Challenges In Managing Government Publications In Academic Libraries In Sierra Leone

In Sierra Leone the terms 'official publications', official documents', and 'public documents' are synonymous with government publications. Government publications, just put, are documents designed by government and neighborhood and quasi-government bodies explaining and integrating views and polices. They represent the historical and current development authorities of government and offer information on a wide variety of subjects to contain Political Science, Economics, Finance, Statistics, Labor, Sector, History, International Relations, Agriculture, Geology and Meteorology. Katz (1997) classed these publications into: (1) records of government administration (two).study documents for specialists including a considerable quantity of statistics and data br1m value to science and business enterprise (three).well-known sources of data. Their physical kind becoming either a book, pamphlet, magazine, report monograph or electronic, especially CD-ROM (p.387).

Bibliographic handle in quite a few components on the globe is seemingly unsatisfactory due largely to lack of awareness of your value of bibliographic tools in study in government publications. The Usa of America, for example, was to get a long time a pioneer within this field. As far back as 1895 the Printing Act of January 12 of that year (28 statute, 601-624) not simply established centralized printing and distribution of federal documents but in addition instructed the Superintendent of Documents to provide acceptable tools for bibliographic manage of your documents published. Great Britain is definitely an outstanding exception for as far back as 1807 collections of parliamentary papers had been printed. Countries for instance Sweden, Italy, Netherlands, Germany and Japan started separating government document bibliographies mostly inside the 1920s and 1930s (Palic,1975). Having said that an awesome need for the use of government publications was felt following Planet War 11 (1939-1945), when there was an elevated interest inside the authoritative info contained in such publications as posited by child's (1942) in his introductory notes that 'more and more the significance of government documentation is becoming recognized regardless of the refractory nature of some of these materials'

In parallel the emphasis made on the usefulness of government publications in Sierra Leone is associated together with the development of printing which is usually traced as far back as the founding from the Colony of Sierra Leone in 1787. Despite the fact that the sector didn't survive the French attack of 1794 the foundation stone of what later became known because the Government Printing Division was laid in 1925 when it was charged together with the production of small notices for official use. At present the Division prints all government publications and supplies stationery and office equipment of government departments. It also undertakes a fair quantity of commercial printing as earnings producing measures.

Government publications usually possess the advantage of being among the ideal in their topic fields often not easily offered to other folks (Smith, 1993). In lieu of your extent and complexity of government activities there is a will need for the widespread dissemination of data about these activities and for common integration of government policy. No wonder why government publications have special worth to academic library collections and their authority is permanent. In academic libraries in Sierra Leone these publications are put aside into a unique collection manned by a curator as at Fourah Bay College Library. Some are kept in vertical files; others are placed in pamphlet boxes, while those like maps and surveys are given specialized storage. These publications are acquired primarily by acquire, deposit, donation, exchange and photocopying. The Government Printing Division is responsible for their publication

DIVISIONS OF GOVERNMENT AND THEIR PUBLICATIONS

The expansion of government in Sierra Leone's post-war reconstruction era at regional, national and international levels has resulted in increasing her influence on the life of the citizenry. Simultaneously with this expansion will be the proliferation of official and semi official agencies, commissions and bureaus which continue to publish works for instance directories, regulations, reports, bills, Acts and technical literature which many a researchers, educators, public service functionaries, welfare recipients and also the unemployed can not do with no reference to such publications. Because librarians serve as interface among users and government they've for lengthy recognized the challenges which such a plethora of collection can pose and happen to be making tremendous strides to address the situation. The essence here will be to give systematic controls to avoid the disappearance, into oblivion, of necessary official publications.

In Sierra Leone government publications fall inside three basic classes: Executive, Legislative ands Judicial. The Executive publications include things like those issued by the Offices from the President along with the Vice President, and many independent offices and establishments such as National Commission for Social Action (NaCSA), National Revenue Authority (NRA), Anti Corruption Commission (ACC), National Commission for Privatization (NCP) and the Workplace of your Ombudsman. Also incorporated are government ministries including the Ministries of defense; Education, Youth and Sports; Foreign Affairs and International Co-operation; Tourism and Cultural Affairs; Regional Government and Community Improvement; Agriculture, Forestry and Meals Security; Trade and Industry; Internal Affairs; labor and Industrial Relations; and Development and Financial Preparing.

