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Maurine Trade project 2022

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TITLE: PROCESSING OF INFORMATION MATERIALS

CASE AT SILIBWET LIBRARY COMMUNITY

NAME: MAURINE CHEPKORIR

INDEX: 5830010062

COURSE CODE: 1913

PAPER CODE:206

SUPERVISOR: MRS.GLADYS SIGEI

CENTRE: SOT TECHNICAL TRAINING INSTITUTE

THIS PROJECT IS SUBMITTED TO THE KENYA

NATIONAL EXAMINATION COUNCIL (KNEC) IN
PARTIAL FULFILMENT FOR THE AWARD OF
CERTIFICATE IN LIBRARY SCIENCE.

EXAMINATION SERIES: JULY 2022

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Table of Contents
DECLARATION..........................................................................................................................................i
DEDICATION.............................................................................................................................................ii
ACKNOLEDGEMENT..............................................................................................................................iii
ABSTRACT...............................................................................................................................................iv
CHAPTER ONE..........................................................................................................................................1
1.1: INTRODUCTION............................................................................................................................1
1.2 BACKGROUND OF SILIBWET COMMUNITY LIBRARY...........................................................4
1.3 STATEMENT OF PROBLEM...........................................................................................................6
1.4 OBJECTIVES....................................................................................................................................6
1.5 RESEARCH QUESTIONNAIRES...................................................................................................7
1.6 SIGNIFICANCE OF THE STUDY...................................................................................................7
1.7 SCOPE OF THE STUDY..................................................................................................................7
1.8 DEFINITION OF TERMS................................................................................................................8
CHAPTER TWO.........................................................................................................................................9
LITERATURE REVIEW............................................................................................................................9
2.0 INTRODUCTION.............................................................................................................................9
2.1 Theoretical Framework......................................................................................................................9
2.2 Conceptual Framework....................................................................................................................10
2.3 Empirical framework.......................................................................................................................11
CHAPTER THREE...................................................................................................................................12
RESEARCH METHODOLOGY..............................................................................................................12
3.0 INTRODUCTION...........................................................................................................................12
3.1 LOCATION OF THE STUDY................................................................................................12
3.2 POPULATION OF THE STUDY...........................................................................................12
3.3 SAMPLE TECHNIQUE.........................................................................................................13
3.4 RESEARCH INSTRUMENTS...............................................................................................13
3.5 DOCUMENTARY SOURCES................................................................................................16
CHAPTER FOUR.....................................................................................................................................17
DATA PRESENTATION, ANALYSIS AND INTERPRETATION...........................................................17
4.1 DATA ANALYISIS..........................................................................................................................17
4.2POLICY GOVERNING STAFF INVOLVED IN PROCESSING OF INFORMATION
MATERIALS.........................................................................................................................................17

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4.3 STAFF INVOLVED IN PROCESSING SECTION.........................................................................19

4.3.1RESOURCES AVAILABLE FOR THE PROCESSING OF INFORMATION MATERIALS.......20
4.4METHODS USE IN PROCESSING OF INFORMATION MATERIALS......................................22
4.5 SERVICES RENDERED BY COMMUNITY BASED LIBRARIES..............................................23
4.6 ENGES FACING COMMUNITY BASED LIBRARIES IN KENYA..................................24
4.7 SOLUTION TO CHALLENGES FACED BY COMMUNITY LIBRARIES IN THE
PROVISION OF INFORMATION MATERIALS............................................................................25
CHAPTER FIVE.......................................................................................................................................27
FINDINGS, CONCLUSIONS AND RECCOMENDATIONS..................................................................27
5.0 INDRODUCTION...........................................................................................................................27
5.1 FINDINGS......................................................................................................................................27
5.2 RECCOMENDATION....................................................................................................................27
5.4 CONCLUSION...............................................................................................................................28

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DECLARATION
I declare that this is my original work undertaken after carrying out a research study.

This project has been submitted in the basis of my carrier.

Presenter

Name………………………………

date……………………..……….

Signature ……………………..…..

This project is presented for examination with the approval of SOT TECHNICAL TRAINING
INSTITUTE.

Supervisor

Name……………………..……

date…………………………….

Signature………………………

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DEDICATION
This project is dedicated to my dear parents for their continuous financial support for me to reach
this part of completion.

Special dedication also goes to my dearest friends for their humble support not to forget all sot
technical training institute at all. May God bless you?

Also I dedicate this project to my neighbor for assisting me financially and the church for
praying for me in all the challenges that I encountered during the time I was going on in my
research.

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ACKNOLEDGEMENT
I would like to give thanks to the heavenly father for enabling me to come up with a good and
special project , though there were many challenges I encountered in writing this project, am
happy because I managed to accomplished it successfully.

