=Paper=
{{Paper
|id=Vol-1830/Paper29
|storemode=property
|title=The Role of Academic Libraries in Enhancing Workflow in African Universities
|pdfUrl=https://ceur-ws.org/Vol-1830/Paper29.pdf
|volume=Vol-1830
|authors=Fatimah Jibril Abduldayan,Tihyaunin Luka Dang,Arthur Karemani,Shadrack Buhomoli Obadia
}}
==The Role of Academic Libraries in Enhancing Workflow in African Universities==
https://ceur-ws.org/Vol-1830/Paper29.pdf
International Conference on Information and Communication Technology and Its Applications
(ICTA 2016)
Federal University of Technology, Minna, Nigeria
November 28 – 30, 2016
The Role of Academic Libraries in Enhancing Workflow in African Universities
Fatimah Jibril Abduldayan1, Tihyaunin Luka Dang2, Arthur Karemani3, and Shadrack Buhomoli Obadia4
1
Department of Library and Information Technology, Federal University of Technology, Minna, Nigeria
2
Federal University Dutsinma, Katsina, Nigeria
3
Gulu University, Uganda
4
The University of Dodoma, Tanzania
1
fj.dayan@futminna.edu.ng, 2tihyaunindang@yahoo.com, 3karemaniarthur@gmail.com, 4obadia.buhomoli@udom.ac.tz
Abstract—An academic library may be beautifully designed A research librarian is expected to have trainings and
but with little impact on the research output of its users. This specialized knowledge of his/her patrons‟ fields of practice,
study identified these gaps with reference to African libraries. such as where the researchers feel free to conduct their
Researchers, irrespective of their area of interest, have a searches (venue), time they prefer to work and other related
common research workflow which defines the entire research interest. He should also become familiar with the
process. Information and Communication Technologies (ICT) researchers‟ interest such as the journals he/she likes to
tools can be embedded at every level of the workflow creating publish, the social media platforms he uses, collaborative
an enabling research environment to ease research process and efforts amongst others. Research librarians should be
better output. Academic librarians, as part of their role in
committed to building up a strong research community by
supporting teaching, learning and research, are expected to
introduce, advocate and create awareness and offer support
providing expertise in the organisation and description of
services on available relevant products and services that can be information, be engaged in providing knowledge on long-
embedded at every level of the research workflow. This study term preservation and expert searching, project inception and
identified new products and services and suggested how they grant seeking opportunities.
can be embedded through the research process. The study Several definitions by different experts indicate that
concluded that embedding these new products and services in research is a systematic approach towards investigating a
research workflow will improve the quality of researches particular area of interest undertaken to discover facts and
emanating from Africa and ultimately improve our research knowledge towards solving a need. Every researcher‟s need
visibility globally. vary in relation to the particular area of interest. However,
there is a common ground for most researchers and that is
Keywords-academic library; research librarian; research; the research process or what is often referred to as the
researchers’ workflow; information needs; products and researcher‟s workflow.
services; social media The workflow is the description of the entire research
process from identifying the need, to building up ideas
I. INTRODUCTION towards solving the need, and disseminating the knowledge
Academic staffs of any institution, aside the obligation of gathered. Librarians should be aware of the growing demand
teaching and interacting with students and fellow staff for information and must acquire advanced information
members, are faced with the obligation of prioritizing literacy skills combined with technological or digital literacy.
research. As such an obvious distinction is made between Meeting up with such roles will get the research librarian
teaching, research and administration. Research in every familiar with his researcher‟s workflow as he gets involved
institution sets a hallmark for development and increasing in each step of their research process. This approach will
the visibility of such institution and its global ranking. This mandate the research librarian to constantly find new
also has personal benefits to individual staff members in products and services that can be embedded in their
areas of career development and contribution to the workflow.
community, building a reputation in the field and becoming The research librarian is therefore faced with so many
an authority in that field. A researcher‟s place in an responsibilities if he/she wants to remain relevant in the ever
institution therefore can be seen as relevant and highly changing technological age. He must strive to go with the
important. changing time by constantly introducing new products and
Academic libraries have major role to play in providing services that will assist researchers. Not only introducing the
valuable assistance to the research community. The librarian new products but must ensure that these products and
to keep up with these responsibilities should strive to be part services are embedded in each step of the researchers
of the research community in the institution and not only workflow by providing timely and targeted research support
with the undergraduates or other users‟ information need, services.
