MUHAMMAD, ALHAJI MUHAMMAD ENAGI

Ogbonna Nkiru

Digitally Signed by: Content manager’s Name

DN : CN = Webmaster’s name

O= University of Nigeria, Nsukka

OU = Innovation Centre

FACULTY OF EDUCATION

DEPARTMENT OF LIBRARY AND INFORMATION

SCIENCE

MANAGEMENT OF GREY LITERATURE

IN ACADEMIC LIBRARIES IN

ii

MANAGEMENT OF GREY LITERATURE

IN ACADEMIC LIBRARIES IN

NIGER STATE

BY

MUHAMMAD, ALHAJI MUHAMMAD ENAGI

PG/MLS/11/58997

DEPARTMENT OF LIBRARY AND INFORMATION SCIENCE

UNIVERSITY OF NIGERIA, NSUKKA

AUGUST, 2014

TITLE PAGE

MANAGEMENT OF GREY LITERATURE

IN ACADEMIC LIBRARIES IN

NIGER STATE

BY

MUHAMMAD, ALHAJI MUHAMMAD ENAGI

PG/MLS/11/58997

A THESIS SUBMITTED IN PARTIAL FULFILLMENT OF THE

REQUIREMENTS FOR THE AWARD OF MASTERS DEGREE IN LIBRARY

AND INFORMATION SCIENCE

DEPARTMENT OF LIBRARY AND INFORMATION SCIENCE

UNIVERSITY OF NIGERIA, NSUKKA

SUPERVISOR: DR. (MRS.) N.E.E. ACHEBE

AUGUST, 2014

ii

APPROVAL PAGE

This research work conducted by Muhammad Alhaji Muhammad Enagi

(PG/MLS/MLS/11/58997) has been approved for the Department of Library and

Information Science, University of Nigeria, Nsukka by:

---------------------------------- ---------------------------

Dr. (Mrs.) N.E.E. Achebe Dr. V.N. Nwachukwu

Supervisor Head of Department

--------------------------- ---------------------------

Internal Examiner External Examiner

----------------------------------

Prof. Uju Umo

Dean, Faculty of Education

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CERTIFICATION

Muhammad Alhaji Muhammad Enagi, a postgraduate student in the

Department of Library and Information Science with registration number:

PG/MLS/11/58997 has satisfactory completed research work required for the award of

Degree Masters in Library and Information Science. The work embodied in this

project is original and has not been submitted in part or in full for another degree of

this or any other university.

-------------------------------------------------- ------------------------------------

Muhammad Alhaji Muhammad Enagi Dr. (Mrs.) N.E.E. Achebe

Student Supervisor

iv

DEDICATION

This work is dedicated to my late parents,

Alhaji Muhammad Yamma Enagi and Hajiya Aisha Muhammad Enagi

v

ACKNOWLEDGEMENTS

Very special appreciation goes to the Supervisor: Dr. (Mrs.) N.E.E. Achebe for

her patience and desire to see that the best comes out of this work through motherly

guide and thorough check of every bit of this work. Similarly, profound gratitude goes

to the readers of the work at all stages for their observations, corrections and

recommendations.

Appreciation goes to the Head of Department, Dr. V.N. Nwachukwu; Pastor,

Dr. F.C. Ekere; Prof. V.W. Dike; Dr. R.E. Ozioko; Dr. A.J.C. Mole and the entire staff

of the department and Nnamdi Azikiwe Library, UNN for preparing the researcher for

this task and for the profession to which he choose to belong.

Last but far from the least are all kith and kin who encouraged me and

supported the course of my study and, of this research. God bless you all.

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TABLE OF CONTENTS

Title Page i

Approval Page ii

Certification Page iii

Dedication iv

Acknowledgements v

Table of Contents vi

Abstract viii

CHAPTER ONE: INTRODUCTION 1

Background of the Study 1

Statement of the Problem 11

Purpose of the Study 13

Research Questions 13

Significance of the Study 14

Scope of the Study 15

CHAPTER TWO: LITERATURE REVIEW 16

Conceptual Framework 17

Concept of Grey Literature 17

Concept of Management of Grey Literature 29

Concept of Utilisation of Grey Literature 36

Concept of Academic Libraries 40

Challenges in Managing of Grey Literature 43

Strategies for Improving Management of Grey Literature 46

Theoretical Framework 50

Review of Related Empirical Studies 54

Summary of Literature Review 59

CHAPTER THREE: RESEARCH METHOD 61

Design of the Study 61

Area of the Study 61

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Population of the Study 62

Sample and Sampling Techniques 62

Instruments for Data Collection 63

Validation of the Instrument 64

Method of Data Collection 64

Method of Data Analysis 65

CHAPTER FOUR: RESULTS 67

Summary of Findings 77

CHAPTER FIVE: DISCUSSION, RECOMMENDATIONS AND CONCLUSION 80

Discussion of the Findings 80

Implications of the Study 87

Recommendations 88

Limitations of the Study 88

Suggestion for further Studies 89

Conclusion 89

References 91

Appendices 95

viii

ABSTRACT

This research investigated management and use of grey literature in academic libraries in

Niger State. The purpose of it is to identify types of grey literature, examine methods of

acquisition, processing, preservation and utilisation. In addition, to ascertain management

challenges and strategies for improvement. Research questions were formulated based on

seven points of the purposes. A descriptive survey research design was used for the study.

One hundred and two (102) librarians (professional and paraprofessional) from Federal

University of Technology, Minna, IBB University, Lapai, Federal College of Education,

Kontagora, Niger State College of Education, Minna, Federal Polytechnic, Bida, and Niger

State Polytechnic, Zungeru constituted the population. The entire population was used. There

was no sampling because the sample size was manageable. The instruments for data

collection were structured questionnaire, interview schedule and observation checklist.

Documentary evidences in the area of grey literature formed the basis for construction of

these instruments. The instruments were face validated by three senior researchers in the

field of Library and Information Science, University of Nigeria, Nsukka. The research

instruments were administered directly by the researcher. In analyzing the data collected,

frequency table and mean score were used for the questionnaire and checklist, while the

interview was presented in prose narrative form substantiating information obtained from

questionnaire. The findings revealed that appreciable size and variety of grey literature

resources are available in most libraries but proper management is where problems lie. The

major methods of acquisition are donation/gift and standing order deposit for staff.

Classification is the main method through which grey literature is processed, while

cataloguing, indexing and abstracting are neglected in most cases. It was also found out that

the major methods employed by most of the libraries for preserving grey literature are the use

of shelves with labels and vertical files collection with content descriptions. The popular

access points are print lists and shelf guides. Some of the challenges encountered with the

management and accessing of grey literature resources in the area include lack of national

bibliography for grey literature, as well as unwillingness of originating bodies to release

copies of documents which topped the list. Strategies itemized for improving management of

grey literature resources include; provision of national bibliography, policy statements and

adequate fund for acquisition and digitization of the resources. Based on these, the study

recommends for the provision of a national bibliography for grey literature, good policy

statements for acquisition and use of grey literature, digitization of the resources, as well as

government/institutions/libraries voting adequate fund for acquisition of grey literature,

especially electronic resources.

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CHAPTER ONE

INTRODUCTION

Background of the Study

Gyasi (2003) defines literature in its broad sense as ‘anything that is written’,

while Rees (2007) sees it in the narrow sense of ‘writing which expresses and

communicate thought, feelings and attitudes towards life. Literature is thus summed

up as permanent expression(s) in words (written or spoken), especially arranged in

pleasing and accepted pattern or forms. In an information generating society, written

literature in various forms is generated on daily basis by individuals, corporate bodies,

academic institutions, e.t.c. Many of these are either unconventionally published or

not published but exist and are used frequently. These forms can be appropriately

termed grey (or gray) literature.

The earliest authorities in the area of grey literature such as Chilag (1982) and

Wood (1984), defined grey literature as all categories of unconventionally published

material. On the other hand, Auger (1989) sees it as semi-published literature which is

not formally listed or priced, but is nevertheless in circulation. Collectively the term

covers an extensive range of materials that cannot be found easily through

conventional channels such as publishers, but which are frequently original and

usually recent. According to Alberani (1990), grey literature publications are non-

conventional, fugitive and often ephemeral. The Third International Conference on

Grey Literature (ICGL) held in Luxembourg in 1997, as reported in Aina (2000),

unanimously came up with the definition of grey literature as that information material

which is produced by government, academics, business and industries both in print

and electronic formats but which is not controlled by commercial publishing interests

2

and where publishing is not the primary activity of the organisation. Weintraub (2010)

adopts the pattern of ICGL Luxembourg and refers to grey literature as publications

issued by government, academia, business, and industry, in both print and electronic

formats, but not controlled by commercial publishing interests, and where publishing

is not the primary business activity of the organisation. Hirtle (1991) identifies grey

literature as the quasi-printed reports, unpublished but circulated papers, unpublished

proceedings of conferences, printed programs from conferences, and the other non-

unique material, which seem to constitute the bulk of our modern manuscript

collections.

In the context of this study, grey literature may be defined as recorded

information resources of various media and format, that are unconventionally or

semi-conventionally published and often not formally listed or priced or available

through normal bookselling channels. For clear understanding and distinguishing of

grey literature from other types of literature in this study, the following characteristics

of grey literature elucidated by Omeje (2010) are adopted:

i- They are unconventionally published.

ii- They are not usually available through the conventional sources of book

supply.

iii- They are not covered by secondary bibliographic services such as indexes,

abstracts and bibliographies.

iv- They are difficult to find and acquire.

v- They contain original information (i.e. they are primary sources of

information).

