MODERNISATION OF LIBRARY SERVICES USING INFORMATION TECHNOLOGY:GAP BETWEEN POSSIBILITIES AND PRACTICES @ M.S.SRIDHAR* Abstract: Explains the meaning and scope of `modernisation of library services', indicates the unlimited potential of Information Technology (IT) in modernising library services, examines the relation of modernised services to productivity, performance, innovation, etc., identifies a wide gap between what has been said to be possible and feasible in application of IT on services of Indian Libraries on one hand and achievements in application of IT in modernising services on the other hand, explores various reasons for such a gap vis-a-vis ways of bridging the gap and overcoming the implimentation and operational difficulties like over excitement unclear goals, lack of management support, resources, self-supporting approach, technology transfer, indegenisation of IT, technology assessment, IT skills in library personnel, and cooperation between IT specialists and library personnel, and underutilisation of available IT, and finally concludes by pointing out some prospective areas for improvement and modernisaton of library services using IT. 1. Introduction:
A Couple of decades ago a research scholar in a university in India
might have
devoted half or at least a quarter of his
productive career,
time
handwritten thesis. could
afford
a
and energy
Even two
type-written
to produce, probably, a
decades thesis,
ago, though a scholar
he
had
to
spend
several
hundred or even thousand hours in libraries to linearly search, browse, scan and
take
revise
correct typographical
drafts;
follow standard
citation
notes
and
for
relevant errors;
reference patterns,
literature search is a matter of references
from
hours,
literature; learn etc.
Today,
preparing citations
thesis or report or paper
in
any
and
of
and the
standard formats (like that of MLA, Chicago, etc.) is another few hours with a
flexibility
to change formats as he wishes by
stroke of
a
key,
making notes and prolonged stay in libraries
are skipped on several occasions
with exclusive
xerox copies of articles, typing is only
once
possession of
not only
for all
successive drafts of thesis but also to take bye-products papers,
proof reading is minimal and so on.
like
The advantages of
information technology (IT) in information work is multifaceted.
IT covers an array of media, tools and gadgets and the impact of which is felt in many areas of life including libraries. IT may reach libraries product or
a
and their resource
service. As a
fast
users or
is
growing
expanding
Hoping
that
you
and
hear
some
with
more
infrastructure
or
changing technology,
in
enormously
will
the form of technology or a
a facility/
all-pervasive and even unique itself
in
respects.
neck
about
to
is
IT industry
neck
various
IT
a
competition.
components
and
versatalities of IT from others, I would like to restrict myself to problems and prospects of adoption, application and updation of IT
in
modernising
library
services
in
Indian
conditions
based
mainly on observations and personal experiences.
2.
Modernisation of Library Services:
Modernising library services, on the surface of it, means adopting
modern
providing
library
modernisation
methods,
tools,
services.
should
bring
techniques
But
it in
is
and
gadgets
also
increase
implied
in
that
efficiency,
effectiveness, speed and reduction in cost per unit service any
combination of them in library services.
today,
using computer
product printed modernisation examples
of
of
in
or
Unfortunately,
in a library (or even getting information
through computer) has almost become synonymous to library
computer
services.
applications
It to
is
not
library
rare
to
services
find where
neither efficiency nor effectiveness is achieved but an inevitable and
invisible
increase
in
cost
and
delays
are
incurred.
For
example, against
a couple of days or weeks delay for publishing
mimeographed current
awareness bulletins,
awareness bulletins are taking libraries.
In
justifications
large for
majority
evaluated
the
other
of
modernisation
computer applications and
couple
do
of months
cases, of
handful
operational review
theoretical
services
with
not get critically reviewed, tested
many
libraries
state
such implementations are heavily
would
of
On
have
pilot studies. reached
computerisation
Hardly,
the
worth
matured
subjecting
to
and evaluation.
Often,
modernisation
psychological, publicity rather
than
modernisation
using
IT
manual
themselves
defective,
high
does
ways
of
and
services
not
prestigious
of
imitations
better
library
result
services
and
if are has
that efficient information support and an
organisation
productivity,
(Frost
more
It is forgotten that
assure
providing
is
irrelevant and unsatisfactory. It
communication in
performance,
creativity
library
oriented
fairly established
technical
of
absolute necessities.
traditional
been
some
after implementation/operationalisation. hand,
of
current in
the
library
subsidised or labeled as experimental or a
computerised
are associated with
innovation
Whitely.1971;
Hall
Langrish, et. al., 1972; Nagpaul and Pruthi,
and
even
and Ritchie,1975; 1979;
Rothwell and
Robertson, 1975; Shotwell, 1971). But it is not yet clear whether or not modernisation to
performance,
of
library services is positively
productivity,
ultimate benificiaries. A
innovation
and
has
found
that
creativity
of
recent study (Lee and Treacy, 1988) on
how IT can affect the ability of individuals or innovate
related
IT
enhanced
organisations
to
innovation sigificantly
by augmenting individual/ group capabilities through motivation support, the factor.
resources
support
three motivation However,
and
information
support.
