INFORMATION RETRIEVAL AND

DISSEMINATION

2913/301

BARINGO TECHNICAL COLLEGE

ICT DEPARTMENT

DIPLOMA IN INFORMATION SCIENCE

ISD MOD III

BY: KOSGEI KIPKORIR KENNEDY

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 TOPIC ONE
INFORMATION RETRIEVAL AND DISSEMINATION
Information retrieval (IR) is the process of searching for and retrieving information from a
collection of data. It involves the use of algorithms and techniques to find relevant information
quickly and efficiently. IR systems are used in a variety of applications, such as search engines,
digital libraries, and databases.

Information dissemination is the process of distributing or sharing information with a specific

audience. This can be done through various means, such as email, social media, or traditional
media outlets. The goal of dissemination is to ensure that the right information reaches the right
people at the right time.

Introduction to information Retrieval and dissemination

Information retrieval (IR) refers to the process of searching for and retrieving relevant
information from a collection of data. This can include text documents, images, videos, and other
types of multimedia content. IR systems use a variety of algorithms and techniques to find the
information that users are looking for, including keyword-based searches, Boolean queries, and
natural language processing. Some common examples of IR systems include search engines like
Google and Bing, digital libraries, and databases.

Information dissemination, on the other hand, is the process of distributing or sharing

information with a specific audience. This can be done through a variety of channels, such as
email, social media, or traditional media outlets like newspapers and television. The goal of
dissemination is to ensure that the right information reaches the right people at the right time.
This can include news and current events, scientific research, and other types of information that
are important to a particular community or group of people.

Both information retrieval and dissemination are critical components of the information age, as
they allow us to access and share large amounts of information quickly and efficiently. With the
help of IR and dissemination, we can find the information we need to make informed decisions
and stay up-to-date on the latest developments in our fields of interest.
Meaning of information Retrieval and dissemination
Information retrieval (IR) refers to the process of searching for and retrieving relevant
information from a collection of data. This process involves identifying and extracting the
information that is most relevant to the user's query or search request. IR systems use a variety of
algorithms and techniques to find the information that users are looking for, including keyword-
based searches, Boolean queries, and natural language processing. The goal of IR is to quickly
and accurately retrieve the information that is most relevant to the user's needs.

BY: KOSGEI KIPKORIR KENNEDY

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Information dissemination, on the other hand, is the process of distributing or sharing
information with a specific audience. This can include a wide range of information such as news,
research, educational content, and more. The goal of dissemination is to ensure that the
information reaches the intended audience in a timely and efficient manner. This process
involves selecting the most appropriate channels of distribution, such as email, social media, or
traditional media outlets like newspapers and television. The dissemination process also involves
targeting the audience, that is, identifying the group of people who are most likely to be
interested in the information being shared.

In summary, Information retrieval is the process of finding and extracting relevant information
from a large collection of data, while dissemination is the process of sharing that information
with the intended audience in a timely and efficient manner.
Purpose of information Retrieval and dissemination
The purpose of information retrieval (IR) is to quickly and accurately find and retrieve relevant
information from a collection of data. IR systems are designed to help users find the information
they need quickly and easily, regardless of the size of the data collection. This can include text
documents, images, videos, and other types of multimedia content.

The primary purpose of IR is to provide users with the information they need in order to make
informed decisions or to support their research or work. IR systems are widely used in a variety
of applications, such as search engines, digital libraries, and databases. They can also be used in
fields such as healthcare, finance, and education, to quickly access and retrieve relevant
information.

The purpose of information dissemination is to ensure that relevant and important information is
shared with the intended audience in a timely and efficient manner. It is a way to distribute
information to a specific audience who would benefit from it. This can include news and current
events, scientific research, and other types of information that are important to a particular
community or group of people. Dissemination can also serve to spread awareness, educate, and
inform the audience. The goal is to make sure that the right information reaches the right people
at the right time, so that they can use it to make informed decisions, or to further their research or
work.

In summary, the purpose of information retrieval is to find and extract relevant information from
a collection of data, while the purpose of dissemination is to share that information with the
intended audience in a timely and efficient manner.

Process of retrieval and disseminating information

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 The process of information retrieval (IR) typically involves the following steps:

1. Formulation of the query: The user formulates a query or search request, which can include
keywords, phrases, or natural language sentences.
2. Indexing of the data: The data collection is indexed, which involves creating a structured
representation of the data that allows for quick and efficient searching. This can include creating
an inverted index, a thesaurus, or a metadata index.
3. Searching the index: The query is matched against the indexed data, and a list of relevant
documents is returned to the user.
4. Ranking and relevance feedback: The retrieved documents are ranked based on their relevance to
the query, and the user may be given the option to provide relevance feedback, which can be
used to improve the search results.
5. Result presentation: The search results are presented to the user in a format that is easy to
understand and navigate.

The process of information dissemination, on the other hand, typically involves the following
steps:

1. Identifying the target audience: Identifying the group of people who are most likely to be
interested in the information being shared.
2. Selecting the appropriate channels: Choosing the most appropriate channels of distribution such
as email, social media, or traditional media outlets like newspapers and television.
3. Preparing the information: Preparing the information in a format that is easily understandable
and can be easily shared.
4. Sharing the information: Sharing the information through the selected channels.
5. Measuring effectiveness: Measuring the effectiveness of the dissemination process by tracking
the reach and impact of the shared information.

The process of IR and dissemination are not always separate, but instead, it could be intertwined.
For instance, after retrieving the relevant information, it is disseminated to the intended audience
through the appropriate channels.

TOPIC TWO
INFORMATION RETRIEVAL SYSTEMS

BY: KOSGEI KIPKORIR KENNEDY

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 Information Retrieval (IR) systems are computer programs or software that search, find, and
retrieve relevant information from a collection of data. These systems are designed to help users
find the information they need quickly and easily, regardless of the size of the data collection. IR
systems can be used to search a wide variety of types of data, including text documents, images,
videos, and other types of multimedia content.

There are several types of IR systems, each with their own unique features and capabilities.
Some of the most common types include:

1. Boolean retrieval systems: These systems allow users to search for documents that contain
specific keywords or phrases using Boolean logic (e.g., AND, OR, NOT).
2. Vector-space retrieval systems: These systems represent documents and queries as vectors in a
multi-dimensional space, and use similarity measures such as cosine similarity to determine the
relevance of a document to a query.
3. Probabilistic retrieval systems: These systems represent documents and queries as probability
distributions, and use probability theory to determine the relevance of a document to a query.
4. Latent Semantic Indexing (LSI) systems: These systems use mathematical techniques such as
singular value decomposition (SVD) to identify the underlying meaning and concepts in a
document.
5. Hybrid systems: These systems combine the features of multiple types of IR systems to provide
more accurate and comprehensive search results.

Some of the widely used IR systems are search engines like Google, Bing, Yahoo, etc and
libraries, digital libraries, and databases. These systems are used in a variety of applications such
as e-commerce, healthcare, finance, and education, to quickly access and retrieve relevant
information.
Definition of information retrieval systems
Information Retrieval (IR) systems are software or computer programs that enable users to
search and retrieve relevant information from a collection of data. These systems are designed to
help users find the information they need quickly and easily, regardless of the size of the data
collection. IR systems are used to search various types of data, including text documents, images,
videos, and other types of multimedia content.

IR systems use a variety of algorithms and techniques to find the information that users are
looking for, including keyword-based searches, Boolean queries, and natural language
processing. The goal of IR systems is to provide users with the information they need in order to
make informed decisions or to support their research or work. IR systems are widely used in a
variety of applications, such as search engines, digital libraries, and databases. They can also be
used in fields such as healthcare, finance, and education, to quickly access and retrieve relevant
information.