The Ministry of Trade and Business, one example is, is accountable for both internal and international trade as well as the promotion of exports. It has powers more than customs and excise, tariffs, insurance, patents, trademarks, requirements, weights and measures. The Ministry of Foreign Affairs and International Cooperation is accountable for Sierra Leone's partnership with foreign and Commonwealth countries although the Ministry of Agriculture, Forestry and Meals Safety is responsible for administrating government policy on agriculture, horticulture and meals safety. This Ministry presents practical guidance to farmers, commercial producers of horticultural crops and investigation.The Ministry of Internal Affairs deals with all the upkeep of law and order, the Police and Fire Forces, administration on the prisons plus the remedy of offenders. Other miscellaneous matters dealt with by this ministry consist of explosives, firearms, harmful drugs, prisons, shops, public safety, entertainment, cremation, bylaws and excellent rule and formal organization. The aforementioned functions and comparable ones carried out by other ministries call for the creation and upkeep of publications. There's also documentation of press briefings offered by the varied heads of ministries and newsletters, which are channels for respective ministries there-by producing them a lot more public-relations conscious.

Legislative publications contain the records and debates of Parliament as well as the reports of hearings of the varied Parliamentary Committees. Included right here also are several policy statements in reply to parliamentary questions. The Hansard is a different wealthy supply for public matters since it offers official details and views about parliamentary debates.

Publications from the Judiciary branch of government consist largely of reports of government decisions by the Magistrate, Appeals and Supreme Courts. Found within this arm of government are law books, 'annual registers', state trials and rulings, the constitution, international treaties, protocols, peace accords, Acts, bills and digests of regional newspapers. These publications provide the judiciary with pertinent data on multifarious legal matters. Such info is essential to become factual and politically impartial.

The City and District Councils, getting quasi-government institutions, offer documents classified as government publications. These incorporate constructing codes, educational development, health and sanitation, regulations on waste disposal, use of firearms and fire machines. Also there are government departments which provide statistical information and facts on a vast array of economic, industrial and social demographic information. Of central significance are Statistics Sierra Leone (formerly Central Statistics Office-CSO), responsible for national population census and residence surveys; the Workplace of Births and Deaths which registers and produces annual statistics of births and deaths inside the nation; the Office from the Registrar Basic accountable for statutory registration of marriages, patents and trademarks; the Chamber of Commerce which specializes on enterprise details. These offices bring with each other vital economic and social statistics supplied by government departments. Other important government departments would be the Meteorological Workplace, which continues to offer pertinent weather information and facts, as well as the National Archives, which serves as repository of all non-current government publications inclusive of national newspapers. The afore-mentioned government publications differ in size and length. Written by specialists in the topic, government publications are usually not only authoritative but additionally timely published and handle subjects of present interest. Their objective, as outlined by Katz (1969), is always to deliver data and answer queries and not to provoke discussion or organizational cataloging and administration. They are valuable key reference sources.

ACADEMIC LIBRARIES IN SIERRA LEONE

Academic libraries in Sierra Leone are these inside the constituent units that type the country's two universities, namely the University of Sierra Leone plus the University of Njala. These libraries represent the bibliographic foundation with the nation's research interest. They participate actively in the distribution and exchange of book and non-book supplies to sister institutions all over the nation. Collectively these institutions serve students, faculty, scholars and researchers which are engaged in operate within the sciences and humanities also because the basic public. These libraries have combined sources of over 500,000 volumes, most of which are of exceptional scope and high-quality. Incorporated in these huge collections are government publications which include treaties, Acts, statistical tables and compilations, conventions and records of diplomatic relations, reports of government departments, committees, bureau and commissions, census schedules, proclamations and laws. The upkeep, preservation and improvement of those publications are responsibilities shared by academic librarians as their libraries continue to serve as national resources.

JUSTIFICATION FOR THE Development OF GOVERNMENT PUBLICATIONS IN ACADEMIC LIBRARIES

Varied factors have already been advanced for the inclusion of government publications in academic libraries in Sierra Leone. The purposes from the country's universities are teaching, service, analysis and interpretation and dissemination of study. Society views government as a trustworthy and impartial supply of authoritative information and facts that really should be accessible to its citizens by means of its quite a few publications. Considering the fact that academic institutions cope with students who in turn will probably be future citizens these must be informed accordingly. Government's stance should be recognized when there's public discussion on health, international relations, education, agriculture, social safety and trade, to cite a handful of examples. Thus the require for the development of government publications in academic libraries as such supplies could speak for the government in varied activities. Additional academic libraries have the objectives of preservation, conservation and service. And government publications form part of society's cultural heritage which have to have conservation and preservation not only for analysis purposes but also for posterity as tangible major sources of details which academics can consistently refer to. Small wonder why as a measure of bibliographic manage of those publications librarians continue to supply catalog's, checklists, guides, indexes, accessions lists and chosen general bibliographies containing substantial information on government publications.

1991-2001 was a period of doom in Sierra Leone as it marked the civil war. Fought because of this of terrible governance, nepotism and huge corruption it led to the un-wanton destruction of lives and properties. Essential government buildings0 destroyed to reckless abandon integrated the National Treasury, Sierra Leone Police premises, law courts and the offices on the Freetown City Council all of which housed significant documents constantly consulted by researchers, government functionaries along with the public. Not withstanding the nation is progressively recovering with all the re-establishment of nearby government, multi-party democracy, improved human, women and child rights, the provision of a conducive atmosphere to investment, plus a new method of education (6-3-3-4), to cite but a number of developments, the successful operation of which needs continuous use of government publications.

