Management of academic library services in the 21st century digital dispensation

Introduction

As the digital age continues to evolve, academic libraries must adapt to the changing times by implementing Information Communication Technology (ICT) into library systems. These systems are designed to streamline library operations and allow staff to focus on more complex tasks and projects. With the adoption of information technology, tasks such as cataloguing, borrowing and returning materials, and inventory tracking, the efficiency, accuracy, and accessibility of libraries and their management improve. It also enhances the user experience by providing remote access to library services and resources. By adopting ICT, libraries can better serve their communities, provide valuable resources, and offer self-service opportunities to users. These systems not only save time and effort for librarians but also create a more convenient environment for users, especially those who rely on technology for accessing library resources. In a single word, ICT is a powerful tool for libraries to adopt to in the digital era for enhanced services. Librarianship is a long-standing profession that involves collecting and organizing information resources for users. Librarians aim to provide reliable access to vast amounts of information to enhance people’s knowledge in various domains. They primarily serve users and communities by offering library services. Academic libraries specifically cater for higher education institutions and play a crucial role within these institutions. Academic libraries fulfill users’ information needs by offering up-to-date resources and supporting research, teaching, and learning. Their services include circulation, journal services, social media services, current awareness services and selective dissemination of information. The incorporation of information and communication technology (ICT) in libraries is a significant development, revolutionizing the library and information technology sector. This advancement brings about remarkable changes and advancements. The use of ICTs in libraries has turned them into intellectual information hubs that improve daily activities and access to the world’s information resources. Before the introduction of ICT, most services in Nigerian libraries were done manually, for example, charging and discharging of library materials, cataloguing of books and reference services were done manually by librarians, which was time consuming and cumbersome. Registration of new users was also done manually by staff or by filling registration cards. Other library services, such as serials management and selective borrowing, also required manual process. The introduction of ICT has made all these processes more efficient and convenient. The introduction of computers and telecommunications equipment has improved the day-to-day running of libraries and provided access to the world’s information resources. Overall, the implementation of ICT has made Nigerian libraries more modern and accessible.

Statement of problem

Academic libraries by design exist to support the academic’s overall objective that cuts across learning, teaching, research and community services. This cardinal role however, is being influenced by the penetrating force of information and communication technologies (ICTs). Nevertheless, despite the numerous benefits associated with the incorporation of ICTs to library service delivery, it is disheartening to note that managing academic libraries in the digital environment is becoming much more challenging. As noted Thomas et al. (2010), the emerging challenges posed by the contemporary environment are great in number and these challenges posed by the application of ICT, manifest in many form. This situation may be attributed to various variables that have not been empirically unraveled; hence this paper through a content analysis approach tends to examine the challenges of managing academic libraries in a digital environment with reference to Nigerian environment.

Objectives of the study/methodology/approach

This study specifically focused on identifying the challenges inherent in managing academic libraries in digital environment and suggests strategies for effective management of academic libraries in digital era. A desk research approach involving the study of existing secondary documents, previous research works and online documents from Goggle Scholar on the subject was exhaustively used. Input from brainstorming and exchanging of views and ideas on the use of emerging technologies in libraries with professional colleagues during the Nigerian Library Association 61^st National Conference in Akure, Nigeria was combined for the study. Content review was used to sieve through all these resources to provide answers and inference that meet the objectives of the study.

Academic library services in the 21^st century

Academic libraries, found in higher education institutions, have the primary function of acquiring and preserving information and supporting teaching and research. They play a central role in the research and scholarly activities of these institutions. However, the emergence of Information and Communication Technologies (ICT) has dramatically changed the role and form of academic libraries. Electronic resources like e-books and web-based databases have shifted libraries towards an electronic information environment, but traditional library services still play an important role. With the integration of ICT, academic libraries now focus on providing users with technology to quickly search for information and collaboration among libraries has become increasingly crucial. The development of digital, virtual, and cross-border libraries has led to a transformation in academic libraries, shifting from individual libraries to library networks. This change is driven by the impact of ICT, the internet, and the web. To remain relevant, academic libraries must respond positively to these changes by integrating ICT into their services and activities, adapting their systems, collaborating with other libraries, and exploring new service models.