thereby making him/her a research librarian. This paper sets out to discover new products or services
that can be introduced and embedded in a researcher‟s
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International Conference on Information and Communication Technology and Its Applications (ICTA 2016)
workflow while considering its sustainability, advantages reinvented their services with the aim of reaching out to
and limitations. many users through modern technologies such as databases
and online journals, websites, Facebook and library specific
II. CONCEPTUAL FRAMEWORK applications like the mobile library applications.
In the academic environment, the researcher identifies
A. Products the library as a safe haven where it does not only serve as a
Product is anything that can be offered to a market for storehouse of knowledge but also a place where effective
sale or consumption and must satisfy the needs of a research can be conducted, services rendered impact on their
particular people at a particular period. Product can be scholarly activities, development of curriculum and
viewed from different perspectives, different context and intellectual preservation. This is made possible when
environment. Krishnan and Ulrich [1] defined products in libraries assist researchers and academia in their research
four perspectives. In marketing perspective, product is seen activities through provision of good information services like
as a bundle of attributes; it is an artifact resulting from an recent databases and journals, updating the library website
organization process in organizational view point, while with relevant information, and adopting new technologies
engineering view product as a complex assembly of such as Facebook, Google applications, Twitter, Mendeley,
interacting components; product is a sequence of and YouTube.
development and/or production process steps from an
operational management view. III. RESEARCHERS INFORMATION NEEDS AND WORKFLOW
According to [2], products can be core, tangible or Research has greatly evolved due to increasing amount of
augmented products. Core products represent the meaning data involved and new capabilities and technology coming
and convey its existence which includes the key benefits into the library daily. As this shift is evident, librarians‟ role
expected by the customer. Kotler and Keller [3] demonstrated also changes. Libraries in every institution must stay up to
that, product has four stages of life cycle which starts from a date with the current technologies and be involved in
process of introduction, growth, maturity and decline. continuous personal training and retraining. Emphasis has
Products can be introduced to the market through major been placed on the value of research output and wide impact
innovations, product improvements, products additions and of research findings, thus the need for information by
repositioned products. Products have characteristics which existing researchers and upcoming researchers. Information
include features, styling, Quality, brand name and packaging is a resource that is naturally needed in all human endeavors.
[2] and [3]. All these definitions give a different Suffice to say that information is indispensable in human
representation of what product means to different people and life. Academic libraries are wholly designed for the purpose
disciplines. The library however has a different perspective of rendering information services that promote research,
from the one mentioned above. learning and innovations. According to [7], services
demanded by library users are not static, and user‟s needs are
B. Library Products dynamic thus, requiring different services at different times.
Librarians view information as a product just like other Therefore, libraries and information scientists require
products. According to [4], products also include constant training and evaluation of their skills in order to
informational, digital goods and library possessions. Library obtain new capabilities to handle researchers changing needs.
products also have initial stage of emergence, growth stage, Researchers‟ need vary in relation to the subject fields or
maturity and the decline stage. Products may include all the particular area of interest. However there is a common
materials that academic library possess, digital goods and ground for most researchers and that is the research process
informational goods. Therefore cataloguing, indexes, or what is often referred to as the researchers‟ workflow.
collections, display, Information Technology (IT) services Pienaar and van Deventer [8] developed a research cycle,
may be identified as library products. These products presented in Figure 1, and indicated that it was developed on
undergo life cycle just like other products do. Some products the grounds of the researchers‟ input on how they are doing
like social media in libraries are at introduction stage, others research. This research cycle will be adopted for this study.
like library management system, institutional repositories are The cycle will provide an insight into the processes involved
at the growth stage, catalogue are at the maturity stage and in a researcher‟s workflow and how the new services and
products like card cataloguing are at the decline stage, products can be embedded into it.
although this will depend on the specific library [5]. The
concept of product life cycle illustrates the need for library
IV. UNDERSTANDING THE GENERIC RESEARCH PROCESS
products to be reviewed, rearranged, redesigned, repackaged,
renamed or even removed from library so as to meet the The workflow of a typical researcher follows the above
current needs of library users [2] and [6]. Hence, library cycle irrespective of his/her area of interest or research field.
