Preservation Policy: The variuos types of strategic and operational plans involved in library preservation policies

PRESERVATION POLICY:

THE VARIOUS TYPES OF STRATEGIC AND OPERATIONAL PLANS INVOLVED IN LIBRARY PRESERVATION POLICIES.

Preservation has become an essential part of human life that cuts across various fields and spheres of human endeavor.  Preservation is simply put as the act of maintaining the value of an object to prolong the lifespan of that object. Objects such as bags, books, electronics, and cloths and so on, whether big or small in size are meant to be handled or used when needed.  However, continuous handling and use of these objects will eventually lead to wear and tear, because each time they are used they depreciate.  A continuous depreciation of the value of an object will lead to deterioration, damage and eventual destruction of that object.

Preservation therefore is vital to every object used by humans.  Humans cannot stop the depreciation of an object but they are can reduce the rate of depreciation and prolong the lifespan of any object used.  Preservation can therefore, be seen as an effort to reduce the depreciation of an object and ultimately prolong the lifespan of that object.  To preserve therefore, certain techniques will be carried out and measures will be taken at intervals to ensure the prolonged life of an object.  Common preservation techniques can include cleaning, washing, applying gum, repairing and so on.

Objects such as textbooks, serials and other materials in the library therefore require preservation per time.  The library is expected to provide access to information materials when needed by patrons; this is the major reason for its existence.  Provision of access to information materials means the materials will be handled usually without close supervision in the library or at home when the material is borrowed.  Library materials especially in Africa are mostly in paper form.  Although an increasing quantity of information is captured at its source in electronic format, a significant percentage of Africa’s library and archival documents exists solely in paper form (Katundu 200; Ngulube 2002).  Documents in electronic formats are usually printed for easier accessibility, use and distribution.   The use of the information material by patrons will eventually lead to weakening, folding and detachment of parts of the material.  Information materials are used in the library or borrowed by different individuals who handle the material differently; some carefully and other carelessly.  Humans are not the only factors of deterioration.  Environmental factors such as sunlight, moisture, light, and dust; chemical factors such as carbon monoxide, acid, sulphur and other gases all of which the materials might come in contact with during the course of its use will cause deterioration of the material.

Acquisition of library materials without proper allocation of resources to address their future deterioration, no training of staff on preservation and conservation techniques, lack of recognition and negligence of the need for preservation of library materials are also major problems apart from the factors above responsible for deterioration of library materials and emphasizing the needs for preservation policy in the library.

Preservation and conservation of library materials have remained one of the major challenges facing African libraries today (Popoola, 2003).  It is therefore very vital that libraries devise procedures and policies that will guide the preservation of library materials used by patrons.  The policy can be known as preservation policy.  A policy can be defined as a course of action adopted by organizations, individuals or businesses for a particular situation or circumstance.  A policy therefore, is already laid down for future occurrences and will be referred to for guidance especially by individuals who weren’t there when the policy was established.  The preservation policy therefore, is a course of action laid down by a library for preservation of its information materials; the policy is expected to be followed by staff of the library.  Preservation policies vary from library to library depending on size of the library, amount of collection possessed, and frequency of use of library materials and so on. 

Policy clauses in a model for digital preservation policy given by Charles Beagrie Limited, 2008 show the following:

-Principle statement:  Addresses how digital preservation policy can serve the needs of the library and the benefits it will bring.

-Contextual Links:   Highlights how the policy integrates into the organization and how it relates to other high level policies and strategies.

-Preservation objectives:  Information about preservation objectives and how they will be supported.

-Identification of content:  Outline what the policy’s overall scope is in terms of content and its relationship to collection development aims.

-Procedural Accountability:  Identify high level responsibilities for the policy and provide recognition of the most important recognition of the most important obligations faced in preserving key institutional resources.

-Guidance and implementation:  How to implement the preservation policy and/or identification of where additional guidance and procedures are available in separate documentation or from staff

-Glossary:  List of definitions, if required.

-Version control:  History and bibliographic details of the version.  Add date of the policy, intended duration and review process.

The model was used for digital preservation policy but can also be adopted by libraries in the preservation of print materials.