I do also wish to acknowledge my supervisor MRS. GLADYS KOSGEI for the guidance that
they gave me by ensuring that all my work concerning this project is right and confirmed to
KNEC requirements.

I do acknowledge my lovely parents Mr. $ Mrs. Simon Bii for their financial support they gave
me in writing this project.

Financially, my acknowledgement goes also to all students and Tutors who encouraged me
during the entire work of my project.

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ABSTRACT
The study determines whether documentary materials have sufficient value to warrant
processing of records by an information center.

A comparative study of lekimbo library.

The aim of the study is to maintain the organization in processing of information materials to
information center. The objectives are to identify types of materials available, to find out the
profession concerned with achieving economy efficiency in creation of materials and
maintenance of records that involved in processing of materials.

Also the funds methods of processing and procedures problems and the possible suggested
solution.

The study deals with the introduction background information and the information center terms
for those qualities and characteristics of permanently valuable records that make the records in
their original physicals form of library acceptable forms of the records acquired.

The process of organizing documentary materials in accordance with the library principles
.Silibwet library has a policy established concerning subject areas, time periods and formats of
materials to seek for donation or purchases and the artificial accumulation of materials devoted
to a single institution or type of document acquired from a variety of sources, helps in building
an institution holdings of historical materials through provisions activities.

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CHAPTER ONE

1.1: INTRODUCTION
Processing of information materials is the series of steps that converts a starting material into a
useful form with controlled structural features and properties.

Purpose of processing materials is to go through processing so that they can be located, used and
returned from the library from which they originated.

Each item in the library must go through physical processing including the applicant of:

 Accession numbers (Manual Systems).

 Circulation cards (Manual Systems).
 Pockets (Manual Systems).
 Plastic covers, laminates or cases to protect materials.
 Barcodes (Automated Systems).
 Detection strips or slips.
 Property stamps.

Processing can either be done in-house or purchased through vendors.

There are steps involved with processing materials includes:

1. Inspection.

The materials should be examined for any physical defects such as damaged covers or folded
pages. If a book or other item purchased by the library is defective can usually be returned.

2. Identification.

Most libraries label their materials with some form of permanent identifications that gives the
name of the library and its address. As well as identification is relatively inexpensive means of
publicizing the library.

Ownership stamps are usually applied in all the following places in books;

a) Along the top, front or bottom edge of the books. Stamps in these locations are easily
seen and cannot be erased or turned out easily.

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b) Title page, inside the front cover or inside back cover: again these can be done with a
rubber stamps because this is a large area the stamps used on these locations includes the
name and thee address of the library.
c) Pockets. In libraries, with manual circulations systems, the pockets are usually stamped
with the name and the address of the library.
3. Assignment of accession numbers.

Each item in the library should be uniquely distinguished from any other item. This helps in the
process of identifying whether a given copy of an item has been returned and in inventory in the
collection.

Although the first copy of an item has a unique in this, author and title, additional copies are not
unique in this regard.

This process varies on whether the library was a manual or automated circulation system that
include:

 Circulation card or pockets.

 Shelf list card.
 Title page.

b) Accession numbers in automated circulation systems.

In libraries with automated circulation systems bar codes provide a unique accession numbers for
an item. There are two types of bar codes coda bar and code 39.

Smart or dumb barcode are put on material in following locations;

 Inside the front or back cover-this protect the codes label from being damaged.
 On the front or back cover-this makes it easier to circulate the item.
 On both-this gives you more options but increase your processing costs.
4. Preparation of circulation cards, pockets and due dates slips.
a) Circulation cards.

Circulation cards are a key component of manual circulation systems where they are used to
identify who has borrowed material should be returned to the library

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b) Pockets.

The pocket holds the circulation cards and sometimes information about when the item should be
returned.

The pockets can also have a date due information area on it. This eliminates the need to a date
due slip. Pockets can be attached by:

 Using glue or a glue gum.

 Damping a pregummed backing.
 Peeling off the backing if the pocket is pre-glued and pressure sensitive.

The best place to place the pocket is on the front flyleaf because:

 During circulation the book will not have to be turned over.

 The book will lay flat and stay open for due date stamping.
 A firm backing is available to support the pressure of a due stamp.
c) Date due slips.

Date due slips are placed in library materials as a courtesy to the patron.

5. Preparation of call numbers.

Call numbers label identifying the location of the library material. Three types of pressure
sensitive are widely used: cloth, foil black and paper.

a) Cloth label.

Cloth label last longer than paper and foil back labels because of their high tear resistance.

b) Foil back labels,

Foil back labels are more pliable for better adhesion to an irregular or covered surface.

c) Paper labels.

Paper labels are less expensive than cloth or foil back labels and are a good all-purpose label.

6. Attachment of a protective covering.

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Protective covering is used to protect the book jackets, prolong the life of materials, increase the
attractiveness of the materials and protects call number labels.