products whether core, tangible or augmented must be
constantly evaluated to sustain its relevance in the digital A. Identification of a Research Area
age. This often is the starting point and a prerequisite to every
researcher. There are vast forms of literature available on
C. Library Services information platforms hence making it difficult to know
Innovations in the provision of services have greatly which source to consult. Researchers want to make their
improved library services to users. A service is a system of searches easier using narrow searches, retrieve the relevant
supplying a public need such as communication or utilities. information effectively and timely. Nonetheless, they adopt
With vast growth of information platforms, libraries have various styles to identify sources. Several studies suggest
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International Conference on Information and Communication Technology and Its Applications (ICTA 2016)
that researchers view Google as the easiest and fastest D. Writing Proposals and Reports
platform as such there is heavy dependence on Google. This Reports are written for a variety of reasons. This can be
is due to its ease of use while using it with word-searching either informative, persuasion or both. Information reports
capability and wider scope of retrieval of data. Searches include employee evaluations while persuasive reports
often produce unexpected information in addition to what is usually fall in the categories of problem or solution base. A
expected. However, [9] opine that researchers also make use proposal is primarily a sophisticated piece that seeks to
of other sources such as informal advice from colleagues to define problems or opportunities that provide strategies.
identify information sources. Pienaar and van Deventer [8] Proposal writing needs the knowledge of writing and
refers to it as personal networks or face to face interaction. organization skills, i.e. ability of a researcher to organize his
Researchers also make a point of staying updated with thoughts in paragraphs and have them concise and straight to
the information and reports being published by government the point. Librarians can play a role in helping researchers
publications or documents. Through these sources, with this activity by offering new products and services like
researchers are able to identify a problem or a need. Microsoft Word, Google documents and other writing and
Nowadays the social media also serves as another source of editing software.
identifying research problems for instance news on a virus
outbreak which goes viral on a social media, a researcher
may develop interest in that field and develop a statement of E. Identification of Funding Sources
problem. In such ways, researchers find areas to concentrate
Researchers work with the hope that their work will
and carry out a research and by that providing a solution.
reach their desired audience and in process make impact.
B. Literature Review and Indexing However the issue of where to publish becomes a factor that
will see that their work gets to the right target. As such
Reviewing literature is a research activity. This is usually libraries should be involved in finding or identifying funding
knowledge-based contribution on a particular subject, sources which may assist in funding publications on high
focusing on areas of interest that relates to problems impact journals.
discovered, highlighting influential conceptual or empirical
studies. It requires effective and comprehensive activities to
help reduce on time spent looking for information, maximize F. Project Management and the Research Work Flow
the quality and appropriateness of results, clarify the scope of
Researchers have a need to manage, manipulate,
research topic and assist in identifying experts and influential
disseminate and preserve their information. Kroll and
researchers in field of interest. Researchers have to be guided
Forsman [9] found that researchers find it difficult managing
on what literature to consult by using a variety of resources
data. This leads to disorganization and loosing important
to cover a range of media such as journal titles, books, thesis,
data which may be useful to them. Research data gathered,
conference papers, e-print and reports. This involves guiding
be it through qualitative or quantitative means, is a core
on how to search for available materials using keywords,
activity in research life cycle and a substantial amount of
Boolean operators thus keeping systematic and accurate
researcher‟s time is devoted to effectively manage that data
records using Endnote, Zotero and Mendeley.
and bringing it into structure as findings for presentation and
In addition, indexing helps locate information. This
dissemination. Therefore, there is need to manage such data.
facilitates access to huge amounts of information online that
Researchers need to collaborate using platforms that allows
is highly cross-referenced, providing variety of documents.
for effective data management and supports transparency,
Contextual factors such as frequency of access, relevance
timely sharing and accurate means of preservation.
task of an individual and date of last use have shown to be
important in classifying, organizing and accessing
information from individual point of view.
C. Sharing, Discussion and Collaboration
With caution, researchers want to share ideas, discuss
and network with colleagues. Although sharing and
exchanging information of many kinds is central to the ethos
of science and as such, individual researchers wish to
choose what to share, with whom and what, nonetheless,
collaboration is necessary as the recent tools develop for
measuring impact such as altmetrics.com and PLOS article
level metrics are developed to capture wider impact of the
research lifecycle and activities such as number of
downloads, number of readers, discussion and comments in
social media like Facebook, tweets, blogs etc. They measure
the quantity of attention received i.e. the more people talking
about an article, the higher the score and the quality of that
attention. Each platform on social media has different weight
depending on the use of scholars. This emphasizes the need
for familiarizing oneself with these tools and more emphasis
on networking and collaboration for all researchers. Figure 1. Research cycle
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International Conference on Information and Communication Technology and Its Applications (ICTA 2016)
G. Dissemination and Artifacts Nigeria and Tanzania. Findings of [14]revealed that the
The results of a piece of research, be it through writing training of librarians in Nigeria is inadequate, and needs
thesis, journal articles, conference paper, report on radical restructuring to produce librarians suited to deliver
performance, research report or blog are clearly a major part modern service in digital library in a knowledge-based
of research cycle. A chief concern of researchers is where to society.