Information materials in digital is seen as the future of library materials in the library, as they revolutionized the way libraries acquire, process, organize and disseminate information materials.  Digital materials from the preservation perspective are much easier than the paper form due its virtual format.  Digital materials are usually in e-formats making just readable but not handled physically.  Technology used in the storage of digital materials become obsolete after a period of time and will have to be replaced with new technology.  An operational plan used by libraries is to copy digital materials in obsolete formats and convert them into new ones.  Technological preservation is also a strategy turn operational plan used in the library; technologies used for the storage of information materials such as computers will be updated frequently with hardware and software changes that will support the use of better digital formats.  Libraries also operationally ban the use of flash drives and outside devices on the computer system to avoid the transfer of computer virus which will destroy files on the libraries computer system.  Backup of files and e-materials is also another strategy used by libraries for the preservation of digital materials; hard drives, CD-ROM, and others are used to store the exact copy of e-materials in cases of unforeseen occurrences.  According to Lee et al (2002), the preservation of digital materials in the library involves technology preservation, preservation emulation, information migration and encapsulation.

Library materials in paper form unlike digital materials are prone to greater risks of deterioration due to continuous handling.  Preventive plans can be implemented by libraries for print materials like books to slow the rate of deterioration which will be done during processing immediately acquisition; use of book jacket covers, paperback reinforcement and pamphlet bindings.  Operational procedures for policies in preservation of paper materials may include:

-Identification of materials with minor damage such as loose parts and covers by circulation staff either weekly or monthly depending on level of use.  This makes easier to repair materials.

-In cases of damaged books, they should be sorted to categories having the same damage characteristics.  This helps to reduce the cost implication of repairs.

-Training of staff and updating knowledge on repair techniques periodically.

-Supervision of repair procedures to ensure the work is properly done.

In addition to this, some techniques used for preservation of print and non-print materials include:

-Lamination:  The use of lamination machines for vital documents will reduce the rate of deterioration through the thick plastic covering the original paper provided by the laminating machine.

-Microfilming:  Microfilms are used for compressing large files and storing them in micro form.  Microfilms can only be read with the use of special machines designed by it.  Microfilms not only conserve space as large volumes of books can be kept in a single microform, it is great tool for preserving large materials.

-Binding:  Binding is a preservation techniques usually used for books.  Binding of books involves the provision hard covers and repair of spine to damaged books.  Books can be brought back to life just through binding; loose pages and the overall strength of the book will be renewed.

-Photocopying:  Photocopying of worn out original copies of documents is another great preservation technique.  Photocopies can be made over and over again not only preservation but also distribution.

-Cleaning and dusting of library materials:  Perhaps the most popular preservation technique used in the library.  Although, it sounds sound simple, cleaning and dusting of library is a vital technique; dust is one of the environmental factors causing deterioration of materials.

-Installing of air conditioners:  Air conditioners also play a major part not only in preservation but also in conservation of library materials.  The use of air conditioners can prevent chemical deterioration factors such as oxides of carbon, rosin and cellulose and also help maintain the appropriate temperatures to avoid humidity and damp heat.

Other includes provision of adequate security to avoid theft, application of insecticides and fumigation.

The collection development cycle the library goes through regularly to keep it relevant is vital to its existence and preservation is key to collection development.  The information needs of patrons are met not only by newly printed books; books published years ago are also relevant for referential and evidential reasons.  Preservation is therefore key to accomplishment of the library’s major objective: provision of information materials to satisfy information needs.

References

Katundu, D. R. M. (2001).  Preservation challenges for Africa’s information systems: the case of electronic records.  Information Development 17(3)179-182.

Lee K., Slattery, O., Lu, R., Tang, X., & McCarry, V. (2002).   The State of the Art and Digital Preservation.  The Journal of Research of the National Institute of Standards and Technology.  107(1).  Retrieved June 25, 2007 from: http://nvl.nist.gov/pub/nistpubs/jrest/107/1/j71/lee.pdf

Ngulube, P. (2002).  Preservation reformatting strategies in Selected Sub Saharan archival institutions.  African Journal of Library, Archival and Information Science 12(2) 117-132.

Olatokun, W. M. (2008).  A survey of preservation and conservation practices and techniques in Nigerian university libraries.  Library and Information Science Research Electronic Journal. 18(2) 1-18.

Popoola, S. O. (2003).  Preservation and Conservation of Information Resources. University of Ibadan Nigeria: Distance Learning Centre.

