Automation of university libraries: a comparative analysis of Islamabad and Khyber Pukhtoon Khwa, Pakistan.
Jan, Saeed Ullah ; Sheikh, Rafia A.
Introduction
The rapid growth and uses of emerging technologies has changed the
traditional library into automated, electronic, virtual and digital
library. This revolution has completely changed the library scenario,
especially in an academic setup. This revolution is the need of the hour
to make research more productive, to disseminate information and to
establish a strong network system among all university libraries to
quench the information thirst of the clientele.
It is the wish and desire of a modern library to apply and enjoy
the benefits of emerging technologies in its library daily house keeping
routines and future developments. Developments in emerging technologies
have had a tremendous impact on all kinds of libraries and information
resource centers over the last two and half decades. The concept of
library automation in Pakistan is not new, but the situation is still
not leveled with developed nations.
This study depicts the status of automation in public sector
university libraries of Islamabad and Khyber Pukhtoon Khwa, Pakistan
with a comparative analysis. The areas covered in this paper are:
available library services and resources, digital library
infrastructure, status of library automation in university libraries of
Islamabad and Khyber Pukhtoon Khwa and means and ways for their
improvement.
Objectives of the Study
The aim of the research study is to compare the current status of
automation in the public sector university libraries of Islamabad,
Khyber Pukhtoonkhwa, Pakistan. However, the specific objectives
identified are:
1. To assess the available services and resources in the public
sector university libraries of the Islamabad, Khyber Pukhtoon khwa with
a comparative analysis.
2. To assess to what extent the users are satisfied with technology
based services and resources in the university libraries of the
mentioned areas.
3. To suggest means and ways for the improvement of public sector
university Libraries of the territory under study
Research Design
To meet the specific objectives of the present investigation, a
combination of quantitative and qualitative research methodologies along
with a comprehensive literature review and web analysis has been
employed. Structured questionnaire were prepared and administered to
chief librarians and users of the libraries. The purpose of
questionnaire targeted to librarians was to obtain data regarding the
demographic information, available services and resources,
state-of-the-art digital technology infrastructure and status of library
automation. This questionnaire was distributed to chief librarians with
a covering letter indicating the significance of the study. The purpose
of the questionnaire targeted to users was to assess the impact of
technology based information services and resources, and to know to what
extent they are satisfied with these technologies based services and
resources.
The method of collecting information through interviews is usually
carried out in a structured way. For the present study, both telephone
and face-to-face interviews were conducted with chief librarians. The
purpose of the interviews was to complement the quantitative information
obtained by the questionnaire with more detailed qualitative
information.
The universe of the present study was the public sector university
libraries of Islamabad and Khyber Pukhton Khwa. The website of Higher
Education Commission (www.hec.gov.pk) was used to identify the names,
status and web addresses of the public sector university libraries. A
total of 25 questionnaires were distributed to the public sector
university libraries of Islamabad, Khyber Pukhtoon khwa and got a
response of 21(84%) of university libraries. The information from the
questionnaire survey was updated through interviews with librarians and
observational visits to the libraries.
Literature Review
Library automation may be defined as the application of automatic
and semi-automatic data processing machines (computers) to perform
traditional library house keeping activities such as acquisition,
circulation, cataloguing and reference and serial control. Finally,
library automation is the process of performing all information
operations/ activities in library with the help of computers and related
information technologies. The history of library automation in the world
is not an old one. It dates back to 1950s and 1960s in America and
Europe. Malik (1995) states that in Pakistan, library automation was
introduced in 1980s and a number of libraries have been computerized in
or after 1987. Dilroshan (1998) says that automating a library is only
the first step. Keeping up with new trends in information and
communication technology is also of paramount importance. If the
libraries fail to meet these challenges successfully the tremendous
investment that universities have made in their library collections and
facilities will be seriously undermined. Nok (2006) observes that the
success of automation in the university library depends largely on the
ability of staff to facilitate and implement the process. Proper,
frequent, and regular in-house IT training is a necessity if the maximum
benefit is to be gained from the automation of library services. It was
further added that if the library ensures sound and quality automation
of services and information resources, they need to creates new
approaches to user education, pays attention to the provision of
continuing education for library staff, helping them to master the new
techniques required for the management of electronic and the networked
information resources and services, the gains of automation are
immeasurable.
Bavakutty et. al., (2006) pinpoint the fact that the Information
explosion, shrinking budgets, and rising costs, a shift in the medium of
publication, and lack of adequate staff are the major reasons that
necessitate dependence on latest technologies in university libraries.