publish as there are factors to consider such as speed, Satpathy and Maharana [15] assessed the ICT skills of
audience and peer system. Research assessment processes Library Information Science professionals in Engineering
make heavy use of publication counts especially journal institution of Orisa in India. Their findings revealed that
articles. These public activities have strong institutional and 43.47 % had knowledge in electronic data bases and
professional incentives in building reputations, securing automation software available at their institution but they had
promotion, incentives for other kinds of communication and poor searching skills. Academic librarians need to get
sharing of research findings. Although several findings expertise in use of the Internet, networking, intranet,
suggest low awareness of an institutional repository[10] multimedia, imaging technology, and full text databases.
which may serve as a good platform to disseminate research This suggestion aligns with those of [16] who conducted a
especially for young researcher such as graduates who may study on core competencies for academic reference librarians
consider it a starting point. As such, researchers require in Croatia and professional skill and competencies required
assurances that their work will get sufficient audience and be for academic librarians in an electronic environment
accessible to many. Libraries role in achieving this is respectively.
paramount as they are chiefly the knowledge hub of any
institution who may be in charge of the repositories. With VI. IDENTIFICATION OF NEW PRODUCTS AND SERVICES
assurances of large audience, good management and The following are identified new products and services
preservation, the institutional repository may improve that can be embedded in researchers‟ workflow:
dissemination of research results. Wiki - allows users to create, add, edit or delete
content in collaboration with others.
H. Project Closure
Blog - is a discussion or informational site published
This is often the most neglected but very important phase on the World Wide Web.
of the research process. This phase directly involves the Facebook - the most dominant personal social
research librarian closing the research process through network in the world.
describing, formatting, preserving, digitizing and ensuring Twitter - is an online social networking service that
that research data are alive and active whenever and however enables users to send and read short messages.
it is required. The research librarian must have embedded Workflow management system - allows the
himself in the entire workflow collating and storing research researcher to customize word processor to fit their
data generated at every level of the workflow. This phase is needs e.g. Google docs.
informally referred to as the “clean-up process after a Library mobile website (app) -for increasing the
successful operation”. Metadata schema must be used to library presence on the internet and sharing
describe, capture and store relevant re-usable research data. information using the mobile version of the library
These metadata can be the Dublin core, use of digital object website.
identifier (DOI) etc. which is eventually uploaded on the
Altmetrics - stands for „alternative metrics‟ and is a
institutional repository or digitized and stored in an archive.
way of measuring the impact of a scholarly article.
Cloud services like software (SaaS), infrastructure (IaaS) or
platform (PaaS), are usually employed at this stage of Google Scholar - a citation profile created by
research workflow. Google for research impact analysis and online
visibility.
Mendeley - software that assist researchers to
V. LIBRARIANS AND ICT SKILLS
organize references.
In Africa, generally, there is a case of inadequate Pinterest - web and mobile application that operates
knowledge of technology in most libraries. This is also true a photo-sharing website.
for other continents like Asia. In Pakistan for instance,[11] ORCid - unique researcher identifier designed to
findings suggest that library professionals in Karachi have provide a transparent method for linking researchers
only word office skills but lack advance knowledge to handle and contributors to their activities and outputs.
current technologies which are already settling in academic LinkedIn - a social media platform for researchers
libraries. The author comments that they however have of like minds.
expertise in using Web Dewey, OPAC, and MARC records. Academia.edu - is a social networking website for
In the same line of thought, [12] observed that the majority of sharing academic researches.
libraries in selected universities in Nigeria did not have Every post - allows users to post updates on the
access to ICT facilities. Computers were utilized basically major social network from one place at one time.
for technical activities such as cataloguing and for
Crowd booster - improves online presence by
classification. The case is not any different from Tanzania,
linking social media, e.g. Facebook and Tweeter.
