This study examined the use of cataloging tools and resources in the University of Malawi (UNIMA) libraries and the Malawi National Library Service (MNLS) to provide access to information. The survey showed that the majority of catalogers in the UNIMA libraries and MNLS used the cataloging tools and resources, but relatively rarely.
Introduction
Cataloguing tools and resources
In addition, it also provides a list of cataloging tools and online documentation found in the LC Headings Weekly Lists (http://www.loc.gov/rr/business/beonline/toolkit.html). Cataloging tools and resources thus facilitate the process of discovery, identification, selection and access to library resources.
Background to the study
Malawi
The major urban centers are Lilongwe, which is the capital of the country with an estimated population of over 400,000. Blantyre is Malawi's largest city, considered the country's commercial hub with a population of over 450,000.
The University of Malawi (UNIMA)
- Organisational structure of the UNIMA Libraries
- The mission of the UNIMA Libraries
- The book stock and collection
- Functions of cataloguing departments of academic and public libraries
¾ The Acting University Librarian is the overall manager for all the constituent College libraries of the UNIMA. The head of the cataloging department reports to the College Librarian together with all departmental and section heads.
The Malawi National Library Service (MNLS)
MNLS activities under Canadian Overseas International Development (CODE)
Research problem
In connection with this, the study has also tried to investigate how the administration supports catalogers with a view to satisfying users' needs by making the materials available in time. First, some of the issues related to training and career development of catalogers to provide them with the necessary skills and knowledge were investigated.
Purpose of the study
Second, the study also examined the support from management both financially and materially so that cataloging departments can function smoothly without being hampered by a lack of cataloging tools and resources. It is hoped that the study will highlight basic cataloging procedures and practice to enable catalogers to provide better access to information through more effective use of cataloging tools and resources.
Research questions of the study
Thus, the desired outcome of this study is to present findings regarding the current status of the use of cataloging tools and resources, the possible relationship between the use of tools and resources and the existence of cataloging differences, and recommendations and suggestions for both institutions in regarding the challenge of ensuring better access to information.
Limitations of the study
Despite the time limit, the researcher tried his best to complete the work by the prescribed submission deadline.
Definitions of key terms
- Tool
- Cataloguing
- Cataloguing tools and resources
- Information resources
- Backlogs
Yakel defined backlogs as "unprocessed or uncatalogued primary sources or materials in a library or archives." The Chamber's 21st Century Dictionary defines backlog as "an amount of unfinished work or work that should have been done but has not been done".
Summary
The Oxford English Dictionary defines backlog as an accumulation of unprocessed work or material that has yet to be dealt with or an accumulation of work over time. In this study, backlogs refer to uncatalogued material in a library that prevents access by users, in other words cataloging backlogs.
Introduction
Cataloguing practice in libraries
Studies done by researchers abroad
Walton and Botero illustrated that using the "self-directed teamwork" model, the Rare Materials Team at the Pennsylvania State University Libraries improved the cataloging process between 1995 and 2001. Kim argues that "the profession is becoming increasingly globalized and professional practice is evolving in dynamic ways."
Studies in Africa and other developing countries
- Cataloguing and ICT
Khalid's study investigated the state of cataloging practice in university libraries in three developing Asian countries, Pakistan, Malaysia and Saudi Arabia. The study also highlighted the urgent need for greater collaboration between library schools and libraries in developing skills for entry-level catalogers.
Summary
The study also looked at the possibility of introducing postgraduate diploma courses in library studies. In conclusion, the study provided some estimated figures for staffing needs at professional, diploma and certificate levels.
RESEARCH METHODOLOGY
- Research design
- Research method
- Advantages of the survey research method
- Disadvantages of the survey research method
- Population
- Data collection instruments
- Interviews
- Conducting interviews
- Self-administered questionnaires
- Pre-testing
- Response rate
- Data analysis
- Evaluation of the methodology
- Summary
- Introduction
- Section A: Background information
- Institutions in which the respondents were based
- Academic qualifications
- Daily activities of cataloguers
The distribution of the questionnaires (see Appendix 1) was accompanied by a cover letter that presented the nature of the study and the importance of the questionnaire (see Appendix 3). The purpose of the study was to investigate the use of cataloging tools and resources in UNIMA and MNLS.
DAILY ACTIVITIES
Years of experience in cataloguing
Results show that 12 (43 %) of the respondents have served their institution in cataloging for more than sixteen years.
Section B: Use of cataloguing tools and resources
- Type of cataloguing done
- Use of cataloguing tools and resources
- Frequency of consultation of the cataloguing tools and resources
- Ability to use the cataloguing tools and resources
- Problems experienced with cataloguing tools and resources
- Types of catalogues and resources used
- Changes in cataloguing procedures as a result of technology
- Management system of cataloguing
From the above analysis it can be stated that the majority of the respondents used the cataloging tools and resources. Results revealed that the majority of respondents indicated that the biggest problem was insufficient training in the use of cataloging tools and resources as reflected in the results.
Section C: Access to collection
- Period of time taken in processing materials
- Cataloguing backlogs
- Access to backlogs
- Reasons why libraries have backlogs
- Possible strategies for backlogs
Of the seven directors interviewed, one (14.3 %) indicated that it was due to a lack of staff, five (71.4 %) replied that backlogs existed due to a lack of cataloging knowledge at most of the catalogers. Most of the directors (four or 57.1 %) said that lack of cataloging knowledge and training were the main reasons for this.
Section D: Sharing of resources and cataloguing records
- Access to Internet for cataloguing purposes
- Membership of regional and professional organisations
- Cataloguing reports
The majority of respondents (six or 85.7%) indicated that they were members of regional groups. The results show that seven (25%) respondents indicated that monthly approach newsletters are prepared to report on progress.
