You are on page 1of 6

Library Review

Planning the Automation of Libraries in Developing Countries: A Systems Analysis


Approach
Jangawe Msuya

Downloaded by UNIVERSITY OF CAPE COAST At 01:12 06 September 2016 (PT)

Article information:
To cite this document:
Jangawe Msuya, (1990),"Planning the Automation of Libraries in Developing Countries: A Systems
Analysis Approach", Library Review, Vol. 39 Iss 3 pp.
Permanent link to this document:
http://dx.doi.org/10.1108/00242539010003920
Downloaded on: 06 September 2016, At: 01:12 (PT)
References: this document contains references to 0 other documents.
To copy this document: permissions@emeraldinsight.com
The fulltext of this document has been downloaded 188 times since 2006*

Users who downloaded this article also downloaded:


(1993),"Managing Automation in Developing Countries: A Current View", Library Review, Vol. 42 Iss 5
pp. - http://dx.doi.org/10.1108/00242539310043563
(1997),"Automating a large library in Nigeria: the story so far", New Library World, Vol. 98 Iss 3 pp.
106-110 http://dx.doi.org/10.1108/03074809710164604
(1989),"Truth in Automating: Case Studies in Library Automation", Library Hi Tech, Vol. 7 Iss 1 pp.
95-111 http://dx.doi.org/10.1108/eb047752

Access to this document was granted through an Emerald subscription provided by emeraldsrm:146872 []

For Authors
If you would like to write for this, or any other Emerald publication, then please use our Emerald
for Authors service information about how to choose which publication to write for and submission
guidelines are available for all. Please visit www.emeraldinsight.com/authors for more information.

About Emerald www.emeraldinsight.com


Emerald is a global publisher linking research and practice to the benefit of society. The company
manages a portfolio of more than 290 journals and over 2,350 books and book series volumes, as well
as providing an extensive range of online products and additional customer resources and services.
Emerald is both COUNTER 4 and TRANSFER compliant. The organization is a partner of the
Committee on Publication Ethics (COPE) and also works with Portico and the LOCKSS initiative for
digital archive preservation.
*Related content and download information correct at time of download.

Downloaded by UNIVERSITY OF CAPE COAST At 01:12 06 September 2016 (PT)

Planning the Automation of


Libraries in Developing
Countries: A Systems Analysis
Approach
Jangawe Msuya
Assistant Librarian, University of Dar es Salaam, Tanzania
Introduction
Many libraries in developing countries still use manual systems for their
housekeeping operations. This can be attributed to many factors including foreign
currency constraints, lack of computer-trained manpower, ineffective infra
structures such as power and telecommunication failures, and many others.
However, the trend seems to be changing. The second half of the 1980s has
seen quite a number of library automation plans in the Third World. A few
operations in some academic and special libraries in Nigeria, India, Brazil, Jamaica
and other developing countries have been automated. University libraries in
Tanzania, Zambia, Ghana, just to mention a few, have put forward automation
as a priority in their current programmes.
Library automation implies the change from a manual system to the application
of computers and other modern equipment to streamline operations in a library.
These changes need to be implemented after a thorough "systems analysis"
or "systems study", which Barbara Markuson[l] defines as:
The study of all components, operations, data, information and material flow, work environment
etc. that constitute the existing system. The findings are then used to propose methods for
meeting the stated project objectives through alternative systems approaches. When the
alternative approaches are evaluated, one is selected for implementation and a new system
is designed.

In the automation of libraries, systems analysis helps to ensure that the true
needs, the resources, equipment and the procedure for automation are assessed
in advance. The assessment helps to overcome undesirable effects which might
result from poor planning.
This article is intended to provide guidelines to libraries planning to automate
their operations, particularly those in developing countries where resources
are very scarce. A note of caution: libraries should not indulge in automation
just for the sake of matching Western technological developments. They have
to plan very well, put the plans into action and make an evaluation of the process;
hence the concept of the planning circle. Systematically, planning for the
automation of libraries should follow the guidelines as set out below.
Setting Objectives
Once the problems facing a library have been identified, the objectives of a

Planning the
Automation of
Libraries
29

Library Review
39,3

Downloaded by UNIVERSITY OF CAPE COAST At 01:12 06 September 2016 (PT)

30

new system can be formulated. Rowley[2] suggests that the objectives of a


computerised system must be defined in the wider context of the library's overall
objectives. They have to be clear, specific and realistic. A useful means of
encouraging thoroughness is to apply the interrogatives what, why, when,
who, where and how? In this case, the following questions can be used as
guidelines in setting objectives:
What specific aspects of library operations do we want to automate, e.g.
circulation, serials, check point, etc?
Why do we want to automate these operations?
When do we want (or expect) the process to take place?
Where do we want the system to be? Or on what part of the library do
we want to have an effect?
Who is to benefit, be involved, or be affected in any way?
How is the whole process going to be implemented?
Whenever possible, the objectives have to be stated in quantitative terms, and
be measurable. Plain statements such as "to increase efficiency", "to provide
better services", etc. should be avoided, as it is very difficult to evaluate the
extent to which such objectives have been achieved.
Assessment of the Existing System
A final decision on computerising the library is reached after a thorough
assessment of the existing manual system. The purpose of this assessment
is to identify the roots of the problems and see if automation is the best means
of solving them.
The assessment of the manual system should involve collecting, organising
and analysing facts about the system. The study should be made in terms of:
the system's goals and purposes;
subsystems of the whole system;
system files and documents;
system workflow;
average time taken to complete a task;
resources and costs for the operation of the system;
specific problems facing the system;
recommendations for improvements.
The assessment can best be carried out by a systems analyst who is expected
to be more objective than the library staff who might be biased or overlook
some of the issues because of previous knowledge and personal opinions which
have already been built into the system.
Evaluation of the Options
After the assessment of the existing system, the library can identify and