The modern-day library

The 21st century has seen a shift in library services towards the use of information and communication technologies (ICTs). These technologies have had a positive impact on various sectors of the economy, including libraries. The integration of ICT has led to an increased demand for information and has changed the way information is processed. However, librarians face challenges in incorporating ICT into their services. Despite these challenges, ICT has revolutionized library services by providing faster and easier access to information, ultimately reducing the time spent in the library. The Academic of Ibadan in Nigeria was an early adopter of ICT in libraries back in 1978, and since then, many other libraries have followed suit. Libraries have transformed from being print-focused centers to becoming hubs for electronic resources, such as electronic journals, books, and newspapers. The introduction of ICT has brought significant changes to libraries, transforming their day-to-day operations. Libraries need to provide fast and efficient services, especially to meet the needs of tech-savvy users. Most studies show that students prefer electronic resources over print resources because of the many advantages of electronic resources. In addition, since most library users are highly educated, libraries need to provide services that meet the needs of their users. With the development of information and communication technologies, librarians are also looking for new ways to meet the new needs and expectations of their users and are responding to these technologies by creating new and innovative services while maintaining their traditional roles. For libraries, the use of ICT has changed the way they work and provided users with easier access to information. Consequently, Nigerian libraries are investing in library infrastructure and providing better technology services to meet the information needs of 21st century customers and to comply with global best practices.

Library services in the digital age (integrated library management system)

The Integrated Library System (ILS) serves as a central repository for library content, including various resources such as books, images, maps, music, and software. Its primary purpose is to streamline library-related tasks by providing a centralized platform for staff and visitors. Also known as the Library Management System (LMS), the ILS, or ERP, allows the library to efficiently manage its holdings, orders, invoices, and patron circulation. It encompasses several key components, including the library database, cataloguing system, serials management, and the catalog itself. Additionally, the system provides functionalities such as reporting, inter-library loans, and user support, aiding staff and researchers in data entry and query setup. By integrating these functions into one system, the ILS reduces the workload of librarians and creates a more user-friendly environment, enabling easier access to the needed information for both staff and visitors. The core components of ILM include; the database, where every information about a library, such as MARC (Machine Readable Cataloguing) records, patron information etc., is stored, the cataloguing module, the circulation module, the patron management module, the Online Public Access Catalog (OPAC), the staff Interface, and reports module. The functional modules of integrated library system are online searches, print catalogs, stock verification, maintenance and Export/Import data.

Online public access catalogue

The Online Public Access Catalog (OPAC) is a computer system that has revolutionized the way users interact with library resources. It provides access to a vast range of materials such as books, journals, and audiovisual resources. The OPAC system offers a user-friendly interface and advanced search features, making it easier for users to find specific items or explore broader topics. It also includes features like reservations, renewals, and access to personal library accounts. OPAC databases are constantly evolving and now offer web and mobile applications, which allow users to access library collections anytime, anywhere. Overall, OPACs have greatly improved the efficiency, accessibility, and availability of library resources, making it easier for users to access and utilize these valuable materials.

The OPAC system acts as an online catalog or database that grants users access to their library’s collections. It offers a user-friendly interface and various search options for users to perform both specific and broad searches. Each item in the catalog consists of a detailed bibliographic record, including information such as title, author, publication date, subject, and research number. Moreover, OPAC provides information on the availability of materials, indicating whether they are currently on the shelf, on loan, or on reserve. Users can utilize OPAC to perform functions like reserving or ordering books, updating records, and managing loans and fines. In essence, OPAC allows users to efficiently browse and utilize the library’s collection, significantly enhancing the availability and efficiency of the library’s resources. The ALA Glossary of Terms defines an OPAC as a computerized and managed library catalog accessible through a terminal. It enables library users to conduct direct and efficient searches of bibliographic records without the need for human assistance. Furthermore, Simon Smith describes OPAC as an online bibliography of library materials available to the public, accessible worldwide via servers.

