed materials to users provided

satisfactory services as well.

The strategies provided by this study could improve the services of the

Division tremendously only and if they are religiously adhered to. The

administration should follow the recommendation strictly in order to emerge from

the unsatisfactory state of operation to a vibrant and users oriented services

expected of academic libraries in this age.

RECOMMENDATIONS

Based on the findings, the researcher recommended the following:

- The university library should within the limits of financial resources

available to it, adopt the active approach to reaching out to government

departments/ministries to canvas for whatever material (old or current)

that are still being produced

- The management of the Division should endeavour to educate the users

properly on the arrangement pattern of the materials to enhance

accessibility of the collection.

- The Division and indeed the administration of the library should seek for

alternative sources of funding to augment the allocation from the

government. This will enable them purchase the needed Materials.

- Of great importance should be the undertaking of an acquisition tour for

filing gaps and updating government document from Nigeria and paying for

United Nations agency materials.

- The library should introduce information technology into the management

of Special Collections. This is necessary at this time when most university

libraries in (Nigeria including Nnamdi Azikiwe library) are now

computerizing their operations. For the same purposes, staff training for

computer skills acquisition for more efficient and effective delivery should

be encouraged.

LIMITATIONS OF THE STUDY

One of the limitations of this study is the fact that it is a case study. As such

it may not be possible to generalize the result of this study to other Division of

the library and other university libraries. In addition, the staff whose duty

schedules are tight found it difficult to respond to the questionnaire and even

give audience to the researcher for oral interview.

Due to time constraints and very limited fund. The researcher decided to

carry out a case study of Special Collections management at university of

Nigeria , Nsukka in a period of drastically reduced funding for the University

library.

SUMMARY OF THE STUDY

This research is aimed at studying the management of Special Collection in a

period of reduced funding in Nnamdi Azikiwe Library University of Nigeria,

Nsukka. Special Collection are collection of books connected with local history,

celebrities, industries etc. on a certain subject or period or gathered for some

particular reason in a library which is general character. The management of

libraries generally and in particular special collection has never been an easy

task even at the best of time. At a time of dwindling resources, the

management of Special Collections, therefore, becomes a great challenge to

the library administration.

The purpose of the study were the following:

To find out what types of resources that are available in the Special

Collection

To find out methods of resources acquisition in the Special Collection

Division

To find out ways in which the Special Collection Division is arranged

To find out the effects of reduced funding on the management of Special

Collections

To find out whether users feel satisfied with services rendered in the

Special Collection Division and

To present strategies for improving the services of the collection.

Five research questions were formulated to guide the study. It was a case

study design and the staff and users of Special Collections constituted the

population. Management of Special Collection Questionnaire (MSCQ), which was

designed by the researcher and oral interview schedule were the instrument used

to generate data for the study. Frequency tables and percentages were used to

analyze the data, findings of the study revealed that:

The type of resources available in the division include,

theses/dissertation, Biafrana, undergraduate projects, government

documents, United Nations documents, etc which are in varying

quantities

The method of acquisition of these materials include donations, gifts,

purchases and legal deposits

The materials are arranged mainly based on the issuing agencies and by

the use of AACR2

The effects of reduced funding has led to inadequate materials, inability

to subscribe to useful journal, inadequate bibliographic tools, and users’

frustration

Strategies such as creation of more space, better trained staff, on ICT,

and the use of information technology in the management of special

collections were suggested for better improvement.

The findings of the study may not be generalized because it was a case

study. As such the findings may not be applicable to other division of the library

and other university libraries.

SUGGESTIONS FOR FURTHER RESEARCH

In view of the scope of this study, the following suggestions are being made

for further studies:

- A replication of the study in other universities with similar collection could

be undertaken

- Study should be undertaken on the effect of application of information

technology in the management of Special Collections

- A study could be undertaken on the problem of developing Special

Collections in a recessed economy.

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Department of Library and

Information Sciences,

University of Nigeria,

Nsukka.

June 5, 2004.

Dear Respondent,

I am a postgraduate student of Department of Library and Information

Science, University of Nigeria, Nsukka and conducting a study on MANAGEMENT

OF SPECIAL COLLECTIONS IN A PERIOD OF REDUCED FUNDING: A CASE STUDY OF

NNAMDI AZIKIWE LIBRARY, UNIVERSITY OF NIGERIA, NSUKKA.

