BIBLIOGRAPHY ABLAZA, SARAH JANE T. MARCH...
BIBLIOGRAPHY
ABLAZA, SARAH JANE T. MARCH 2012. Evaluation of the Benguet Provincial
Library’s Information Management System. Benguet State University, La Trinidad,
Benguet.
Adviser: Michelle B. Gatab, BSc
ABSTRACT
The study was conducted to evaluate the Benguet Provincial Library’s Information
Management System.
There were five (5) respondents of the study who are the staff of the Benguet
Provincial they are the Provincial Librarian III (Zenia A. Biang), Librarian II (Leticia I.
Bautista), Librarian I (Mariline B. Sawey), Administrative Aide IV (Dexter V. Marcelo)
and Administrative Aide I (Leonida A. Licdan).
The Benguet Provincial Library (BPL) served the information needs of clients since
the year 1967 and the development is great since acquisition of books is increasing. For the
existing IMS structure, the BPL is being managed by the Provincial Librarian III with the
intervention of the Office of the Governor. Staff of the BPL is multi-tasked. Even they are
assigned to a specific designation they will to do other tasks.
Meanwhile, holdings of the BPL has 9, 530 books covering different subjects. The
BPL also has their five (5) subscription of newspaper; Baguio Midland Courier and Manila
Bulletin were being bound, journal, theses, encyclopedias, unbound and bound magazines,
official gazettes and children’s books.
Evaluation of the Benguet Provincial Library’s Information Management System |
ABLAZA, SARAH JANE T. MARCH 2012
Furthermore, the BPL has available Information Technologies like, computer,
electronic mail, typewriter, telephone, fax machine, OPAC, koha software and bar code
scanner for the IMS.
The process of borrowing and returning library materials is strictly implemented
especially to clients who want to take home library materials since they must have a
guarantor inside the Benguet Capitol Office. In borrowing inside the library, clients can
use the OPAC or ask the concern of any of the staff but in the case of library materials in
the closed shelves, it really needs the concerned of any of the BPL staff. Taking home and
photocopying library materials has limited time. Extension of time will be fined.
Evaluation of the Benguet Provincial Library’s Information Management System |
ABLAZA, SARAH JANE T. MARCH 2012
RESULTS AND DISCUSSION
Establishment of BPL IMS
The Benguet Provincial Library (BPL) started serving the public from near and far
flung areas on August 1, 1967 which was temporarily housed in a room at Mountain State
Agricultural College (MSAC), now Benguet State University (BSU), with a staff of four
(4) in the person of Mrs. Hurlina Evangelista (provincial librarian), Ms. Concepcion
Minong (clerk librarian), Mrs. Virginia Montano (janitor and messenger) and Mrs. Mary
Bansen (library assistant). In 1973, when the three-storey capitol building was completed,
Governor Ben Palispis allotted a room adjacent to the office of the Governor for the BPL.
From 1986 up to the time of the study, it was finally transferred to a separate building
adjacent to the main capitol building which was formerly occupied by the Provincial
Engineering Office.
During the time of study, there were five (5) staff of the BPL in the person of Mrs.
Zenia B. Daculog, Provincial Librarian III (head) who is from Kibungan, Librarian II
(Leticia I. Bautista) from Bakun, Librarian I (Mariline B.Sawey) from Buguias,
Administrative Aide IV (Dexter V. Marcelo) from Kapangan, and Administrative Aide I
(Leonida A. Licdan) who is also from Kibungan. So we could see that most all of them are
from the Province of Benguet.
Further, holdings of the library started with nothing. Then, in 1976, this is the time
where holdings of the library grow in number wherein there were 3,826 volumes of books
covering various subjects.
Evaluation of the Benguet Provincial Library’s Information Management System |
ABLAZA, SARAH JANE T. MARCH 2012
The use of Information Technologies (ITs) started since BPL was established in
1969 with the use of typewriters. The use of Online Access Public Catalog (OPAC) started
in 2005 and was organized and used by the public only when Koha software was introduced
in 2011 by the National Library. OPAC was the newest and most sophisticated catalog
format. It was prepared according to the same rules and standards but were loaded into a
computer’s memory and displayed on monitors connected to the computer. It was easier to
maintain and access than the card catalog.