In summary, IR systems are computer programs or software that search, find, and retrieve
relevant information from a collection of data. They help users find the information they need
quickly and easily, using various algorithms and techniques. IR systems are widely used in a
BY: KOSGEI KIPKORIR KENNEDY
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 variety of applications to provide users with the information they need to make informed
decisions or to support their research or work.
Types of information retrieval systems
There are several types of information retrieval (IR) systems, each with their own unique
features and capabilities. Some of the most common types include:

1. Boolean retrieval systems: These systems allow users to search for documents that contain
specific keywords or phrases using Boolean logic (e.g., AND, OR, NOT). Boolean retrieval
systems are simple to use and are based on matching the exact keywords or phrases in the query
to those in the document.
2. Vector-space retrieval systems: These systems represent documents and queries as vectors in a
multi-dimensional space, and use similarity measures such as cosine similarity to determine the
relevance of a document to a query. Vector-space retrieval systems are based on the idea that
similar documents will have similar representations in the multi-dimensional space.
3. Probabilistic retrieval systems: These systems represent documents and queries as probability
distributions, and use probability theory to determine the relevance of a document to a query.
Probabilistic retrieval systems are based on the idea that the relevance of a document to a query
is proportional to the probability that the document contains the information that the query is
asking for
4. Latent Semantic Indexing (LSI) systems: These systems use mathematical techniques such as
singular value decomposition (SVD) to identify the underlying meaning and concepts in a
document, rather than relying on exact word matching. LSI systems are based on the idea that
words that are semantically related will tend to co-occur in documents.
5. Hybrid systems: These systems combine the features of multiple types of IR systems to provide
more accurate and comprehensive search results. Hybrid systems can combine the strengths of
different types of IR systems to overcome their individual limitations.
6. Knowledge-based systems: These systems use knowledge graphs and ontologies to understand
the context and intent of the user query and provide more accurate results.
7. Neural information retrieval systems: These systems use deep learning techniques, such as neural
networks, to understand the user query and provide more relevant results.

Each type of IR system has its own advantages and disadvantages, and the choice of which type
to use will depend on the specific requirements of the application.
Policies governing information retrieval systems
Information retrieval (IR) systems are governed by a variety of policies and regulations that are
designed to ensure their proper operation and protect the rights of users. Some of the key policies
that govern IR systems include:

1. Privacy policies: These policies govern how IR systems collect, store, and use personal
information about users. They are designed to protect users' privacy and ensure that their
personal information is not misused.

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2. Access policies: These policies govern who can access the information in the IR system and
under what conditions. They are designed to ensure that only authorized users can access the
information and that the information is protected from unauthorized access.
3. Security policies: These policies govern how the IR system is protected from security threats,
such as hacking and data breaches. They are designed to ensure that the information in the IR
system is protected from unauthorized access and that the system is protected from security
threats.
4. Content policies: These policies govern the types of content that can be stored and retrieved by
the IR system. They are designed to ensure that the information in the IR system is appropriate
for the intended audience and does not contain inappropriate or offensive material.
5. Compliance policies: These policies govern how the IR system complies with legal and
regulatory requirements, such as data protection and privacy laws. They are designed to ensure
that the IR system operates in compliance with legal and regulatory requirements.
6. Quality policies: These policies govern the quality of the information stored and retrieved by the
IR system. They are designed to ensure that the information in the IR system is accurate,
complete, and up-to-date.

These policies are put in place to protect the rights and interests of users, as well as to ensure that
the IR system operates in an ethical and responsible manner.
Facilities used in information retrieval systems
Information retrieval (IR) systems use a variety of facilities to help users find and retrieve the
information they need. Some of the most common facilities used in IR systems include:

1. Searching and querying: IR systems provide users with the ability to search and query the data
collection using keywords, phrases, or natural language sentences. This allows users to find the
information they need quickly and easily.
2. Indexing: IR systems create an index of the data collection, which allows for quick and efficient
searching. This index can include an inverted index, a thesaurus, or a metadata index.
3. Ranking and relevance feedback: IR systems rank the retrieved documents based on their
relevance to the user's query, and may provide users with the option to provide relevance
feedback to improve the search results.
4. Result presentation: IR systems present the search results to the user in a format that is easy to
understand and navigate.
5. Natural Language Processing (NLP): IR systems may use NLP techniques to understand the
user's query and extract relevant information.
6. Text mining: IR systems may use text mining techniques to extract structured information from
unstructured text.
7. Data visualization: IR systems may use data visualization techniques to present the search
results in a graphical format, making it easy for the users to understand and interpret the results.
8. Machine Learning: IR systems may use machine learning algorithms to improve their
performance and accuracy by learning from the data and user feedback.
9. Personalization: IR systems may use personalization techniques to provide personalized search
results based on the user's past search history and preferences.

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 These facilities are designed to help users find and retrieve the information they need quickly
and easily, and to present the results in a format that is easy to understand and navigate.
Criteria for evaluating information retrieval systems
Information Retrieval (IR) systems are evaluated based on a set of criteria that measure their
effectiveness and efficiency in finding and retrieving relevant information for a user query. Some
of the most commonly used criteria for evaluating IR systems include:

1. Precision: The proportion of relevant documents retrieved by the system compared to the total
Rec all: number of documents retrieved.
2. The proportion of relevant documents retrieved by the system compared to the total number of
relevant documents in the collection.
3. F-measure: A composite measure that combines precision and recall, and is calculated as the
harmonic mean of precision and recall.
4. Mean Average Precision (MAP): The average of the precision values at the relevant documents
in a set of search results.
5. Mean Reciprocal Rank (MRR): The average of the reciprocal ranks of the first relevant
documents in a set of search results.
6. Normalized Discounted Cumulative Gain (nDCG): A measure that considers the relevance and
position of the documents in the search results.
7. Mean Time to Retrieve (MTTR): The average time taken by the system to retrieve the search
results.
8. Mean Time to First Result (MTTFR): The average time taken by the system to return the first
search result.
9. Mean Time per Result (MTPR): The average time taken by the system to retrieve each search
result.
10. User satisfaction: The user's perception of the quality of the search results, the ease of use and
the overall performance of the system.

These criteria are commonly used to evaluate the effectiveness and efficiency of an IR system,
but the specific criteria used may vary depending on the application and the requirements of the
system. Additionally, in some cases, the evaluation of the IR system may also take into account
factors such as cost, scalability, and ease of maintenance.

TOPIC THREE
DISSEMINATION OF INFORMATION
Meaning dissemination of information
Dissemination of information refers to the process of distributing or sharing information with a
specific audience. This can include a wide range of information such as news, research,
educational content, and more. The goal of dissemination is to ensure that the information
reaches the intended audience in a timely and efficient manner. This process involves selecting
the most appropriate channels of distribution, such as email, social media, or traditional media
BY: KOSGEI KIPKORIR KENNEDY
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 outlets like newspapers and television. The dissemination process also involves targeting the
audience, that is, identifying the group of people who are most likely to be interested in the
information being shared. The idea behind dissemination is to make sure that the right
information reaches the right people at the right time, so that they can use it to make informed
decisions, or to further their research or work.
Purpose of disseminating of information
The purpose of disseminating information is to share important and relevant information with a
specific audience in a timely and efficient manner. The main goal is to ensure that the
information reaches the intended audience and that it is used to improve their understanding,
decision making, or their work. Here are some of the specific purposes of disseminating
information:

1. To educate: Disseminating information can serve as a way to educate people about a particular
topic or issue, whether it be in a formal or informal setting.
2. To inform: Disseminating information can help to inform people about current events, news, or
developments in a particular field or industry.
3. To spread awareness: Disseminating information can raise awareness about a particular issue,
problem, or opportunity, and can encourage people to take action or become more involved.
4. To influence behavior: Disseminating information can be used to influence people's behavior,
attitudes, or beliefs, and can be used to promote positive change in society.
5. To support research and decision-making: Disseminating information is important in research
and decision-making, it can be used to provide the necessary data and evidence to support
research projects and decision-making processes.
6. To promote accountability: Disseminating information can be used to promote accountability
and transparency, by making information available to the public, organizations and government
can be held accountable for their actions.