I therefore, request that you kindly fill this questionnaire. Your responses to

the questions are going to be used only for the purpose of this study.

Thanking you in anticipation for your co-operation.

Your sincerely,

Okoro, Ijeoma Philomina

APPENDIX II

QUESTIONNAIRE

MANAGEMENT SPECIAL COLLECTIONS QUESTIONNAIRE (MSCQ)

SECTION A: RESOURCES IN SPECIAL COLLECTIONS DIVISION

1. What are the research resources available in your Special Collection Division?

Tick (√) as applicable.

a) Books in different subjects on Africa

b) United Nations Publications

c) Government Documents (Nigeria and Africa)

d) Research projects reports (Theses and dissertations)

e) Special donations e.g. Achebeana, Biafrana and CD ROMS

f) Picture and maps

g) Magazines

h) Others (specify) …………………………………………………………………………………………..

……………………………………………………………………………………………………………………

……………………………………………………………………………………………………………………

……………………………………………………………………………………………………………………

……………………………………………………………………………………………………………………

2. In what ways do you acquire the resources in the collections?

a) Purchase

b) Donations/Gifts

c) Legal Deposit

d) Request to International Organizations and Agencies

e) Request to Nigerian Government Parastatals

f) Others (specify) …………………………………………………………………………………….

………………………………………………………………………………………………………………

………………………………………………………………………………………………………………

SECTION B: ORGANIZATION OF THE DIVISION

1. Kindly describe the organization of the division …………………………………….

2. Do you think it could be better organized?

3. If so, how? ……………………………………………………………………………………………..

4. How do you process the acquired resources?

a) By the us of AACR2

b) Use library of Congress Subject Heading

c) Use of locally devised scheme

SECTION C: SERVICES RENDERED IN THE DIVISION

5. What services are rendered to users in the division?

a) Lending services

b) References services

c) Current awareness services

d) Photocopying services

6. Are you satisfied with these services?

a) Lending services Yes No

b) References services Yes No

c) Current Awareness services Yes No

d) Photocopying services Yes No

7. If No, what are your reasons? (Write them).

a) ………………………………………………………………………………………………………

b) ………………………………………………………………………………………………………

c) ………………………………………………………………………………………………………

d) ………………………………………………………………………………………………………

SECTION D: STRATEGIES FOR IMPROVING MANAGEMENT AND SERVICES IN THE

DIVISION

10. In what ways do you think the use information technology could improve the

management of Special Collection Division?

a) It will make for quicker processing of resources on the division

b) It will facilitate accessibility of the resources of the division through On-line

Pubic Access Catalogue (OPAC)

c) It will facilitate the storage of information using CD ROM, Diskettes etc.

11. In what ways do you think the use of information technology could improve

the services of Special Collection Division?

a) Users will maximize the use of the resources available in the division

b) Services (such as On-line Public Access Catalogue (OPAC) Telephone

Reference Services, Information Search on the Internet) to users will be

faster will the use of information technology

c) Resources sharing with other libraries will be more viable

d) Time spent on data collection will be drastically reduced

12. What do you think can be done to improve the services in the division in

the following areas? ……………………………………………………………………………………………..

………………………………………………………………………………………………………………………………

13. What is your view about the continued existence of the Special Collection

Division? …………………………………………………………………………………………………………………

INTERVIEW SCHEDULE FOR LIBRARIANS

APPENDIX II

1. What is your designation? …………………………………………………………………………..

2. What is your qualification? ………………………………………………………………………….

3. How long have you worked in the unit?........................................................

SECTION B:

4. What are the methods of acquiring Special Collection resources?

5. What are the sources of your funding?

6. In what ways does the reduced funding affect the resources and the

services of the Special Collection Division?

16. What do you think about the continued existence of the Special Collection

Division?

APPENDIX III

ORAL INTERVIEW WITH THE FOLLOWING STAFF:

1. Amucheazi, O. N. Deputy University Librarian (Special Collections) three

months, June 5, 2005.

2. Echezona, R. I. United Nations Documents Librarian. 5 years, June 3, 2004.

3. Ugwuanyi, C. F. Africana Librarian, 4 years, June 2, 2004.

4. Okorie, A. M. Former Government Document Librarian for 5 years, June 8,

2004.