Libraries can also apply covers in-house and have a variety of choices including;

 Single sheet pre-cut to fit various sizes of books.

 Rolls of various sizes that are cut in-house.
 Adjustable book jacket covers that are perforated and can be adjusted to fit a variety of
sizes.
 Rolls of heat-fusible laminate.
 Clear vinyl laminate.
 Clear vinyl book tape.

The cost of this material vary. The thicker the material the more it costs.

Variation on processing.

The steps involve in processing varies in each library. The processing steps will certainly vary by
type of library and within library different types of materials may be processed in different ways.
Some libraries have found that automating their circulation system results in revised and
streamlined processing procedure. As well, time saving material such as pressure sensitive labels
and books jacket can simplify processing. When all processing steps are completed, materials are
interfiled on books cart separated by department or area and set out for shelving.

1.2 BACKGROUND OF SILIBWET COMMUNITY LIBRARY.

1.2.1: HISTORICAL BACKGROUND OF THE STUDY OF KNLS.

Kenya National Library Service Silibwet community branch was established in the year 1996 by
the USA Peace Corps volunteer called Jennifer Calt Dean who interested the local community
member the realized that the community is interested in reading and leaning but were unable to
access information materials. she talks with the committee about the problems and decided to
build a community library on a plot which was donated by the local fourth polytechnic. she
solicits from wishers from U.S.A.

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In the year 1998 the library was open to the public and in the year 1999, the Kenya national
library service board took over the management of the facility as the community could not
sustain it.

The library is well stocked with over 14500 volumes of reading materials with modern ICT
equipment. the librarian was Leshara word who works from the year 1999 to 2022 and was taken
over by Richard Kalya in the year 2002 with five staff under him followed by other librarians.

The Silibwet community library (KNLS) brand is located in Rift Valley province, Bomet County,
Bomet Central Division, Township location, Silibwet sub-location, Silibwet community. Library
offers the following services; Health information service to the visually impaired persons
interlibrary lending and institutions lending, reference, services, internet services and storage of
cultural literature.

1.2.2: ORGANIZATIONAL STRACTURE OF SILIBWET COMMUNITY LIBRARY.

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1.3 STATEMENT OF PROBLEM

For any information center to be very effective and efficient being the processing of information
to its users.

It should have more space for all the staff working for users and information material stored by
the center. It should be automated and security tight in adequate funds that will be used in
meeting any expenses in the library.

Contrary to Silibwet community are;

 Understaffed.
 Lack of enough space.
 Lack of enough information materials.
 Lack of enough security.

After carrying out a thorough research I realized that the abode problems existed in the Kenya
National Library Services (KNLS) Board as Silibwet community library included after
interviewing one of the users and staff.

1.4 OBJECTIVES
Main objective

The aim of the study is to find out the effectiveness of the Kenya National Library Services but
specific to the branch of Silibwet community library based on processing of the information
materials in the Kenya Libraries.

Specific Objectives.

UsSince Silibwet community library is a branch of Kenya National Library Service, the main
objectives are as follows;

a) To identify the policies governing the processing of information materials.

b) To find out staff involved in processing section .
c) To identify the methods used in processing of information materials.
d) To identify services rendered by community based libraries.
e) To identify Ages facing community based libraries in kenya.

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f) To identify solution to challenges faced by community libraries in theProcessing of

information materials.

1.5 RESEARCH QUESTIONNAIRES.

1. Which policies governing the processing?
2. Which type of staff involved in processing section?
3. What are the methods used in processing?
4. Which services rendered by community based?
5. What are enges facing community based library in processing?
6. What are possible solutions challenges in processing?

1.6 SIGNIFICANCE OF THE STUDY.

The research will be of great importance to me because this will enable me toy after forwarding
research to Kenya Examination council which an examination body.

The findings of the study will talk about processing of quality materials and services in the
school based libraries to clients. The research will improve user knowledge and even being more
professional

The importance of the study is that;

 Ensure the relevant materials are processed in the library

 Minimized duplication in a library space

Ensure that limited library funds are spending on the needs of information users and staff

1.7 SCOPE OF THE STUDY

In my research I will cover processing of information materials in Kenya National library service
board (KNLS) Specifically to the branch of Silibwet community library.