In summary, disseminating information serves many purposes, from educating and informing
people to promoting positive change and supporting research and decision making. The goal is to
ensure that the information reaches the intended audience and that it is used to improve their
understanding, decision making, or their work.
Processes of disseminating of information
The process of disseminating information typically involves the following steps:

1. Identifying the target audience: Identifying the group of people who are most likely to be
interested in the information being shared. This is important to ensure that the information is
reaching the intended audience.
2. Selecting the appropriate channels: Choosing the most appropriate channels of distribution
such as email, social media, or traditional media outlets like newspapers and television. The
chosen channels should be able to reach the target audience effectively.

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3. Preparing the information: Preparing the information in a format that is easily understandable
and can be easily shared. This may involve editing, formatting, or summarizing the information
to make it more accessible.
4. Sharing the information: Sharing the information through the selected channels. This may
involve sending emails, publishing articles, or broadcasting news segments.
5. Measuring effectiveness: Measuring the effectiveness of the dissemination process by tracking
the reach and impact of the shared information. This can be done through surveys, website
analytics, or other methods.
6. Evaluating and refining the process: Continuously evaluating the process, and refining it based
on feedback and results. This can involve testing new channels, or modifying the format of the
information to make it more effective.

The process of disseminating information can vary depending on the type of information and the
audience, but the key to effective dissemination is to make sure that the information reaches the
intended audience in a timely and efficient manner and using the appropriate channels.
Additionally, the process of dissemination should not end with the sharing of information, but it
should include a continuous evaluation, and refining of the process to improve the effectiveness
of the dissemination.

Methods of disseminating of information

There are many methods of disseminating information, depending on the type of information, the
audience, and the goals of the dissemination. Some common methods include:

1. Electronic media: This includes methods such as email, social media, websites, and blogs,
which allow information to be shared quickly and easily with a wide audience.
2. Print media: This includes methods such as newspapers, magazines, brochures, and newsletters,
which can be used to share information in a more permanent and tangible form.
3. Broadcast media: This includes methods such as television and radio, which can be used to
share information with a large and geographically dispersed audience.
4. Public speaking: This includes methods such as presentations, lectures, and workshops, which
can be used to share information with a live audience and to provide opportunities for interaction
and discussion.
5. Conferences and events: This includes methods such as conferences, trade shows, and
exhibitions, which can be used to share information with a specific audience and to provide
opportunities for networking and collaboration.
6. Direct mail: This includes methods such as postcards, flyers, and brochures, which can be used
to share information with a specific audience through the mail service.
7. Referral and word of mouth: This includes methods such as personal recommendations and
word of mouth, which can be used to share information with a specific audience through
personal connections and interactions.
8. In-person interactions: This includes methods such as face-to-face

Tools and facilities used to disseminate information

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 There are various tools and facilities that can be used to disseminate information, depending on
the type of information, the audience, and the goals of the dissemination. Some common tools
and facilities include:

1. Email: Email is a widely used tool for disseminating information, it allows for quick and easy
distribution of information to a large audience.
2. Social media: Social media platforms such as Facebook, Twitter, and LinkedIn can be used to
disseminate information to a wide audience and to engage with the audience in real-time.
3. Content management systems (CMS): CMS such as WordPress, Joomla and Drupal can be
used to create, manage and publish information on websites and blogs.
4. Newsletters and email marketing platforms: These platforms such as MailChimp, Constant
Contact, and Aweber can be used to create and send newsletters and other email marketing
campaigns.
5. Video and web conferencing tools: Tools such as Zoom, Skype, and Google Meet can be used
to conduct webinars, online presentations and other live events.
6. Surveys and feedback forms: Surveys and feedback forms can be used to gather feedback from
the audience and to measure the effectiveness of the dissemination process.
7. Analytics tools: Tools such as Google Analytics, Matomo, and Omniture can be used to track
the reach and impact of the disseminated information.
8. Project management tools: Tools such as Trello, Asana, and Basecamp can be used to manage
the dissemination process and to coordinate the efforts of team members.

These tools and facilities can be used to disseminate information effectively and efficiently, and
to engage with the audience in various ways, whether it be through real-time interactions,
feedback gathering, or tracking and measuring the reach and

TOPIC FOUR
REFFERENCE SERVICES
Meaning of reference service
Reference service is a service provided by libraries and other information centers that helps users
find and use information effectively. The purpose of reference service is to assist users in
identifying, locating, and using the information they need to support their research, work, or
personal interests. The service is typically provided by trained professionals, such as librarians or
information specialists, who have expertise in finding, evaluating, and using various types of
information resources.

Reference service can take many forms, including face-to-face interactions, phone or email
consultations, and online chat or virtual reference services. It may involve answering questions,
providing research assistance, or directing users to appropriate resources. The service can be
provided to individuals, groups, or organizations, and can include helping users with a wide

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 range of information needs, such as finding articles, books, or data sets; understanding complex
information; or navigating databases and other online resources.

In summary, reference service is a service provided by libraries and other information centers
that assists users in identifying, locating, and using the information they need to support their
research, work, or personal interests. The service is typically provided by trained professionals,
such as librarians or information specialists, and can take many forms, including face-to-face
interactions, phone or email consultations, and online chat or virtual reference services.
Purpose of reference services
The purpose of reference services is to assist users in identifying, locating, and using the
information they need to support their research, work, or personal interests. The main goal of
reference services is to help users find and use the information they need in an efficient and
effective manner. Here are some specific purposes of reference services:

1. To provide access to information: Reference services help users access a wide range of
information resources, such as books, articles, databases, and other materials that are not easily
available to the general public.
2. To assist with research: Reference services provide research assistance to users, helping them
find and use relevant information for their research projects, assignments, or other scholarly
work.
3. To improve information literacy: Reference services help users develop the skills and
knowledge they need to find, evaluate, and use information effectively.
4. To support decision-making: Reference services provide the necessary data and evidence to
support decision-making processes, be it in businesses, government or non-profit organizations.
5. To promote community engagement: Reference services can be used to promote community
engagement and to provide access to information and resources for community members.
6. To improve user satisfaction: Reference services help users find the information they need,
thus increasing their satisfaction with the library or information center.

Reference services can be used in various settings, such as libraries, research centers, and
information centers, and the specific purposes of the services may vary depending on the user's
needs and the goals of the library or information center.
Types of reference services
There are several types of reference services that can be provided by libraries and other
information centers, depending on the needs of the users and the goals of the organization. Some
common types of reference services include:

1. In-person reference: This type of service involves face-to-face interactions with a reference
librarian or other information specialist. Users can ask questions and receive assistance with
finding and using information resources.
2. Remote reference: This type of service involves providing reference assistance through phone,
email, or online chat. This allows users to receive assistance from a distance.