3

The University of New South Wales (UNE) Home Library (2012) contends that

the term grey literature is often attached to the research that is either unpublished or

has been published in non-commercial form which include: government reports,

policy statements and issues papers, conference proceedings, pre-prints and post-

prints of articles, theses and dissertations, research reports, market reports, working

papers, geological and geophysical surveys, maps, newsletters and bulletins and, fact

sheets. It identifies academics, postgraduate students, government agencies,

professional associations, pressure groups, private companies, and research institutes

as some of the sources of grey literature. In recent years, technical and scientific

literature has continued to grow. The grey literature reports now come from many

different avenues. The following types of organizations issue grey literature:

associations, churches (including Mosques), county councils, educational

establishments, federations, institutes, institutions, laboratories, libraries, museums,

private publishers, research establishments, societies, trade unions, trusts and

universities. This list has been copied directly from Charles Augur (1989) seminal

book, Information Sources in grey literature (page 22).

According to Alberani (1990), grey literature publications include but are not

necessarily limited to the following types of materials: reports (pre-prints, preliminary

progress and advanced reports, technical reports, statistical reports, memoranda, state-

of-the art reports, market research reports), theses, conference proceedings, technical

specifications and standards, non-commercial translations, bibliographies, technical

and commercial documentation, and official documents not published commercially;

primarily government reports and documents. Others are consultancy reports, annual

reports, panel reports, seminar or workshop reports, pamphlets, handouts,

4

students/staff’s project works e.t.c. Scientific grey literature comprises newsletters,

reports, working papers, theses, government documents, bulletins, fact sheets,

conference proceedings and other publications distributed free, available by

subscription, or for sale at a token price.

An increasingly important source of grey literature is the institutional

repositories on web being created by universities world-wide. Most institutional

repositories collect grey literature written by academics at their institutions. Electronic

communication is changing the notion of grey literature which is expanding to include

e-mails, faxes, blog postings, wikis and podcasts (HLwiki, 2012). An increasing

amount of grey literature is now available on the Web in the form of Adobe Acrobat

(PDF) documents. This means that it is relatively easy to find recent grey literature

using a simple Google search. Weintraub (2010) referred to earlier also observed that

in today’s electronic information environment, the Internet has become a major source

for dissemination and retrieval of grey literature and often serves as a user’s initial

introduction to a topic area. He notes further that well designed Web sites give users

access to a body of digitally produced grey literature that complements the existing

body of print materials, and that such web sites are a major source of information

retrieval and dissemination such that there is a growing acceptance of references to

relevant Web sites in scholarly papers and journal articles.

Grey literature materials are valuable information resources. One of the values

of grey literature is its immense value of being a primary source of information. In

other words the information contained in it is original (i.e. directly from the

originator-producer). Grey literature, as highlighted by Kwafo-Akato (1988), contains

information which is vital in a nation’s socio-economic plan. A report to document the

5

findings of a small survey on the availability of academic grey literature to Small And

Medium Sized Enterprises in the UK (SMEs) made the key finding that SMEs require

grey literature for practical benefits like using resources and university facilities as

well as training opportunities and scouting for potential recruits. (JISC Scholarly

Communications Report, 2008). Grey literature is often the best source of up-to-date

research on certain topics, such as rural poverty or the plight of homeless people in

Sydney. (The UNE Home Library, 2012).

Grey literature may be of questionable relevance or quality but may still have

an impact on research, teaching and learning especially in tertiary institution of study

(The wiki index, 2011), So much of it is highly intellectual and is significant for

research and development in many subject areas. According to Aina (1994) and Auger

(1998) studies have revealed that many researchers in basic and applied science use a

high proportion of grey literature. They go further to state that over the years, grey

literature has come to constitute a section of publications ranking in importance with

journals, books, and serials. Among other reasons cited for this are its greater speed

and flexibility of dissemination.

Grey literature has manifestly been a very important means of communication.

Augur (1989) recalls that ‘‘Grey literature was for many years synonymous with

reports literature. At the turn of the 21st century, documents coming out of research

and development, particularly from the aircraft and aeronautics industries, were a very

important means of communicating the results of research testing’’. White (1984)

observes that the hallmark of the Second World War was the development of

technologically-advanced weaponry, from sophisticated tanks to the atomic bomb.

These breakthroughs in science made accurate and speedy communications a

6

necessity. The technical report was then widely used to disseminate information. The

one thing that made grey literature so attractive and enabled it to attain its importance

as a separate medium of communication was an initial need for security or

confidentiality of information which prevent documents being published in the

conventional manner.

The importance of grey literature lies in its ability to communicate complex

information in simple terms and to disseminate results more quickly. Much of the grey

literature is derivative and designed to make technical material or research findings

easily understood by a lay audience. For example, policy briefs, issue briefs, and fact

sheets are often produced by summarizing more technical reports. They are also a way

for organisations to get results out to their target audience more quickly. Grey

literature has long-term value, particularly because it provides policy context and

implications that may not be found in the published literature. In fact, advisory

committee members of United State National Library of Medicine believe that the

value of grey literature is at par with that of traditional published literature (U.S.

National Library of Medicine, 2008). Grey literature often is used to establish

historical documentation. The progress of a document from draft to its finished form

can sometimes be as valuable as the finished product, and the various drafts of a

document can fill in gaps in the historical record.

Grey literature provides citizens with the information they require to make

decisions about their lives and the societies in which they live. Whether individuals

are taking a trip, conducting a study, buying an appliance, treating an illness, repairing

machinery, joining an archaeological dig or a host of other activities that they

experience as part of their daily lives, grey literature will continue to serve as a source

7

of information that is consulted most often (Mukhtar, 2009). Grey literature that is

more desirable in print such as handbooks, repair manuals, consumer product ratings,

tourist guides, and other resources that we usually take with us and consult on a

regular basis, are likely to continue being issued in print format as long as the demand

exists. Weintraub (2010) argues that in a world in which free trade and instantaneous

communication have eliminated many of the barriers to information flow, grey

literature is gaining greater importance as a source of information for much of the

world’s population. It is now an indispensable resource for an informed and

enlightened public and will undoubtedly continue to serve as a necessary supplement

to journal literature well into the future. Apparently, effective and efficient

management of these resources is what is now required.

Aina (2004) defines management as a concern mainly with the human and

material resources, activities and tasks of an organisation. He stressed that the overall

objective in the management of organisation is to produce the best result within the

resources available to the organisation. Management in this study means acquisition

(collection), processing (registering, accessioning, organising) preserving and

dissemination of grey literature resources in libraries. Organising here involves

cataloguing, classifying, indexing and abstracting of grey literature.

A library is a collection of books as well as non-book materials organised

systematically to ease access. Arua (1997) defines library as ‘‘a collection of books

and related materials housed, organized for access and made available for use.’’

Apparently, there are different types of libraries performing different functions

according to their types, such as the academic, school, public, private and special

libraries.

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Academic generally refers to issues pertaining to educational institutions;

primary, secondary or tertiary level. Strictly, it is limited only to the affairs of tertiary

institutions such as universities, colleges of educations, polytechnics and other post-

secondary schools. Based on these the term ‘‘academic library’’ refers to libraries of

tertiary institutions such as universities, colleges of education, polytechnics, e.t.c.

Similarly, Ekere (2010) describes academic library as any library attached to post

secondary or tertiary institutions.

The main purpose of academic libraries is to support the actulisation of the

objectives of the institutions they serve. Consequently, university library is to support

the objectives of the university, which is to promote teaching, learning, research and

community services. College libraries are expected to support the major objectives of

the college, which is to provide instructional materials that support training of highly

skilled middle-level manpower. The services of academic libraries broadly are: user

education (orientation/ instruction) services for the users; inter-library loan/

connection services by organising library network to ensure users having enough

materials; abstracting and indexing services to enable users identify and locate

materials relevant to their work; bibliographic services to enable users locate library

materials easily and quickly; cataloguing services to enable users identify and locate

library collections; reference services to assist users in searching for and retrieving

appropriate/ required materials; information services to users who require information

for meeting their needs; and circulation services, which comprise services such as

users registration, charging and discharging, shelf guide/marks, bindery,

photocopying/reprographic, library displays, computer/online services and, current

awareness services (CAS). These services are provided with the use of information

9

resources including literature in various fields of interest among which is grey

literature.

However, some general problems with management of grey literature should be

discussed. Grey literature resources are produced in high number in Nigerian tertiary

institutions, governmental and non-governmental organisations but yet, they are in

limited circulation even within the institutions where they are produced. This may be

as a result of incapability of libraries of such institutions in making available grey

literature. However, the incapability of libraries in making available grey literature

may have link with the nature of grey literature production and accessibility. Since

grey literature is published largely by people or organisations who do not have

publishing as their primary activity, such catalogues showing particular items

produced over a particular period of time are usually non-existent. Grey literature is

historically difficult to identify because much of it is unindexed or unpublished (often

both), and it is often locked deep within the ‘hidden or invisible’ web (Hlwiki, 2012).

Grey literature should be a resource offered and sought on a far wider scale but the

nub is discoverability. The major problem militating against acquisition of grey

literature is where to locate their producers to subscribe and maintain the subscription.

Grey literature resources are mostly presented in substandard formats; this does

not mean that they are substandard but the necessary technical detail of publishing for

cataloguing and classifying library materials are lacking. The result is that such

materials rarely receive proper treatment in the library. This obviously has

implications for their storage, organisation and accession. Attached to the

management challenges is the problem of fund constraints and management/staff’s

attitudinal problem. Many libraries are inadequately funded, this does not warrant

10

expenses incurred in making available and managing grey literature resources. Even

Small and Medium Enterprises (SMEs) that do buy journals are severely restricted

because they can’t afford to buy as many as they would like (JISC Scholarly

Communications Report, 2008). Although some grey literature resources are freely

available in our society, the associated expenses in acquiring them are not catered for

in most libraries.