                                                                                                                            

BRIEF REPORT ON DOCUMENT DESCRIPTION

BY: AYOTUNDE BADARU

badaru.ayotunde@gmail.com

All documents in the library and information center is acquired, organized and preserved for users; the satisfaction of user’s needs is the main aim of the library.  However, it will be possible for the library to posses a rich quality of collection and the users will still be frustrated from the futile efforts they have made to find information. 

Document description therefore can be defined as the use of description tools in the library to provide short but essential information that describes a document for the patron.  These tools include: catalogues, index, abstract, bibliographies.  As mentioned earlier in the definition, these tools provide a brief but essential description of a document.

The catalogue can be seen as the prominent of these tools; this is because it keeps records of all holdings in the library and is usually the first point of call for a potential patron.  The catalogue can be defined as a register of bibliographic items found in the library.  The catalogue is the same but can appear in varying forms such as card, book, and with the advent of the information technology, there is OPAC i.e. Online Public Access Catalogue.  The catalogue provides what is called access points to finding a document in the library.  An access point can be seen as an entry point that is peculiar to a particular document; this is why each catalogue is just made form one document.  Examples of access points to a document are: title of the document, author, ISBN number, subject the document belongs to and of course the classification mark.  A patron using the catalogue can easily find a document in mind through the access points such as title, author or ISBN number and can also find a new document through the subject access point.  This explanation of catalogue means it needs one major form of maintenance which is continuous update to correspond with the holdings in the library so users don’t go around looking for documents that aren’t present anymore in the library.

Another document description tool is an index.  An index is a list of words or phrases in a document designed to enable the user of that document find specific information without having to browse through the whole content of the book.  The process of creating an index is indexing and an indexer is an individual who creates an index.

Back-of-the book index is the most recognized index among patrons, and as the name implies, it is located at the back of the document.  Patrons can pick a document and quickly check for terms that they feel will is important.  The back-of –the-book index is so useful, patrons use them all the time they are the library.  The back-of-the-book index provides not only words and phrases but also the page number where that word or phrase is located in the whole document; this leads to the discovery of other vital information surrounding that word.

There are other types of indexes such as bibliographic indexes, cartoons indexes, citation indexes, embedded indexes, website indexing, cumulative indexes, computer databases indexes etc.

Abstract is yet another document descriptor in the library.  An abstract is a brief summary of the main points of a document.  It is usually found at the beginning of a manuscript, project paper or other documents.  Abstracts are similar to but different from an executive summary; this is because abstracts use the same level of language and expertise found in the document and always follows a set pattern, although, the executive summary provides more information than the abstract.

Abstracts can be divided into structured and unstructured abstracts.  Structured abstracts follow a set sequence for its writing, this sequence includes: introduction, purpose, methodology, results/outcomes, conclusion, and recommendation.    Unstructured abstracts are written without any sequence but must have the same level of language used in the document as mentioned earlier.

Bibliography is a document description tool that identifies books in a library but in a specific discipline such bibliography is known as enumerative bibliography.  Another form of bibliography that is a systematic description of a book is the descriptive bibliography.

Serial Publications: A brief overview

SERIAL PUBLICATIONS:

A BRIEF OVERVIEW

BY:

AYOTUNDE BADARU

(badaru.ayotunde@gmail.com)

   UNIVERSITY OF ILORIN,

LIBRARY AND INFORMATION SCIENCE DEPARTMENT

OCTOBER, 2012

Introduction

Serial publications over the years have become a significant and vital information source for people all over the world despite language and geographical differences.  Serial publications are encountered on daily basis and can be found at all most anywhere: supermarkets, educational institutions and of course libraries.  Serial publications have evolved over time with new serials coming into existence and intervals becoming shorter because of bustling information that need to be disseminated.

Serial publications have also kept up with the latest trends, especially the internet; the production of what can be considered as e-serials is evident of this fact.  Undergraduates, postgraduates, lecturers, researchers and individuals from different works of life use serial for the major reason of its ability to provide up-to-date information on subjects and issues that concern them.

To give a general description of serial publications, Nwalo (2003) cited Osborn (1980) to describe serials as publications issued in successive parts, at regular or irregular intervals and intended to be continued indefinitely. Brown and Smith (1980) stated that a serial is a publication that is numbered, and has every expectation to continuing either regularly or irregularly.  Serial publications can be categorized into periodicals and non-periodicals this and many other issues will be discussed in this blog.

Brief History

The printing of fascicles; the production of large works in installments to reduce cost, by ancient publishers was one of the earliest marks for serial production, according to Wikipedia. 