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3. Virtual reference: This type of service involves providing reference assistance through online
chat or virtual reference software, which allows users to communicate with reference librarians
or other information specialists in real-time.
4. Research assistance: This type of service involves providing assistance to users with research
projects, assignments, or other scholarly work. This can include helping users find and use
relevant information resources, as well as providing guidance on research methods and citation
styles.
5. Information literacy instruction: This type of service involves teaching users the skills they
need to find, evaluate, and use information effectively. This can include workshops, classes, or
one-on-one instruction on topics such as database searching, citation management, and
information evaluation.
6. Readers' advisory: This type of service involves helping users find books and other materials
that they will enjoy reading. The service is often provided by librarians with special training in
literature and literature-related fields.
7. Interlibrary loan: This type of service involves obtaining materials from other libraries for
users who cannot find what they need in their own library.
8. Bibliographic instruction: This type of service involves providing instruction on the use of
bibliographic tools, such as catalogs, indexes, and databases.

These are some common types of reference services, but the specific services offered may vary
depending on the library or information center and the needs of the users. The idea behind
reference services is to assist users in identifying, locating, and using the information they need
in an efficient and

Facilities used in reference services

Reference services in libraries and other information centers may use a variety of facilities to
assist users in finding and using information resources. Some common facilities used in
reference services include:

1. Reference collections: Libraries and information centers may have specialized collections of
reference materials, such as dictionaries, encyclopedias, and other resources that can be used to
find and use information.
2. Online databases and resources: Libraries and information centers may provide access to a
wide range of online databases and resources, such as academic journals, newspapers, and other
materials that can be used to find and use information.
3. Computers and other technology: Libraries and information centers may provide access to
computers, printers, and other technology that can be used to search online databases, access
electronic resources, and create bibliographies or other research materials.
4. Research guides and tutorials: Libraries and information centers may provide research guides
and tutorials to help users find and use information resources, these can be in the form of online
tutorials, handouts, or other materials.
5. Virtual reference services: Libraries and information centers may provide virtual reference
services, such as chat or email reference, which allows users to communicate with reference
librarians or other information specialists in real-time.
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6. Meeting and study spaces: Libraries and information centers may provide meeting and study
spaces, such as quiet reading rooms, group study rooms, or other spaces where users can work on
research projects or assignments.
7. Interlibrary loan service: Libraries and information centers may provide an interlibrary loan
service, which allows users to borrow materials from other libraries if their library does not have
the material.

These facilities are designed to help users find

Attributes of reference services

There are several attributes or characteristics that define reference services provided by libraries
and other information centers. Some of the main attributes include:

1. Confidentiality: Reference services are generally confidential, which means that the information
provided by users is kept private and not shared with others.
2. Impartiality: Reference services are impartial, which means that the librarians or other
information specialists providing the service do not have a vested interest in the outcome of the
user's research or inquiry.
3. Neutrality: Reference services are neutral, which means that the librarians or other information
specialists do not promote a particular point of view or agenda, but rather provide a wide range
of information resources to support the user's research or inquiry.
4. Personalization: Reference services are personalized, which means that the service is tailored to
the specific needs and interests of the user.
5. Professionalism: Reference services are provided by trained professionals, such as librarians or
other information specialists, who have expertise in finding, evaluating, and using various types
of information resources.
6. Responsiveness: Reference services are responsive, which means that the librarians or other
information specialists are able to answer questions and provide assistance in a timely and
efficient manner.
7. User-centered: Reference services are user-centered, which means that the service is designed
to meet the needs of the user, rather than the needs of the library or information center.
8. Active Listening: Reference services involve active listening, which means that librarians or
other information specialists actively listen to the users, understand their needs and provide
information accordingly.

These attributes are important for providing high-quality reference services that effectively
support the information needs of users.

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 TOPIC FIVE
CIRCULATION SERVICES

Meaning circulation services

Circulation services refer to the management and loan of library materials, including books,
journals, videos, and other items, to patrons or users of the library. The purpose of circulation
services is to ensure that library materials are readily available to users and to manage the
lending, tracking, and return of these materials.

Circulation services typically include tasks such as checking out and checking in materials,
renewing loans, reserving materials, and handling holds and recalls. These services are usually
handled by trained library staff, such as circulation clerks or librarians. The circulation process is
designed to make sure that library materials are readily available and accessible to users, while
also ensuring that materials are returned on time and in good condition.

Circulation services also include the management of library's materials, this includes monitoring
the condition of the materials, repairing or replacing damaged items, and discarding materials
that are no longer useful.

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15
 In summary, circulation services in information retrieval and dissemination are a set of services
provided by libraries, which manages and loans materials to patrons or users of the library. The
purpose of circulation services is to ensure that library materials are readily available to users, to
manage the lending, tracking, and return of these materials, and also to manage the library
materials, such as monitoring the condition of the materials, repairing or replacing damaged
items, and discarding materials that are no longer useful.
Purpose of circulation services
The purpose of circulation services in a library is to provide access to library materials, to
manage the lending and tracking of these materials, and to ensure that materials are returned on
time and in good condition.

1. To provide access to library materials: The primary purpose of circulation services is to

provide access to library materials to users. This includes checking out materials, renewing
loans, and reserving materials. By making materials available for users to borrow, circulation
services help ensure that users have access to the information they need.
2. To manage the lending and tracking of library materials: Circulation services are responsible
for managing the lending and tracking of library materials. This includes keeping track of which
materials are on loan, when they are due to be returned, and whether they have been returned on
time.
3. To ensure materials are returned on time and in good condition: Circulation services also
ensure that materials are returned on time and in good condition. This includes sending out
reminders for materials that are overdue and enforcing fines for materials that are returned late or
in poor condition.
4. To support collection development: Circulation data can provide valuable information to
library staff, such as which materials are in high demand and which materials are not being used.
This information can be used to support collection development and budgeting decisions.
5. To support the library's mission: Circulation services support the library's mission by making
materials available to users, managing the lending and tracking of materials, and ensuring that
materials are returned on time and in good condition.
6. To support user's satisfaction: Circulation services make it easy for users to borrow and return
materials, which increases their satisfaction with the library services.

In summary, the purpose of circulation services is to provide access to library materials, to

manage the lending and tracking of these materials, and to ensure that materials are returned on
time and in good condition, to support collection development, the library's mission and user's
satisfaction.

Types of circulation services

There are several types of circulation services that can be provided by libraries, depending on the
needs of the users and the goals of the organization. Some common types of circulation services
include:

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16
1. Checkout and check-in: This type of service involves lending library materials to users and
receiving returned materials. This includes checking out materials to patrons, renewing loans,
and checking in materials when they are returned.
2. Reserving materials: This type of service allows users to place holds on library materials that
are currently checked out, and to be notified when the materials become available.
3. Interlibrary loan: This type of service allows users to borrow materials from other libraries if
the materials are not available in their own library.
4. Renewals: This type of service allows users to renew loans of materials they have checked out,
if the materials are not on hold for other patrons.
5. Fines and fees: This type of service involves enforcing fines and fees for materials that are
returned late or in poor condition.
6. Self-checkout: This type of service allows users to check out materials independently, using
self-checkout machines or mobile devices.
7. Remote circulation: This type of service involves providing circulation services to users
remotely, such as through phone or email.
8. Electronic circulation: This type of service involves lending electronic materials, such as e-
books or audiobooks, to users through a digital platform.