In Nigeria, there are archival centres at federal and state levels designated to

the collection of archival records emanating from their localities. Although this effort

is quite commendable but management practices is what is then questionable. The

collections here should have been properly managed, and these centres should have

keep in touch with academic institutions/libraries within their locations for symbiotic

benefits, because majority of scholarly grey literature resides at tertiary institutions.

But the reality is that there are no connections among these sectors and this invariably

affects the use of grey literature resources in Nigeria. For example, projects, thesis,

dissertations, conference/technical papers and communiqués are generated year in

year out in Nigerian tertiary institutions but there no proper channels of liking these

with major users. Findings of projects like this should be communicated to the studied

area for the benefit of them. In Nigerian, there should be a body coordinated by

Ministry of Education or National Library of Nigeria, with the purpose of reviewing

the projects produced in tertiary institutions within the country, repackaging them and

linking them with major users, but this system is not in place.

With regards to grey literature management, academic libraries in Nigeria are

perhaps left behind when compared with their overseas counterparts. While a majority

of scholarly grey literature resides at tertiary institutions in Nigeria, collection and

11

management practices of the academic libraries of these institutions are questionable.

The research conducted by Omeje (1997) on the availability and management of grey

literature for agricultural research in Nigerian university libraries discovered poor

availability of grey resources in Nigeria university libraries. Moreover, there is no

reliable method for the acquisition, processing and preservation of grey literature

resources. Few libraries give full cataloguing and provide subject access entries for

grey resources. This situation may not be far fetching from what exist in academic

libraries in Niger state. The six academic libraries of the popular tertiary institutions in

Niger state, namely; FUT, Minna, IBB University, Lapai, FCE, Kontagora, COE,

Minna, Federal Polytechnic, Bida and State Polytechnic, Zungeru are expected to have

sizeable number of grey literature materials to satisfy the demand of their clients who

produce and demand high part of the materials. If this is the case, proper management

of grey literature in this area is paramount.

Statement of the Problem

Grey literature communicates complex information in simple terms and

disseminates results more quickly. It is designed in some cases, to make technical

material or research findings easily understood by a lay audience. For example, policy

briefs, issue briefs, and fact sheets are often produced by summarizing more technical

reports and providing context. Grey literature has the potential to complement and

communicate findings to a wider audience. Grey Literature has an impact in research,

teaching and learning mostly done in institutions where academic libraries situated. It

is occasionally the only source of information for specific research questions.

Researchers use grey literature as a resource to support their research, as well as to

identify funding priorities. Grey literature resources are issued and used by academic

12

and non academic staff of tertiary institutions, and students alike, for communication,

interaction, and framework for writing research and also as a means of communicating

findings to the audience. In this regard, the need for effective management of grey

literature in these academic libraries is imperative as it is the only way of facilitating

access and use of grey resources that support research, teaching, learning and services

in these institutions.

The dangers of poor management and use of grey literature resources is felt

from its importance as a medium of complementing and communicating research

findings to a wider audience. The universities and colleges activities may be hampered

as a result of poor management of these important resources.

Regrettably, poor management of grey resources in the academic libraries

elsewhere has created an information gap between the researchers and end users

thereby limiting the communication and use of research findings. Similarly, los of

primary sources of information, a break in interconnection of material publication, los

of history of production that cannot be encompassed in the published copy, denying of

social interactions and academic exchange of ideas are likely dangers posed by poor

management of grey literature. There is a tendency that these dangers are felt in the

tertiary institutions in Nigeria, with particular reference to Niger state institutions.

Regrettably, a study that investigates this situation in academic libraries in Niger state

has not been carried out at this particular period as it was done in other geographical

areas of Nigeria. It is in this regard, that the study intends to investigate the

management of grey literature in academic libraries in Niger state, Nigeria.

13

Purpose of the Study

The purpose of this study is to investigate the management and use of grey

literature in academic libraries in Niger state. Specifically, the study attempts to:

i. Identify types of grey literature provided for management in academic libraries

in Niger state.

ii. Examine methods of acquisition of grey literature in the libraries.

iii. Investigate methods of processing of grey literature in the libraries.

iv. Determine methods of preservation of grey literature in the libraries.

v. Identifying means through which grey literature are accessed in the libraries.

vi. Ascertain the challenges encountered in the management of grey literature in

the libraries.

vii. Identify strategies for improving the management of grey literature in the

libraries.

Research Questions

The study is guided by the following research questions:

i. What types of grey materials are available in academic libraries in Niger state?

ii. What methods are employed in the acquisition of grey literature in academic

libraries in Niger state?

iii. How are the grey literature processed in these academic libraries?

iv. In what ways are the grey literature preserved in these academic libraries?

v. How are the grey literature accessed in these academic libraries?

vi. What are the challenges encountered in the management of grey in these

academic libraries?

14

vii. What are the strategies for improving the management of grey literature in

these academic libraries?

Significance of the Study

The study will be of immense significance to library administrators, librarians,

teachers, students, educational institutes (private and official), educational

administrators, curriculum planners and researchers and the general society.

The most fundamental of this study is that it presents the actual situation with

regards to management and use of grey literature in academic libraries in Niger state.

Challenges and strategies for overcoming such challenges facing grey literature

management and use were also exposed. This will go a long way in guiding library

administrators in issues regarding grey literature management.

The study is expected to enlighten librarians, teachers and students on the

existing potentialities of grey literature as an alternative to costly and scarcely

published books and periodicals. The research will be of immense importance to

Educational institutes (private and official), educational administrators and curriculum

planners in finding ways of incorporating grey literature production and use in

educational system to fast tract the developments in education and in our nation.

The research will be useful to library users as it exposes values of grey

literature and specialised strategies needed to facilitate identification and retrieval of

grey literature in the libraries so as to reduce time and effort applied by the users in

locating unorganized grey literature, thereby facilitating its use.

Information contains in this research will help individuals and society in

general with ways of managing and using grey literature resources in and around

locality. This work will add to the already existing literature on grey literature and will

15

provide framework for students and researchers who may carry out further or related

research.

Scope of the Study

The scope of this study is on the management and use of grey literature in

academic libraries in Niger state comprising universities, polytechnics and colleges’

libraries. Specifically it covers types of grey literature, methods of acquisition,

processing (organisation) and preservation. Use of grey literature, management

challenges and strategies for overcoming such challenges were also covered in this

study. The population of this study covers both librarians and library officers working

in the area.

16

CHAPETER TWO

LITERATURE REVIEW

Introduction

In this chapter, assortment of literature covering dictionaries, journals,

encyclopedias, textbooks, term papers and literature on websites related to this study

were reviewed under the following headings:

Conceptual Framework

- Uses of grey literature in academic libraries

- Management of Grey Literature in academic libraries

- Preservation of Grey Literature in academic libraries

- Utilisation of grey Literature in academic libraries

- Challenges in Managing and Utilising Grey Literature in academic libraries

- Strategies for Improving Management and Use of Grey Literature in academic

libraries

Theoretical Framework

Review of Related Empirical Studies

Summary of Literature Review

17

Conceptual Framework

In the words of Weintraub (2011) ‘Grey Literature refers to publications issued

by government, academia, business, and industry, in both print and electronic formats,

but not controlled by commercial publishing interests, and where publishing is not the

primary business activity of the organization’. According to Mason (2012) ‘the grey in

grey literature refers to the brain's grey matter since so much of it is highly

intellectual, and is significant for research and development in many subject areas. It

is literature that is not usually attainable through conventional channels.’ An ill-

defined area that does not readily conform to an existing category or set of rules

(Oxford English Dictionary, 2009). Augur (1989) said that grey literature is not a new

phenomenon of the late twentieth century but something considered a genre since at

least the 1920s, particularly in Europe among the scientific circles.

The Third International Conference on Grey Literature (ICGL) held in

Luxembourg in 1997 as reported in Aina (2000) unanimously came up with the

definition of grey literature as that information material which is produced by

government, academics, business and industries both in print and electronic formats

but which is not controlled by commercial publishing interests and where publishing

is not the primary activity of the organisation.

Debachere (1995) has written that it is easier to describe, rather than to define

grey literature. According to him, collectively the term covers an extensive range of

materials that cannot be found easily through conventional channels such as

publishers, but which is frequently original and usually recent. In the Australia

National Drug and Alcohol Research Centre (NDARC) Report (2010) it is stated that

grey literature is material that is not formally published by commercial publishers or

18

peer reviewed journals and is produced by institutions, academics, organisations, and

government agencies. Hargis Library (2012) described it as ‘papers, reports, technical

notes or other documents produced and published by governmental agencies,

academic institutions and other groups that are not distributed or indexed by

commercial publishers. Many of these documents are difficult to locate and obtain.’

Hirtle (1991) in Broadsides vs. Grey Literature defines it as: The quasi-printed reports,

unpublished but circulated papers, unpublished proceedings of conferences, printed

programs from conferences, and the other non-unique material which seems to

constitute the bulk of our modern manuscript collections. Grey literature is used to

describe materials not published commercially or indexed by major databases. What

differentiates traditional Grey Literature from other published literature can be

summarized as follows:

• Historically, the publication of Grey Literature has not been considered part of

traditional publishing channels and models.

• Producers of Grey Literature include research groups, non-profits, universities

and government departments, to name a few.

• Not widely disseminated or promoted.

• Wide dissemination of published materials is the goal in traditional publishing.