[13] recommended that librarians have a need to acquire
knowledge in some practical IT courses such as computer Hootsuite - this is a platform which manages
programming in Visual Basic, JAVA, and networking. The multiple social network.
situation in Uganda is not much different from that of Evernote - advanced note taking application.
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International Conference on Information and Communication Technology and Its Applications (ICTA 2016)
EBSCOHost, Scopus, Science Direct - these are TABLE I. INTEGRATING NEW PRODUCTS AND SERVICES IN RESEARCH
WORKFLOW
databases which offer wide and variety of data in full
text for researches in different field of study. Stage Stage in Research Process New Product/Services
QR Code - a machine-readable code consisting of No.
1 Identification of research Personal networks; research
an array of black and white squares, typically used area groups, face-to-face;
for storing URLs or other information for reading by literature; government
camera on a smartphone. documents.
Beacons - for guiding and directing users to an item 2 Literature review & Academic databases:
or location of an item in the library using the indexing Scopus, Science Direct;
institutional repositories.
Bluetooth technology. Retrieval: Google Scholar,
Google drive - is a cloud service that allows storage Browser favorites;
of files, also provides a platform for sharing, typing, Filing: manual; databases.
editing documents including spreadsheets, 3 Identification of Personal networks;
presentations. May also serve as a good platform for collaborators VRE: HubZero, Open
collaboration between researchers. Science Framework.
4 Proposal writing MS Word; Google Doc
Drop box - file hosting service that store photos, 5 Identification of funding Personal networks (family
docs, videos, and other files in cloud. sources and friends); funding
GIMP – a manipulation software for digitized agencies; government
objects. agencies; institutional
support.
Adobe Acrobat - a text manipulation software for
6 Project management MS Project; Gantt chart.
digitized objects. 7 Scientific workflow Free analysis software;
Hub Zero - a Virtual Research Environment for SPSS, Survey Monkey.
research and collaboration. 8 Training/mentoring etc. Face-to-face; Wiki; blog.
Open Science Framework - a Virtual Research 9 Real time communication E-mail; face-to-face;
Environment for research and collaboration. phone; instant messaging;
wiki; web site; meetings.
Alfresco - a Virtual Research Environment for 10 Dissemination & artefacts Google Scholar; blogs;
research data management and collaboration. wiki; exhibition; Facebook;
Metadata Schema - Dublin core, Digital Object Twitter; LinkedIn, QR
identifier, Datacite, etc. codes.
11. Project Closure Metadata schema- Dublin
core, digital object
VII. EMBEDDING NEW PRODUCTS AND SERVICES IN identifier; digitization,
RESEARCH WORKFLOW institutional repositories.
Table I presents available products/services that can be Adapted from (http://www.ariadne.ac.uk/issue59/pienaar-vandeventer)[17]
embedded into the different stages in the research process.
VIII. CONCLUSION
A. Advantages of Embedding New Products and Services in
Researchers have the opportunity of using a wide range
Workflow of Reserchers of emerging technologies which have profound impact on
It creates an easier research working environment for the nature of research and research workflow. However, use
researchers. of some of these new technologies may not be as universal as
It saves time of researchers in deciding what product might be envisioned but with regular training and keeping up
or service to embed at each level of research process. to date with technologies there may be proper embedment of
It helps identify possible ways of funding and related technologies in the researcher‟s workflow. This is
disseminating research output even before the made easy by librarians embedding themselves in the
research is completed. research workflow of researchers getting fully involved in
It makes the whole research process interesting and every step of the workflow, keeping real time contact with
engaging using various collaborative tools. the researchers. It is however important to note that these
newly introduced products and services can actually be
B. Limitations of Embedding New Products and Services in sustained and thrived in an environment where not only the
Workflow of Researches basic technological capacities are available but also the
The new products and services is relative to the enthusiastic staff who are willing to welcome the new
background of the researcher as what is new to a technologies, learn, utilize and teach them.
researcher from a developing country might not
necessarily be new to those in advanced research IX. RECOMMENDATIONS
world. However, it can be a stepping stone and a This study recommends that research librarians should
guide for researchers in general. be:
Although these services require a stable internet Committed to building up a strong research
access and power supply, there is however a mobile community by providing expertise in organisation
version of most of the products and services which and description of information through training of
can be accessed (with limited functionalities) via a researchers and offering support services on latest
mobile device. products or services;
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International Conference on Information and Communication Technology and Its Applications (ICTA 2016)
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