Circulation (reader services)

Circulation refers to the services provided by libraries for registering potential users and lending books. In the 21st century, this service has been automated by various library software. Different libraries use different integrated library software to automate the circulation service. Automated circulation facilitates the registration of users and allows them to retrieve and borrow books immediately compared to manual operations. There are many different types of library software, some that can be used without charge and others that are proprietary, such as Koha, Millennium, Liberty 3 and Alice. Although the introduction of these systems in libraries has been slow, mainly due to financial and administrative problems, some Nigerian universities have started to use them.

Institutional repository

An institutional repository is a digital platform that acts as a central online repository for the intellectual output of an institution, such as a academic or research institute. Its purpose is to collect, preserve, and disseminate scholarly and creative work produced by the institution’s faculty, researchers, students, and staff. These repositories are essential in promoting open access to information, fostering collaboration among researchers, and increasing the visibility and impact of an institution’s research and scholarship. They serve as valuable resources for storing and sharing various types of content, including articles, conference proceedings, dissertations, datasets, and multimedia materials. Institutional repositories have become integral to the academic environment, facilitating knowledge discovery, collaboration, and long-term access to valuable knowledge resources. An institutional repository is a digital platform that serves to collect, store, and provide access to the research and creations of faculty, researchers, students, and staff within an institution. These repositories are organized and centralized, containing various types of material such as research articles, conference papers, theses, datasets, and multimedia content. They also function as a means to store and distribute information and knowledge. Institutional repositories have a crucial role in promoting open access to information, facilitating the exchange of scientific knowledge, and enhancing the visibility and impact of an institution’s research. Furthermore, these repositories contribute to the long-term preservation of information, ensuring that valuable content is preserved for future use. By offering a digital space for sharing and preserving institutional outputs, these repositories support the progress of knowledge and foster collaboration within the academic community. An institutional repository is a digital platform that collects, stores, and provides access to the intellectual output of an institution, including research articles, theses, datasets, and multimedia content. It promotes open access, collaboration, and preservation of information to advance knowledge within the academic community.

Digitization of library resources

Digitization of library resources involves converting physical materials like books, manuscripts, photographs, and sound recordings into digital form. This process allows libraries to expand access to their collections beyond physical limitations. Typically, the digitization process involves scanning or photographing the original material, creating high-quality digital copies, and storing associated metadata. These digital versions can then be stored, organized, and made accessible through online platforms, digital libraries, or institutional repositories. Digitization brings numerous benefits, such as improved access for remote users, protection of vulnerable materials, enhanced search ability through full-text indexing, and the potential for sharing and global collaboration. However, digitization also presents challenges such as copyright considerations, resource allocation, technological infrastructure, and the need for ongoing preservation and maintenance. Despite these challenges, digitization has become an essential aspect of modern librarianship, allowing libraries to embrace the digital age and provide valuable services to a broader range of users.

Selective dissemination of information & current awareness service

In the digital age, libraries are adapting their delivery methods by offering a range of electronic services. Traditional library services such as selective distribution of information (SDI) and CAS reference services are being supplemented by new tools and platforms. Email and social networking have made it easier for libraries to provide timely information services. Users can now receive information on news and services offered by libraries through these channels. Asynchronous tools like email, subject portals, FAQs, and e-Libraries are being used to replace traditional communication tools such as the telephone. Interactive tools like chat rooms, virtual reference rooms, and Ask Me services are also being utilized to provide SDI and current information services. This shift towards digital tools and platforms allows libraries to improve access to information and interact with users in a more efficient and convenient manner.