The broad programs in academic institutions include things like several areas of life using the teaching of historical and geographic ideas; scientific research are undertaken for improved health and meals safety; international relations and inter-religious understanding are fostered. Also modern day neighborhood life and the philosophy of democracy, peace and conflict resolution, good governance, human rights as well as other ideologies are taught in order that intelligent decisions could be drawn. These designed educational programs bring enrichment and information and facts to students in such fields as economics, government, well being and sanitation, agriculture, international relations, human rights and diplomacy. In help of those varied disciplines academic libraries deliver massive collections to incorporate local materials a number of that are inside the form of government publications whereby students, faculty and researches could share their experiences and interests and develop satisfactory individual adjustment with regard varied government functionaries in society. By so performing students are offered the opportunity to grow in social usefulness and create their intellectual interests and capabilities in an effort to develop into responsible members of society. This in turn could aid market nationalism. In lieu of those components academic libraries attempt to provide liberal collections to include things like books, serial publications, audio-visuals and government publications.

Challenges

Government publications are amongst one of the most useful supplies in academic libraries in Sierra Leone. Apart from the public library, the national archives and parliament library which serve as repositories for such publications academic libraries continue to develop these publications in their large collection. However such moves aren't bereft of troubles. These range from poor formats through lack of trade bibliographies to unsatisfactory solutions of distribution. The fundamental problem to all these libraries could be the volume of publications received, significantly of which is practically nothing but raw data and statistics made use of to help arguments or gathered far more for the sake of gathering as an alternative to for any certain reasons. Given that these libraries have restricted space to residence their several collections the continued acquisition of government publications poses complications to employees.

Academic libraries acquire government publications mainly by donations despite the fact that a handful of are acquired by acquire, exchange and photocopy. When these components are received they may be expected to become processed and organized for use within the library. Sadly there has been no fixed pattern in classifying and organizing these materials in these libraries. Their organization is either by government ministry/department, topic or format which is generally confusing to users. At Fourah Bay College library, one example is, these publications are placed separately in the basic collection which usually constrains customers in having to leave their reading location to seek advice from these materials with restricted sitting accommodation. Libraries at Njala University College, Institute of Public Administration and Management (IPAM) and the College of Medicine and Allied Health Sciences (COMHAS), that are relatively small in size integrate the publications in their general collection thereby posing retrieval problems to customers.

Keeping track of government publications is another problem as you will find no trade bibliographies printed out to assist trace them. Hardly are these publications mentioned within the national bibliography, Sierra Leone Publications, ready by the public/national library. Besides the Government Printing Department responsible for the production of government publications will not have any comprehensive lists of its publications. Most times these publications are either returned straight away to the respective ministries/departments owning them upon completion or sent to the Government Bookshop for sale or sold by the Government Printing Division upon completion, hence producing it hard to locate retrospective publications. Worse still each the Government Printing Division as well as the Government Bookshop are usually not interested in publicizing these publications and as such many customers like academic librarians are certainly not aware of the availability of relevant government publications for acquisition hence causing lapses in the development of these components in academic libraries. In parallel one would anticipate academic libraries to compile comprehensive lists of such publications but this has not been the case on account of the limited quantity of employees manning this collection and also the quantum of operate they have to carry out especially for the duration of peak periods when libraries are heavily utilised which is time consuming.

There are actually also issues of collection improvement. Academic libraries are under-funded and thus librarians prioritize their collection development requirements. Acquiring government publications has not been a priority for academic librarians as they always appear forward towards the Government Printing Division for donations that are frequently not forthcoming. Hence quite a few relevant government publications aren't discovered in academic library collections. What's additional this restricted collection is grossly misused and abused by users (in particular undergraduate student users) in their academic pursuits. Therefore the majority of these publications have dingy covers; other folks possess a couple of pages either written on or pilfered even though some are intentionally mis-shelved to deprive colleagues of utilizing them.

CONCLUSION

The incorporation of government publications within the mainstream of academic library solutions should be deemed a priority by university authorities and academic librarians in giving access to government-produced data in Sierra Leone. Representing a substantial and integral portion on the national sources government publications are significant sources of details in practically just about every field of endeavor and are vital to informed public-decision creating. Academic librarians really should therefore evaluation their collection development methods and processing and organization solutions of these components if they are to be persistently applied by their several clientele. Especial thought needs to be provided to increased funding, resource sharing, compilation of lists and sufficient staffing, sitting accommodation and storage space if they're to preserve requirements in serving their quite a few clientele.