Among
support was found to be the strongest
adverse effect
of IT on human values and
habits cannot be ruled out.
For
example, possessing
copies of relevant reading material by a in
complacency
and
consulted them within
a
a
as
library
psychological
against
satisfaction
users
of
having
examine the effect of modernisation of whether or not modernisation
through technology should conform to values. library
also result
notes out of them. It is outside
library services on human values and
of
may
a traditional way of reading them
and making
the scope of this paper to
user
xerox
may not depend on
Ofcourse, creativity
whether
or
not
library
services are provided in a modern way.
I
plead with you not to construe the above narration as
arguments for as
anti-modernisation of library services using IT but
reflections
of
applications of IT
some
in
of
this
the
practical
situations
of
country. Modernisation of library
services using IT should be based on needs and with the objective of increasing the quality of services.
3.
Potential of IT in Modernising Library Services:
Information a
Technology
single technology,
is
but
a
neither a single discipline group
interdisciplinary technologies librarianship Because
of
and stiff
of
multidisciplinary
almost
totally
quickly
understood
for
For
academic
competition,
vast
scope
obsolete
the
even in
before
and
same reasons
exercises
of
innumerable
it
putting
news
from
are
of IT
received,
and underdeveloped
provides enormous scope forth and
expert
advises,
predicting future
IT has virtually unlimited potential for variety of
applications in libraries. IT
they
developing
projecting possibilities of modernisation 'fantasies'.
to
exclusive achievement of advanced countries.
and implemented
countries.
and
external
applications, IT is highly dynamic and new developments become
nor
developed
It has overexcited many professionals. countries
provides
enough
ground
for
visualising services.
ideals
and
even
fantasies
I am reminded of a
in
modernising
fantasy cum
going kid that it might be possible in
library
joke told by a school
next
ten centuries that
after a medical check up, a doctor prescribes to a patient to buy a heart in a medical shop and a pharmacist says 'if you buy two hearts a kidney proposed belts
or
is
free'.
But implementation of what is
forecasted either do not take place like conveyor
system,
lending
system
based
on
magnetic
burglar's alarm, bar code/wand reader based
strips,
lending
and stock
verification, CCTV coverage for the theft detection or miserably fail
(atleast
integrated
partly)
like
costly
evaluation of all alternatives
local constraints and conditions. terms
of
possibilities
time and
experiments on one them
for
access
experiments,
library and information retrieval packages for having
ignored the proper
in
online
There
between fantasies
hand
reaching
academic and
and
is a
the
or
costly
delay
gap
atleast
theoretical
experience-gaining
practical
ultimate beneficiaries.
chaining IT time gap i.e.
wide
as well as
implementation
of
In case of bast
in implementation is more risky
and costly than other shortfalls.
4.
Reasons for Wide Gap Between Possibilities and Practices:
Having using
seen
purposes
IT, stupendous
wide gap in
modernising
library
services
potential of IT in this direction and a
realisation of
services using IT, let
of
possibilities of modernising library
us
explore the reasons for such a gap
with an eye on how to bridge such a gap.
We
are all
fairly
aware of advancements of IT and the modernised library
services
of
We
also
advanced
countries,
fairly convinced
modernising
our
atleast through literature. about
need
library services.
libraries are not able
to
state-of-the-art IT even
after
are
for and possibilities Yet
large majority of our
modernise their several
of
years
services
using
(or decades)
We
need to examine the reasons for not being able to realise
our
thinking and aspirations in modernising library services using IT.
4.1
Lack
of
Support
and
Resources
from
Authorities/Top
Management:
First users
of
all,
of libraries
felt
the
happen
need
the authorities or the top and
not
they
are
of
library
nature
library
and
services.
already exposed
and information services at least once or by
and
just library personnel should have
for modernisation
provided
management
literature
managers,
if
they
It may
to modern library
twice, if
they
are
oriented
academicians,
have
vision
researchers
or
good
and
appreciation
for modernisation of their systems in general, if
they are easily accessible and amicable for selling the idea or educating them on issues.
