4 Changing Role of Library Professionals in the Emerging Information Scenario in Special Libraries.

Prof I V Malhan

  1. Introduction:

Knowledge is an important resource and its strategic use can be crucial for success in various endeavours of individuals and organizations. Democratic access to global information resources has brought awareness of opportunities and on-goingbest practices in ones domain of work and hence increased competition, pushed up the need for innovation and greater use of knowledge for surviving and thriving. A special and research library is the nervous system of the organization and is a metaphor of accumulated specialized human knowledge and memory that can be used as a base for looking beyond and further extension of frontiers of knowledge. No further innovation and amelioration of work practices is by and large possible without access to relevant existing knowledge. With the growth of the Internet, development of the webpage and emergence of intranets, institutions, however, are undergoing transformation in ways they access and communicate information and manage their knowledge resources. With the availability of ocean of information, instant accessibility of information spread over networks, emerging of ICTs offering more convenience and development of new generation of knowledge management tools, library and information professionals have become more resourceful to render their services and have better opportunities to demonstrate their professional values. With the growing electronic information environment, they are more empowered to take best advantage of both print and digital information resources to better serve their users. Because of growing use of social computing, they can directly connect and instantly communicate with user communities to facilitate much faster delivery of information and also receive prudent feedback. A variety of collaborative tools are also appearing that facilitate collaborative work not only with fellow professionals but also with information users to improve information resources and services in a participatory manner.

  1. Special Library Users

Users of a special library are specialists and are hard pressed of time. They are not accessing the library resources for reading for pleasure or self-enlightenment but are using such resources to keep in touch with on-going developments in their area of work and for enhancing the quality of work that they are undertaking. They also prefer to locate, identify and download information resources of their interest from their desktops, Ipads and smart phones. They are increasingly blogging, tweeting and exchanging information through list forums. They are looking for knowledge resources in more explicit formats that promptly convey meaning and enhance learning e.g. text with graphics, videos backed by music and sound as they are increasingly thinking that learning should be like watching a movie. Any delay in information supply leads to anxiety and prompt them to go for alternatives. The challenge for information users is to get access to ideas and reliable information that can provide enormous advantage for their work. They also need to learn the smarter ways of work including information search in the wake of hyper competition and time constraints. Users are facing an ever changing information environment and naturally adopt information access methods that save time and offer more convenience in the process of information search. Instead of reading elaborate reports, specialists search for specific information within the available time frame and real time access to desired information is very important for them. However, after hours of information search, sometimes some of them keep their heads scratching and still are not able to locate the worthwhile content required for their work at hand. They may be multitasking and hence require information in more than one area at the same time. They are facing fierce competition but functioning in an information rich environment. They prefer knowledge and information consultancy kind of service but are generally interested to acquire skills and learn ways that can enormously enhance their personal capacity to access information and knowledge resources of their areas of interest.

  1. Adaptation to change

Special and research libraries are not only required to conform to the changing work practices of their parent institutions but also transform and adapt to changing patterns and priorities of users’ information search. They must have strategies in place for continuous change leveraging advantage from information communication technologies and application of new generation of information access methods. They must restructure their facilities and reengineer their operations to facilitate services that are user focused, technology enhanced, quality checked, customised and personalized to empower users on time for facilitating them for better work performance. Maintaining databases of relevant data, extracting useful information from all possible sources and bundling it into a convenient package, keeping in view the on-going work and helping to make its strategic use will be kind of services that users may be demanding. We need to integrate our library and information systems with research activities and synergise them with work processes involved, to ensure knowledge intensive work. In the present times, when equal access to recorded knowledge and information resources is available to all, the competition lies in looking and hooking ideas and making their strategic use for competitive advantage. Transactions of information objects from the library will not serve such requirements. A holistic analysis is required in context to the purpose of information seeking and finding which information object(s) can most appropriately meet that requirement, what way that information is used and what more ideas can be brought from cognate areas to the notice of information seeker(s).Further, what way the information provided made a difference in furthering and enhancing the value of work of an information seeker. This level of service is possible if libraries are more closely aligned to work processes and scholarly activities of the parent institution.There has been so much conversation about libraries shifting from collecting outputs to embedding within the research process, explained Judy Ruttenberg, Program Director for Transforming Research Libraries at the Association of Research Libraries. The Evolving Scholarly Record, a report by OCLC Research open up the opportunities for libraries not just to participate in creating scholarship but also to preserve the pieces of the scholarly record we need to preserve (Judy Ruttenberg).