Library materials were filed with their corresponding number and topic in the
shelves and by their kind of library material. For example, all the books in one lane or more
of the shelf were all about computer, below it, there was a tag like 000 to 099- Computer
Science, Information and General Works. Also, there was a separate section for the books
or reading materials for children, placed in the children section.
The Benguet Provincial Library Information Management System (IMS) as stated
by Biang, the Provincial Librarian III, was initiated by Hurlina B. Evangelista, the first
Provincial Librarian. She added that there were four (4) library staff including Evangelista.
“The Benguet Provincial Library IMS is doing good. At least it is serving the public
positively” she added. With regards to the IMS advantages, it also has its disadvantages
like in the use of technologies since cut-offs or brown-outs cannot be avoided.
The BPL Information Management
System (IMS) Structure and Roles of Staff
Figure 3 shows the IMS structure of the BPL. It shows that the source of fund for
the collection of books and other library materials came from the Office of the Provincial
Governor. Aside from the library manager who manages the library the Benguet Provincial
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ABLAZA, SARAH JANE T. MARCH 2012
Governors Office also decided for the improvement of the BPL. The Librarian I and II, and
Administrative Aide IV and I were user coordinators who assisted library clients. Although
they had specific tasks like Librarian I & II as in-charge of the processing and packaging
of library materials, they also classified the library materials, cataloged, and uploaded it to
the Online Public Access Catalog (OPAC). The Administrative Aide IV was in-charge of
the outgoing and incoming letters and the Administrative Aide I was at the borrowing and
returning of library materials section.
According to the Benguet Provincial Librarian III, roles of the staffs are multi-
tasked. Although they were assigned to one designation, they were given other library tasks
especially in helping the clients for the easy access of information.
Table 1 shows the roles of the four (4) other staff, Librarian II and I, and
Administrative Aide IV and I. It shows that all of them assist their library clients. In
organizing acquired library collections (books, serials, magazines, non-books, etc.),
cataloging/classifying materials, entering bibliographic of the library materials in the
library Online Public Access (OPAC), indexing library materials, helping in making library
reports, attending meetings, assisting in organizing of municipal and barangaylibraries
within Benguet Province and helping in soliciting library materials the librarian II and I are
in-charge of it although the librarian II has additional task that is to do vertical filing and
shelf-reading. It also shows that the task of an Administrative Aide
Evaluation of the Benguet Provincial Library’s Information Management System |
ABLAZA, SARAH JANE T. MARCH 2012
PROVINCIAL GOVERNOR’S
OFFICE
(Source of F und)
LIBRARY MANAGER
(Provincial Librarian)
LIBRARIAN II
(User Coordinator, Processing
and Packaging Materials)
LIBRARIAN I
(User Coordinator, Processing
and Packaging Materials)
ADMINISTRATIVE AIDE IV
(User Coordinator,
Communication In-charge)
ADMINISTRATIVE AIDE I
(User Coordinator, Borrowing and
Returning Library Materials)
Figure 3. Benguet Provincial Library Information Management System Structure
Evaluation of the Benguet Provincial Library’s Information Management System |
ABLAZA, SARAH JANE T. MARCH 2012
Table 1. Staff roles in the Information Management System of the Benguet Provincial
Library
STAFF
ROLES
Administrative Aide I
Assists library clients
Discharge Letters
Assists children at the children area
Barcode library materials
Assists library clients
Administrative Aide IV
Prepare communication letters
Discharge Letters
Follow-up letters
Answering phone calls
Prepare for the purchase and disbursement voucher of
Library materials
In charge in photocopying
Librarian I
Assists library clients
Organizes acquired library collections (books, serials,
magazines, non-books, etc.)
Catalog/ classifies materials
Enter bibliographic of the library materials in the library
Online Public Access
Indexing library materials
Helps in making library reports
Attending meetings
Assisting in organizing of municipal and barangay libraries
within Benguet Province
Helps in soliciting library materials
Librarian II
Assists library clients
Organizes acquired library collections (books, serials,
magazines, non-books, etc.)