It may be enough in some circumstances,
even if they just desire modernisation services
of
a
library
are
already
of
library services.
unsatisfactory
or
not
If upto
expectation, proposal to modernise them will meet with hostile environment. without
Reluctant
commitment
advise to manage
clearing
to objectives
within
external
proposal
sources
or
may
on
principles
and resources needed or with
resources already
purposes or for other departments other
of
not
to
provided
for other
seek resources
help
much.
from Further
pressurising on proposal to modernise library services may lead to resorting
to
typical
external experts on
'committee
the committee
and taking off strength and life
There may
not
is
some
reluctant
leading to lot of paper work
of proposal.
to
take
risk
as a leader in the
area
of
library services, but try to safely imitate others in
the environment. faith and
with
also an element of truth in that the management
be willing
modernising
approach
This may
confidence
in
be partly their
justified
due
library personnel
to lack of as
they are
not IT specialists. scarce
resources,
It is also possible, that
the
management
proposals
consideration, commitment
to
modernise
evaluation
to
resources
and needed
do
not
of have
Hence it is quite rare
library
approval except
these days
genuinely
enough resources for such modernisation. that
in
of
services
receive
authorities
possibly
in
institutions and other special library environments.
with
some
R&D
Indirect and
invisible mobilisation of resources and piece meal grants for IT activities are implemented.
waste as IT may become obsolete by the time it is Unless modernising library
done on turn-key-basis
with
stringent
services
using IT is
time targets it is not
worth doing.
4.2
Unclear Goals, Over Excitement and Perpetual Experimental
Approach:
The and
present way of organisation of library services is, by
large, carried
away by immense attraction of media like
microforms, optical disks, tools computers, etc., and the goal
and means like online-access, has
taken secondary position.
Having seen the problem from the angle of authorities/ management and users let us examine some problems which are well within the profession. online
Over
access,
decades
etc.,
are
experimental being
carried
cumulation of experience or improvement in of services in the country. modernise
library
services
computerised out
without
quality
services, much
of
and quantity
Quite often, IT is brought in to without
identifying
the
goal
and
without preparing the ground. There is a clear failure to match goals IT.
and objectives with required level and Mc
Kee
(1988) says
traps of getting carried
sophastication of
that "education falls into the twin away
by techno-fantasy and getting
excited about technology for its own sake, rather than thinking of the basis of educational purpose".
Technology
should
always seen from the perspective
organisational purpose
and
if we lack clear
idea
of what
its importance.
Modernised
no amount of technology can help us we
are trying to accomplish and
library services
extensions of traditional services
taking
should be logical into account
receiptivity of the overall system of which library is and
with
a
definite
technology when
of
proposed
target
date
of
the
a
part
replace
the
it becomes obsolete without disturbing the system
or services.
4.3
Lack
of
Longterm
Self-supporting
Approach
to
Library
Services:
Generally,
information systems are paternalistic and
self-supporting.
Looking
at
the
giant
information
not
systems
in
developed countries it becomes clear that in the long run all information systems should aim to become self-supporting. special
services
organisation/ resources.
and
system
those
should
Otherwise
the
services
be
offered
charged
system
to
outside
generate
degenerate
Atleast the
sufficient
without
having
sufficient justification in terms of cost-benefit analysis and the growth is difficult.
Unlike
industry
versatility
has
the
customer-oriented resources.
products
any
other of
and
industry, information
producing
bye-products
innumerable to
generate
A good example is NTIS which is now covertly aiming at
even profit making.
It
is
peritnent
to
note
increasing both the economic dependence of For
example
indexing
less what
journals
here
that
returns
a
way
of
in
IT
are
of developed countries and
developed countries was
advances
on developed countries.
producing
two decades ago
has
abstracting resulted
in
and an
"Akshaya Patre" called "databases" for them and pushed the printed secondary (abstracting and indexing) journals to a real secondary
byproduct position.
Yet
plan for development
less developed countries have no proper
of
their own "databases" but keep paying
for accessing databases, CD-ROM
or
magnetic
hiring/subscribing to
tape
as
well
as
databases
printed
on
secondary
journals.
4.4
Lack of Technology Transfer and Indegenisation of IT:
Lack
of
attempt
to
transfer
technology
itself
and
indigenisation of the technology are major reasons for our not being able to realise the full potential of IT in the library services. forced
For every component,
to
look
towards
service and
developed
development we are
countries
or
their
representatives.
Unfortunately, importing
a
many
developing
products
and
country
services
like of
IT
generations (and even obsolete ones !)
without
start the necessary R&D in the
The
this
may be in the area of
Heavy this
penalty
soil. computer
India of
has
been
different
any attempt to
only exception
software
to
development.
is being paid and going to be paid by us
for
serious lapse in our long term plans, whether it is in the
area of hardware
gadgets or development of databases or running
online services through networks.