Often, an infrastructure exists to disseminate this material to make it visible.

• The web is changing dissemination and publishing processes. However,

findability on the web remains a difficult issue. (HLWIKI Canada, 2012)

Related to the above, Omeje (2010) identifies some of the characteristics of

grey literature summarised below:

19

i- They are unconventionally published: i.e. not published by conventional

publishers;

ii- They are not usually available through the conventional sources of book

supply, i.e. publishers, vendors and bookshop;

iii- They are not covered by secondary bibliographic services such as indexes,

abstracts and bibliographies;

iv- They are difficult to find and acquire deriving from its unconventionally

published form, non-availability through normal channels of book supply, and

non-coverage by secondary bibliographic services.

v- They contain original information: i.e. undiluted reports or ideas directly from

the authors, hence they are primary sources of information.

Similarly, it is also part of the characteristics of grey literature that in most

cases it is not peer reviewed. In the U.S.A. National Institutes of Health, Health and

Human Services (NIHHHS) Information Act, 2008, it is contended that ‘others may

define grey literature more broadly to include everything except peer-reviewed books

and journals...’ ‘Peer reviewed literature and grey literature sources operate in

relatively separate spheres with unique information in each. It is sometimes imperative

to supplement information from peer reviewed literature with the information rich

grey literature sources’ (NDARC Report, 2010).

There are varieties of grey literature in physical and electronic formats cutting

across different disciplines and activities of human endeavour. Grey literature is ‘‘that

which is produced … in print and electronic formats, but which is not controlled by

commercial publishers.” (ICGL Luxembourg definition, 1997 - Expanded in New

York, 2004). This category includes reports, memoranda, conference proceedings,

20

standards, technical documentation, and government documents. (U.S.A. National

Library of Medicine Web site, accessed November 2011). Examples of grey literature

publications also include reports, theses, non-commercially published conference

papers, government reports, translations, committee reports, working papers, technical

specifications and standards, and bibliographies. (NIHHHS Information Act, 20008).

It is also stated in The University New South Wales Home site, accessed May 2012

that the term grey literature refers to research that is either unpublished or has been

published in non-commercial form, which examples include: government reports,

policy statements and issues papers, conference proceedings, pre prints and post-prints

of articles, theses and dissertations, research reports, market reports, working papers,

geological and geophysical surveys, maps, newsletters and bulletins, fact sheets, e.t.c.

Alberani, (1990) posited that ‘...grey literature publications are non-

conventional, fugitive and often ephemeral. They may include but are not necessarily

limited to the following types of materials; pre-prints, preliminary progress and

advanced reports, technical reports, statistical reports, memoranda, state-of-the art

reports and market research reports. Others are; sourcebooks, chartbooks, handbooks,

evaluations, consensus reports, fact sheets, briefings, transcripts, testimonies,

conference proceedings, summaries, repair manuals, consumer product ratings, tourist

guides, and other resources that we usually take with us and consult on a regular basis.

Dissertations also make up an important part of grey literature, as well as meeting

papers or preprints that are given out before conferences and meetings (Mason, 2012).

Archival records also form part of grey literature, Ekere (2012) ‘Archival

records are normally unpublished and always unique, they are unlike books or

magazines which have several identical copies, they belong to the categories of

21

literature called grey literature and are not commonly found or acquired through

popular publication outlets.’

In today’s electronic information environment, the Internet has become a major

source for dissemination and retrieval of grey literature and often serves as a user’s

initial introduction to a topic area. Well designed Web sites give users access to a

body of digitally produced grey. Alberani (1990) observed that informal

communication is changing the notion of grey literature which is expanding to include

e-mails, faxes, blog postings, wikis, RSS feeds and podcasts.

Uses of Grey Literature

. Grey literature is increasing in quantity because it has the advantage of great

flexibility and speed, and allows those who write and issue it to be very concise, exact,

and focused (Augur 1989). Grey literature is original, much of it is of high quality in

nature, precise and communicating complex issues to a lay audience. (The University

New South Wales Home site, 2012). Most producers described their grey literature

products as a means of communicating complex issues to lay persons for the purpose

of creating public support and awareness for a particular issue.

Grey Literature has an impact in research, teaching and learning. It is

occasionally the only source of information for specific research questions. (The wiki

index, April 2012). Researchers use grey literature as a resource to support their

research, as well as to identify funding priorities. Likewise, grantees and prospective

grantees look to grey literature to determine what is being funded by whom to help

determine the course of their research. Materials of greatest relevance include

datasets, evaluations, research reports, training materials, working papers, surveys,

newsletters, program and issue briefs, and list serves. Research Funding Organisations

22

also use grey literature to see where research needs are and to determine the course of

their research. Technical reports and chart books are often produced at the request of

funders to summarize the body of work produced under a research contract or grant,

and many of these are disseminated widely and are available on their websites.

Grey literature was for many years synonymous with reports literature. At the

turn of the century, documents coming out of research and development, particularly

from the aircraft and aeronautics industries, were a very important means of

communicating the results of research testing. One such report from 1915 was called

The Behaviour of Aeroplanes in Gusts, the first report written by NASA (Augur,

1989). However, it was the onslaught of World War Two which had the greatest

impact on report literature, transforming it into a major means of communication. The

hallmark of that war was the development of technologically-advanced weaponry,

from sophisticated tanks to the atomic bombs. These breakthroughs in science made

accurate and speedy communications a necessity. The technical report was then

widely used to disseminate information (White, 1984).

The decades that followed saw the continuation of staggering amounts of

scientific and technological research, which was amassed to improve both military and

communication systems (Augur, 1989). He further said that, the one thing that made

grey literature so attractive and attained its importance as a separate medium of

communication was because of an initial need for security or confidentiality of

information, which prevent the documents from being published in the conventional

manner.

Mason (2012) reported that by the 1970s, grey literature was a recognized

dissemination vehicle for many organizations and considered important reading

23

throughout the world. But the problem was it was not getting any easier to find.

Consequently, both the Commission of the European Communities and the British

Library Lending Division came together to form a very important database for grey

literature called SIGLE (System for Information on Grey Literature in Europe). It is a

bibliographic database that covers non-conventional European literature in the fields

of pure and applied sciences, and technology. By 1984, social sciences, economics,

and the humanities were also included. SIGLE also gives access to discussion and

policy documents, research reports, theses, working and conference papers, and some

important official publications, with citations in English. Grey literature is often the

best source of up-to-date research on certain topics, such as rural poverty or the plight

of homeless people ‘in Sydney’ (The University New South Wales Home site, 2012).

Grey literature in technological fields like aeronautics and engineering may include

contractor reports, technical reports, product codes and standards, special publications,

handbooks and patents that are useful to coordinate activities and keep abreast the

professionals and all the people that relate with such field.

Grey literature is increasing in quantity because it has the advantage of great

flexibility and speed, and allows those who write and issue it to be very concise, exact,

and focused. According to Augur (1989) examples of areas where grey literature

resources are used include:

• Most work done at PhD-level requires exhaustive searching for hard-to-finds

• Systematic reviews, clinical trials and in-house research covering health and

wellness issues

• Most advanced research done at universities, medical schools and health

organizations

24

• Environmental organizations distribute publications and newsletters designed

to gain support for conservation of wildlife and natural resources and to

promote greater environmental awareness

• Geological and geophysical surveys, maps, fossil records, and locations of

minerals and ores are among the items of grey literature used by geologists to

support their research.

Mukhtar (2009) pointed out that the advantages of grey literature over other

means of dissemination are quick access, greater flexibility, and the opportunity to go

into considerable detail when necessary. Thus, grey literature, covering nearly every

aspect of the sciences, serves scholars and lay readers alike with research summaries,

facts, statistics, and other data that offer a more comprehensive view of the topic of

interest. Grey literature is used to disseminate information to mass number of people.

For example the United States Government Printing Office (GPO) is responsible for

publishing and disseminating information for the entire Federal community

comprising Congress and 130 Federal departments in a wide range of formats

including printing, microfiche, CD-ROM, and online technology (Keeping America

Informed, 1999). Professional organizations issue special publications, fact sheets,

bulletins, and conference proceedings that summarize the results of research and

contain supplementary information that enlarges the framework of knowledge. Non-

profit organizations and interest groups keep their members informed via a myriad of

newsletters and special publications that help shape public opinion.

Grey literature in the biological sciences consists of book chapters, taxonomic

keys, papers from meetings and symposia, and reports. Bulletins distributed by

Agricultural Experiment Stations and the Cooperative Extension Service report on

25

new innovations in agriculture and food research carry important information that

improve the practice and life of peasant farmers. A common item of grey literature in

medicine emanating from universities and teaching hospitals is health and well being

newsletters that inform the public about the changes taking place in conventional and

alternative medicine (U.S.A. National Library of Medicine Web site, accessed

November 2011). Environmental organizations distribute a wide range of publications

and newsletters designed to garner public support for conservation of wildlife and

natural resources and greater environmental awareness. Geological and geophysical

surveys, maps, fossil records, and locations of minerals and ores are among the items

of grey literature used by geologists to support their research. Faculties and students

embarking on research projects rely upon grey literature to provide introductions and

overviews of their areas of interest. Thus, grey literature is useful for retrospective

search and also keeps human abreast with his activity. ‘We can all point to examples

of grey literature that we read on a regular basis because it represents a point of view

that we share, a cause we support, or an activity we are involved in’ (Mason, 2012).

The pervasiveness of grey literature plays a major role in informing the public and

providing the facts that citizens need in order to participate in government and

institutions that are a part of their daily lives.