These are some common types of circulation services, but the specific services offered may vary
depending on the library and the needs of the users. The idea behind circulation services is to
provide access to library materials, manage the lending and tracking of these materials, and
ensure that materials are returned on time and in good condition.
Systems in circulation services
Circulation services in libraries typically rely on various systems to manage the lending,
tracking, and return of library materials. Some common systems used in circulation services
include:

1. Library management systems (LMS): These systems are used to manage the catalog and
circulation of library materials. They typically include modules for cataloging, circulation, and
reporting, and may also include features for managing patrons, fines, and fees. Examples of LMS
are: Koha, Evergreen, and Aleph.
2. Automated circulation systems: These systems use technology such as self-checkout machines
or mobile devices to automate the check-out and check-in of library materials. They may also
include features for tracking loans and enforcing fines and fees.
3. Interlibrary loan systems: These systems allow libraries to borrow and lend materials between
libraries. They typically include modules for requesting and tracking loans, as well as for billing
and shipping.
4. Electronic resource management systems: These systems are used to manage the lending and
tracking of electronic resources, such as e-books and audiobooks. They may include features for
tracking usage, enforcing licenses, and reporting on usage statistics.
5. Self-service kiosks: These are self-service stations, which are used by patrons to check out
books, pay fines, renew their library card, and other library services.
6. RFID (Radio-Frequency Identification): These systems use RFID tags and readers to track the
location of library materials and automate the check-out and check-in process.
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17
7. Remote circulation: This type of service involves providing circulation services to users
remotely, such as through phone or email.

These systems are designed to help libraries manage the lending and tracking of materials, while
also providing easy access to materials for users. These systems can be integrated with library
management systems, or can work independently.
SYSTEMS IN CIRCULATION SERVICES IN INFORMATION RETRIEVAL AND
DISSEMINATION
In the context of information retrieval and dissemination, circulation services refer to the
management and distribution of information resources, such as articles, reports, and data sets.
Systems used in circulation services for information retrieval and dissemination include:

1. Digital asset management systems (DAMS): These systems are used to store, manage, and
distribute digital assets, such as documents, images, and videos. They typically include features
for organizing, searching, and delivering digital assets to users.
2. Content distribution networks (CDN): These systems are used to distribute content, such as
video or audio files, to users. They improve the performance and availability of content by
caching it on servers located closer to the users.
3. Repository systems: These systems are used to store, manage, and provide access to
information resources, such as articles, reports, and data sets. They may include features for
organizing, searching, and delivering resources to users.
4. Data dissemination systems: These systems are used to distribute data sets, such as census data
or scientific data. They may include features for searching, browsing, and downloading data.
5. Document delivery systems: These systems are used to provide electronic copies of articles,
reports, and other documents to users. They may include features for requesting and delivering
documents, as well as for tracking usage and enforcing access restrictions.
6. Electronic resource management systems: These systems are used to manage access to
electronic resources such as e-journals, e-books, and databases. They may include features for
tracking usage, enforcing licenses, and reporting on usage statistics.
7. Remote dissemination: This type of service involves providing dissemination services to users
remotely, such as through phone or email.

These systems are designed to manage, store, and distribute information resources, and make
them readily available to users. They can be integrated with other systems like, library
management systems or digital asset management systems, to provide a seamless service to
Tools and facilities used in circulation services
There are several tools and facilities that are commonly used in circulation services to manage
the lending, tracking, and return of library materials. Some of these include:

1. Barcode scanners: These devices are used to scan barcodes on library materials and patrons'
library cards to check out and check in materials.
2. Self-checkout machines: These machines allow patrons to check out materials on their own,
using their library card and a barcode scanner.
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3. RFID (Radio-Frequency Identification) tags and readers: These devices use radio frequency
technology to track the location of library materials, and can be used to automate the check-out
and check-in process.
4. Automated materials handling (AMH) systems: These systems use conveyors, sorters, and
other equipment to automate the handling and processing of library materials.
5. Online catalogs: These are web-based systems that allow patrons to search for and request
materials, and to renew loans or place holds on materials.
6. SMS or Email notifications: These are automated systems that notify patrons when their
requested materials are available, when the materials are due, or when the materials are overdue.
7. Circulation software: These are software applications that are used to manage circulation
services, such as tracking loans, enforcing fines and fees, and generating reports.
8. Hold shelves: These are physical shelves or locations where materials that have been placed on
hold are kept, they are usually near the circulation desk.
9. Electronic resource management systems: These systems are used to manage access to electronic
resources such as e-journals, e-books, and databases. They may include features for tracking
usage, enforcing licenses, and reporting on usage statistics.

These tools and facilities are designed to make circulation services more efficient and convenient
for both patrons and library staff, and to help ensure that materials are readily available and
easily accessible to users.
SECURITY SYSTEMS IN INFORMATION CENTRES
SPECIFIC OBJECTIVES
At the end of this topic, the student should be able to:-
a) Describe the term security
b) Explain the significance of security
c) Identify threats to information materials
d) Identify measures that can be used to prevent loss and damage to Materials
Security, this refers to the protection_quarding of informatbn_malerials against loss or damage.
A security system refers to the methods of systems or means of protecting information materials
against loss or damage. , This protection is necessary because information materia!s:are for user
therefore this forms the principle behind information dissemination user as the primary objective
of an information centre. However as information materials a re made accessible to the user
through the circulation system they are exposed to the risk of theft, damage or destruction and
deterioration.
SIGNIFICANCE OF SECURITY SYSTEMS
To prolong the life of an information material /To protect the information material against loss
v- To protect the information material against damage y To ensuTe constant availability of
information

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19
To ensure cost is reduced especially those associated with replacement
THREATS TO INFORMATION MATERIALS
1. Dust
2. Fire
3. Insects
4. Rodents
5. Floods
6. Man
For instance loss of information materials in many information centers has been as a result of
theft. Theft is where an individual deliberately steals an Information material from an -
information centre, theft can be done solely by a user or through conspiring with an information
personnel.
When a user borrows an information material and the library circulation system cannot
effectively trace this borrower and the document can be said to be lost. Again a staff of the
information centre that chooses to remove aii the records pertaining to that misplaced documents
can facilitate this kind of loss.
in addition unscrupuious users, dishonest staff assisted by a poor security system in the
information centre, can facilitate the loss of matehais.
Minimizing theft
1. Restoration of security systems
2. _ Keeping vigilant at the exit . _
3. Minimizing the number of entry and exit
4. Information centre should have a clear employment policy, which enables them t'o
employ competent and-honest employees.
5. Formulation of severe penalties
6. Though proper motivation and compensation will reduce ioss and theft of information
materials
Minimizing loss through damage
-Reinforcement of rules Of information centers eg eating and drinking in the information centre -
Installation of fire detectors. -Use of fire extinguishers incase of fire -User of fire proof storage
equipments -Regular inspection of fire installation systems

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20
-Keep environment clean
systentis a must
-Spraying of chemicals on the walls/roofs etc -Proper ventilation from moisture and humidity
and effective air through the use of humidifiers and dehumidifiers.
Methods used In information centers
Methods of protecting information materials against loss or damage have been devised \
specifically for the various causes of loss or damage, destruction of information material's . j
The methods are categorized into two."
-Manual/human security systems -Mechanized security.systems- -

MANUAL/ HUMAN SECURITY MEASURES

This system comprises of the following
-Staff of the information center
-Security personnel keeping vigilance at the exiCentrance and In the centeV.-.: f-Development-
of rules and regulations enforced by the administration of the information centre -Educating the
userregularly bb the importance of the protection information materials ■
Mechanized security systems
It involves the use of mechanized-devices in the protection of information-material against
loss or damage eg
-Book sensing unit
-Closed circuit television -Two-way mirror?
Book sensing unit
This is largely an electrical security system. Books and other bound volume are magnelicaijy
sensitized and then shelved.
The staff at the counter desensitizes these books before issuing them out. This is done to
deactivate the alarm system at the exit, which only. Responds tojm.agnetized or sensitized
documents. If a document is noLdesensitized. the alarm system at the exit will sound and the
security personnel at the exit will have to check, when a user returns a document after being
discharged it is again sensitized before it is shelved.