Section E: Management of cataloguing in UNIMA libraries and MNLS
- Monitoring of the cataloguing process
Directors were asked this question to determine how the monitoring of the cataloging process is done. The results show that four (57.1%) monitor the process through delegation and three indicated that monitoring is done through feedback from the head cataloguer.
Training of cataloguers
The results show that one (14.3%) responded that the management is done by the main catalogue, two (28.6%) indicated that it is done by the head of technical service, four (57.1%) stated that the management of the cataloging was done by an assistant librarian. The researcher found that in the UNIMA libraries, cataloging is managed by the head catalog and assistant librarians, while in the MNLS, cataloging is done by the head of technical services.
Cataloguing policy
Cataloguing budget
Directors’ level of satisfaction with the cataloguing process
The results show that only one (14.3 %) of the respondents were very satisfied with the cataloging process, and six (85.7 %) of the respondents were satisfied.
Future plans for the libraries
Cataloguers’ recommendations
Summary
Suggestions and recommendations were made by respondents on how to improve services and cataloging practices. These could be of benefit to UNIMA and MNLS and other libraries in general involved in the cataloging process.
Introduction
Section A: Background information of respondents
- Institutions in which the cataloguers and directors of libraries were based
- Academic qualifications of the respondents
- Daily activities, areas of specialisation and years of experience in cataloguing
- Use of the cataloguing tools and resources
- Frequency of consultation of cataloguing tools and resources
- Problems experienced with cataloguing tools and resources
- Types of catalogues used in the UNIMA Libraries and the MNLS
- Changes in library technology
Several questions were asked of the catalogers about their use of the cataloging tools and resources. The survey results revealed that the catalogers encountered some difficulties in using the cataloging tools and resources.
Section C: Access to materials
- Period for processing materials to make them accessible to users
- Access to unprocessed materials in cataloguing backlogs
- Reasons why backlogs exist in the UNIMA Libraries and the MNLS
- Possible strategies for backlogs
According to these results, the majority of the users in the libraries cannot access raw material. The majority of directors also indicated that backlogs exist due to a lack of cataloging knowledge and shortage of staff.
Section D: Sharing of resources and cataloguing records
- Computers and the Internet
- Membership of regional groups and professional associations
- Cataloguing reports
The results show that ten (35%) of the respondents indicated that most of the reports generated were annual reports on cataloging progress each year. Respondents explained that most cataloging issues are reported in the annual and general case reports.
Section E: Management of cataloguing at the UNIMA Libraries and the MNLS
- Management of cataloguing system
- Cataloguing policy
- Cataloguing budget
- Monitoring of the cataloguing process
The findings therefore reflect that the majority (85.7%) of respondents have policies in their libraries. The results showed that the majority (85.7%) of the respondents (directors) believe that libraries do not have a separate budget for cataloguing.
Training of cataloguers
When the researcher sought to find out from the directors of libraries why such an important exercise was carried out by their subordinates, the majority of respondents indicated that it was important that those familiar with cataloging should monitor the activities, and therefore they felt the chief cataloger and senior staff members in cataloging were well positioned for this function. To improve the status of cataloging practice in these institutions, it is very important that more catalogers should be trained.
Level of satisfaction with the cataloguing process
Future plans for the libraries
The majority of directors supported the idea of automating all services in the libraries to improve service delivery. These observations were made by the directors in the context of a shortage of professionally trained staff and difficulties encountered by catalogers in using tools and resources.
Summary
The findings from this study have raised a number of questions regarding the main causes of the low use of cataloging tools and resources in the UNIMA and MNLS Libraries. This study has questioned whether the low use of cataloging tools is a reflection of the level of knowledge and education of catalogers on cataloging tools and resources as done in the study of Miksa (2005).
Introduction
Revisiting the research questions of the study
Overview of the study
Various problems related to catalogers' use of cataloging tools were discovered. The chapter summary showed how the results of the study adequately answered the research questions of the study.
Conclusions
The results of the questionnaires to catalogers about their use of cataloging tools and the results of the interviews with the directors were provided. In conclusion, the study's findings will hopefully provide the two institutions with the motivation to conduct a self-assessment of the use of tools and resources by their catalogers.
Recommendations from the researcher
Most of the libraries indicated that they do not have enough cataloging tools and resources such as DDC and LCC schedules and also computers. The suggestions and recommendations presented above indicate which aspects of the UNIMA libraries and the MNLS the researcher believes should receive greater attention.
Suggestions for further research
These recommendations took into account some of the findings of the study, for example the study shows that both UNIMA and MNLS have cataloging policies in place, but some procedures and standards are not followed. Although funding has improved at these institutions, the acquisition of cataloging tools and resources remains a problem.
Summary of the study
A study of the extent and use of cataloging tools and resources within technical services in North Texas public libraries. QUESTIONNAIRE ON THE USE OF CATALOGING TOOLS AND RESOURCES BY CATALOGERS IN UNIMA AND MNLS LIBRARIES.
MARC 21
AACR 2
If not, would your library consider sharing cataloging resources and records with other libraries in the region? What recommendations do you have for improving cataloging and classification services in your library?
BACKROUND INFORMATION
MANAGEMENT ISSUES
QUESTIONNAIRE FOR INTERVIEW SCHEDULE FOR THE DIRECTORS OF LIBRARIES IN THE UNIMA LIBRARIES AND MNLS. What are the plans, if any, for the next phase of cataloging development in your library.
Letter of introduction from the researcher to the respondents
Map of Malawi showing the three major cities where the libraries in this study are based