Salma (2006) has conducted comparative research study on the management
of University of the Western Cape library, South Africa and Dhaka
University library, Bangladesh. Salma (2006) suggests that the two
studied libraries can improve service delivery if they vigorously
promote fund raising activities, improve salaries and allowances of the
library staff, and speed up and complete the highly advanced
computerization of delivered services. Qutab and Mehmood (2009) explored
the fact that only 52 of the thousands of universities, colleges, and
schools in Pakistan have their library pages on parent
organizations' websites, only one public library website was
functional, and only eight special library web sites were uploaded, is
proof of the lack of interest or awareness of the importance of
web-based services in the country. Tiwari (2002)sees automation in
nineties as an increasingly divergent issue, in terms of resources,
skills and abilities. Over the past few years, library automation has
undergone a dramatic shift in direction. Library automation began with
in-house processing of traditional task and grew to include the use of
computing and telecommunication tools. Now there is a "library
without walls" which uses technology to expand services, resources
and relationship between libraries and resources around the world. This
"virtual library" is a reality. A world of digital information
is just a keystroke away claims IBM digital library. The future of
library automation system will include information kiosks, where people
with no computer experience can access information easily. Information
scientists will create human computer interfaces and library scientists
will manage the resources.
Haider (2007) explains that barriers to the effective
implementation in the libraries of Pakistan are: systematic planning for
automation, software and hardware collection, nonexistence of standards,
financial limitations, uncertainty and most important lack of willing
and competent human resources. In order to resolve the situation, the
author stresses that special attention needs to be paid to: formulation
of information policy; creation of popular awareness with regard to
technology in library operation; training and development of staff;
organization of users educational program for students and teachers; and
emphasis on comprehensive planning by individual library to automate the
library operations.
Data Analysis and Findings
Data from the public sector university libraries of Islamabad and
Khyber Pukhtoon khwa (KPK) through questionnaires, interview,
observational visits and university websites have been analyzed and
interpreted here. Status of Library Automation It is observed from Table
1 that the public sector university libraries of Islamabad have gone far
ahead in automation compared to the Khyber Pukhtoon Khwa. In Islamabad,
10(91%) of the university libraries are fully automated, 01(9%) is
partially automated. In Khyber Pukhtoon Khwa, 01 (10 %) is fully
automated, o6 (60 %) are partially automated and 03(30%) are not
automated.
Commencement of Library Automation
Table 2 shows that library automation largely commenced after year
2000. It is found that some 06 (30%) of the university libraries were
automated before year 2000.
Available Services
It is seen from table 4 that majority of the university libraries
offer circulation services, reference services, new arrival list,
internet and Current Awareness Services and photocopying services. A few
of them offer SDI, newspaper clipping clip services, interlibrary loan
and fax.
Computer Hardware
The analysis of the Table 4 reflects that majority 14(66%) of the
university libraries have 1-15 computers. Only two university libraries
have more than 50 computers. These universities are National University
of Modern Languages (NUML) and Quaid-e-Azam University libraries
Islamabad containing 130 computers each.. A good number 13(62%) of the
university libraries have scanners ranging from 1-3 .some 07(33%)
responded that they have no such facility in the library.
The above table shows that majority 16(76%) of the university
libraries have no bar code reader facility while rest 05(24%) of the
responded reported that they have achieved this technology for the
smooth functioning of their library activities. Majority 13(62%) of
these libraries have no digital camera.
In response to a query "whether the university libraries have
UPS/Generator"? Majority 14(67%) of the respondents reported that
they have no generator or Un Interrupted Power Supply (UPS).
Radio Frequency (RF) security is an emerging technology used for
the smooth functioning of house keeping routines. The main feature of
this technology is to detect theft cases. Librarians were asked to prove
information regarding the availability of the RF system. Majority
19(91%) of the university libraries have no RF system. The institute of
Space Technology and COMSATS Institute of Information Technology claimed
the presence of this technology. Table 4 provides information about
hardware available in university libraries under study
Library Software and Databases
To bring the hardware establishment into activation, proper
facilities are required by the university libraries to serve up-to-date
information to the clientele. The table 5 gives the availability of
library software in universities under study.
The analysis of the Table 5 exhibits that university libraries
under study are using number of library management software. A few
06(29%) of the university libraries are using LIMS. The same percentage
reported that they are using WINISIS as library management software. The
rest of the university libraries are using different soft wares like
LAMP, Koha, Virtua and others.