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21
Closed circuit television
This system relays users' activities to a central location in an information centre which can be
constantly observed by a personnel.
It does not therefore require constant staff surveillance in the reading room.
Measures to be adopted to minimizes
1. Constant sweeping and dusting of documents

2. Ensure that the wails, celling and floors of the information centre are termite proof.
3. Check around the building for any insects that can be destructive, spray them with DDT
or any other spray.
4. Brush the wooden bookshelves with a layer of Xylamcn (A clear odour-free colourless
chemical) to prevent insects.
5. Poison the documents with a protective coat or varnish e.g. Ethyl cellulose.
6. For larvae already in the materials fumigation is necessary^
Moisture and Humidity
If the environment is too damp it can encourage the growth of Fungi use air conditioning-or
position designing substances in the information centre.
For dust checking must be done periodically.
Disintegration of Documents
Users should be educated on how to handle documents
Sunlight accelerates desiccation, discolors paper thus censing. pigments to fade. Documents
should be placed in air conditioned environment Otherwise better book bindings can be
preserved by dressing them with emulsions or waxes which help them to replace the natural oil
originally present in the leather.
Protection of Library Buildings
Install lightning arresters. shield windows with curtains to avoid arrest sunlight to.the documents.
The ground fioor windows and-doors should be protected with- burglar proof bars,., Other
enemies of documents e.g. rats, mice, snakes, lizards, squirrels. Poisonous chemicals should
sprayed strategic.places'in fhe building. Spaces between

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22
Advantages/Strengths of Manual Security Systems
1. Does not rely on power
2. Ease of human judgment eg for torn material security personnel can decide that be
retained for repair.
3. Not prone to power failure
4. Manual system can be applicable to ail formats of documents.
5. Unnecessary useriemb'arrassmerii is avoided
6. it Is Chean tn IntrodLirp and hnArofe
7. Thorough checking of the status of the information materials is achieved.
Disadvantages /weaknesses
1. The loss of materials is likely especially when some staff become dishonest.
2. Some hidden materials cannot be easily found
3. Requires more staff
4. Slow and tedious.
5. Constant training and reminder of security personnel
6. Can cause user discomfort
7. The system requires honest and availability of personnel
Strengths /advantages of mechanized
" -High security coupled with honesty of staff is realized
2. The system is more efficient in detecting materials which are unfaithfullyiaxetTout of the
centre then a manual security system.
3. Handles large volumes of work whereby the machine detects the material without making
the staff tired.
4. Reduces the need for many security staff
Disadvantages /weaknesses^
1. Rely on power and are prone to failure
2. Where the documents have to be sensitized and desensitized creates more work for the
staff at the counter.
3. User embarrassment especially 'with long delays.

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23
 4. If a document which is desensitized is not kept in the right place a user can easily take
^o the document out of the-information centre unnoticed therefore incase of fault in
« sensitization a user can easily take the document unnoticed. . k) ^ 5. This system has not
been approved by people because if not it can lead to dishonesty.
° Revision Questions*
^ js 1. Describe the various security measures that can be used to protect
N£ against damage of materials by biological agents.
jr 2. Describe the significance of security systems in an information center.
1. Explain measures that can be. Adopted to minimize damage to information materials by
insects.

Security systems in circulation services

Security systems play an important role in circulation services to protect the library materials and
ensure that they are used in an appropriate manner. Some common security systems used in
circulation services include:

1. Security gates: These are devices that are installed at the library's exits to detect and alarm
materials that have not been properly checked out.
2. RFID (Radio-Frequency Identification) security systems: These systems use RFID technology to
detect and alarm materials that have been removed from the library without being properly
checked out.
3. Surveillance cameras: These systems are used to monitor the library and its patrons to deter theft
and other criminal activity.
4. Electronic security systems: These systems use electronic means to secure library materials, such
as locking devices on cabinets or lockers, or using electronic padlocks to secure high-value
materials.
5. Alarm systems: These systems are used to alert library staff when a security breach occurs, such
as an unauthorized person entering a restricted area or a patron attempting to steal materials.
6. Access control systems: These systems are used to restrict access to certain areas of the library or
to certain materials. They may use card readers, biometric scanners, or other means to control
access.
7. Security personnel: Some libraries employ security personnel to monitor the library, patrol the
library, and respond to security breaches.

These security systems are designed to help protect library materials and ensure that they are
used in an appropriate manner. They also help deter theft, vandalism, and other criminal activity
and help ensure the safety of library staff and patrons.

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24
CIRCULATION SYSTEMS IN INFORMATION CENTRES
SPECIFIC OBJECTIVES
At the end of this topic, the student should be able to: -
a) Define the term circulation systems
b) Describe the functions of the circulation section in an information center
c) Describe the various circulation systems
d) Explain factors to be considered when setting up a circulation • system

Circulation systems involves the provision of information to the users in an information centre
it is either manual of computerized.

As information centre cannot be able to serve all the potential of actual users due to limited
resources. This therefore calls for eligibility for membership to-be designed to take care of who
should use the library information centre facilities.
The circulation of Information materials ensures that the information material shared among the
users.
However not all information materials are circulated without restrictions. Some Information
materials like TV radio, objects may be restricted to internal use only. Others materials like!
reference materials may also be restricted to internal! use depending of the policy of information
J centrist facilitate the circulation and sharing of information materials charging systems have
been used.

Information centers need to keep records of the loan transactions. The recording of the loan of
the materials is cai! ed^3rgingsussyjng.whereas^he actual re5dcdi5ttbeJoan.is.kngwr. as the
asffio^charfei | he collection of the records when the material! is returned by the borrower is
known ss discharging.
FUNCTIONS OF A CIRCULATION SECTION /DESK
The circulation section may perform the following.
I. Vigilance at the entrance and exit
II. Registration of members, renewal and withdrawal of membership
III. Issue. Renewals and returns of items

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25
IV. Maintenance of users and stocks
V. Interlibrary loan program, initiation and management
VI. Charging of over dues

VII. Discovery of damaged or lost materials ✓

VIS!. issuing of reminders of overdue materials

IX. Resen/ation of books and other materials

X. Provision of current awareness services
XI. Provision of user education,
MANUAL CHARGING SYSTEMS
There are several manual charging systems and the choice of which is dictated by the number of
factors
eg
I. Browne system
II. Newark system
III B.I.C system (book issue card system)
IV. Ledger system
V. NCR ( No carbon required)
Factors to be considered
I. Ease of use -
II. Size of stock (collection of stock)
III. Clientele number ( Number of users where the stock is small ie
library can use a simple method of ensuring details of the Item borrowed or borrower in a
register, such a method however would be inapplicable in a large library with many users.
IV. Accuracy and effectiveness ofthe system ie choose a system that will not bring about
errors.
V. Amount and type of information the management would like for
Decision making.
Ideally a charging'system should, provide the information.
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26
i. The materials on loan
II. The name and addresses of borrowers
ill. Users with materials onjoan
IV. Titles and authors of materials on loan. '
V Information on issue statistics
Other systems requirements include:
I. Recalling of overdue materials: systems should facilitate the
achievement of this task.
II. System should facilitate operation of a reservation system.
IIS. Should also facilitate monitoring the popularity of information
Materials art from the above. requirements the charging system: selected should not
becumb.er§p~e ouid be fast to operate. A good system should nolt3xtheeffod-of.the.user.in
charging and ;charging of the information materials. -
r^;A | Learning Activity
Find out the type of circulation system found in a library near you then Identify the following:
a) Is it efficient? How fast is the user served?
b) Is it effective? Is it able to work without problems and errors?
1.0 Browne charging system
Requires:
This system requires the following stationary / equipment
a) A date label in each book
b) A book card containing the following
-Author
-Accession number
'.-Title ./' :-
-Call number
c) Borrowers card one per book in from of a pocket
-Name of the borrower -Expiry date * -Address of the borrower