Grey literature provides citizens with the information they require to make

decisions about their lives and the societies in which they live. Whether individuals

are taking a trip, conducting a study, buying an appliance, treating an illness, repairing

machinery, joining an archaeological dig or a host of other activities that they

experience as part of their daily lives, grey literature will continue to serve as a source

26

of information that is consulted most often. Grey literature on drugs, alcohol and

HIV/AIDS serve no small importance in the life of people (NDARC Report, 2010).

Afolabi (1991) considering the vitality of records that formed part of grey

literature stressed that ‘records play a vital role in the progress of mankind. Records

are necessary because they contain all the information vital to the daily operation of

business, organisation, associations, institutions and even persons. Without records, a

business for instance, cannot function. Many businesses have ceased to exist as a

result of losing their records through fire disaster or negligence’. That ‘in the case of

government agencies, loss of records especially through fire which is a common

feature in some countries means hardship on individuals and bodies dealing with these

government agencies’. Omeje (2010) stated that it won’t amount to an overstatement

to say that information available in grey literature forms the basic ingredient for

development, especially in developing countries where much of conventional

publishing is still not well developed. That grey literature has been seen to present

several advantages over other conventionally-published primary sources of

information (e.g. the journal) in terms of originality, comprehensiveness and depth of

coverage. He is of the view that the grey literature having been primary source of

information, contains detailed and valuable information than journals, which are

necessary in information synthesis, sharpening the research focus of workers, for an

insight into relevant research methods for a new topic of inquiring and, showing the

exact limit of contemporary knowledge, i.e. what previous workers have done and the

areas left for further research.

27

The U.S. National Institutes of Health, Health & Human Services Freedom of

Information Act of September, 2008, accessed April, 2012 extensively dwelled on the

usefulness of grey literature as summarised below:

The importance of grey literature lies in its ability to communicate complex

information in simple terms and to disseminate results more quickly. Much of the grey

literature is derivative and designed to make technical material or research findings

easily understood by a lay audience. For example, policy briefs, issue briefs, and fact

sheets are often produced by summarizing more technical reports and providing

context. They are also a way for organizations to get results out to their target

audience more quickly. Some organizations, like the Alliance for Health Reform,

write policy briefs of interest to their audiences that summarize the findings of a

number of individual research studies. Rather than compete with the published

literature, grey literature has the potential to complement and communicate findings to

a wider audience. Grey literature is also a valuable barometer of public interest,

reflective of current priorities and indicative of future ones.

In the case of policymakers, grey literature is used more than non-grey

literature, because grey literature is generally more up to date and is more accessible.

Cost effective, timely data is often simply not available in published literature. In

addition to this, policy documents are not generally published in peer-reviewed

journals. Grey literature materials of greatest relevance to policymakers include

sourcebooks, chartbooks, evaluations, consensus reports, fact sheets, briefings,

transcripts, testimonies, conference proceedings, summaries etc (Alberani, 1990).

Grey literature has long-term value, particularly because it provides policy

context and implications that may not be found in the published literature. Relevancy,

28

progress, and how debate changes over time (historical documentation) on a particular

topic can be accessed from these materials. The progress of a document from its

creation to its finished form can sometimes be as valuable as the finished product, and

the various drafts of a document can fill in gaps in the historical record. Notably,

published literature and grey literature alike cite each other. For example, journal

articles, in particular, make frequent use of grey literature to support claims. Likewise,

briefs and summaries often rely on disparate sources of information found in grey

literature. Even textbooks incorporate new findings and perspectives derived from

grey literature when updating new versions. Grey literature often illustrates the

progression of knowledge and supports the development of new published works. To

lose certain grey literature products would be to lose many of the very sources of

published literature.

Many databases consider grey literature an essential part of the body of

literature for disciplines they serve and they cite relevant resources in addition to the

conventional references. Some databases that cite reports issued by governments and

international bodies, such as publications of UN agencies or US Federal and state

agencies, are devoted strictly to grey literature that is usually not cited anywhere else.

Looking at the uses and prospect of the grey literature Weintraub (2000) said

that grey literature that is more desirable in print, such as handbooks, repair manuals,

consumer product ratings, tourist guides, and other resources that we usually take with

us and consult on a regular basis, are likely to continue being issued in print format as

long as the demand exists. But a large amount of grey literature will be made available

in electronic format via the World Wide Web, CD-ROM, or other electronic

gateways. He said that ‘a Web site called Grey Net (Grey Literature Network Service)

29

assists students, librarians, publishers, and researchers in the study, use, and

production of grey literature’. In a world in which free trade and instantaneous

communication have eliminated many of the barriers to information flow, grey

literature is gaining greater importance as a source of information for much of the

world’s population. It is an indispensable resource for an informed and enlightened

public and will undoubtedly continue to serve as a necessary supplement to journal

literature well into the future.

Management of Grey Literature

In recent years, technical and scientific literature has continued to grow, but

grey literature reports now come from many different avenues. The following types of

organizations issue grey literature. This list has been copied directly from Charles

Augur's seminal book, Information Sources in Grey Literature (1989). They include

Associations, Churches, County councils, Educational establishments, Federations,

Institutes, Laboratories, Libraries, Museums, Private publishers, Research

establishments, Societies, Trade unions, Trusts and, Universities.

Similarly, it is said that, Academics, postgraduate students, government

agencies, professional associations, pressure groups, private companies, and research

institutes are only some of the sources of grey literature. (The University New South

Wales Home site accessed May 2012). Weintraub (2011) also stressed that ‘grey

literature is produced by government agencies, professional organizations, research

centers, universities, public institutions, special interest groups, and associations and

societies whose goal is to disseminate current information to a wide audience’. That,

‘Perhaps the most popular grey literature that most of us have had occasion to use are

30

government publications issued by the United States Government Printing Office

(GPO) for the past 140 years’.

Librarians try to adopt pro-active approaches to finding locally-published

materials, though Web-based searching, self-archiving and open access are helping to

facilitate access. Specialized strategies are needed to facilitate identification and

retrieval of grey literature. While some grey literature may be published eventually,

and may be easier to find, sometimes it never is. The Canadian Agency for Drugs and

Technologies in Health (CADTH) employs a number of health librarians and expert

searchers and has developed extensive lists of sources. So also, Librarians at the New

York Academy of Medicine produce reports on grey literature, which are useful for

collection development and current awareness. (The wiki index, April 2012).

AGRINDEX database is also available for life sciences and agriculture, but to date,

very few grey literature documents are found in it. Energy and aerospace sciences

documents are predominantly found in STAR (Scientific and Technical Aerospace

Reports) through NASA (Mason, 2012). Additionally, the International Federation of

Library Associations (IFLA) developed the Universal Availability of Publications

(UAP) program, which is supported by United Nations Educational, Scientific and

Cultural Organization (UNESCO), and offers a wide range of educational, scientific,

social, economic, and technical materials to anyone anywhere (Augur, 1989).

The first step in either selection and acquisition or weeding of documents

which Afolabi (1991) considered critical is appraisal of documents. This is because

the usefulness of adocument to the users will depend on their significance. According

to Afolabi in appraisal and acquisition of archival records and manuscripts, ‘the

process of determining the significance of records and manuscript is referred to as

31

appraisal. Appraisal here is the process of determining the significance of grey

literature to users, with archival records and manuscripts inclusive. This process

deserves an understanding of the entire organisation being served with particular

reference to materials they need. After appraising grey literature, the next step is to

select them based on the result of the appraisal (i.e. the significance of the grey

literature to the users) and then acquire them through any (or more) possible sources

or methods of acquisition.

The major ways of acquiring grey literature are through donation/free

distribution by Governmental Organisations (GOs), Non-Governmental-Organisations

(NGOs) and individuals, or bequeath by prominent personalities. Purchase,

loan/exchange, and legal deposits mostly applicable to governmental organisations are

also some of the ways of acquiring grey literature but not popularly practiced.

(Mukhtar, 2009). Similarly, in The University of New South Wales web site, accessed

May 2012, it is said that most grey literature is free. But it is also contended there that

‘some sources of grey literature, such as market research firms charge for access to

their material’. Where there is a charge, one should not forget to check first a source

like the Libraries Australia catalogue and other academic libraries catalogues one

might find some copies free or for loan.

Augur (1989) noted that ‘grey literature is sometimes available through

exchange agreements with other organizations or by subscription. That, ‘annual

subscriptions are expensive, but convenient, if complete subject coverage is needed’.

Furthermore, he said that ‘Other facilities use UNESCO book coupons, monthly

standing orders, and a company such as Communicating Science, to find the

information, or Crimdoc (crime-document), which maintains a criminology library

32

database for grey literature from the criminology field. That currently, many items of

grey literature can also be purchased through booksellers and subscription agents as

the scope of the literature is growing. Weintraub (2011) observed that Scientific grey

literature comprises newsletters, reports, working papers, theses, government

documents, bulletins, fact sheets, conference proceedings and other publications

distributed free, but remarked that ‘some of these are only available through

subscription, or for sale’.

Considering the facts above, it can be concluded that donation/free distribution

of grey literature is the major way of acquiring grey literature, but other ways such as

bequeath, Purchase, loan/exchange, and legal deposits also exist.

The immense value of grey literature in all areas of human knowledge is

masked by the difficulties usually encountered in its acquisition, management, access,

and use (Omeje, 2010). Many of the grey literature are difficult to locate and obtain.

(Hargis Library, 2012). Mason (2012) observed that Meeting papers are more difficult

to get. It is revealed in the wiki index (April, 2012) that ‘‘Grey - or gray - literature is

historically difficult to identify because:

a. much of it is unindexed or unpublished (often both), and;

b. it is often locked deep within the hidden or invisible web.’’