During the research, I encountered many problems this include;

a. Lack of enough time to undergo processing of information materials in the library thus
giving the users unprocessed books

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b. Lack of enough funds to run the processing of information materials in the library
c. Lack of information materials. I faced a lot of problems when it comes to the
information materials which have not been processed under my study.
d. Lack of cooperation from users and staff; the clients from Silibwet community library
viewed me with supervision such that no vital information could be gotten from them
since they declined my request for interview and they did not answer the questioners

1.8 DEFINITION OF TERMS

Acquisition is the department of library responsible for the selection and purchase of materials or
resources

Retrieval refers to searching through stored information to find the relevant task at hand

Display is a selection of items with little to no accompanying text or provide interpretation

Dissemination refers to tools and resources used to keep a user informed of new resources on
specific topics

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CHAPTER TWO

LITERATURE REVIEW

2.0 INTRODUCTION
The literature on processing, access, and management of a library collection continues to grow.

According to Angola-American cataloging rules by Michael Garmae and Paul W. Winkler,

second edition revised 1988.American library Association Chicago

According to Hopkinson Alan comp. implementation notes for common communication format
(CCF), 1990 Paris Uneso. According to (Carr 2001) the library mission statement guides the
library in the processing of information materials and development of library collection and the
collection of funds.

According to (Harara 2005) outlines the tasks of libraries in all over the world still process,
maintain, acquire and provide access to the relevant information materials.

According to (Lam 2004), it stated that the major benefit of good library collection is that it helps
the library to review the strength of processing information materials in the collection
development in the library.

In this chapter on the book production in Kenya and problems of library processing books, it
includes the better mutual relationship between the book and users and libraries are crucial for
both of them.

2.1 Theoretical Framework

Several frameworks have already been developed for implementing of library systems presented
in the following paragraphs. This goal is;

1. Knowledge transparence.
2. Knowledge in processing of information materials.
3. Development knowledge based on processing of information materials.
4. Knowledge efficiency which focuses on the processing of the information materials.

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2.2 Conceptual Framework

The study shows the progress to concepts that represents and identified the problems of
processing of information materials.

A conceptual framework clarified and explains the methodology decision which include the
following;

a) Provide a scheme of selecting and prioritizing variables that are interested to the
researcher.
b) It demonstrates coherent between the empirical observation and conceptual conclusion
meaning of words elements include;
 Arrangement- refers to the filing pattern, such as chronological or alphabetical order, that
the materials follow.
 Organization-is the process of dividing the collection into distinct units, such as series
and subseries.
 Book stacks- shelves in the library where materials typical are stored.
 Call numbers- a group of letters or numbers that identifies a specific item in a library and
provide a way for organizing a library holding two major types of call numbers are
Dewey Decimal call number and library of congress call numbers.
 Catalog- a database listing and describing the books, journals, governments, audio visual
and other materials held by a library.
 Check out- to borrow/rent/loan/issue an item from a library for a fixed period of time in
order to read, listen or view it.
 Circulation desk- the place in the library where you check out, renew and return library
materials. You may also place a hold, report an item missing from the shelves, or pay late
fees or fine. They are also called a loan desk.
 Document delivery- a service that retrieves or photocopies information sources for library
users. Also see interlibrary loan and document delivery (IDD) or guide on USCS
document delivery system.
 CD- an abbreviation for compact disc. It is used for storing digital information.
 Citation- a reference to a book, magazine or a journal article or other work containing all
the information necessary to identify and locate that work.
 Controlled vocabulary- standardized set of terms used in searching a specific database.

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2.3 Empirical framework.

According to the books library science education by S. k Kapoor in the year 2010 state that the
radical change however is not related to the technology but to policies, smith and Johnson
suggest tha6t libraries.

According to Peter applying database management concepts to bibliographic record. Analog of

library science ,1998,35,1 pp 10

According to turner (F) the inter library loan protocol an o s solution to ill messaging library
HITECH ,8,4,199 ,pp 73-82 sis 96,18-20 Jan 96 Bangalore.

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CHAPTER THREE

RESEARCH METHODOLOGY

3.0 INTRODUCTION
Methodology is the study of the methods used for acquiring in a particular field of the studying
this chapter, the researcher will discuss the various methods that was used in collecting data
when undertaking the research.

The researcher will also discuss the location of the study population and the procedures for data
analysis. The study used estimated method approach which includes observation of collection
development procedure, unstructured interview with the library staff and provision records
examination. The researcher conducted and in-depth study of the provide records of library using
book ordering list and the accession register which contains information on book order and
supplies over the period under examination and accession materials for the study.

3.1 LOCATION OF THE STUDY

The community based library that I used as a case study is in rift valley province, Bomet county
and in a small town which is a divisional headquarters of Bomet central division known as
Silibwet this library is situated at the outskirts of Silibwet town and it is bordering Silibwet youth
polytechnic to the east and the town itself to the north Silibwet community library is easily
accessible since it is 0.25km away from the main tarmac road flying Litein town through
Silibwet to Bomet town.

3.2 POPULATION OF THE STUDY

Can be defined as the total number of people under study. The population that assisted the
research to targeted group are:-

-the library staff

-the students
-the general public

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The information center has 2.5 staffs who are supposed to provide information services to 220
and 450 students and the general public respectively. Due to financial constraints and time it was
not possible to study the whole population hence a sample was taken as a representation.