It
is unfortunate that development of (local)
bibliographic
databases which is fairly within means of important libraries is lagging
behind
prospects
of
sound product
from secondary be made
the
local
strategically information
in
country
databases.
inspite It
is a
of
long
neither
to
buy/hire
service
and
even to subscribe
to
term
economic
economical
or
database
document
nor or
supply
and commercial sources where own arrangements can
within the country.
service or product
Even though buying an information
initially looks
attractive
and
easy, it is
derogative in the long
run
and
in
country's self-reliance approach.
the overall
Though initial
interest of cost is
more
for building collection, developing databanks and databases, it is worth and or
attempting
databases. hire
in a phased way to develop own databanks
Even where
an
it
is
essential
outside
cost,
4.5
compatibility/
scrutiny
distribute
us
to
buy
information service/product it should be bought
with least of derogatory conditions recurring
for
and
other
and constraints
suitability,
conditions
of
such as
subjecting lease
so
as
to to
and share the services among different subsystems.
Incomplete
Exploration
of
Available
Options
and
Lack
of
Technology Assessment:
When import
we
face
a
the products
it is a
software
situation where we have
to
inevitably
of IT to modernise library services, whether or hardware
or database, systematic efforts
have rarely been made to
identify key
comparitive
of
assessment
all
technologies
and
for
available technologies
products against needs and requirements.
a and
Usually easy
or free
access/ availability like availability on Rupee payment
dominate
the
CDS/ISIS
decision.
software has
For
example,
free
availability
of
already resulted in hundreds of libraries rushing to
it without proper assessment of their evaluation of other
alternative
about different makes of plain
software requirements and
softwares available.
paper
copiers,
So
is
CD-ROM drives and
different versions of CD-ROM databases and their search softwares being
bought.
source
and
appropriate products and of
these
There
Technology
performance
no single Assessment
technologies, services,
imported
different
is
finds
options, tests,
monitors reviews
to
or
otherwise
which
examines
innovative
new
information about adoption Indian
and
and
Centre
possible
disseminates
technologies
published
conditions,
reports
evaluations
compares
the
results
of
of
adoptions
or
implementations
in
the
country.
In
the
technology assessment centre, we are often
absence
wedded
dead-end or obsolete or incompatible technologies. see
a
of
such
to either
to
I am
to
single comprehensive evaluation report of any
yet of
the
technologies already talked in the country.
4.6
Under-Utilisation of Available Imported IT:
As
imported
IT
products, services, tools and means can be seen everywhere.
I
have
on
today, tremendous under-utilisation of
recently
received
a
computerised
acquisition of library which covering
1-2
year
old
is
documents.
historic or academic interest. places where computers of
computerisation
look at the technology
trends to
list
of
months behind schedule,
Such
a
list
can
only
be
of
It is not difficult to find out
are used like typewriters under the name
and lack in
8
monthly
of
integrated approaches.
If we
information industry right from microfilm
advances
in
expert
systems,
baud
rates
and
electronic document delivery we have often bought 'sword' (instead of knife) and used it to cut apple and called it an 'experiment'.
4.7
Lack of Requisite Level of IT Skills in Library Personnel:
Mentally and technically preparing users and library staff at
all levels for modernisation of library services through IT is
most
fundamental
for
the
Regretfully, the general level
successful
implementation
of
it.
of knowledge, skill and competence
of library personnel in IT is quite low of few personnel worked in advanced
with probable institutions
exception
where ample
opportunities are available to gain hands on experience.
University libraries are the laboratories of library schools. Skills
in IT cannot be imparted in class rooms or by suggesting
to read literature. It can
be
gained
only
when one gets
hand-
on
training
and
experience
conditions or in real life
in laboratories
situations.
These laboratories
library schools do not have worth the name IT facilities. out
Hence
by library
expertise provide
of
schools
even
new
do
gadgets
turned
possess adequate skills with
IT
of
and other
post-graduates
interact
and
specialists
requirements, evaluate what is recommended by IT
A BLR&DD sponsored
technology
information
and
not
to confidently
their
specialists.
the graduates
under simulated
on
the
project to
labour
examine the effects
market
and
services within the UK carried out
demands by
for
Technology
Change Centre (Information Media & Technology, 1985) has concluded that the
demand for
and many
of
the
traditional
traditional skills
future except in small selective some
eleven
schools jobs.
categories
in
skills
India
of
will not be required in the
areas.
information
The
report
jobs
can hardly cater to
and 2-3
identified our
library
categories
of
Another similar investigation on the forces of change in
library
schools
in
United
decline in applications
States,
to
1989).
