The Need for Digitization of Special Library Materials in Nigerian University Libraries — J. U. Igbeka and Christopher O. Ola
Abstract
Digitization as a method of preservation is now a global phenomenon and the new trend in managing library information materials and content, especially precious ones. This paper positions Nigerian university libraries within this global context; identifies the benefits and parameters for digitizing special library materials; and investigates the pattern of usage of the special collections in Kenneth Dike Library (KDL), University of Ibadan, with the aim of establishing their suitability for digitization. The records of consultation of Africana, Publications Ordinance and Theses collections from 2004 to 2008 were surveyed. The record of foreign requests of Africana materials was also studied. A qualitative analysis of data using frequencies and percentages shows that, in spite of the general challenges of digitization, it is desirable to digitize the special collections in KDL. However, it is recommended that before embarking on digitization, a digitization programme should be drawn up with detailed prioritization mapped out. The KDL digitization project should start with digitizing the abstracts of the Theses collection.
Introduction
The effectiveness of information technology is apparent in all human endeavours. It improves every day and increases in its importance, versatility and ability to provide accessible and useful information to users.
In its ‘Declaration of the Principles of International Cultural Co–operation’ in 1966, UNESCO posited its preparedness to “spread knowledge, to stimulate talent and to enrich cultures to enable everyone to have access to knowledge, enjoy the arts and literature of all peoples, share in advances made in science in all parts of the world, and contribute to the enrichment of cultural life.”
Today, literature is replete with documentation of the advances in technology and the changing architecture of the theory and practice of librarianship. Information and communications technology (ICT) is growing so drastically that the delivery of library service is no longer the exclusive domain of library professionals but of all those who wish to make information and/or information carriers visible and accessible to the widest audience. Perhaps the greatest challenge in this regard is posed by the possibilities inherent in the exploitation and use of the Internet.
Multimedia technology and information management techniques have combined to make knowledge management and transfer quite exquisite. Even more, the synergy of digital technology and Internet access has created the possibility of virtual exhibitions which is fast transforming knowledge with its concomitant impact on instruction and knowledge preservation.
Digitization of information materials is the process of converting analogue information to a digital format (Feather and Sturges, 1997). It is one of the newest methods of managing information resources in the new information age, whereby information technology has assisted in making information accessible to people even in their homes. Traditional library materials in the form of books, papers, manuscripts, documents, etc. are converted into electronic formats. Images (such as photographs or maps) are converted into digital representations using some type of scanning device (or digitizer) so that they can be displayed and manipulated on a screen.
Digital institutional resources such as theses, manuscripts, special monographs, research papers, or images are of very high value to academic institutions. According to Carr (2000), cooperation, automation and the building of the digital library — all for the enhancement of service delivery in support of teaching and research — are the principal drivers that will shape the collective future of libraries as suppliers of information to the scholarly world.
Fast progress in digitization depends on two major factors: qualified IT staff and availability of central funds. Building a consortium of a few university libraries could be a good start to provide an example for further co–operative projects and actions. This could lead to the digitization of vast library collections and the development of a union catalogue (Neubauer, 2000).
Benefits and Reasons for Digitization of Special Library Materials
Digitization is sometimes presented as a panacea for problems of preservation and access. There is no doubt that digitization is a preservation method. Obsolete or antiquated documents, objects and other materials are digitized in order to limit direct access to the original so as not to wear them out. There are many benefits of digitization:
The greatest single benefit of digitization has been a tremendous increase in the use of digitized materials. For example, if special collections are made available in the library or on the Web with appropriate metadata and software, they will be utilized more by researchers (Hirtle, 2001).
There is also the improvement in visibility. The concept of visibility is synonymous with the concept of availability. Original resources may only be available at a location depending on age and rarity. With digitization the visibility can be universalized. With improved visibility comes improved accessibility, not just to the digitized items but also to the original materials.
Another major advantage is that it makes possible research that could not otherwise be easily done. At the Kentucky State and John Hopkins Universities libraries, staff and scientists have been able to scan and link images to transcriptions of texts, making it possible to track and see variants online (http://rose.mse.jhu.edu/) through hyperlinks. At Tufts University, researchers are combining eighteenth century texts, images, and geographic information systems to build an interactive atlas of eighteenth century London. Digitization can therefore generate new and exciting research opportunities.