3.3 SAMPLE TECHNIQUE

This is a process whereby a small portion of a large population is selected and studied to
represent the whole population.

3.3.1 SIMPLE RANDOM METHOD

In this technique the researcher selected randomly 177 people in the whole population which was
to be studied instead of studying the whole population of Silibwet community library. This
method according to the researcher was reliable, quick and easy since it was possible to obtain
information within a short time.

3.3.2 STRATIFIED SAMPLING METHOD

The researcher will divide the population into group so that an individual will be in one stratum;
in this case the researcher divide the population of Silibwet community library into three strata
that is:-

-library staff 30,students 300,general public -510.

STRATA NO. OF STRATUM NUMBER OF

SELECTED
STAFFS 30 7
STUDENTS 300 40

GENERAL PUBLIC 510 130

TOTAL 840 177

3.4 RESEARCH INSTRUMENTS

The researcher used various instrument to aid for getting adequate data to meet the objectives of
the study. The instruments that was employed or used were:

3.4.1 QUESTIONNAIRE
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The researcher formulate some questions according to the subject under study and distributed
them to the respondents, he did so in order to get accurate information. From this data collection
technique the researcher was able to get information on:-

a. Position held by the respondent in the library.

b. Policies governing provision of information services in the community
based libraries
c. Types of information services offered.
d. Resources available for the provision of information materials.
e. Benefits that the community get with the establishment of community
libraries.
g. Problems encountered in provision of infrastructure materials by
community libraries.
h. Possible solutions of the problems encountered. The researcher gave
questionnaires to one hundred and seventy seven and eight hundreds and
fourty people that were selected to represent the whole population.
All the information avail will be treated with entrust confidentially and more
so it will be of mutual gain or benefit to the researcher and organization, the
questionnaire that was prepared consisted of seven (7) questions, please tick
and fill the blank space appropriately
3.4.2 INTERVIEWS

This was carried out among the library staffs and its aim was to: obtain relevant information on
the subject under study.

The researcher saw a need to use the interview so that he could elaborate on some questions in
the questionnaire that the respondent could not understand hence more interviews was a success
since the respondents contributed a lot of information about the subject under study.

This method proved to be effective as the researcher was able to gather the following
information.

a)Historical background of the information center(Silibwet community

library)under study.

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b) Aims and objectives of the center

c) Functions of the center
d) Services offered by information center
e) The no of staffs and clients of the center
f) Stock holding of the library.
g) Founders of the library
h) Future plans for expansion of the library.

3.4.3 OBSERVATION

The researcher used observation methods it is one of the effective methods of gathering
information. The researcher position himself in such a way that the staffs and users could not
notice him so that he could observe the staffs as they retrieve the information materials to the
users and disseminating the necessary information services to the library clients.

The researcher also get a chance to observe the users as they retrieve and make use of
information materials and also as they come to provides and acquire a given information from
the library staff. It is through this method of data collection that the researcher concludes that the
clients of Silibwet community library make little use of information materials because they do
not know how to use the various retrieval tools that are in the library such as:

The card catalogue, indexes and abstract to locate and retrieve a given information materials in
the shelves. The researchers also concluded through this method that the staff at Silibwet
community library was headquarters since one staff had to do many tasks such as shelving of
information materials, answering various questions from library users among other tasks.

The researcher found out that this method to be economical in terms of staff. It is through this
method that the researcher is able to observe the following:

i. Types of provision materials in the center

ii. How the staff are responding to users on how to consult on certain
information materials
iii. How the materials is arranged.

Advantages

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a) No biasness as nobody re-organized the research during

observation
b) Data collected is accurate and reliable
c) It is cheap in terms of cost used.
3.5 DOCUMENTARY SOURCES

These are tools where by the researcher was able to consult the few published materials on the
subject under study hence she was to acquire factual information such as

–periodical

-books

-newspapers etc.

After consulting the above mentioned documentary sources, the researcher was able to acquire
factual information which includes the following:-

1. The policies that govern the setting up of community based libraries in Kenya.
2. The objectives of community based libraries
3. The historical background of community based libraries.
4. Problems encountered in the setting up and running of community based libraries.

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CHAPTER FOUR

DATA PRESENTATION, ANALYSIS AND INTERPRETATION

4.0: DATA ANALYISIS

The researcher of this work analyzed the data collected by using the following:

-tables
-pie charts
-bar graphs
-diagrams and also
Through presentation and interpretation of data.

4.1 INTRODUCTION

It entails on the analysis and interprets the research findings in relation with the objectives and
research question of the study. It clarifies on the policy governing provision of materials used,
methods and procedures used, funds available at the information center, problems encountered
by the center and the possible solutions.