Majority 18(86%) of the public sector university libraries have
developed or developing data base of library holdings. A few 03(29%) of
the university libraries have not yet developed the database of their
library documents (books etc). The university libraries in Islamabad
have gone far ahead in this area. All 11(100%) of the university
libraries in Islamabad have developed the data base of their library
holdings. 07(70%) in Khyber Pukhtoon khwa have developed or are
developing database of library materials. In response to a question
"how much of the library holdings have been automated", a good
number 14(57%) have claimed 81-100% automation of library materials.
03(14%) of institution of higher education libraries have completed
51-80% of automation process of their library materials. The same number
of libraries have claimed below 50% of library automation.
Internet Connectivity
Internet is the need of each and every individual and organization
in this era of emerging technologies. Table 6 elucidates the period of
installment of internet connections. A majority 14(67%) of the
university libraries were using internet from 2-9 years. 6(28%) have
more than 10 years old internet connectivity.01(5%) universities have
recently installed the internet connections in their libraries.
Library Website
Library website or link for library in the university home page is
very essential to provide various types of information through internet.
Table 7 shows the distribution of libraries according to the presence of
library website or a link in the university web page.
The analysis of the data reveals that all the university libraries
under study have no separate website. The library link was attached with
the main web page of the parent university.
Available Resources
Library resources include learning resources, human resources, and
financial resources.
Learning Resources
Learning resources consist of all the learning library materials.
They include books, journals, magazines, thesis and dissertation,
newspapers, manuscripts and all types of non book materials. Table 8
shows that majority of the public sector university libraries have less
than or equal to 50000 books. Only two university libraries have greater
than 200000(two lacks) books. These are from federal area Islamabad
namely International Islamic University and Quaid-e-Azam University
Islamabad. Majority of the university libraries have subscribed to less
than or equal to 50 research journals and magazines. It is revealed from
the table that only two university libraries have 200 manuscripts. 03
university libraries have more than 200 manuscripts.
Human Resources
Table 9 shows the strength of the library staff of public sector
university libraries. It is observed that a good number 10(45%) of the
libraries have 1 to 10 staff members.b06 (28%) of the university
libraries have 11-20 staff members. The same percentages of university
libraries have staff 20 or more. The table 5 shows that 115(65%) of
library professionals in university libraries are MLISc.It is observed
that there are two MPhil degree holders and no PhD in the territory
under study.
Table 9 also recorded the opinion of the librarians about the
additional qualification required for the person incharge of the
automation and digitization sections of the university libraries.
14(54%) of the respondents agreed that person incharge must have an
MLISc degree with diploma in IT or Computer Science.10(38%) of the
university librarians opined that the person incharge must be MLISc with
MIT or MLISc.
Financial Resources
It is observed from Table 12 that majority 13(65%) of the
university libraries have below 5 million average annual budget. 04(19%)
have annual budget between 5 million and Rs 10 million. Only one
university library of Islamabad has an annual budget between 15 to 20
million. It is concluded that university libraries of Federal area
Islamabad have substantial annual budget compared to the university
libraries of Khyber Pukhtoon Khwa.
The responses received from the librarians show that majority
24(92%) of the university libraries have no separate budget for the
automation and digitization. Only two university libraries of Islamabad
claimed separate for automation and digitization. The COMSATS Institute
of Information Technology Islamabad and International Islamic
University, Islamabad has 1.5 million and 0.5 million annual budget
respectively. Table 06 shows that majority 24(92%) of the university
libraries were not satisfied with budget allocation for automation and
digitization.
The analysis of the above table shows that majority 11(53%) of the
university librarians have opted 21-30% of the total library budget for
automation and digitization for their respective libraries. 07(34%) of
the librarians have suggested 10-20 percent of the total library budget
for the application of emerging technologies in these libraries. 02(8%)
of university libraries have given no suggestions as they were satisfied
with the present allocation of budget for the computerization of their
library functions.
User Attitude
The queries in table 11 are rated in 5 point scale (strongly agree
to strongly disagree). The average mean has been computed for each query
followed by standard deviation (SD) and coefficient of variation (CV)
and presented in the table. The Mean, Standard Deviation and Coefficient
of Variation are calculated to study the concentration and dispersion of
respondents' opinion. The least value of SD and CV indicates the
consistency of respondents's opinion while maximum value of these
statistical tools shows the variability of librarian's opinion.
The analysis of the data reflects that respondents strongly agreed
with the statements: DT application saves a lot of time (x=1, SD=0.42)
and DT application improves the status of the library (x=1, SD=0.46).