Catalog/ classifies materials
Enter bibliographic of the library materials in the library
Online Public Access
Do vertical filing
Indexing library materials
Shelf-reading
Helps in making library reports
Attending meetings
Assisting in organizing of municipal and barangay libraries
within Benguet Province
Helps in soliciting library materials
Evaluation of the Benguet Provincial Library’s Information Management System |
ABLAZA, SARAH JANE T. MARCH 2012
IV included preparing communication letters, answering phone calls, preparing the
purchase and disbursement voucher of library materials and in charge in photocopying
documents of the BPL. Lastly, Administrative Aide I assisted children clients at the
children area and to get the bar code of library materials. They were also in-charge of
discharging communication letters.
Holdings of the Benguet
Provincial Library
The sections of holdings of the BPL were the General Reference which has a call
number ranging from 000 to 992, Circulation from 009 to 989 , Filipiniana from 009 to
099, Filipiniana-CAR from 000 to 099, Filipiniana Reference from 000 to 099, Filipiniana
Fiction, Rizaliana from 000 to 959.9025092, Periodical or Serial, Legal/ Archives
Materials and Theses/Dissertations, and Reserved.
Plate 1 shows the style of books in the shelves; they are fixed accordingly by their
corresponding section and call number. At the time of the research, BPL has 9,530 books
covering different subjects.
The table 2 shows that Filipiniana had the greatest number of purchased books
which has a total of 1,442 and reference section is the second which has 340 copies of
purchased books. In the loaned books, Filipiniana had the greatest number which had a
total of 914 and then in the reference section which had 673 copies. Donated books had the
greatest number in the circulation which had a 3,183 and the Filipiniana which has 350
copies.
Donors of books were from different agencies or organizations like:
Asia Foundation
Evaluation of the Benguet Provincial Library’s Information Management System |
ABLAZA, SARAH JANE T. MARCH 2012
Asia Pacific Theological Seminary (APTS)
Baguio Colleges Foundation Baguio City Library
Benguet 13 East Cost Association
Casiciaco Seminary-Baguio City
Clark Air Base
Commission on Filipino Overseas
DENR-CAR
Japan Information and Cultural Center- Pasig City
Philippine Military Academy-Baguio City
Philippine Public Librarians League (PPLL), Inc.,
The National Library Manila
Thomas Jefferson Cultural Center
University of the Cordilleras
University of Baguio
University of the Philippines-Baguio City
USA and other unnamed donors.
There were also some individuals who donated library materials and they are:
Board Member John Kim-La Trinidad, Benguet
Dr. Emma Keith-Marcos Highway, Baguio City
Exec. Dir. Jose Molano, Jr-Commission on Filipino Overseas, Manila
Hiroshima Kuwahara-Japan
Hon. Raymundo Celino-Municipal Mayor, Bokod, Benguet
Evaluation of the Benguet Provincial Library’s Information Management System |
ABLAZA, SARAH JANE T. MARCH 2012
Plate 1. Book collection in the shelves
Mrs. Ella Lugay-Itogon Benguet
Ms. Florence Kittong Chaokas-Bontoc, Mountain Province
Mr. Simplicio Bucawit-La Trinidad, Benguet
Ms. Anne Dulatre
Mr. Vicente Guerrero
Mrs. Erma Libayan-La Trinidad, Benguet
Mr. Ryan C. Guinaran-La Trinidad, Benguet
Mr. Jaime Galasgas- La Trinidad, Benguet
Ret. Brigadier Gen. Pedro Baban-La Trinidad, Benguet and other unnamed donors
The table shows that the BPL did not purchase any library materials in the Fiction
section as well as in the Rizaliana and Filipiniana Fiction. The BPL had no donated Fiction
Evaluation of the Benguet Provincial Library’s Information Management System |
ABLAZA, SARAH JANE T. MARCH 2012
library materials. This shows that all the Fiction materials of the BPL came from loan.
Also, most of the library materials were from donation which had a volume 4, 451 of books.
The oldest acquired books in the BPL were in 1919 which were found in the
Circulation section which entitled, “Indexing and Filing” it had a call number of C 025.3
H86 1919.