4.2POLICY GOVERNING STAFF INVOLVED IN PROCESSING OF INFORMATION

MATERIALS
Policy can be defined as a statement of intent plays every important role in processing of
information materials. It ensures that all members using the library are registered and guidance
for all involved in the center.

The policy governing the information materials by ensuring that there is enough security thus
making sure that there is adequate control and preservation of information materials.

The staff policy considered the materials acquisition as follow:

1. Materials concerning controversial issues or those issues which have been presented in many
hues and from many perspectives, will be collected to represent the variety of opinion as
completely as possible.

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2. Work of ideological, religious or politically oriented nature will not automatically be excluded.

3. Those library specialists involved in materials provision will not select books based on
personal preference or beliefs but is accordance with the policy outlined.

4.The above considerations also apply to materials donated to the library.

The library materials selected according to the above criteria do not necessary reflects the
opinions or views of the MRC or the MRC staffs.

Other policy that governs the staffs includes:

i. They should acquire materials as quickly as possible.

ii. They should maintain a high level of accuracy in all work procedures
iii. They should keep work processes simple to achieve the lowest possible unit cost
iv. They should develop close, friendly working relationships with other library units and
with vendors’.

The pie chart below shows the policy governing the provision department of library

Provision

Not unuderstood; 26.32%

Understood; 73.68%

The 1st qrt – Understood

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The 2nd qrt- Not-Understood

According to the pie chart above most of the respondent has no idea on whether the policy is
assisting or not.

4.3STAFF INVOLVED IN PROCESSING SECTION

According to the research findings the following involved in provision in library and registry of
information of information materials.

I) Registrar
II) Senior librarian
III) Assistant librarian

Other staffs involve in the drivers who does the transportation of information materials to and
from the creating agency.

I) Archivist
II) Assistant archivist
III) Museum curators

Staffs are persons responsible for the running and maintenances of the information center. They
are required to provide efficient and appropriate service in the library and registry center to the
users.The role of the registrar is to keep records and easy retrieval by the user in the registry
centre.The function of the librarian is almost the same as that of registrar but they control and
maintain the movement of librarian materials such as text broke in the library. the librarian also
charges overdue cost to overstaying with a book but the register does not since nothing or no
document is allowed out of the registry information materials on the registry are not loaned.

The table below shows the number of qualified staff in the library and registry.

Response No of respondents Percentage %

Graduate 10 60
Diplomats 7 20
Course trained 8 10
Untrained 4 10
Total 29 100

The bar graph below showing the no of qualified staff in the library and registry.

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No. of respondents
Column1

4.3.1RESOURCES AVAILABLE FOR THE PROCESSING OF INFORMATION

MATERIALS
Resources can be defined as something that one uses to achieve an objectives e.g. materials to be
used or personnel.

The available resources for provision of library materials include:-

i) Human resource
ii) Material resources
iii) Financial resources

4.3.2HUMAN RESOURCES

Human resources are the people who make up the workforce of an organization, business sector
or economy.

Human beings are a resource to an information center in that they provide skills in creativity and
provision of information materials.

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Human resources plays an important part of developing and making information center a success
at the end due to the labor provided by employee.

4.3.3MATERIAL RESOURCES

Materials resources can be define as materials found in nature that can be used for practical,
human purposes that are considered to have value.Materials resources found in library include:
books, machines such as computers, files etc.

4.3.4FINANCIAL RESOURCES

It is defined as money available in the information for spending in the form of cash, liquid
security etc.Financial resources are used to carry out the main operations of the information
center.A good financial resources management is key to achieve the goals of the organization.
Situations in which the shortage of funds can compromise the short term operation must be
avoided. For example if it doesn’t have enough funds to buy information materials, an access
of financial resources can lead to a high opportunity cost.

Most of the financial resources are external sources for example bank loans and issue of
corporate bonds.

Several organization models for delivering extension services to the public, there are a number of
ways to finance those services and keep track of the money. Sound financial management may be
fundamental to success. Poor financial management on the other hand often accompanies and
contributes to failure.

The major financial concerns of the extension organization can be described rather
simply:Extension organizations have too few financial resources given the nature and the size of
the mission.The extension organization are already been mentioned earlier are supported
financially from variety of sources.Publically founded organization receives support from:

-public appropriations
-contracts with other agencies, donors or both.
-loans
-gift.

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4.4METHODS USE IN PROCESSING OF INFORMATION MATERIALS

There are several types of Processing methods of information materials it includes:

I. Standing orders
II. Approval plans
III. Blanket orders
IV. Leases
V. Gift and Donation
VI. Exchange

I. Standing Order:

Open orders for title that fit a particular category or subject. For example this are usually
developed for anything published in that particular series. A benefit to this style of ordering is
that it is automatic. The provision department does not have to order the next series.