  1. Embedded librarianship and users’ liaision

We are moving towards imbedded librarianship where library and information professionals are supposed to have still better understanding of work processes and research activities of information users and some domain knowledge of their areas of specialisation in the interest of more effective information sharing and transfer of knowledge. They are required to work in complete alignment with the institutional work and keep track when do specialists are likely to ask for information and data of their interest and what is the best available reliable information and most authentic data of their interest? As plenty of alternative information channels are now available for users, library and informationcentres require shifting their focus from mere availability and accessibility of information to relevance, quality, currency and acceptability of information. They must apprise researchers regarding the state of the art of research pursuits in their areas of interest and indicate what researchers require to unlearn and what more they require to learn to keep in pace with the frontiers in their disciplines.The greatest impediment in the flow of information from library and information centres to work processes ofresearchers is the difference in the perceptions of researchers and library and information professionals in context to special and research libraries. The researchers perceive library as an information store and a facility for reading, consultation and information search. Library and information professional consider library as an institution which on the basis of core organized collections and a number of other online external sources of information develops information products and renders information services. The challenge is therefore not only to merely undertake marketing of such products and services but further to Imbed them in the work processes and research projects of the institution.

  1. Users’ outreach and empowerment

Libraries are moving inside out by providing access to OPAC from anywhere,access to e-journals through Ezproxy,and other tools such as Discovery software. They are outreaching users through social media. They are empowering users with information literacy training, facilitating self-charging and book drops through RFID and helping in organization and access to institutional knowledge by creating institutional repositories. They are empowering users with reflective instructions that really help them how to retrieve desired information from virtual stacks? Library should develop a start-up place for information users to embrace smart tools for quality information search and access online reference tools to quickly find information, adopt and assimilate new information handling techniques and technologies and finally find what they already know and what more is possible. This will help to bridge the information literacy gaps, empower information users to scientifically self-do information searches and give them greater autonomy in their pursuits of information search. Libraries are therefore playing a role to bridge the knowledge gaps, capacity building and provide a knowledge resource place for facilitating personal level transformation. As technology is facilitating greater connectivity between information users and library professionals, libraries are stepping write zones of users’ development through the information route.As the profile of libraries is changing so do the roles and work practices of library and information professionals.

  1. Changing Role of Library and Information Professionals

Any library’s smooth functioning and advancement depends upon the competence, skills and qualities of its human resources which must match the contemporary work performance requirements, vision for service excellence and future roadmap of the library. Moreover, human resources should be apt enough to continuously learn, adapt to change and be comfortable enough in any transition which involves embracing new roles in their roles. Subtle but perceptible changes are taking place in work settings of special and research libraries and in roles and way of work performance of professionals.They are dealing with exponential growth of digital content besides maintaining and providing information services on the basis of select print collections.

 

7.1 Facilitation of Interpersonal Communication

 

The emerging information environments demands more interpersonal communication and for these necessary technologies are now existingwhich facilitate enhanced interpersonal communication for leveraging advantage from the knowledge of each other. The traditional library mind-set that is talk less and read more is getting changed to learn more, talk more and share the ideas and knowledge gained. Some libraries are setting up users’ discussion rooms. Special and research libraries may set up a video-conferencing facility which may ensure high quality video-conferencing with distant colleagues fixing prior schedules for exchange of information and discussion in areas of common interest. Provision of chat reference service or Ask a Librarian kind of service can be upgraded to referral kind of work including a consultancy kind of service imparting information such as who can be helpful in solving a particular problem, who are the other specialists pursuing similar goals and working in related problems? Who are other specialists around the globe with whom interpersonal exchange of information can probably one can augment one’s own work. Library should also coordinate and facilitate interpersonal communication within the institution also over the institutional Intranet in the interest of greater sharing of knowledge.

 

7.2 Digitization and Digital Information Handling

 

Library professionals are increasingly involved in digitization of major scholarly resources and uniquely held collections to make them accessible online to a large number of users at the same time and facilitate their use as and when they require and from the place they want to access them. Digitization is also essential to preserve deteriorating manuscripts, old paintings, frequently used handbooks, manuals etc. Library professionals should not only be able to undertake this work but also see which is best hardware and software available for this work? What require to be digitized and what is already available in digital from? How such work can be achieved as planned? What are the advantages of collaboration with similar other institutions? Where from the funding will come? What are IPRs issues involved and how to deal with them?

 

Library professionals will be increasing dealing with digital information resources goal directed navigation of digital information resources, quality filtering and organization of digital content and linking it with out valuable sources so that users may access as per need and availability of time, be an important role for library professionals in the emerging digital environment. Therefore their role is no more limited to providing access to enormous volume of digital and print information but to evaluate analyse and filter information focusing on the on-going work of the institution.Transforming digital information objects to concise and quick learning objects going due credit to the author.