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27
d) Book pocket in each book
e) Date guide and Issue trays
Charging procedures
In the Browne charging system ever/membeAis^^
card / ticket /reader ticket that corresponds to the number of items that a user can/borrow at a
time.
The borrower card usually contain information on
* Name
. Address number.
* Expiry date of the ticket
* Admission number
-The borrower present the items to be borrowed at the issue desk together with a borrower ticket
which is equivalent to number of items.
-The date label on the book is stamped with a due date ..;-. ,
-The book card is removed from each book and inserted in borrower's card. (one book card
for each borrowers, card)
-This borrowers card bearing bock card are filed by accession number, class number of •
authors'depending on the decision on-information centre.
The filing is facilitated by date guides in the issue log, which indicate the date when the materials
are due or when borrowed.
-When a book is removed the librarian checks the date due, accession number, and author or call
number and retrieves the book card together with the borrowers card/ ticket. -Date due on the
book card Is cancelled and borrower given his card, -The book card is then returned into the
book.
ADVANTAGES OF BROWNE "SYSTEM
I. It is economical ..:
II. Materials loaned can be at any one time be identified
III. The number of Items Issued to a reader at any time Is controlled W. if the borrower has
the ticket it's prove that the borrower has

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28
returned the material. V. One can locate and find overdue materials and who has them Vi.
Ti"ics= meinods can facilitate reservation VII. Statistics of materials Issue in a day can be
obtained
DISADVANTAGES
Time consuming because of manual Filling Errors can occur in filing
If it's a large library the issue desk must be large enough to accommodate issue frays.
2.0 NEWARK CHARGING SYSTEM
Equipment and stationary -Borrower card / ticket -Book card -Date guides -Bd'c*k>pockets -
Date ship -Issue trays
In this system the user is issued with only one borrower ticket. The borrower card contain
-Borrowers name
-Registration/ membership (--Datedue I, -Date of return
-Date of expiry
The book card contains -Call number -Author -Title
-Accession number -Date due
-Borrowers name and signature -Registration number
The book card is normally 5-5 cm long, the date label is inserted inside the book on the ieaf.
Details On the label include -Call number
-Date of issue and date due -Rule on for overdue charge
CHARGING PROCEDURE
1. The user presents the book to be issued along with the borrower's cards.
2. The date due is stamped on book card borrowers card and date label
3. The user sign against his registration number and name of book card. ..
.; 4. The book card is kept in book tray behind an appropriate date guide .-
DISCHARGING PROCEDURES
1) The book is returned.
2) Due date and call number is ascertained.
3) Retrieval of cards.

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29
4) Date of return is stamped on borrowers' card.
5) Due dates on book card book label are cancelled. 6} Borrower is given a card.
7. Book card is returned into the book pocket.
ADVANTAGES
1. A back up exist or borrower’s details. 7
2. Proper records for discharging and charging material’s maintained. 2. Overdue materials
can be established. ;.
4. Rules on overdue slip can remind user. of due date and any implications involved.
5. One can determine the popularity of a material! on the date slip.
DISADVANTAGES
1. Uneconomical in terms of stationery as it requires replacement.
2. Time consuming and labour intensive.
3. Large, busy library can find the system slow and inadequate 4 Tod procedural thereby not
easy to use
5. Misfiling can occur.
6. Require large space and staff.
3. LEDGER CHARGING SYSTEM
in this charging system Information professional opens and maintains a register. Each borrower
is allocated a page or more.
An index to names of borrower is given either at beginning or at the end. ..:. Details in the
register
At the top of the page you find the following information: Name of borrower, his/her address A
column of: -date of issue
-name of author .
-Edition -Col! number
-Date due . ... .
-Signature of borrower
A small library with a small number of users could find this method effective popular.
ADVANTAGES
a. Good for small center/ library with known users
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30
b. Register can be portable ^
c. Its possible to establish number of m-terms a user has borrowed at a
time. -
d. Information about individual user is gathered at one place and therefore use information
can be established
e. It's cheap to introduce because initial costs are very low.
f. Simple to define and implement.
DISADVANTAGES
1. Tedious and cumbersome due to following.
2. Take a long time to establish overdue materials
3. Difficult to establish material! on loan by borrower, author or title material on loan
cannot be early reserved.
4. Uneconomical because is limited to small libraries
5. If this original register is misplaced or lost it requires a backup
4.0 BOOK ISSUE CARD (BIC)
This charging system can be used in school libraries that need to keep record of information
seeking behavior (readership) of pupil.
Equipment requirements
-Book pocket -Date label
-Book card inserted in book pocket -Issue tray and date guides -Details on book card include -
Details about book and borrower
Date due
Author
Name of borrower Procedures of charging
-Borrower picks a book and takes it to the counter
-Librarian remove book card from book and book packet and enter details of book borrowed and
card.
-Date due is stamped on book card, date slip and label -Reader is given book
-Librarian file book card either by author / date depending on requirements of library'.

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31
Discharging
-Borrower return the book -Librarian check due date by author or title -The card of that book
retrieved from issue tray • -Due date cancelled from card £
The method is advantageous because
-Cheap and easier to operate compared to ledger system -Facilitates identification of user interest
Disadvantages
-Require a backup, which may be expensive -No record left in case of lose
5.0 THE NCR (NO CARBON REQUIRED) CHARGING SYSTEM
Borrowers' Charging procedures
a. The borrower brings the book to be borrowed to the counter
b. The staff files details of the book and the borrower on the NCR forms
Details on the NCR form
-Call number. -Accession number -Name of borrower
-Address of borrower . '"' . .
c) The book da.tejab.etis stamped with the due date
d) The borrower Is then issued
e) The librarian then files the slips (NCR) forms according to the methods designed by the
information center usually by author, title or name of borrower.
Discharging procedure
-When the borrower returns the book the librarian retrieves the slips or NCR forms from the
trays.
-Canceling of the due date on the book
-The book is then ready to be returned on the shelves
Advantages
-Easy to establish who has borrowed a certain Item and also the overdue.
-Possible to access the reading habits of the borrower
Disadvantages
-Time consuming
-A staff "confirming details and removing of the slips -Misfiling occurs
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STRENGTHS OF A MANUAL BASED CIRCULATION SYSTEM'
1) Not power dependent
2) Not machine defendant
3) Does not require technological experience
4) Gi ie can easily change io anoxner system without a lot ot cost
5) The manual system is flexible because one can change'to another system at a minimal
cost
6) Takes a shorter time to define ai id implement e.g. the initial cost Is minimal as opposed
to computerized system.
7) Manual systems do not require backup in the event of power failure.
Disadvantages
-The system operation can be affected in case of sickness
-Slow and cumbersome
-Prone to errors of misspelling etc
STRENGTHS OF THE COMPUTER BASED CIRCULATION SYSTEM
Advances in computer technology enable automation as a necessary anda perquisite for the
provision of efficient services. When a catalogue is computerized information about the addition
or removal of items is automatically reflected. In the circulation process a database i.e.
information-about the-borrower and the item arej.inked formings (Lie. information about the
borrower, address, subject, registration number etc is entered in file as walbis rfi^m&rri number
of materials a borrower can borrow information about the items can include author, title, edition
etc. '
Linking file, is a file, which has fields from accession number,'and registration number for
borrowers is created, it is these files that does automatic linking of the borrowers file and the
book file when a user barrow an item.
N/B manual stamping is still done on the book the borrow is still given a membership card
Strengths of a mechanized system
1. Less labor intensive
2. Ensure speed
3. More accurate and consistent
4. ' System is versatile (processing and circulation)