Table 2. Holdings of the BPL per section
BOOK SECTION
PURCHASED
LOANED
DONATED
TOTAL
COPIES
COPIES
COPIES
COPIES
Circulation
259
188
3, 183
3, 630
Filipiniana
1, 442
914
350
1, 264
Reference
340
673
66
1, 079
Archives
154
70
309
533
Books in the children
29
162
295
486
area
Filipiniana–CAR
221
10
94
325
Reserved
66
133
61
260
Filipiniana- Reference
50
140
18
208
Rizaliana
99
50
149
Fiction
77
77
Filipiniana – CAR
35
7
22
64
original copy
Filipiniana Fiction
10
3
13
TOTAL
2, 596
2, 483
4, 451
8,088
Evaluation of the Benguet Provincial Library’s Information Management System |
ABLAZA, SARAH JANE T. MARCH 2012
There were a total of three (3) theses which were purchased. These theses were
Cordillera Administrative Region (CAR) entitled: Communal, Corporate and Cooperative,
Folklore among the Balangao in eastern Mountain Province (1966-1997) and Folklore
among the Kinali in Besao Mountain Province (1997-1998). There were no collections of
theses starting 2009 up to the time of the study.
Journal collection came mostly from schools like Benguet State University (BSU)
and Saint Luis University (SLU). These journals include Mountain State Agricultural
College (MSAC), now BSU which had 23 copies of different years. The oldest MSAC
Journal was the March 1978 edition, latest was the March 2001 edition. Benguet State
University (BSU) Journal had 27 copies covering different years. Oldest BSU Journal
Plate 2. Collection of the Different kinds of Journals
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ABLAZA, SARAH JANE T. MARCH 2012
was during the March and June 2004 edition, 2008 is the latest. Heart and Lung: Journal
of Critical Care had seven (7) copies and the oldest copy was during July 1987 while the
latest was March 2008. Judicial Journal State of the Sector Report (PHILJA) had three (3)
copies. And, SLU Journalwhich has 44 copies and the oldest journals were on September-
December 1967 and the newest is the volume in 2008. Journals were shelved accordingly
as shown in Plate 2.
Newspapers had five (5) kinds that are being acquired every issue of the newspaper
which is located in the periodical or serial section. These five (5) are the Sun Star, Baguio
Midland Courier, Philippine Daily Inquirer (PDI), Manila Bulletin and the Philippine Star
as shown on plate 3.
Plate 3. Five kinds of Newspaper
Evaluation of the Benguet Provincial Library’s Information Management System |
ABLAZA, SARAH JANE T. MARCH 2012
Plate 4 shows that among the five (5) kinds of newspaper, Baguio Midland Courier
(BMC) and Manila Bulletin were the only newspapers that the BPL were bounding. Since
1987, BMC was compiled every 3 to 5 months that leads it to have 45 copies of bound
BMC during the time of the study. Manila Bulletin was just started to be bound in 2011 so
it had only three (3) copies of bound ones during the time of the study.
Magazines were also placed in a shelf in the periodical or serial section as shown
in Plate 5. During the time of the study, there were 28 kinds of magazines which were
displayed covering different topics.
Plate 4. Bound copies of Baguio Midland Courier
Evaluation of the Benguet Provincial Library’s Information Management System |
ABLAZA, SARAH JANE T. MARCH 2012
Plate 5. Shelf for Magazines (Animal science, Appetite,California agriculture, Cook
connection foodies, Entrepreneur, Front runner, Good housekeeping, Health news,
I-MAG photography, Sports, Men’s health, Money sense, Mountain bike
Philippines, My home, National geographic, Newsweek, Geographic, Preview,
Real living, Republic of 7,107 island travel, Smart parenting, and etc.
Evaluation of the Benguet Provincial Library’s Information Management System |
ABLAZA, SARAH JANE T. MARCH 2012
Table 3 shows the 26 different collections of BPL bound magazines. Bound
magazines had a total of 724 during the time of the study. The magazine Readers Digest
had the highest in number which has a total of 132 and second is the Time magazine which
has 95 bound ones.
The Benguet Provincial Library started acquiring magazines since 1960 and that
magazine is the Reader’s Digest. Some of the magazines have continuous acquisition but
some ceased, based on the table, like the Money Saver, Asia Week, Architectural Digest,
Woman Today, Woman, Life, Good Housekeeping, Business Week, Bluprint, Real Living,
Agriculture, World Executives Digest and Philippine Press.
The BPL had 320 copies of collection on Encyclopedias. These magazines were
shown in Plate 6.