 

7.3 Information Literacy

 

Most users of a special and research library are lifelong learners and researchers. Though they are mostly familiar with the information resources of their domain of work, they still require to be familiarized with emerging new knowledge management tools, information aggregators, search engines, and an array of other information services that may not only be valuable for their work but also facilitate smart work. Imparting information literacy in the co-learning mode and while undertaking some collaborative work, is emerging as one of the important role of library professionals working in such libraries. Some staff member who also keep track with on-going programmes in the institution, analyse the information needs and provide expert assisted information search, be allocated with the work of information literacy. As the issues of embedded librarianship get greater attention, maintaining liaison with various sections of the institution and channelization of need based information to them is becoming an importantrole of library professionals.Identifying what information is desperately required in which division of the institution and instantly stream content there on top priority is desired from a modern library professional.When the library professionals stream content or provide chat reference service, they can use this opportunity to help researchers learn about information tools and knowledge resources that can make a difference in the on-going work of researchers.When the library professionals stream content or provide chat reference service, they can use this opportunity to help researchers learn about information tools and knowledge resources that can make a difference in the on-going work of researchers.

 

7.4 Infometrics and Information Modelling

 

Undertaking bibliometric analysis to have a fair idea of overall standing of the institution and performance of its various units and individuals is an area where information professionals can contribute. Such analyses are gaining importance as they not only reflect to what level the institution has reached but also trigger improvement measures to reach the desired level. The library and information professionals may also research how to improve the institution’s effectiveness and employees’ work outcomes through better information sharing, more effective transfer of knowledge and amelioration of existing information resources and services. Continuous hunt for high quality open access information and open source software that may be ofsome use for the institution can be another role to cut input costs for the institution. Forecasting institutional performance and emerging challenges through in-depth data analysis and application of predictive analytic tools can still be another role for them. Identification, acquisition and application of digital tools and collaborative tools to improve work performance canbe another area where library and information professionals can step into.Institutions often face complex problems and sometimes even face situations like disaster management and struggle for their survival. They demand collective effort, knowledge based solutions to deal with situations. Information modelling and information matrices can help to identify problem areas and find solutions to problems.

 

7.5 Information overload and infostress

 

Library has the potential to improve the productivity of the institution through systemic knowledge process. However, finding the most appropriate knowledge whose application may help in the advancement of parent institution is a big challenge. As the information constantly grows in volume, the useless information constitutes a large chuck of it and hinders access to worthwhile information. Finding the useful information involves time, investment of efforts, energy and requires expertise. Tackling the problem of information overload requires coordination among library professionals having common interests and convergence of their efforts for more effective impact. Information overload, particularly information glut take away users’ time, sap their energies and lead to info stress. Therefore as challenging is information overload, equally troublesome is problem of info stress. We have access to vast volumes of unorganized and unstructured digital information having different shades of quality. Users sometimes continue navigate for hours and at the end of their efforts find nothing useful and unique that can give them a cutting edge in their domain of work.When users are desperately looking for some ideas and information, they are facing a problem and sometimes even require emotional first aid. During such situations, they are required to be put at ease and provided all possible help to find the pertinent information that can help in problem solving. Library professionals requireto perceive the anticipated developments in their institution and initiate timely action to provide processed information and strategic knowledge resources through their knowledge management system.

 

7.6 Infographics and scenario presentation

 

The next level of information services will not be as much a race for providing access to relevant information but temptation for supply of processed information, quickly usable reliable facts and new strategic ideas easily understood by users. How can we constantly provide that from the ocean of information with technology and technical support will make a difference in our services? This may require application of logic, articulation of facts and synthesizing knowledge mashup from fragments of free flowing information available in the public domain and accessible through common communication channels. With the availability of enormous information and fast communication of new developments reported on the internet, it should not be a surprise for information professionals, if they face urgent and unpredictable information needs at certain times. There are several challenges, but immense opportunities for them if they can intelligently identify the service gaps and step into new information services related roles and integrate their work in the overall knowledge management system of the institution. They can carve an important place in the institution, if by virtue of their information work and knowledge based services, they can lead to advancement of objectives and goals of the institution. The dilemmas that most information users of special and research library face are that they have access to too much of information but have too little time to use it. There is thus a great service opportunity to present information in the form of infographic that represent information quickly, clearly and in compared form. Researchers often require knowing the scenario of technologies, advances in techniques and frontiers of research in their respective fields. Preparing and presenting demonstrations that depict scenario of advances in a field through infographics not only is visually pleasing but also make the process of information assimilation and knowledge acquisition more interesting and amusing. Such presentations not only save users’ time but also alleviate infostress and engage researchers in better ways of learning and updating their knowledge.