Users agreed with the statements: DT applications are to improve the
quality of library services (x=2, SD=0.74) and Use of DT requires proper
user education/training (x=2, SD=0.87). The respondents were uncertain
about the queries: The library staff is skilled in emerging technologies
(x=3. SD= 0, 67) and DT takes over the traditional way of information
handling in the library (x=3 , SD=0.78). The users strongly disagreed
with the statement: DT application will spoil the image of the library
(x=5. SD=0.51) The Coefficient of Variation (CV) computes in the above
table gives consistency and variability of opinion of users. It is
observed that CV=10.00 of the statement; 3 is least which shows the
consistency in responses of the users.
User Comments and Suggestions
The numerous comments and suggestions given by the users in
response to the open -ended question about the status of university
library automation. A total of 95 comments were received from the users.
25 (26 %) users wanted more computer terminals in the library. They also
demanded high band width of internet speed. 6 (6 %) users demanded for
the digitization of documents. 19 (20 %) of the users wanted user
education on the emerging library technologies. 23 (24 %) declared that
use of e-resources have fulfilled our information needs. The rest of the
users requested more frequent updating of databases. Majority 91(96 %)
of the users commented that the digital technology has a positive impact
on library services and resources.
Conclusion and Recommendations
From the above discussion it is clear that federal capital
Islamabad is far ahead in modernization of university libraries in all
respect from Khyber Pukhtoon khwa but still requires more efforts to
quench the information thirst of their patrons. It is recommended that
high bandwidth internet connectivity may be provided to the university
libraries under study. Separate University library homepages may be
developed to make possible round the clock availability of the library.
The university libraries have to develop balance learning resources both
in print and digital form. University librarians may be trained in
modern library trends. User education program on emerging library
technologies may be introduced to the library clientele especially
freshmen. The findings revealed that 20-30% of the total library budget
may be reserved for the automation and application of emerging library
technologies. Systematic utilization and categorization of this budget
according to the needs of the library is also very important.
References
Higher Education Commission
http://app.hec.gov.pk/UniversityFinal2/RegionUniversity.aspx
Malik, Khalid Mahmood (1995). Status of library automation in
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Dilroshan, T.L. Chrishantha (1998). Identification of problems
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no.1
Saeed Ullah Jan
PhD Scholar
University of Sindh
Jamshoro, Pakistan
Dr. Rafia A Sheikh
Professor in Library and Information Science and Pro-Vice
Chancellor
Sindh University
Jamshoro, Pakistan
Table 1: Status of library automation
Status of Library Islamabad Khyber Total
Automation Pukhtoon Khwa
Fully automated 10(91%) 01(10%) 11(53%)
Partially Automated 01(09%) 06(60%) 07(33%)
Not Automated 00(00%) 03(30%) 03(14%)
Total 11 10 21
Table 2 Commencement of Library Automation
Year Islamabad Khyber Pukhtoon Khwa Total
Before Year 2000 04(36%) 02(20%) 06(30%)
After Year 2000 07(63%) 05(50%) 12(70%)
Total 11 7 18
Table 3: Available services
Services Offered Islamabad Khyber Pukhtoon Khwa Total
Circulation Services 11(100%) 10(100%) 21
New Arrival List 11(100%) 10(100%) 21
Interlibrary Loan 08(73%) 03(30%) 11
Reference Services 11(100%) 10(100%) 21
User Education 11(100%) 10(100%) 21
CAS 11(100%) 09(90%) 20
SDI 06(55%) 07(70%) 13
Indexing and Abstracting 00(00%) 00(00%) 0
Internet 11(100%) 10(100%) 21