Table 3. Collection of the BPL on Bound Magazines
MAGAZINE
STARTING OF
END OF
NUMBER OF
COLLECTION
COLLECTION
COPIES
Readers Digest
1960
2010
132
Time
1983
2010
95
MOD
1997
2008
62
Philippine Graphic
1997
2010
57
Newsweek
1995
2010
56
Philippine Press
1991
1994
45
National Geographic
1962
2010
44
Architectural Digest
1997
2002
38
Evaluation of the Benguet Provincial Library’s Information Management System |
ABLAZA, SARAH JANE T. MARCH 2012
Table 3. continued. . .
Woman Today
1996
2003
33
Discover
1998
2010
31
Asia Week
1976
2001
27
Health News
2003
2010
24
Better Homes and
1997
2010
16
Gardens
Smart Parenting
2007
2010
12
Good Housekeeping
1997
1998
10
World Executives Digest
1981
1985
7
Business Week
2002
2005
7
Entrepreneur
2007
2008
5
Life
1998
1999
5
National Geographic for
2009
2010
5
kids
Woman
1997
1998
5
Agriculture
2006
_
2
Bluprint
2001
_
2
Money Saver
1993
1995
2
Home Journal
1979
1
Real Living
2008
_
1
TOTAL
724
Evaluation of the Benguet Provincial Library’s Information Management System |
ABLAZA, SARAH JANE T. MARCH 2012
Plate 6. Collection of the different encyclopedias in BPL
Further, the oldest encyclopedia is the 1935 The Macmillan Illustrated
Encyclopedia and the newest is the Britanica Student of 2010 as shown in table 4. The
BPL’s Encyclopedia collection included children encyclopedia, also about crafts and
games like golf.
Table 4. Encyclopedia collection of BPL
MAGAZINE
YEAR
The Macmillan Illustrated Encyclopedia
1935
Encyclopedia Britanica
1937
Encyclopedia Britanica
1953
The Harper’s Encyclopedia
1963
The Modern Medical Encyclopedia
1965
Evaluation of the Benguet Provincial Library’s Information Management System |
ABLAZA, SARAH JANE T. MARCH 2012
Table 4. continued. . .
Encyclopedia Britanica
1966
Encyclopedia International
1966
The Encyclopedia of Philosophy
1967
The Focal Encyclopedia
1969
Encyclopedia Amerikana
1970
Medical Health Encyclopedia
1970
Medical and Health
1970
The Encyclopedia of World Knowledge
1970
The New Medical and Health Encyclopedia
1970
Students Encyclopedia
1972
Do-it-yourself Complete Handyman Encyclopedia
1975
The Complete Encyclopedia of Crafts
1975
The ANN Canders Encyclopedia
1978
The Grolier’s Science Encyclopedia
1983
Encyclopedia Britanica
1983
The New Illustrated Science and Invention Encyclopedia
1989
World Book Encyclopedia
1991
Paranormal Experience
1991
Career Discovery Encyclopedia
1993
McGraw-Hill Encyclopedia of Science and Technology
1992
Compton’s Encyclopedia
1995
Junior World Encyclopedia
1996
Universal Encyclopedia
1996
Evaluation of the Benguet Provincial Library’s Information Management System |
ABLAZA, SARAH JANE T. MARCH 2012
Table 4. continued. . .
Universe Encyclopedia
1996
McGraw-Hill Encyclopedia of Science and
1966
Technology
Collier’s Encyclopedia
1997
Harper’s Encyclopedia of Mystical
1997
Illustrated Science Encyclopedia
Illustrator Encyclopedia of Science and Nature
1997
Encyclopedia of Occupational Health and Safety
1998
The Encyclopedia of Golf techniques
2001
Encyclopedia Amerikana
2002
21 Century Webster’s Encyclopedia
2003
The Children’s Animal Encyclopedia
2003
Science Encyclopedia
2004
The Hutchinson Encyclopedia
2004
Students Encyclopedia
2004
Britanica
2007
New Encyclopedia of Knowledge
2008
World Book Encyclopedia
2008
Philippines Encyclopedia
2008
Britanica Student
2010
The Benguet Provincial Library (BPL) also kept the records on Congressional
Records which had a total of 450 copies and Official Gazette, 22 copies. These were placed
in closed shelves as shown in Plate 7.