 

7.7 Information support to management

 

Information professionals will be required to constantly track sources of relevant information, perceive opportunities and bring to the notice of top management all such opportunities elaborating on new initiatives and inputs required and risks involved on various issues of institutional concern. In every institutional a lot information exchange takes place at informal level and even certain ideas are generated during discussions.People often forget such ideas or do not make efforts to pursue the desired course of action. However, if the information professionals actively participate in discussions and informal exchange of information, not only they can provide inputs of existing knowledge but also record potential ideas for future recollection and course of action. Collection of ideas from all countries, cultures and languages and from ancient text and adapting those to institution’s needs for desired course of action is one of the desired role of information professionals in growing competitive landscape in institutions. Mining useful ideas from the social media and putting them in perspective in the best interest of the institution is another emerging work opportunities for information professionals. Providing management a range of knowledge solutions, choice of knowledge inputs after analysing relevantinformation and helping in growth after assessing what way the institution is going, and where it wants to be, is a kind of knowledge based work that leads to better alignment between information professionals and management. This kind of enhanced role will also empower information professionals as they will involve themselves todeal with the nervous system of the institution.People learn many things from their work practices, experiences, observations and natural flair of doing things in a more economical and better way. Ina country like India many people know many things but this knowledge by and large remount idling in several minds without sharing. How to facilitate human networking and ensure exchange of ideas is a big challenge. Librarians often make people to people connections as well as people to text connections (Davenport &Prusak). Library professionals may play truly new role of helping people connect and exchange ideas at all levels in the interest of generation of new knowledge. Therefore there is a opportunities for expansion of professional territory and embrace more comprehensive work of knowledge management where library management will be just one unit of activity.

 

7.8 Knowledge Management

 

As institutions are now operating in a hyper competitive environment, their needs for cutting edge knowledge surging. A number of corporate houses are now employing professionals who can effectively perform the job of knowledge managers. Library and information professionals engaged in knowledge management may have to perform diversity of roles and customize their work as per institution’s needs. “The result of an empirical study from Canada show that many information professionals involved in Knowledge Management programs are playing key roles, such as the design of the information architecture, the development of taxonomies, or content management for the organization’s Intranet”. (Ajiferuke, 2003). Knowledge assets management, identifying the unique and strategic knowledge having potential of improving the competitive position of the organization and providing knowledge based services to accelerate the work process and strengthening the position and image of the organization are actually main desired roles related to knowledge management .

 

7.9 Other Roles

 

Signing contracts for accessing electronic resources, accumulating and organizing need based knowledge resources, buying space from reliable cloud service providers, compiling information tools for the institution, developing databases of potential information, training user communities and bringing out innovative information services are other emerging work practices in special and research libraries. “The future information professional thus will have to play the role of consultant, visionary researcher, knowledge evaluator and organizer, learner and instructor, resources builder and manager, innovator and service marketer, team worker and efficient communicator, webmaster and network coordinator (I.V. Malhan). It is difficult to find all the skills and competencies in a single person as it requires genius of a scientist, diagnostic ability of a doctor, and delivery of information like an educator and wit and skill of a manager. Competencies which are most in demand are also in short supply. If an institution is able to employ information professional having an array of such skills and competencies, their role in the smooth flow of knowledge and timely communication of information in the institutional set up will be ensured and it will surely lead to smooth functioning and advancement of the institution.

  1. Summary 

Special and research libraries are functioning in an information rich and time constrained environment. There was no time in the history of librarianship as to-day that provides so much of opportunities to expand on the service base of such libraries provided the library professionals identify the service gaps and quickly prepare to step into new roles. Roles of LIS professionals are diverging and some new roles are emerging. The onus lies with the library schools to prepare professionals with suitable skills and competencies so that they can play a pro-active role in managing the knowledge resources and render knowledge based services for the institutions. It is not possible for any institution to employ a person having all the desired skills and competencies. A team of professionals having adequate mix of desired competencies and skills can make a difference in advancement of the institution through knowledge applications and information support services

 

The role of library professionals is expanding in the emerging information scenario and hence they are required to unlearn and relearn certain things and acquire new skills and competencies. The management issues are getting as much importance, as advancement of technical applications and technological concerns. Management of change is in fact the greatest challenge. Innovation of services that enhance the interests of the institution and provide enormous support to work processes demands continuous effort on the part of professional staff. Location and acquisition of information and maintenance of its database that can be crucial for success and strategic advancement of parent institution, is an important role of library professionals.

  1. References
  • Ajiferuke, Isola (2003) Role of Information Professionals in Knowledge Management Programs. Empirical Evidence from Canada.Informing Science Journal 6: pp247-57
  • Daven Part T.H. and Prusak, H (2000) working knowledge: How organizations manage what they know. Harvard Business School Press, Boston, Mass.
  • Judy Ruttenberghttp://www.arl.org/index.php
  • Malhan, I.V. (2002). Evolving role of business information professional in the emerging knowledge society.IN Raina,RoshanLal and Malhan, InderVir Business Librarianship and Information Services,Lucknow, International Book Distributory Co, p258