Photocopying service 11(100%) 06(60%) 17
Fax 06(54%) 04(40%) 10
Newspaper clipping 04(37%) 03(30%) 7
Table 4 Computer Hardware
Computer Hardware Islamabad Khyber Pukhtoon Khwa Total
Computers
* 1-15 7 7 14(66%)
* 16-50 2 3 05(24%)
* 50+ 1 0 01(5%)
Scanners
* 1-3 6 7 13(62%)
* 3+ 1 0 01(5%)
* No Scanner 4 3 07(33%)
Barcode Reader
* Yes 2 3 05(24%)
* No 9 7 16(76%)
Digital Camera
* No digital camera 7 6 13(62%)
* 1-3 4 4 08(38%)
* 3+ 0 0 00(00%)
Radio Frequency System
* Yes 2 0 02(09%)
* No 9 10 19(91%)
UPS/Generator
* Yes 5 2 07(33%)
* No 6 8 14(67%)
Table 5 Library management software and database of library holdings
Library software Islamabad Khyber Total
Pukhtoon
Library management software Khwa
* LIMS 4 2 06(29%)
* LAMP 2 1 03(14%)
* WINISIS 3 3 06(29%)
* KOHA 1 1 02(9%)
* Others 1 0 01(5%)
Data base of library holdings
* Yes 11 7 18(86%)
* No 0 3 03(14%)
% of library holding automated
* Below 50% 0 3 03(14%)
* 51-80% 1 2 03(14%)
* 81-100% 10 2 14(57%)
Table 6 Internet Connectivity
Internet Availability Islamabad Khyber Pukhtoon Khwa Total
10 years + 4 2 06(28%)
2-9 years 7 7 14(67%)
Less than 2 years 0 1 01(5%)
Table 7 Library Website
Library Website Islamabad Khyber Pukhtoon Total
Khwa
Library own website 0 0 00(00%)
Library is a link within 11 10 21(100%)
the University home page
Table 8: Learning resources
Learning Resources Islamabad Khyber Pukhtoon Khwa Total
Books 07(64%) 04(40%) 11(58%)
* <=50000 01(9%) 03(30%) 04(19%)
* 50001-100000 01(9%) 03(30%) 04(19%)
* 100001-200000 02(18%) 00(00%) 02(09%)
* 200000+ 11(100%) 10(100%) 21(100%)
Total
Research Journals 07(64%) 06(60%) 13(63%)
* <=50 04(36%) 04(40%) 08(35%)
* 50+ 11(100%) 10(100%) 21(100%)
Total
Magazines 06(65%) 07(70%) 13(63%)
* <=20 05(45%) 03(30%) 08(35%)
* 20+ 11(100%) 10(100%) 21(100%)
Total
Newspaper 08(73%) 07(70%) 15(65%)
* <=10 03(28%) 03(30%) 06(33%)
* 10+ 11(100%) 10(100%) 21(100%)
Total
Manuscripts 02(18%) 00(00%) 02(9%)
* <=200 00(00%) 02(20%) 02(9%)
* 200+ 09(82%) 08(80%) 21(100%)
* No Manuscripts
NBM[3] 05(45%) 06(60%) 11(53%)
* <=1000 06(55%) 04(40%) 10(47%)
* 1000+
Table 9 Human Resources at PSU Libraries under study
HR Islamabad KYBER Total
PUKHTOONKHWA
Staff strength 04(36%) 06(60%) 10(45%)
* 1-10 staff 04(46%) 02(20%) 06(28%)
* 11-20 03(27%) 02(20%) 06(28%)
* 20+
Qualification of library staff 0 0 00(00%)
* PhD 1 1 02(9%)
* MPhil 55 48 103(65%)
* MLISc 15 6 21(13%)
* BLISC/PGDLISV 27 8 33(21%)
* CLISc
Additional Qualification
required for the automation
and digitization section of
the university library
MLISc+MCS/MIT 8 2 10(38%)
MLISc+DIT/DCS 2 7 09(54%)
MLISc+Training in IT 1 1 02(8%)
Table 10 Financial Resources
Budget in millions(m) per Islamabad KYBER Total
annum PUKHTOONKHWA
* Below Rs 5 m 05 08 13(65%)
* Rs 5m-10m 03 01 04(19%)
* Rs 11m-15m 02 01 03(12%)
* Rs 16m-20m 01 00 01(5%)
* Rs 20m+ 00 00 00(00%)
Library budget for automation
and digitization from 2004-
2009
* No separate budget 09 10 24(92%)
* Below 1 million 01 00 01(4%)
* Rs 1 million + 01 00 01(4%)
Satisfaction about automation
and digitization budget
* Yes 02 00 02(8%)
* No 09 10 19(92%)
Opinion about allocation of
library budget for automation
and digitization
* Below 10% of the total 00 01 01(4%)
library budget
* 10-20% 04 03 07(34%)
* 21-30% 05 06 11(53%)
* 31-40% 00 00 00(00%)
* 40+ 00 00 00(00%)
* Satisfied, have no 02 00 02(7%)
suggestion
Table 11 User attitude towards library automation
S.No Statement Mean S.D CV
(X)
1 DT application are to improve the quality 2 0.74 37
of library services
2 DT application improves the status of the 1 0.46 46
library
3 DT application will spoil the image of the 5 0.51 10
library
4 Use of DT requires proper user 2 0.87 43.5
education/training
5 DT application saved a lot of time 1 0.42 42
6 The library staff is skilled in emerging 3 0.67 22
technologies.
7 DT takes over the traditional way of 3 0.78 26
information handling in the library