Evaluation of the Benguet Provincial Library’s Information Management System |
ABLAZA, SARAH JANE T. MARCH 2012
Plate 7. Shelf for the Official Gazette and Congressional Record of the BPL
Evaluation of the Benguet Provincial Library’s Information Management System |
ABLAZA, SARAH JANE T. MARCH 2012
Plate 8. Collection of children magazines
Further, plate 8 shows the different collections of children’s magazine which is
located in the children’s area together with children’s book. Plate 9 shows that there are
also different kinds of books for children in the BPL.
Evaluation of the Benguet Provincial Library’s Information Management System |
ABLAZA, SARAH JANE T. MARCH 2012
Plate 9. Collection of children’s book
Information Technologies (ITs)
being use inthe IMS of BPL
Technologies that were being used in the acquisition, classification, processing,
packaging and dissemination of the Benguet Provincial Library materials included
typewriter, computer, e-mail, telephone, and Koha software in entering the bibliographic
information of library the material in the OPAC.
Table 5 shows the ITs that the staff used in the Information Management System
(IMS) of the library. The ITs being used by the staff were: computers which they used in
keeping records of the library materials; typewriter in putting the name of the recipient in
the communication letter and typing the call number of the library materials to be cut; fax
Evaluation of the Benguet Provincial Library’s Information Management System |
ABLAZA, SARAH JANE T. MARCH 2012
machine used in copying, sending, and receiving documents by way of telephone lines
which allows people to share exact copies of important papers by duplicating and sending
them on one end, and then receiving and reproducing them on the other; telephone or
Table 5. Information technologies (ITs) being use by the BPL IMS staff
RESPONDENT
ITs USED
USE
Administrative Aide IV
Computer
Encode library materials
Librarian II
Librarian I
Encode library reports
Administrative Aide IV
e-mail
Send a letter
Librarian II
Koha software
Use to enter the bibliographic
Librarian I
information of a library
material in the OPAC
Librarian II
OPAC
Use to search library materials
Librarian I
Administrative Aide I
Telephone
Use to connect easily to clients
Administrative Aide IV
Librarian I
Librarian II
Librarian II
Typewriter
Use to put names in the
Librarian I
communication letter in times
Administrative Aide IV
its none
Use to type the call numbers
of a library materials
Administrative Aide IV
Fax Machine
Use to send letter, copy,
receive documents by way of
telephone lines
Administrative Aide I
Bar Code Scanner
Use to get the bar code of the
materials for the library staff
to easily monitor it
Evaluation of the Benguet Provincial Library’s Information Management System |
ABLAZA, SARAH JANE T. MARCH 2012
cellphone in purchasing or communicating for the acquirement of library materials and
meetings of seminar; Koha software is a free and open source Integrated Library System
(ILS), used world-wide by public, school and special libraries which they are using in
entering the bibliographic information of a library materials; e-mail is for sending letters
or reports; OPAC is which they used to find the location of the library material or if the
library material is in the library; and Bar code scanner to quickly and accurately determine
the status of borrowed items, monitor overdue materials, and inventory library collections.
It shows that not all staff used computers. Only three (3) personnel used computers-
the Administrative Aide IV, Librarian II and Librarian I since the other staff did computer
her work. Also, most of the time, the Librarian II and I, and Administrative Aide IV used
information technologies in their daily routine in the BPL-IMS.
Based on observation, ITs were not used for the whole day. It depended upon what
will they do in that day. An example was the bar code scanner since there were times that
the staff had no clients who will not borrow books overnight. Also, in the use of the Koha,
there were times that the staff will not use it if the staff did not have any library material to
enter in the OPAC.
Accordingly, the Benguet Provincial Library did not have its photocopying
machine since the BPL cannot afford to purchase one.
Evaluation of the Benguet Provincial Library’s Information Management System |
ABLAZA, SARAH JANE T. MARCH 2012
Borrowing and Returning
of Library Materials
Borrowing Library Materials. A client can avail books inside the library by
accessing in the Online Public Access Catalog (OPAC) or by seeking assistance from a
staff to locate the book. To use the OPAC:
a. clients must click on the search home
b. enter keyword/s in the searching space provided (ex. Computers)
c. then click search
d. the results of the search will appear
e. for more advanced search options, click on the advanced search link
f. the search page appears with options for keyword, title, author, subject, etc.