Augur (1989) also pointed out the core reasons for difficulties in identifying

and acquiring grey literature which he attaches to its ‘poor bibliographic information

and control, non-professional layout and format, and low print runs.’ He lamented that

‘the implementation of bibliographic control through ISBNs, ISSNs, and report

numbers has been somewhat helpful, but also disorganized’. That, ‘for instance,

reports, which make up the lion's share of grey literature, do not as a rule use ISBNs,

which require a depository, instead, report numbering was initiated as a means to

33

introduce standardization’. That, ‘the problem is that these numbers were designed to

include subject matter, date, form, agency, security classification, location, and

additional data, and consequently, are quite long and confusing’. That, ‘in addition,

given the nature of the literature, some categories contain security restrictions’.

Furthermore, he said, ‘non-availability (of grey literature) may be due to incomplete

or incorrect identification, since accession or report numbers must be correct to obtain

accesses.

When the grey literature have been appraised, selected and acquired, the next

step is to process them, which means organising them. Organisation of grey literature

in line with Afolabi (1991) organisation of archival records and manuscripts, involves

arrangement, indexing and description or cataloguing of grey literature.

Hutton (2009) stressed that problems arise in libraries when a patron requests a

particular document and the librarian does not know where to begin the search. This

often happens when the resources acquired are not processed or not properly

processed. He affirmed that many attempts have been made to provide sourcing for

grey literature, including the Griseli Project in France; the UK's British Library

Document Supply Centre; the Russian Union Catalogue of Grey Literature; and the

SIGLE (System for Information on Grey Literature in Europe) which is maintained

and operated under the auspices of the European Association for Grey Literature

Exploitation (EAGLE).

The U.S.A. National Library of Medicine Web site, accessed November 2011,

revealed that, all reports produced by the Institute of Medicine receive Library of

Congress numbers, and are preserved according to the Library of Congress standards.

Although, the producers interviewed in the report did not pursue or receive Library of

34

Congress numbers for their grey literature products as noted in the report. The report

stated that, the United States issues a general index of government publications and

technical reports in the Monthly Catalogue of US Government Publications, and other

publications report the work commissioned by the United States government, but use

the minimalist approach of few details, no abstracts, and no indexes.

It is contained in the publication of Hargis Library (2012) that Bay

Bibliography (a compilation of grey literature on ecology and management of bay)

produced over a ten year period ending in 1981, covers books, articles, government,

institutional and academic reports, as well as theses and dissertations dealing with all

aspects of the ecology and management of the Bay spanning back to the 1920's.

Cataloguing and maintenance of grey literature should be considered on a

library to library basis said Augur (1989). He buttressed that it would appear that

special libraries are primarily concerned with this literature, but academic libraries

will have their share, depending upon the academic scope. He alleged that, small

libraries may not catalogue them at all and choose to file grey literature in a pamphlet

or vertical file collection. That, AACR2 rules are available, which specify to catalogue

under the corporate body, if possible. That another option is to use the guidelines set

down by the Committee on Scientific and Technical Information (COSATI) for

technical and scientific reports. Mason (2012) pointed out that the following elements

are included in the descriptive cataloguing process for COSATI and appear verbatim

from Charles P. Augur's views:

1. Accession or report number, 2. Corporate author, 3. Title, 4. Descriptive role -

subtitle or progress report, etc. 5. Personal author, 6. Date, 7. Pagination, 8.

35

Contract number, 9. Report number, 10. Availability, 11. Supplementary note, 12.

Security classification.

Preservation of Grey Literature

According to Mukhtar (2009) in the management of grey literature, the first

thing after acquisition is to consider the preservation policy. U.S.A. National Institutes

of Health, Health and Human Services report (2008) indicates that, to supplement the

expertise of the Advisory Committee on the grey literature preservation of their

organisation, a small number of greys literature-producing organizations were

contacted to determine their preservation policy. Archival Practice of Producing

Organisations varies from organisation to another organisation. According to Mukhtar

(2011) the grey literature producers did not always have clear and consistent policies

regarding what to preserve and how to preserve materials.

Although technology has made it less costly to store information

electronically, and much information is archived online, material may be accessible

only as long as the organization is in existence. In lieu of the soft copies, the U.S.A.

National Library of Medicine Web site, accessed November 2011, revealed that, every

producer of grey literature interviewed in one of their reports acknowledged having

hard-copy archives either in an on-site library, off-site storage, or in the care of a

storage and fulfillment service such as the National Technical Information Service

(NTIS). The report states that, ‘in general, producers internally archive materials

electronically in order to fulfill requests for materials with reprints rather than original

copies. Many of the producers reported on indicate that they save materials on-line.

All indicated their willingness to share material with researchers who make requests,

36

but acknowledge that it may be difficult for researchers to know exactly what

materials are available, especially if they are not available on-line’.

Furthermore, the report stated that, the federal agencies of their organisation

follow regulatory guidance regarding preservation; this guidance includes Generally

Accepted Accounting Standards and National Archives Standards for the General

Accounting Office, NARA and NTIS Schedule of Retention Regulations. That,

reports, final grant and contract products are sent to NTIS for archiving and

preservation. Some of the materials in these reports end up in the published literature

in the form of journal articles. More transient materials, such as fact sheets and issue

briefs, are not preserved in any organized fashion. Many of these materials, such as

fact sheets, are updated periodically and so the content may change over time.

Many other countries have appointed organizations to keep track of the grey

literature being produced. In Canada, the Canada Institute for Scientific and Technical

Information (CISTI) has a network set up to provide information to scientists and

researchers. It operates a document delivery service that has three million titles in its

database and two million technical reports on microfiche. (HilWik, accessed May

2012).

Grey literature is a significant resource in the fields of health services research

and health policy. Preserving or archiving it in some way is important, and there may

also be a role for an organization to take the lead in preserving this material in a way

that will act as a quality seal of approval. This can be accomplished either through

directly archiving the material, or creating and providing guidance to producing

organizations about appropriate preservation procedures. (National Institute of Health

and Human Service Information Act, 20008). Accordingly, it appears that a central,

37

physical archive of materials may be both impractical and unnecessary. Instead, an

electronic archive may be a better option to house appropriate items, as well as make

retrieval of these items easier for users (Mukhtar, 2009). While a clearing house with

links to other organizations is another option, it does not appear to be as useful given

that some organizations internally archive their material, making it inaccessible via

links. In addition, some grey literature (such as fact sheets) is continually updated and

so may not serve the historical purpose of preservation. (HilWik, accessed May 2012).

Transparency regarding preservation policies is imperative. The encouragement

of transparency for preservation policies would greatly improve users’ ability to

determine the long-term status of individual products, noted Mukhtar (2009).

Organizations should be encouraged to provide transparent information on the

availability of their products, e.g., whether the organization contains a central library

which retains paper copies and whether electronic formats are available. At the item

level, users should be informed whether the product is available in hard-copy or

electronic format and for how long the product is expected to be available said

Mukhtar (2009). It is noted in NIHHHS Information act (2008) that, the value a

respected organization would bring to a grey literature preservation project is the

imprimatur of legitimacy. That organization could establish standards or criteria to

promote quality of grey literature. For example, organizations could be encouraged to

include a brief text within each product describing 1) how the product was produced

and 2) how the product was reviewed.

‘‘...An increasing amount of grey literature is now available on the Web in the

form of Adobe Acrobat (PDF) documents. This means that it is relatively easy to find

38

recent examples of grey literature using a simple Google search.’’ (The University

New South Wales Home site, accessed May 2012).

Informal communication is changing the notion of grey literature which is

expanding to include e-mails, faxes, blog postings, wikis, RSS feeds and podcasts. An

increasing amount of grey literature is now available on the Web in the form of Adobe

Acrobat (PDF) document. Due to changes in the handling of grey literature,

digitization projects and self-archiving grey literature is now more visible and

retrievable. (The wiki index, April 2012). The proliferation of end-user driven content

on the Web has increased the availability of grey literature.

Many organisations, institutions and agencies make grey literature available on

their websites. There are also several grey literature databases which can be searched

for references of data sources. (NDARC Report (2010). It also stated that, ‘an

increasingly important source of grey literature is the institutional repositories being

created by universities world-wide. Most institutional repositories collect grey

literature written by academics at their institution’. Web sites that index and collect

grey literature are also growing in number. A useful starting place is the ACRL page

on Grey Literature: Resources for Locating Unpublished Research. Trove is an

Australian access point to resources found in the "deep web". Along with historic

newspapers and old photographs, Trove includes references and full-text links to a

range of grey literature resources. The Trove interface does not require any special

knowledge of Library catalogues. WorldCat, which includes the holdings of over

20,000 libraries world-wide, includes grey literature. (The University New South

Wales Home site accessed May 2012).

39

Mason (2012) said that ‘by the 1970s, grey literature was a recognized

dissemination vehicle for many organizations and considered important reading

throughout the world. The problem was, it was not getting any easier to find.

Consequently, both the Commission of the European Communities and the British

Library Lending Division came together to form a very important database for grey

literature called SIGLE or System for Information on Grey Literature in Europe. It is a

bibliographic database that covers non-conventional European literature in the fields

of pure and applied sciences, and technology. By 1984, social sciences, economics,

and the humanities were also included. SIGLE also gives access to discussion and

policy documents, research reports, theses, working and conference papers, and some

important official publications, with citations in English’.