Serials publications

The rise in ICTs adaptation has witnessed a considerable transformation of periodicals into e-journals and e-newsletters, accessible globally. Among electronic information sources, e-journals are the most widely used, but they can be costly. To address this issue, Nigerian academic libraries have collaborated through the Vice-Chancellor’s Council and the Council of Academic Librarians to form a consortium, aiming to provide affordable access to these resources. Additionally, organizations like the Research4life Foundation and The Essential Electronic Agricultural Library (TEEAL) offer affordable services to developing countries such as Nigeria. These programs make electronic journals accessible and affordable, meeting the educational needs of students and staff. Librarians play a crucial role in developing digital literacy skills to assist users in information retrieval. They should also organize events to promote digital publications available through the library and provide training on effective information retrieval techniques for students and staff.

Electronic libraries

Often referred to as “libraries without walls”, digital libraries make digital resources available to users through personal computers and telecommunications devices. Some libraries have both physical and digital collections. With the growth of the Internet, researchers and lecturers can easily access important information online at the click of a button. Digital libraries offer virtual reference services that allow individuals who are unable to visit the library in person to access resources. Simply send an email to a librarian and wait for a response. In the past, librarians would organize and arrange information sources for easy access by users; now, they help people find the information they need online. Despite the advantages of digital libraries, those who do not have easy access to online services still have access to print materials. Therefore, librarians must teach all users how to find and evaluate information.

Electronic resource management

Electronic Resource Management (ERM) is a system used by libraries to manage important information about electronic resources, such as online journals and databases. Traditional library catalogues and systems were not equipped to handle the dynamic nature of online resources, prompting the need for ERM in the early 2000s. ERM encompasses various processes, including locating, selecting, acquiring, licensing, using, maintaining, evaluating, preserving, and protecting electronic resources. These resources can be accessed remotely via the Internet or locally using personal computers, mainframes, or portable devices. As the number of licensed electronic resources increased in the 1990s, libraries recognized the need for an accounting system to assist in managing the acquisition and maintenance of these resources. As a result, academic libraries sought assistance in implementing ERM systems off-campus. ERM has become an essential component of libraries’ collection development activities, ensuring effective management of electronic resources.

Academic library services via social media platform

The shift from Web 1.0 to Web 2.0 has brought about significant changes in web technology, leading us to the era of Web 3.0. Also known as the intelligent web, Web 3.0 allows users to access the web through various devices and has given rise to Libraries 3.0, which promote learning, collaboration, and problem-solving. Web 2.0, a more interactive web interface compared to the static nature of Web 1.0, is characterized by advancements in web tools and applications. These applications include social networking, blogs, RSS, and podcasts. Among them, social networking stands out as the most widely used. Social networking platforms enable users to create profiles, connect with others who share common interests, and view limited lists of contacts. While Web 3.0 is still in its early stages, it is already revolutionizing the way we interact with the web and shaping new learning environments. Social media platforms have become an integral part of libraries in developed countries, enabling them to connect with patrons and share information. This integration includes creating Facebook pages and Twitter accounts to keep patrons updated on services and trends. However, in Nigeria, while academic libraries have started using social media, there is currently no clear policy to encourage its day-to-day use. Despite this, studies in Nigeria have found that social media platforms like Facebook and Twitter are being used to advertise library services and provide reference assistance. One respondent to a survey highlighted the importance of using Web 2.0 technology, stating that libraries that do not embrace it are not only harming themselves but also the future of all libraries. These social media platforms allow librarians to interact with patrons in real-time, collaborate with other organizations, and ultimately improve service delivery.