If the library material was present, get the location and the call number. If it is in
the closed shelves, clients must ask the concern staff; they will get the Identification Card
(ID). Closed shelves includes local materials, pocketbooks, readers digest, library records,
official gazettes and some other magazines.
Borrowing library materials overnight were only allowed to borrowers who have a
guarantor inside the Provincial Capitol Office. Requirements are as following:
a. present any current identification (ID) card for Benguet government
employees.
b. outsiders/students will use their BPL ID cards.
Present the BPL ID and then the staff will get the bar code of the library material.
Requirements in availing BPL ID:
a. secure and accomplish borrowers form from the library staff.
b. applicant must have guarantor working at the Provincial Office.
Evaluation of the Benguet Provincial Library’s Information Management System |
ABLAZA, SARAH JANE T. MARCH 2012
c. submit two (2) copies 1” x 1” ID pictures (recent and identical)
d. applicants are required to read carefully the library rules and regulations
before filling up the needed information.
Issuance of release of library materials for overnight starts at 4:30 PM and to be
returned on or before 9:00 AM the following day. Fiction books may be borrowed for a
week. A borrower who incurred three (3) offenses will no longer be allowed to borrow
books or any reading materials for overnight and photocopying purposes. Offenses were
based on the number of books borrowed and were determined per book as followed:
a. Overdue for 1 day:
1 book
2 books- 1st offense
3 books- 2nd offense
b. Overdue for 2 days:
1 book- 2nd offense
2 books- 3rd offense
c. Overdue for 3 days:
1 book- 3rd offense
2 or 3 books- to pay overdue fees as computed and
no longer allowed to borrow books overnight
A fine of one peso per hour will be imposed for overnight books and two pesos per
day for fiction book after the one (1) week borrowing period.
Also, to clients who cannot take home books, they can let it be photocopied. They
will sign up a photocopying slip. There is 15 minutes allotted time for photocopying from
8:30 – 11: 30 AM and 1:00 PM to 4:30 PM only. In photocopying reading materials the
following requirements were as follows:
1. present any current identification card (ID) to the library staff.
2. if qualified, get photocopy slip and fill up the needed information
Evaluation of the Benguet Provincial Library’s Information Management System |
ABLAZA, SARAH JANE T. MARCH 2012
3. present you ID card and duly accomplished photocopying slip to any of the
library staff.
Returning Library Materials. When returning library material/s, return the library
material to the staff because they will be the ones to return the library material in the closed
shelf.
In returning borrowed overnight library materials, library clients will present the
library material/s to the Administrative Aide I or any of the staff to be bar coded. Then,
they will pay the fine/s if any.
Evaluation of the Benguet Provincial Library’s Information Management System |
ABLAZA, SARAH JANE T. MARCH 2012
SUMMARY, CONCLUSION AND RECOMMENDATIONS
Summary
The study was conducted to evaluate the Benguet Provincial Library’s
Information Management System (BPL IMS) by answering the following objectives: to
describe the establishment of the Benguet Provincial Library’s Information Management
System; determine the existing Information Management System structure of the Benguet
Provincial Library; determine the roles of each staff: Information Manager, Staff, and Web
Manager; determine the existing holdings of the Benguet Provincial Library and how
theseare categorized; determine the available Information Communication Technologies
(ITs) for accessing the library’s resources; and determine the process of borrowing and
returning the available resources.
An interview schedule was used to gather the needed data from the five (5) staff of
the Benguet Provincial Library. Also ocular observation and document assessment was
done. The study was conducted from January to March 2012. Data gathered and presented
through discussions from the interviews. Tables were used to present data and holdings
while a flow chart will be created to show the Information Management System (IMS)
Structure of the Provincial Library.
The Benguet Provincial Library IMS establishment was on August 1, 1967. It was
housed first in a room at Mountain State Agricultural College (MSAC), now Benguet State
University (BSU), then in a room adjacent to the Governor’s Office at the Benguet
Provincial Capitol when it was completed, lastly, in a building adjacent to the Benguet
Provincial Capitol. There were only four (4) staff of the BPL on the first years in the person
Evaluation of the Benguet Provincial Library’s Information Management System |
ABLAZA, SARAH JANE T. MARCH 2012
of Mrs. Hurlina Evangelista (provincial librarian), Ms. Concepcion Minong (clerk
librarian), Mrs. Virginia Montano (janitor and messenger) and Mrs. Mary Bansen (library
assistant). During the time of the study, the BPL has five (5) staff in the person of Mrs.