According to Osborn (1980) writings on the tombs of Egyptian kings from 2750 to 2625 B.C. may be the earliest serial publications in history.  In his account, Osborn told of a decree by Julius Caesar ordering that the proceedings of the Roman Senate be printed.  The development of inventions year by year promoted production of serial publications.

Major ones include the invention of movable tiles by Johannes Gutenberg in the 15^th century; microform technology invented by John Benjamin Dancer in 1839 was also a major development.  In recent years, other inventions especially the computer and the internet is a push to the development of serials. Veaner (1985) as cited by Akinbode (2011), machine-driven typesetting development remarkably increased the development of serial publications.

Definitions

Serial publications have varying definitions from past to present, all based on different opinions of individuals. I am sure you can give a new one!  But we will take a look at the general acceptable ones given by scholars and institutions.

*A serial, as defined by AACR2 (1978), is a publication, in printed form or not, issued in successive parts usually having numerical or chronological designations and intended to be continued indefinitely-( this definition points out the fact that serials don’t have to be in printed  form, this confirms the e-serials concept in our introduction.  In addition, the definition uses the word “successive” which can also be known as “consecutive” meaning serials come one after the other, and according to the definition in a numerical or chronological order. Also, serials give updated information; this feature forces the serial to continue indefinitely).

*Agbaje (2002) reported that anything that belongs to, forms part, or consists of a series qualifies to be called a serial-(you might not agree with this definition, it will be better to look at it form the information perspective).

* Osborn (1980) described a serial as a printed work appearing regularly, founded with the expectation of unlimited duration, which is not predominantly concerned with events of the day or else it pays attention only to the latest development in a special field-(it is important to point the fact that although serial publications may concern events of each day, this isn’t always the case, serial publications may focus on a specified field providing information on that field alone for an “unlimited duration”).

* Brown and Smith (1980) stated that a serial is a publication that is numbered, and has every expectation to continuing either regularly or irregularly-(serial publications are numbered, this is because of the successive nature of serials.  The definition also reveals that the serials can come regularly or irregularly, will be discussed later).

* Badaru (2012) states the serial publications are print or non-print information sources issued in successive parts both regularly or irregularly, numbered and intended for indefinite period of time. I just gave my definition!

Category and kinds

Serials are majorly categorized into periodicals and non periodicals and this based on frequency according to Adio (2006).  Periodical serials appear regularly, they can appear

-Daily - published everyday (or 365 issues per year)

-Semiweekly - published twice each week (or 104 issues per year)

-Weekly - published every week (or 52 issues per year)

-Biweekly - published twice a week or every two weeks (either 104 or 26 issues per year).

-Semi-monthly - published twice each month (or 24 issues per year)

-Monthly - published every month (or 12 issues per year)

-Bi-monthly - published twice a month or every two months (either 24 or 6 issues per year)

-Quarterly - published every quarter (or four issues per year)

 Non-periodicals can be regular or irregular depending on factors surrounding its release; examples include monographic series and conference proceedings.  Nwalo (2003), Onatola (2004) and Aina (2004) stated that kinds of serials include journals, magazines, newspapers, newsletters, accessions, reports, memoirs, proceedings and transactions of societies and other periodicals like abstracts and indexes.  Serials, being released in successive parts are called issues.  Miguel de Benavides Library (2008) gave a few periodicals and brief explanation on each. Take a look.

Newsletter – is a regularly distributed publication generally about one topic that is of interest to its subscribers. Newsletters are published by clubs, churches, societies, associations, and businesses, especially companies. This provides information of interest to their members, customers or employees.

Newspaper – is a written publication containing news, information and advertising, usually printed on low-cost paper called newsprint? It often features articles on political event, crime, business, art/entertainment, society and sports. Most of the papers also feature an editorial page containing columns which express the personal opinion of the writers. Newspapers are often published on a daily or weekly basis. It features weather news and forecasts, a gossip column, a sports section and classified ads

Popular magazines – are publications, generally published on a regular schedule, containing a variety of articles

Trade publication – is a periodical, magazine or publication printed with the intention of target marketing to a specific industry or type of trade/business. Trade journals typically contain heavy advertising content focused on the industry in questions with little if any “general audience” advertising

Some serials are published on subject bases while some are on general topic. It is the serialization that distinguishes serials from books and monographs, and it is the period that dictates format and price. 