Literature review

In the digital age, information technology is widely used to store, disseminate, and deliver information to users. The role of librarians and information scientists is important in this digital environment as they package and repackage information. Academic libraries are crucial academic institutions that support the mission and vision of universities in their academic pursuits. They serve as repositories of knowledge and play a central role in supporting education, teaching, and research activities. Academic libraries are seen as the heart of the institution and are responsible for transforming information into knowledge. In Nigeria, libraries are integral to the universities and acquire, preserve, and make information materials accessible to all users. Academic libraries worldwide contribute significantly to the intellectual life of the academic community and provide a wide range of information resources to support research and teaching missions. They may also house special collections, including rare materials and archival documents. In academic library administration, effective management is very essential in fulfilling the mission and objectives of the parent institution. It involves developing medium-term plans, evaluating staff and service performance, and communicating information to students, staff and the academic community. At the same time, libraries are adapting to the changing learning and teaching environment by making their services physically and intellectually accessible through electronic networks. ICT supports remote users around the clock, and librarians need to acquire new skills to keep pace with the digital age. The paradigm shift brought about by ICT is radical and fundamental for library and information science. ICT is a key driver of change in libraries, and academic libraries are now heavily dependent on information technology. The traditional organisational environment can lead to organisational conflict because new subjects and content do not fit into historical models. Libraries need to rethink their activities and decide which are specific to them and which can be left to networks. Organisations, including libraries, need to make appropriate changes to cope with the impact of technological proliferation and to prepare for the transition to manual and automated management.

Academic libraries in the digital age face the challenge of effective management. The management of libraries determines their effectiveness, role within the academic institution, and ability to adapt to new functions and initiatives. Similar to for-profit enterprises, libraries as non-profit service organizations need special management practices such as planning, organization, leadership, and control systems. Managing change in the library and information services environment involves identifying objectives and anticipating the impact of change through force field analysis. Effective management requires coordinated efforts and both management and leadership are crucial for the survival and growth of libraries, especially in the face of changing technological advances. Nigerian academic libraries specifically face resource limitations and the demands of new information technologies, necessitating pragmatic and proactive measures to ensure continued relevance. The rise of digital libraries presents new challenges that must be met by academic library managers to avoid becoming mere bookstores, requiring continuous management of human resources and infrastructure to adapt to this era of change.

Conceptual framework of the study

Strategies for effective management of academic library services in digital age

Conclusion

The Library of the 21st Century offers an inclusive communal domain that fosters exploration, inventiveness and cooperation between students, faculty and the wider society. Libraries integrate the advantages of the virtual and real environments to establish hubs for learning. The internet and social media are reforming the manner in which people produce, utilize and get information. In the 21st century, the library has become less centred on physical space and more focused on relationships that enable people to access, utilize and exchange information. Academic libraries play an integral role in universities, necessitating awareness of changes over time by librarians. With the shift of several library functions to an IT-based environment, information technology has substantially enhanced library services in the 21st century. Moreover, academic libraries are progressively incorporating ICT into their operations, particularly those with higher budgets. To meet the information requirements of students and faculties in a technology-forward world, librarians must obtain the necessary IT competence to overcome potential obstacles in this current era. Managing academic libraries in the digital age presents several challenges. Effective management is crucial for the sustainability of universities, but there are obstacles that need to be addressed. Some of the key challenges include the need for new skills, cost and financing issues, managing a new generation of students, lack of qualified staff, and a lack of confidence in facing growing information technology. Additionally, there may be a lack of supportive cultures and resistance to change, as well as library shortages. To overcome these challenges, strategies for effective management are proposed. These strategies include ensuring adequate funding, effective communication, good governance, adopting good management practices, recruiting qualified staff, and providing training or retraining for librarians. It is emphasized that academic library management must take practical and innovative measures to achieve the desired results in the digital environment.

The Library of the 21st Century offers an inclusive communal domain that fosters exploration, inventiveness and cooperation between students, faculty and the wider society. Libraries integrate the advantages of the virtual and real environments to establish hubs for learning. The internet and social media are reforming the manner in which people produce, utilize and get information. In the 21st century, the library has become less centred on physical space and more focused on relationships that enable people to access, utilize and exchange information. Libraries play an integral role in universities, necessitating awareness of changes over time by librarians. With the shift of several library functions to an IT-based environment, information technology has substantially enhanced library services in the 21st century. Moreover, libraries are progressively incorporating ICT into their operations, particularly those with higher budgets. To meet the information requirements of students and faculties in a technology-forward world, librarians must obtain the necessary IT competencies to overcome potential obstacles in this current era.