II. Approval Plan

Similar to standing orders accept they cover quite a few topic areas are send from the vendor
and the library is only charged for the specific title that they accept into their collection. A
benefit to this style of ordering is the provision department can sometime makes better decision
to the materials in hand versus an order form.

III. Blanket Order:

Largely a combination of both a firm and approval plan. Blanket orders are the library making a
commitment to purchase all something. For example, a library makes a contract with a certain
publisher or vendor and will purchase everything that this publisher or vendor has available in
regard to a topic. A benefit to this style of ordering is an automatic provision of information
materials for particular field, which can be specially, beneficial to specialized or academic
library.Items are automatically delivered when printed.

IV. Leases:

Contract that allows access to a particular resources for a period of time. Leases are most
commonly utilized with electronic resources such as database, journals and web bases materials.

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The library is paying for the access to materials verses paying for the ownership of the
materials.

V. Gift and Donation:

In some cases libraries may allow gift that people give to the library. It is the job of the provision
department to determine whether or not the gift will be kept and incorporated into the library
collection. The person giving gift are mostly the donors and the alumni of that institution or
people living in that particular area. A library collections and provision development policy
usually state whether the library accepts gift and donation.

VI. Exchange:

Can be broken into two sub categories;

a) Exchange of unwanted duplicated/gift materials.

b) The exchange of new materials between libraries.

4.5SERVICES RENDERED BY COMMUNITY BASED LIBRARIES

Silibwet community based library offer services like, borrowing of books or charging and
discharging of information materials.

The library provides instructions to the users on how to use the information materials as
education services and research services for all Silibwet Community. This unique opportunity
allows the library to support outreach project, foster partnership, and extend awareness of quality
information centre beyond the scope of the institution.

Community based library offer;

I. Research Instructions

On the demand training courses, design specific prevention available to cover effective database
searching techniques, citation standard and a few of available library materials.

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II. Research Services

In addition to educational programming, research services are also offered. Among the services
provided are literature searching including databases, citation verification assistance, publication
support, document delivery and lone some document services. Silibwet library also give special
to all members for research service for a reduce fee.

III. Services for individuals with disabilities

The library is committed to provide access to library materials, programmed and services for all
users. The library will make every effort to accommodate reasonable request from users with
disability. If a person disability is not readily discernible, he or she should identify himself or
herself as having disability on seeking assistance. Some disability services are available to all
library users and others are limited to faculty, students and staffs.

IV. Computing and furnishing

In addition to others throughout the library, wheelchair accessible work stations are available.
Those in wheelchair have priority use of this station, though others may also use them.

V. Retrieving materials

Library staff can retrieve known items (print materials not currently checked out) from the
library shelve or other areas in accessible to disable. Whenever possible, conduct front desk staff.

VI. Office for students with disabilities

Registered UCSD students are eligible for assistance from the office of students with disabilities
(OSD). OSD has equipped a computer room in the library office.

4.6 ENGES FACING COMMUNITY BASED LIBRARIES IN KENYA

4.6.1 LACK OF INFRASTRUCTURE

Most of the libraries faced challenges of infrastructure for example, roads; it is a problem when
the vehicles are transporting information materials.

Impassable roads creates problems such as destruction of information on the way before reaching
information centre, also it cause deterioration to information materials.

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4.6.2 LACK OF ADEQUATE FINANCE

Danuta (1996) asserted that the finance is a major resource for organization effectiveness and
without it nothing meaningful will be achieved.

It should be borne in minds right from the onset that computerization of the library like provision
and circulation control is an expensive venture, and a time consuming process.

4.6.3 UNAVAILABILITY OF LOCAL COMMUNICATION EXPERTS AND

COMPUTER COMMUNICATING INTERNALLY

Tasting and installation of gadgets in a computer based system; skilled and experienced
personnel are needed on a permanent basis who can convert the existing manual bibliographic
data into machine readable form.

4.6.4 INSTALLATION MAINTAINANCE

It involves foreign currency limitation, bad telephone lines, and reluctance of telecommunication
officers to license moderns. Moreover networks have their inherent problems which sometimes
affect the decision of individuals and organizations.

Public libraries exits to satisfaction refer to how users judge the services of the public libraries.
Indeed, it refer to users of the public libraries get the desired information resources, facilities and
services expected to be provided by the public libraries.

4.7 SOLUTION TO CHALLENGES FACED BY COMMUNITY LIBRARIES IN THE

PROVISION OF INFORMATION MATERIALS

There are several solution to the challenges faced by community based libraries, they include:

i. Social enterprise managing services rather than councils.

ii. Self –services (fast on the way already to becoming universal but still need human
being.)
iii. Volunteers (but warning about managing them)
iv. Ending mobile library.
v. Testing new services in one or a few authorities first before national adoption
(potentiality funded by foreign countries.)