Characteristics

The characteristics serials posses are easily identifiable through careful observation and study of the publication. Madu and Adeniran (2005) gave characteristics of serials as:-

- The publisher might change:

Publishers can be a company or individual in charge of the printing and overall production of the publication.  This might change due circumstances you may and may not be aware of.

 -The content of each issue is different: 

Of course, contents of each issue should be different; this is mainly because of new information needed to be published.

 -The publication interval varies.  Some are bi-annual, monthly, quarterly, forthrightly, weekly, daily and annually:

Because of the successive nature of serial publications, the space of time between the releases of a new issue in the series is called the interval.  The interval varies as explained above.

 -No planned end to the sequence:

Serial publications may end; all of a sudden you don’t see or hear of the serial anymore, it is important to know that this is not the intention for serial publications.  Serial publications are intended for unending sequence but unforeseen circumstances come in the way most times.

 -They are current and up-to-date:

The successive nature of serial publication gives the overall ability to provide current information, as each issue gives up-to-date information on happenings after the last one. This makes serial publications a good follow-up tool for individuals.

 -They are more expensive than books:

 These may vary from serial to serial and from country to country.  But in the overall sense the cost of buying serials successively will definitely exceed the cost of buying a book at once.

 -They are subscribed to:

Serial publications are subscribed to, this involves a kind of booking and registration process with the suppliers, once a issue of the publication arrives, it is delivered to you.

Serials publications must not be confused with SERIES which is a book consisting of parts or volumes published successively with a common title and intended to be continued indefinitely but not necessarily at regular, intervals as is normally the case with serials.

To highlight the general importance of serial publications especially in the library, Elaturoti, Fagbeja, Kolade and Oniyide (1990) states that serials constitute an important part of the library collection because the information contained in them is more current than those in published books. Fayose (1995) affirmed that, “periodicals are useful because they are the most up-to-date resources in the library and that the articles in periodicals are often written by experts in the field, therefore, they are reliable and the articles are precise and not as cumbersome to read as textbooks”.  According to Anunobi et al. (2010), majority of texts/monographs produced for knowledge have their contents derived from serials articles.  

A serial publication indeed has and is still providing numerous individual with current information for research, leisure, project, and overall knowledge building!

References

Agbaje, A.A. 2002. Great expectations: serials management and information technology. Information Science and technology for library schools in Africa. Eds. E.C. Madu & M.B. Dirisu. Ibadan: Evi-Coleman Publications. 25-36.

Aina, L.O. Resources sharing and serials acquisition in African university libraries: adoption ofnew strategies. Paper presented at the SCAULWA Conference held at GIMPA, Achimota on 10^th-11^th, September, 2001.

Aina, 2004. Library and information science text for Africa. Ibadan: Third World Information Services Limited.

Akinbode, R. O. O. 2011. Influence of serials management practices and use in libraries on publication output of lectures in Nigerian universities. Ibadan

Anglo-American Cataloguing Rules 2.1978. London: the Library Association.

Anunobi, C. V., Nwakwuo, O. P. and Ezejiofor, V. O. 2010.  Serials  acquisition problems in Nigerian Federal University Libraries.  International Journal of Library and Information Science 2.7:137 – 142.  Available online http://www.academicjournals .org/ijilis.

Brown, C.D. and Smith, L.S. 1980. Serials: past, present and future. 2^nd ed. Birmingham, AL: EBSCO.

Elaturoti, D.F.Fagbeja, I.O.Kolade, H.K. and Oniyide, D.B. 1990. Approach to organising learning resources in school library media centre. Ibadan: Nigerian School library Association.

Fayose, P.O.E. 1995. School library resource centres for educational excellence. Ibadan: AENL Educational Publishers.

Madu, E.C and Adeniran, T.N. 2005. Information Technology Uses and Preservation   of Resources in Libraries and Information Centres. Ibadan: EVl-Coleman.P.117.

Nwalo, K.I.N. 2001. Effectiveness of polytechnic libraries in Nigeria. Journal of Librarianship and information Science in Africa 1.1:41-65.

Onatola, A. 2004. Basics of librarianship: Theory and practice (a guide for beginners). Lagos: Omega Publishers Ltd.

Osborn, A.D. 1980. Serial publications: their place in libraries. 3^rd ed. Chicago: American Library Association.

Veaner, A.B. 1985. Into the fourth century. Drexel Library Quarterly 21. (Winter): 4-12.