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5. Occupies less space
/ 6. Maintenance cost is low
7. In the circulation process the data base created allows linking information or records about the
borrower or the records hence minimizing duplication and enhances speed of searching.
Disadvantages
1. Requires skilled personnel
2. High initial cost when starting •:
3. Power dependant
4. Health hazards ' '£
Revision Questions
1. 2.
Discuss the strengths of the computer based circulation system.
What are the factors to.be considered when setting up a. computer based
circulation system. "
Describe the charging procedure using the browne ch

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 TOPIC SIX
ROLE OF ICT IN INFORMATION RETRIEVAL AND DISSEMINATION
role of ICT in information retrieval and dissemination

Information and Communication Technology (ICT) plays a significant role in the process of
information retrieval and dissemination. The following are some ways in which ICT is used in
information retrieval and dissemination:

1. Digitalization of information: ICT has made it possible to digitize information, such as books,
journals, and documents, making it more easily accessible and searchable.
2. Online databases and search engines: ICT has made it possible to create and access large
online databases of information, such as articles, reports, and data sets. Search engines such as
Google and Bing make it easy to find and access this information.
3. Remote access: ICT has made it possible to access information remotely, through the internet
and other communication networks. This means that users can access information from
anywhere, at any time, using a computer or mobile device.
4. Social Media and Collaborative Tools: Social media platforms and collaborative tools like
Google Docs, Trello, and Slack are widely used to share information and collaborate on projects.
5. Cloud Computing: ICT has made it possible to store and access information in the cloud, rather
than on a physical server. This allows for easy access to information from anywhere, and allows
for automatic backups and disaster recovery.
6. Mobile Access: ICT has enabled the creation of mobile applications, allowing users to access
information from their smartphones and tablets, as well as from their computers.
7. Digital Preservation: ICT has enabled the preservation of digital materials to ensure that they
remain accessible and usable over time. This includes preserving digital files, websites, and other
digital content.
8. Machine Learning and Artificial Intelligence: ICT has enabled the use of machine learning
and AI technologies to make information retrieval and dissemination more efficient and accurate.

In summary, ICT plays a significant role in information retrieval and dissemination by making
information more easily accessible, searchable, and shareable, and by enabling remote access,
digital preservation, and the use of advanced technologies such as machine learning and AI.
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 TOPIC SEVEN
EMERGING TRENDS AND ISSUES IN INFORMATION RETRIEVAL AND
DISSEMINATION
Emerging trends and issues in information retrieval and dissemination
There are a number of emerging trends and issues in information retrieval and dissemination that
are currently affecting the field. Some of these include:

1. Big data: The increasing amount of digital data being generated and collected is creating new
opportunities and challenges for information retrieval and dissemination. This includes the need
to process and analyze large data sets, as well as the need to ensure the quality, accuracy, and
security of the data.
2. Artificial intelligence and machine learning: These technologies are being used to improve
information retrieval and dissemination by making it more efficient and accurate. This includes
the use of natural language processing, sentiment analysis, and other techniques to extract and
analyze information from unstructured data.
3. Personalization and recommendation: There is a growing trend towards personalization and
recommendation in information retrieval and dissemination. This includes the use of algorithms
to recommend relevant information to users based on their interests and behavior.
4. Linked data and the semantic web: The use of linked data and the semantic web is becoming
increasingly important in information retrieval and dissemination. This includes the use of
structured data and metadata to improve the discoverability and accessibility of information.

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5. Cloud computing and storage: Cloud computing and storage are becoming increasingly
important in information retrieval and dissemination. This includes the use of cloud services to
store and access information, as well as the use of cloud services to process and analyze data.
6. Mobile and wearable technologies: The increasing use of mobile and wearable technologies is
changing the way we access and use information. This includes the use of mobile devices and
wearables to access information, as well as the use of sensors and other technologies to collect
data.
7. Privacy and security: As more information is shared and stored online, privacy and security are
becoming increasingly important issues in information retrieval and dissemination. This includes
the need to protect personal data and to ensure the security of digital information.
8. Digital preservation: With more information being created and stored digitally, there is a
growing need to ensure the preservation of digital materials over time.

These are some emerging trends and issues in information retrieval and dissemination, but others
may exist as well. The field is constantly evolving and new technologies and approaches are
being developed to improve the way we access and use information.

Challenges posed by emerging trends and issues in information retrieval and dissemination

Emerging trends and issues in various fields can pose a number of challenges for organizations
and individuals. Some of the challenges include:

1. Keeping up with rapid technological advancements: Emerging technologies and trends can
evolve quickly and can be difficult to keep up with, requiring organizations and individuals to
invest in training and development to stay current.
2. Managing and analyzing large amounts of data: The increasing amount of data being
generated can be overwhelming, making it difficult to extract meaningful insights and make
informed decisions.
3. Ensuring security and privacy: As more information is shared and stored online, there is a
growing need to ensure the security and privacy of personal data, which can be challenging due
to the ever-evolving threat landscape.
4. Adapting to changing consumer behaviors: Emerging trends and technologies can change
consumer behavior and expectations, making it difficult for organizations to stay relevant and
meet their customers' needs.
5. Addressing ethical concerns: Emerging technologies and trends can raise ethical concerns, such
as issues related to AI, data privacy, and surveillance.
6. Managing workforce transformation: Emerging trends and technologies can require
organizations to adapt and retrain their workforce, which can be challenging and costly.
7. Finding the right balance between innovation and regulation: Emerging trends and
technologies can require organizations to navigate a complex regulatory environment, which can
be challenging, and finding the right balance between innovation and regulation can be difficult.

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8. Keeping up with global competition: Emerging trends and technologies can create new
opportunities for global competition, which can be challenging for organizations to stay
competitive.

These are some of the challenges posed by emerging trends and issues, but others may exist as
well. Meeting these challenges requires organizations and individuals to stay informed about the
latest developments in their field, and to invest in the necessary skills, resources, and
technologies.
Ways of coping with challenges posed by emerging trends and issues in information
retrieval and dissemination

Dealing with the challenges posed by emerging trends and issues in information retrieval and
dissemination can be a complex and ongoing process. Some ways to cope with these challenges
include:

1. Staying informed and educated: Keeping up with the latest developments and trends in
information retrieval and dissemination is essential in order to identify and understand the
challenges that are emerging.
2. Investing in technology and infrastructure: Investing in the necessary technology and
infrastructure to manage and analyze large data sets, and to implement new technologies such as
artificial intelligence, machine learning, and cloud computing, can help organizations stay
current and competitive.
3. Building a skilled workforce: Building a skilled workforce that can understand and work with the
latest technologies is essential for coping with the challenges of emerging trends and issues.
4. Developing an effective security and privacy strategy: Developing an effective security and
privacy strategy is crucial for coping with the challenges of emerging trends and issues, such as
ensuring the security of personal data, and dealing with cyber threats.
5. Creating a culture of innovation: Creating a culture of innovation within an organization can help
it to stay current, adapt to change and take advantage of new opportunities.
6. Developing partnerships and collaborations: Building partnerships and collaborations with other
organizations, companies, and researchers can help to share knowledge and resources and stay
informed about the latest developments in the field.
7. Building flexibility into your systems and operations: Building flexibility into systems and
operations can help organizations to adapt to changing trends and issues more easily.
8. Keeping an open dialogue with stakeholders: Keeping an open dialogue with stakeholders such
as customers, employees, and regulators can help organizations to stay informed about emerging
trends and issues and to understand the concerns and needs of different groups.

These are some ways of coping with the challenges posed by emerging trends and issues in
information retrieval and dissemination, but others may exist as well. The important thing is to
stay informed, be flexible and continuously adapt to the ever-changing field.

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