The explosive growth of the web has had a significant impact on production,

distribution, access and use of grey literature such that ‘the difficulty of retrieval,

which used to be a distinctive feature of grey literature is now being

minimized’.(Hlwiki Canada, Accessed April 2012). Similarly, The wiki index, April

2012 reiterate that ‘due to changes in scholarly publishing - ie. digitization projects,

Google Book Search, open access and self-archiving, grey literature is now more

visible and retrievable’. That, ‘the explosive growth of the web has had a significant

impact on production, access and distribution of grey literature such that the difficulty

of retrieval, which used to be a distinctive feature of grey literature . . . is now being

minimized.....increasingly, institutional repositories - such as the University of

Toronto TSpace - archive faculty publications have made them (grey literature)

available and searchable on the web. For example, materials may be crawled by

Google scholar and/or Scirus’. It also maintained that, for systematic reviews, several

40

search engines that crawl different portions of the Web should be searched as one-stop

searching does not yet exist, and that, a person should start search for grey literature

by scanning/browsing relevant government or institutional websites. And if a person is

an information professional or searcher, he can try: GreyText - An Inhouse Archive of

Documents on Grey Literature.

The All Academic site provides the full-text of papers delivered at academic

conferences which used the company's software. ProQuest has a database Conference

Papers Index which includes details of conference papers in the life sciences,

environmental sciences and aquatic sciences. The entries in this database include

ordering information to obtain abstracts and copies of papers. Individual databases

(such as Agricola, APA Full-Text, MEDLINE, ERIC and PsycINFO) index or abstract

conference proceedings or individual papers. (The University New South Wales

Home site, accessed May 2012).

Weintraub (2000) observed that in today’s electronic information environment,

the Internet has become a major source for dissemination and retrieval of grey

literature and often serves as a user’s initial introduction to a topic area. That well

designed Web sites give users access to a body of digitally produced grey literature

that complements the existing body of print materials which is a major source of

information retrieval and dissemination and that, there is growing acceptance to

include references to relevant Web sites in scholarly papers and journal articles.

Scientific publishing on the World Wide Web makes it possible to disseminate new

information to a global audience in a matter of minutes. Ease of access and the speed

in which extensive amounts of information can be made available, will have

41

implications for the formation of science policy and public attitudes in a more

profound way than in the past.

As Gelfand (1998) pointed out in a paper presented at the International

Conference on Grey Literature, ‘science policy sites, scientific protocols, and

scientific journalism are examples of grey literature available on the Web that are

extremely valuable for communication among scientists. Imaging technologies that

support medical, biological, archaeological, astrophysical, meteorological, and

geological, imaging quickly and with clear resolution, offer infinite possibilities for

scientific publishing on the Web. The incorporation of video and sound into those

sites enhances learning by giving users the opportunity to interact with others on a

particular site and achieve a dialogue and exchange of ideas’.

The explosive growth of the web has had a significant impact on production,

access and distribution of grey literature such that the difficulty of retrieval, which

used to be a distinctive feature of grey literature, is now being minimized (The wiki

index, April 2012). Alberani, Pietrangeli and Mazza (1990) also share similar view as

they said that, ‘due to changes in scholarly publishing – i.e. digitization projects,

Google Book Search, open access and self-archiving, grey literature is now more

visible and retrievable’.

Increasingly, the Internet has enabled organizations to disseminate and archive

grey literature materials more easily and at less cost. Likewise, users increasingly turn

to the Internet for their information needs. In this regard ‘Specialized strategies are

needed to facilitate identification and retrieval of grey literature’ (The wiki index,

April 2012). Banks (2000) comments that, ‘it is necessary that users learn the skills for

assessing the quality and credibility of a Web site in the same manner that they assess

42

a scholarly article. An author’s background, institutional affiliation, research methods,

data collection procedures, hypothesis testing, data collection, statement of findings,

and source of a Web site must be evaluated by users in order to ascertain the

credibility and the accuracy of the information presented’. Librarians try to adopt pro-

active approaches to finding locally-published materials, though Web-based

searching, self-archiving and open access are helping to facilitate access. (The wiki

index, April 2012). In the words of Augur, ‘overall, there are some important things to

remember when a request for grey literature is made: 1.) if there is a known ISBN, use

it, 2.) reports are often issued what are called accession or report numbers that can be

crucial for identification, and 3.) date, author, title, and originating body are required’

(Auger, 1989).

In a bid for development and dissemination of best practices of grey literature,

with regards to grey literature of the U.S.A. National Library of Medicine (NLM),

NIHHHS Information Act (2008) stated that, ‘in the absence of a nation-wide central

archive, producers would benefit from the development, production, and distribution

of guidance (brochure or pamphlet) on best practices when archiving materials. At the

organizational level, organizations should be encouraged to inform users of how long

publications are expected to be accessible and how. NLM can share its Web archiving

decisions to groups as a guide. For instance, NLM tags Web pages with visitor

information with Permanence Not Guaranteed. Guidelines could be disseminated to

Communication and Information Technology Directors at producing organizations,

either electronically or in brochure form’. It goes further to state that ‘transparency is

also needed about the creation and review process of grey literature to enable users to

better assess the products’.

43

Search engines help to uncover a lot of grey literature. U.S. health librarian

Marcus Bank's research suggests that the barriers to finding grey literature may be

coming down as a result of open access and search engines. Gary Price, a search

expert and librarian, has said that 'public information on the deep Web is currently 400

to 550 times larger than the surface Web' (HLWIKI Canada, 2012). In light of

institutional repositories and open archives the deep web is more accessible than ever

but much continues to be locked away behind commercial (or password-protected)

databases. Health literature fares better than some areas. But conference proceedings,

abstracts and government reports in the pre-digital era are difficult to locate. The Web

provides access to billions of web pages, but not all relevant health information is

digitized yet. Health librarians should work toward improving access to older

materials, which, arguably, now form part of the grey literature (the U.S.A. National

Library of Medicine Web site, accessed November, 2011). In addition to websites and

online databases, electronic forums or eForums (also referred to as eGroups, bulletin

boards, discussion forums and message boards) can be an important portal for

obtaining grey literature (NDARC Report, 2010).

Challenges in Managing and Utilizing Grey Literature

Grey literature unlike other publications does not pass through formal

publishing processes thereby posses challenges in its creation and in the integrity of its

content, ‘grey literature is material that is not formally published by commercial

publishers or peer reviewed journals...’ (NDARC Report, 2010). Grey Literature may

not go through a peer review process, and its authority must be scrutinized (The wiki

index, April 2012). Again, grey literature can be influenced in the process of creation

or twisted by parental organisation that creates them in their favour even if it is not the

44

right way. ‘The danger of grey literature is that some of the "think tanks" which

publish reports and working papers have their own political or social agendas. In a

few notorious cases, organisations have been set up for public relations reasons to

promote bogus research’. (The University New South Wales Home site, accessed May

2012).

The web is changing publishing processes. Similarly, there is a shift in the

ways of publishing and acquiring grey literature towards electronic system of

publishing and acquisition through web. It is a clear fact that this innovation is

attached with its pros and cons. All librarians and information specialists have one or

more stories about finding grey literature especially literature that has to do with

confidentiality of an organisation. ‘All librarians and information specialists have

personal stories about finding elusive conference proceedings, abstracts and reports.

The digital age has not completely changed that - not yet in any case’ (The wiki index,

April 2012). ‘Far more difficult to locate are unpublished conference papers, or

conference proceedings that have yet to be published in book form. There are a

number of databases which contain details (and occasionally the full-text) of papers

from academic conferences. These can be some of the hardest forms of grey literature

to locate. Where papers presented at an academic conference have been published as a

book or as a special issue of a journal, these can be readily found in library catalogues

(The University New South Wales Home site, accessed May 2012).

Grey literature is elusive to find especially on the net. It is sometimes difficult

to find on net because the method of organisation is not good enough. The

functionality of the web as a search space is limited due to its methods of

organization. ‘‘The web is changing dissemination and publishing processes.

45

However, findability on the web remains a difficult issue. While some Grey Literature

may be published eventually, and may be easier to find, sometimes it never is...

‘Fugitive’, hidden, invisible or literature in the deep web may be on government sites,

deep in archives, institutional repositories, theses databases, conference sites,

associations. Open Access (OA) to materials and the creation of institutional

repositories has revolutionized publishing and the work of providing access to

published works. Despite pivotal information trends like these, some digital and print

materials are still hard to find and obtain.

The emergence of search engines has helped to index and make findable a lot

of grey literature. But searching carelessly with Google creates other problems for

information specialists as important documents can easily be missed. Even though the

Web is estimated to be 500 billion - perhaps as high as one trillion pages, its

functionality as a search space is limited due to its methods of organization. Important

documents may be easily retrieved via search engines, but some grey literature may

ultimately be hidden within results, down several pages or not visible at all due to a

relative lack of popularity. Computer algorithms help to improve search engines.

Pagerank (page ranking) uses popularity as a means of ranking results with important

items rising to the top. But by placing popular materials at the top of results, searchers

will rarely see/go beyond the first six or seven results (The wiki index, April 2012),

this is one of the limitations in grey literature utilisation.

Omeje (2010) observed the challenges confronting grey literature management

from five points that are summarised below:

- Problems of availability deriving from its unconventionally-published nature;

46

- Problems of management (improper treatment of grey literature in the library)

deriving from non professionally-accepted standards of production of grey

literature;

- Problems of accessibility deriving from the treatment of the grey literature that

fall short of the standard methods of processing and accessing of the materials

in the library;

- Problems of fund constraints as a result of insufficient funding condition of the

libraries to cater for grey literature acquisition and management; and

- Problems of lack-lustre attitudinal of librarians and information workers

towards grey literature acquisition and management.