Digitization also helps to reduce the handling and use of fragile or heavily used original materials and creates a “back up” copy for endangered materials.
In the developed world, national libraries and other research libraries are engaged in major projects to digitize significant collections reflecting the history and culture of their respective countries. Probably the best–known example is the American Memory Project of the U. S. Library of Congress, which comprises more than seven million digital items from over 100 historical collections (Neubauer, 2000).
Some inevitable developments have occurred as a result of increase in the pace of digitization. Electronic access most likely will replace most uses of printed paper copies. Observations carried out by Hirtle (2001) showed that reading and not the analysis of the physical nature of the artifact is the primary motivation for using material in special collections. A study also conducted at the University of Toronto of users of online resources showed that three quarters of the people who used copies of books online found them more useful than print originals (Hirtle, 2001).
Many university libraries therefore have embarked on the process of digitizing some of their library materials. This is in accordance to the findings of Chowdhury and Chowdhury (2000) that most of the digital library projects in the world are championed by higher education institutions or related research projects, national libraries, archives and museums.
Selection Criteria for Digitization of Library Materials
No institution can afford to digitize everything it owns; therefore, selection criteria are important when considering digitization of library materials. The selection has to be considered in such a way that it will assume that not only issues like the value of the selected materials and interest in its content are considered, but also demands concerning technical feasibility and institutional requirements.
The following are often considered before any library embarks on a digitization project:
Intellectual Justification: Does the intellectual content of the material warrant the digitization process?
Copyright: What is the copyright status of the materials to be digitized?
Demand: Are the materials needed by everyone in such a way that they can only be found in very few libraries, yours included?
Relevance to the institution: Do the materials meet the goals and objectives of the institution? Would it be of financial benefit to the institution?
Metadata: Is metadata creation feasible? The material being considered for digitization must have detailed cataloguing or descriptive data for metadata creation to be feasible.
Preservation is a necessary criterion: Does the library want to preserve these materials?
Storage: Is there enough space to keep the information sources especially if they are recurring or regularly published materials?
International recognition: Are the information sources or the items in them often requested by users both within and outside the library (including international users)?
Defining the Problem
The introduction of digital libraries in Africa has prospects for improving educational standards, delivery of library and information services, and the creation of an informed society (Ojedokun, 2000; Magara, 2002; Rosenberg, 2005; Chisenga, 2006). Much of the scientific research output from Africa is in the form of grey literature; that is, unpublished information and knowledge resources, such as research reports, theses and dissertations, seminar and conference papers. The digitization of some of these materials could enhance visibility and availability of these materials. Fatoki (2007) reported that out of 28 institutions surveyed in Nigeria, seven of them have begun digitizing some of their information resources — like abstracts of theses, newspapers, manuscripts and Africana collections (see Table 1). This is only 25 percent, which is quite low.
| Table 1: Digitization Programmes in Nigeria Institutions. Note: Culled from Fatoki (2007). | |||
| Institution | Number of Institutions Surveyed | Number of Institutions with Digitization Programmes | Type of Resources Digitized |
| Federal university libraries | 14 | 5 | Abstracts of theses, newspapers, manuscripts, African collections |
| State university libraries | 8 | ||
| Private university libraries | 4 | 1 | Newspapers, past question papers |
| National library | 1 | 1 | Newspapers, past question papers |
| National archives | 1 | Newspapers | |
It is therefore necessary that other universities and institutions in the country should commence digitization programmes.
Purpose of the Study
Special library materials are usually collections selected for specific purposes to meet specific needs. These collections are special categories grouped together and different from conventional materials usually found in the library. Depending on their mandate and policies, different libraries have different types of special collections. Most public libraries house materials such as artifacts and artwork that are of heritage and cultural importance. Research and university libraries house collections with academic and research values. For example, the Kenneth Dike Library houses Africana collections and other special collections that include theses, maps and manuscripts, rare books, and non–book materials with historical significance. Therefore the objective of this study is to investigate the possibilities and requirements for digitizing the Africana Collections in Kenneth Dike Library with a view to enhancing and increasing their visibility and utilization. The collections include Africana monographs, Publications Ordinance (P.O.) materials, and theses.