Downloaded by UNIVERSITY OF CAPE COAST At 01:12 06 September 2016 (PT)

evaluate possible methods which can be used to solve the problems. At this
stage, the assumption is that the problems can still be solved by other means,
not necessarily by automation; for example, increasing manpower, better staff
control, motivation, change in management style, modifications in workflow and
many others all of which depend on the nature of the problems.
If the study has shown that automation is the best solution, then evaluation
of different approaches to automation can take place. These are turnkey systems,
integrated systems, in-house developed systems and co-operative systems[3].
Specifications for the Required System
The purpose of specifying the required system is to get a clear picture of the
best system suitable for the library. Elements to be considered include among
other things: the specific functions which the system must be able to perform;
its capacity; reliability; speed and accuracy. This is the area where the University
of Dar es Salaam Library is experiencing problems. Namely, it is the donors
who are dictating the type of computers to be supplied, and the University
Library has to look for functions to be performed by these computers. UNESCO
for example has asked some libraries in Tanzania to submit their applications
for the Super-DOC microcomputer-based documentary software package. Why
should the donors dictate the equipment? How far are they sure of the operations
the recipients want to automate? How about compatibility? This approach forces
recipient libraries to direct their automation plans towards the computers and
software dictated, instead of the computers/software being specified to suit their
plans.
Consideration of Resources
The commitment to financial support is an obvious point to consider before
embarking on the project. In the case of a country like Tanzania for example,
the financial aspect is even worse since it involves the use of foreign exchange.
External assistance from international organisations, and funds generated locally
have been the main sources of funds for projects of this type.
Staff training is another vital area to be given serious consideration. Introducing
the computer in a library creates the need for new skills which are often alien
and lacking in the library environment. Training will give staff the confidence
to handle and manipulate the new equipment.
The computer room should also be planned in advance. Aspects such as
temperature, humidity, and lighting should be at their optimum level before the
installation of the equipment. In places where power cuts are usual, feasible
alternatives have to be considered in advance. The use of generators can help
to minimise the effects of the interruptions.
The Human Factor
A factor that has constantly been raised with regard to library automation is
that of staff resistance to change. Daniels and Yeates[4] present various reasons
for this resistance. They also suggest ways to overcome it. In brief, staff should
be trained, made aware of what is going on, be fully involved, provided with

Planning the
Automation of
Libraries
31

Library Review examples and guidelines and, above all, be assured that no one is going to lose
their job as a result of the introduction of computers.
39,3

Downloaded by UNIVERSITY OF CAPE COAST At 01:12 06 September 2016 (PT)

32

Security and Maintenance


The Library management should also give thought to the system's security
and its maintenance. Fire and other safety precautions must be provided for.
Security of data is particularly important. Use of passwords is the acceptable
means of providing this type of security. The computer room should be secure
and accessible to authorised staff only.
Good maintenance procedures should be arranged in advance for both
preventive and corrective maintenance of hardware and software. For the
University of Dar es Salaam Library, for example, just like many other libraries
in developing countries, maintenance can pose some problems due to the
geographical distance between the suppliers and the library. Libraries must
therefore choose equipment from suppliers who are well represented in their
respective countries.
There has also been constant change of computer models. For developing
countries, these changes cause problems in terms of spare parts and other
maintenance support, especially after the selected model has expired. This
calls for a thorough analysis and consideration when making a choice.
Conclusion
The implementation of automated library systems can be a very stressful process.
This is particularly true for librarians in developing countries where resources
are scarce and vendors are far away in developed countries. To avoid stress,
there must be imaginative and intelligent planning.
If the project is well planned, the implementation is likely to be easy. Libraries
intending to automate their operations have to plan very well, and the
implementation has to be followed by evaluation. Proper planning will help to
minimise the risks involved. It should be seen as a cornerstone of any library
automation project.
References
1.
2.
3.
4.

Markuson, B.E. et al., Guidelines for Library Automation: A Handbook for Federal and
other Libraries, System Development Corporation, Santa Monica, California, 1972, p. 29.
Rowley, J.E., Computers for Libraries, 2nd ed., Clive Bingley, London, 1985, p. 10.
Msuya, J., "Planning the Automation of Cataloguing Services'', MLib dissertation, College
of Librarianship Wales, Aberystwyth, 1988, pp. 34-49.
Daniels, A. and Yeates, D., Basic Systems Analysis, 2nd ed., Pitman, London, 1984, pp. 6-7.

This article has been cited by:

Downloaded by UNIVERSITY OF CAPE COAST At 01:12 06 September 2016 (PT)

1. H.M. KhalidH.M. Khalid is Assistant Professor at the Department of Library and Information
Sciences, Islamia University, Bahawal Pur, Pakistan. 2000. The use of technology for housekeeping
and bibliographic searching activities in university libraries of Saudi Arabia: the need for acceleration.
Library Review 49:4, 179-185. [Abstract] [Full Text] [PDF]

You might also like