Canada
and
the
UK
found
library programs in universities due
to lack of introducing students to
technology (Erick,
May/June
Even those professionals who are already on job
severely
handicapped
opportunities
if
they
do
and self-initiation
necessary skills,
4.8
is likely to tail off
expertise
Difficulties
of
not to
have
enough
are scope,
absorb and update the
and knowledge relating IT.
Hiring
IT
Specialists
and
Achieving
Cooperation Between Library Personnel and IT Personnel: Finally, technology, and
IT
is
the team
coordination
multidisciplinary effort
able to hire IT specialists. are hiring librarians.
interdisciplinary
with highest degree of cooperation
between library
is necessary in implementation
and
personnel and IT specialists
phase.
Librarians have not been
On the other hand, IT specialists
This is a serious blow to profession.
Further, even if a specialist is hired it has not only become
difficult
for librarian to have consistent support
(like software engineer) but and
interest
services.
of
also
to
specialists
The degree of such
sustain in
of specialist
the
commitment
modernising
library
cooperation
and coordination
needed is reduced much in a turn-key project as well as adhoc hiring of specialists on specific aspects of IT work.
5.
Conclusion:
I
did
not
go
in
information technologies wish to
stress
yet integrated
for
here that or
digital
about
fax
communication, etc.
prospects
of
various
modernising library services. Yet I
our
prospects of having decentralised
coordinated library
possible by communication networks,
detail
technologies machines,
systems like data
will be made communication
telecommunication satellite
Our document outputs and publications could
be more timely, efficient, elegant and appealing to users than ever before due to graphic arts technologies like laser printers, colour copiers, DTP, etc.
On
the
front
technologies, it study
by
of is
M/s.Coopers
mass-storage, pertinent
mass-copying
and
retrieval
to note a finding of a recent
and Hybrand (Hendley, 1988,p17):
"...of the information that enters an organisation in paper form, only 1% is coded and entered into computer systems, under 5% is converted to microfilm at some stage of its life and 94% remains in paper form throughout its life time. In addition, as the volume of transactions grows the volume of paper handled is rising at the rate of 25% per year". Thus inspite optical But
of many mass-storage devices like microforms,
discs, etc., having
paper form continues to have a major share.
surrogates/
bibliographic
unconventional documents on these
media
databases
may help
in
and
many ways.
We
can
modernise
mundane
current
directed,
timely
library
awareness and
services
services
really
intelligent without
our
dormant
online
public
library
access
ornamental abstracting CD-ROM
version
We our
and
indexing
user
inhouse
by
We
can
providing
databases
and
journals by subscribing
to
or providing online access to these databases.
keeping
in
many
operations
Information
and
information
retrieval
special libraries and information centres. But
there is a lot to be done to
more
current,
in vogue.
catalogues
uptodate
our
have already been able to use computer for quite a few of
house
function
to
card
making
much additional data
entry wherever computerised operations are activise
by
processing
improve and
technologies
also
integrate
them.
offer increasingly
powerful tools like high resolution PCs,
PSS,
etc.,
A
microcomputer
based
on
PLEXUS (of University of London) should not be far
line with
away if
we
insights
expert system for providing referral service
desire and need it. We have to look for serendipitous with
technologies
innovativeness
like
expert
and
system,
ingenuity
in
latest
hypertext,
workstation
technology, optical storage media, OCR, network technology, etc.
REFERENCES: 1. Frost, P. and R. Whitley. "Communication patterns in a research laboratory." R&D Management 1(2) 1971: 21-79. 2. Hall, Kevin R. and Eric Ritchie. "Study of communication behaviour in an R&D laboratory." R&D Management 5 (3) July 1975: 243-245.
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Michael E.Treacy. "Information innovation". R&D Management, 18
-----------------------------------------------------------------@ A paper proposed for presentation in National Seminar on Modernisation of Library Services in University Libraries, 2223 September 1989, Manasa Gangothri, Mysore-6.
About the Author Dr. M. S. Sridhar is a post graduate in Mathematics and Business Management and a Doctorate in Library and Information Science. He is in the profession for last 36 years. Since 1978, he is heading the Library and Documentation Division of ISRO Satellite Centre, Bangalore. Earlier he has worked in the libraries of National Aeronautical Laboratory (Bangalore), Indian Institute of Management (Bangalore) and University of Mysore. Dr. Sridhar has published 4 books, 83 research articles, 22 conferences papers, written 19 course materials for BLIS and MLIS, made over 25 seminar presentations and contributed 5 chapters to books. E-mail:
[email protected],
[email protected],
[email protected] ; Phone: 91-80-25084451; Fax: 9180-25084476.