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vi. Free up areas vacated by the ending of audio visual lending for new services.
vii. Move towards libraries being creation or makes spaces rather than providing
consumption.

VIII. Move services online even more automatic library membership.

IX. Reaching groups and digital reaching group should be well prepared with enough space
provided.

XI.Cafes or wifi enables study or meeting spaces reaching as a social experience, supporting
people to broaden their reaching choices and experiment by providing advice and support to
individuals and reaching groups by:

 Helping emergent readers –people who are not illiterate but find reaching a chore
through scheme like six book challenge.
 Being experts on the technology so that if an elderly customer (or anyone for that
matter) libraries to be a sort of less intimidating more inclusive apple store if one wants.
 Helping children’s to become habitual and constant readers through social, group and
individual’s activities for as a no brainer get a lot of pads in the libraries as they are
magnets for the other people.

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CHAPTER FIVE

FINDINGS, CONCLUSIONS AND RECCOMENDATIONS

5.0 INDRODUCTION
This chapter gives an account of the factors that shown the role of the community based libraries
in the provision of information materials.

It will also highlight the challenges facing libraries. The aims of this chapter are to summarize
the project findings and recommend same strategies for improvement of the materials and
services in the community based libraries in Kenya.

5.1 FINDINGS
According to the researcher, Silibwet community library, indeed has a policy that govern the
provision of information services to its clientele, since Silibwet community library was
established by the KENYA NATIONAL LIBRARY SERVICE BOARD with the support and
participation of local community in a cost sharing basis in conjunction with the American peace
corps in this case it has adopted a Kenya National Library Service Policy which state that, KNLS
“Offers reaching to all.”

This policy is more or less the same as what is in the logo which state that “Reading is
knowledge.” This policy conformed with what is written in the signpost erected on the function
to the library. The library learns mainly on government grants and donations from well wishers
in order to acquire information resources, in this case there for it is difficult to acquire current
information.

Qualified personnel are to carry out activities of classification to avoid poor classification and
arrangement of information materials which makes them quite expensive for them.

5.2 RECCOMENDATION
After the study, the so it’s important to give his own views which can be found helpful by
information centre.

Enough funds should be provided for the purchase of facilities and equipments it can also be
used in maintenance and repaired of information materials.

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All the information materials should be given an equal treatment; this is to avoid the cases of
biasness in other materials.

One of the other surest ways of raising the standard of living in the rural areas in acquisition and
provision of useful and reliable information through community based library services. Once the
community dwellers are well informed, they will take advantage of scientific and technological
breakthrough in improving their standard of living.

Based on conclusion drawn above, the following recommendations are made:

a) As a matter of necessity and urgency, community based libraries should be established in

every major village of the local government to ensure adequate provision of information
which will leads to create access to information by the rural dwellers.
b) When established, community based libraries should provide services that will meet the
information needs and yearnings of the rural dwellers. Such services include translation
service, adult literacy, workshop for caregivers and staff, social cultural service, provision of
specific information etc.
c) Radio and television programmed for rural dwellers should be broadcast in local language to
ensure effective information disseminations.
d) Local information providers such as librarians, local health workers should always ensure
that the information is disseminated to rural dwellers in the proper and appropriate format.
e) The information materials and messages from change researcher, and so on could be captured
by the community based library and made available to the end users in a local language on a
regular basis.
5.4 CONCLUSION

The following are suggested conclusion by the researcher:

1. Information should consider funds as a vital factor for effective information services.
2. Policy should be designed. This is to ensure that rules and regulations are followed
accordingly.
3. Enough space and storage facilities like shelves, cabinets should be provided so as to
safeguard the available materials in the centre.

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4. The classification system should be expanded so as to accommodate new subject in its field
in case it is revised.

5. Proper housekeeping to maintain or preserve the library and registry materials from damage.

6. There must be way forward in order to provide enough space for the expansion of information
centre.

7. More retrieval tools, finding aids to be put in place for students to retrieve information easily
E.g., calendars, shelve list.

8. The institutions staff should purchase security device for security purpose at the exit of library
and entrance.

9. Lack of qualified personnel also leads to poor provision and provision of information
materials.

This study also examines the use of community based library and what information services are
available to the rural dwellers in local areas of Silibwet.

The study found out that at present the rural communities have been in the area of much
population complete neglect in terms of information provision leading to information
depreciation. At present, the community dwellers get much of their information from mass media
such as, radio and television, they also rely on heavily on their mobile phones. However, much
of the information gotten from these sources was unsolicited and so cannot meet most of the
information needs of the community dwellers.

Moreover, it is evident that the effective provision and provision of community based library and
information service in Kenyans rural communities has the potential of providing the peoples
information needs promptly in the proper language and format.

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