Zenia B. Daculog, Provincial Librarian III (head) who is from Kibungan, Librarian II
(Leticia I. Bautista) from Bakun, Librarian I (Mariline B. Sawey) from Buguias,
Administrative Aide IV (Dexter V. Marcelo) from Kapangan, and Administrative Aide I
(Leonida A. Licdan) who is also from Kibungan.
The BPL’s IMS structure source of fund is from the Governor’s Office. And the
BPL is being managed by the Provincial Librarian III who is the center of communication
between the Office of the Governor and the four (4) other staff of the Benguet Provincial
Library. The Librarian II and I are to do the same role in the IMS like processing and
packaging library materials although since the Librarian II is higher in rank still she has an
additional role like vertical filing and shelf-reading which was observed in the list of their
tasks. The Administrative Aide IV is in-charge for communication. The Administrative
Aide I is also in-charge in the borrowing and returning of library materials. All the four (4)
enumerated staff is taking the part as a user coordinator.
According to the Benguet Provincial Librarian, roles of staff are multi-tasked which
it links to the answer from interviews from the staff. BPL staff are assigned to a specific
designation but they are to do other tasks. The librarian II and I have almost the same tasks
only that the librarian II has an additional that is to do vertical filing and shelf-reading.
Administrative Aide IV is to process outgoing and incoming communication letters and
photocopying library documents. Also Administrative Aide I is to monitor the
photocopying of library materials by the clients and the borrowing and returning of library
Evaluation of the Benguet Provincial Library’s Information Management System |
ABLAZA, SARAH JANE T. MARCH 2012
materials. In addition, on the roles of staff, higher the rank you are the more and
complicated tasks you will do. So, it was observe that in the roles of staff, higher the rank
you are the more and complicated tasks you will do.
Further, holdings of the BPL started with nothing. It was only in 1976 that the
BPL’s holdings grow in number wherein there were a total of 3,826 volumes of books
covering various subjects. At present, there are 9, 539 volumes of books covering various
different subjects. Holdings at present include theses, journals, newspapers, books,
pocketbooks, magazines, and compilations. Each holding may or may not cover
information or collection about the province of Benguet.
The Information Technologies (ITs) being use by the staff includes computer, Koha
software, OPAC, typewriter, e-mail, telephone/cellular phone and bar code scanner.
Telephone is being use by all the staff. Computer is being used by the Librarian II, Librarian
I and Administrative Aide IV. Mail, telephone and fax machineis being used by the
Administrative IV. Koha software and OPAC is being managed or used by the Librarian I
and II. And a bar code scanner which is being used by the Administrative I. And they are
not using photocopying machine since they can not avail it.
The researcher observed that borrowing of books overnight in the Benguet
Provincial Library is not easy. You must have a guarantor for you to avail it. If you have a
guarantor you must have to fill up for a BPL ID. Present your BPL ID if you will borrow.
But if to photocopy, just present any ID then fill up the photocopying slip. Photocopying
is allowed only for 15 minutes. If returning it, present the book and get your BPL ID to the
staff.
Evaluation of the Benguet Provincial Library’s Information Management System |
ABLAZA, SARAH JANE T. MARCH 2012
The Benguet Provincial Library Information Management System (IMS) has
no web manager.
Conclusions
Based on the finding the following conclusions were drawn.
1. The Benguet Provincial Library is serving the public for almost 45 years.
2. Libraries are focused to expand their holdings in a particular subject according
to their objectives.
3. Library collections of materials are continually increasing in number through
collecting and soliciting.
4. Libraries secure their holdings by giving stricter rules for borrowing and
returning library materials.
5. The Benguet Provincial Library has not yet exhausted on the use of
information technologies to become a fully functional Information Management System.
Recommendations
1. The Benguet Provincial library should have more skilled staff since present
staff are few.
2. There would be a further study conducted on the service quality and costumer
satisfaction on the use of Online Public Access Catalog (OPAC).
3. The Benguet Provincial Library Information Management System should have
more high Information and Communication Technologies.
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