Schopfel (2009) lamented that it is regrettable that library management and

staff relegate to the background grey literature even when opportunities arise to make

free subscriptions to certain grey literature.; they are often abandoned in favour of

conventionally published text books, journals and periodicals, e.t.c. Thesis and

dissertations for instance, are report of academic research undertaking by all

prospective graduating students in partial fulfillment for the award of various degrees

in tertiary institutions.

In most of the institutions, their libraries are mandated to obtain copies of these

works freely from the various departments. Unfortunately, studies such as Schopfel

(2009), Mukhtar (2009) and Manson (2012) revealed that many libraries do not

follow-up to collect them rather waiting for producers to forward them. Where

producers willingly forward their products, they are either collected and abandoned in

a corner not accessible by users or hanged off on the hands of the producers for

unacceptable reasons of limited space.

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Strategies for Improving Management and Use of Grey Literature

The need to better the acquisition, organisation, preservation, access and use of

grey literature is an interconnected activity where one invariably influences another

and vice-versa. When the acquisition, organisation and preservation are poor, this

definitely affects access and use. So, the need to improve acquisition, organisation and

preservation of grey literature is as improving access and use which is the chief aim of

acquiring grey literature and every information material. This is imperative in

management and use of grey literature especially in this digital age where web is the

centre where large part of grey literature are created (desktop publishing), acquired,

preserved, accessed and used by larger population across the world. In this regard

Mason (2012) commented that ‘‘many possibilities exist, but it would be more

practical for some kind of universal standard protocol to be used to ensure that

bibliographic access is available for all who need it.

The Internet definitely helps to provide access to some kinds of grey literature,

but it is difficult to sift through all the information to find what you need. Solutions

for its identification, acquisition, and cataloguing are far from solved, and will need

international cooperation and consensus.’’ Similarly, Muhammad (2006)

recommended that ‘‘record management practice of the present day is a professional

job that demands highly trained records management personnel to handle record of all

kinds.

The use of modern Information and Communication Technological devices

such as computer and its software’s are very relevant to the current management of

information explosion as it facilitates better records management and ease retrieval.

Proper funding and supply of adequate record management facilities are among the

48

key to successful records management that should be paid attention. More so, a

committee charged with the responsibility of records appraisal, transfer, access/use

and preservation of valuables/disposition of non valuables be constituted to check

chaotic world of records in record centres.’’ This is paramount to grey literature

management. Afolabi (1991) also noted the need for professionalism in management

of records of which he said that ‘‘successful record keeping requires the services of

professional and sub-professional records managers who can put order to the chaotic

world of records in any organisation and institution.’’

Following a decision on the methods of preservation to be employed in

managing records (grey literature), Benedon (1994) suggested that the most economic

method of preservation be considered which he said include the followings:

i. Built-in Dispersal (protected by the normal distribution of records which does

not necessitate the creation of additional records);

ii. Improvised Dispersal (utilization of existing records which might normally be

discarded after use, such as records which are needed solely for posting

purposes, e.t.c.);

iii. Evacuation (removal of old records considered vital to a more secure location);

iv. Vaulting (storing of vital records in a vault on the premises of the operation);

and

v. Duplication (creation of an additional copy of the vital records in prints and

non-prints, i.e. softcopies in lieu of hard copies).

Afolabi (1991) scribed out some security measures adopted by the earliest and

present day libraries in safeguarding library materials in his book ‘Introduction to

49

Archive and Record Management’ which is considered vital to the improvement of

grey literature management and utilisation that is reported below:

Stamping; bibliographic control (cataloguing, indexing, abstracting, e.t.c.);

duplication (photocopying, microfilming, e.t.c.) and chaining of important materials

which checkmate the missing of the materials from the centre of preservation and

dissemination. Deposits/charges paid by patrons which enabled the replacement of

missing materials. Proper surveillance of the patrons and staff (especially the use of

closed circuit television system installed at all points of the building and use of

microchips systems that helps in dictating library materials at the point of exit),

protection of the building against minor enemies (rodents, reptiles, pests and parasites,

e.t.c.) and building deficiency (crack, linkage, float, mildew, desiccation, dust, e.t.c)

will check the menace foreseen in grey literature management.

Good policy statements which outline condition of use, interviewing that

determine users’ needs, exhibitions, and advertisements and enlightenments are some

of the ways of publicizing library materials according to Afolabi (1991). Similarly,

Omeje (2010) suggested five things that need to be done to create the right

environment for management and use of grey literature; these are:

- Formation of policies on grey literature that articulate grey literature needs and

ensure optimum creation, capture, management, dissemination and use;

- Setting up grey literature collecting agencies to obviate problems of

availability;

- Establishment of standards for grey literature production to ensure optimum

availability, dissemination, access and use;

50

- Formation of consortia on grey literature to pool together efforts of the scarcely

available human resources in the area of grey literature acquisition,

management, access and use; and

- Application of new technologies (ICTs) to the service of grey literature

exploitation.

The implementation of these strategies for management and use of grey literature

resources especially in Nigeria is timely to guaranty full exploitation of grey literature

resources.

Theoretical Framework

The theoretical framework of the study was based on two management

theories, viz: Scientific Management and Classical Organisation theories.

Federick W. Taylor (1986-1915) and some individuals devised the body

principles of management known as scientific management theory. The scientific

management theory arose in part from the need to increase productivity in steel

industry but later applied in management of many organisations. Taylor rested his

philosophy on four basic principles: (1) The development of a true science of

management so that the best method for performing each task could be determined.

(2) The scientific selection of workers so that each worker would be given

responsibility for the task for which he or she was best suited. (3) The scientific

education and development of workers. (4) Intimate friendly cooperation between

management and labour.

Taylor contended that the success of these principles required a complete

mental revolution on the part of management and labour. In short, Taylor believed that

management and labour had common interest in increasing productivity.

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Taylor, based on production line time studies, analysed and timed steel workers

movements on a series of jobs. Using time study he broke job down into its

components and designed the quickest and best method of performing each

component. He also established how much workers (number of workers) per

equipment and materials at hand for maximum production. Taylor’s method led to

dramatic increase in productivity. Its efficiency techniques have been applied to many

tasks in non industrial organisations.

However, this theory was deemed fit for this study. The fundamental

characteristics of this school among others is that, the functions of management is

scientific and encompasses planning, organizing, motivating and communicating that

are capable of being defined, emphasized and studied. On the context of this issue

Kanter (1997) analysis management functions in information organization as

“scientific and semantic control of recorded information, the control over its creation,

maintenance, utilization, storage, retrieval and disposition. Based on this principle, the

variables under studied in this research covered acquisition, processing, preservation

and utilization of grey literature resources in academic libraries.

The second theory considered related to this work is Classical organisation

theory. Henri fayol (1841-1925) is generally hailed as the founder of the classical

management school not because he was the first to investigate managerial behavior

but because he was the first to systematize it. Fayol believed that sound management

encompasses: (1) Division of labour; the most people specialise the more efficiently

they can perform their work. (2) Authority; Managers must give orders so that they

can get things done but will not always compel obedience unless they have personal

authority expert. (3) Discipline members in an organisation; need to respect the rules

52

and agreement that govern the organisation and enforcement of penalties for

infractions. (4) Unity of commands; each employee must receive instruction from one

person, fayol believes that if an employee reports to more than one manager, conflict

in instruction and confusion in authority would result. (5) Unity of direction; those

operations within the same organisation that have the same objectives should be

directed by one manager using one plan. (6) Subordinate of individual interest to

common good; in any undertaking the interest of employees should not take the

precedence over the interest of the organisation as a whole. (7) Remuneration;

compensation of work done should be common to both employees and employers. (8)

Centralization; decreasing the role of subordinates in decision making, thereby

managers retaining the final responsibility but should at the same time give their

subordinate enough authority to do the jobs properly. (9) The hierarchy; the line of

authority runs in order of rank from top management to lowest levels of enterprise.

(10) Order; materials and the order should be in the right place at the right time.

People in particular should be in job or position they are most suited to. (11) Equity;

Managers should be fair and friendly to their subordinates. (12) Stability of staff; a

high employee turnover rate undermines the efficient functioning of an organisation.

(13) Initiative; subordinate should be given the freedom to conceive and carry out

their plans even through some mistake may result. (14) Esprit De Corps; promoting

team sprit to give organisation a sense of unity.

These principles set forth by Herifayol grew out of the need to find guidelines

for managing such complex organisation as factories but later adopted by

organisations other than the factories. Kochar and Sudarshan (1997) in their work;

Theories and Principles of Librarianship stressed that management according to this

53

school of thought is to a great degree an art concerned with the application of certain

principles that are to only a certain degree susceptible to scientific study. Much of the

material in any management text is based upon the concept of this school, although

not always so identified (Kochar and Susarshan, 1997). Similarly, the scientific study

of management and use of grey literature in academic libraries is also based upon the

concepts of this school of thought because the principles set forth by this school are

related to the management and use of grey literature resources in complex library

organisation. Issues of division of labour, order and unity of commands and direction,

and team spirit in work are key factors to efficient and effective management of grey

literature resources.

With regards to importance of grey literature as information resources

especially within academic community, there are basically two schools of thought.

One school, which is few, is of the view that grey literature has only an ephemeral

value. Those belonging to this school pose that everything worthwhile will eventually

appear in the conventionally published literature (Lankenau, 1994).

Contrary to the view above, the second school, which perhaps is the majority,

attaches prominent value to grey literature resources. This school maintains that much

knowledge and information will never appear in a form other than grey literature. As a

result of this, it is their argument that if there are no special efforts made by

specialized secondary services and centres in effective and efficient management of

grey literature documents, the material and information contained in them will be lost

forever (Gomensall, 1994; Villars, 1994). Most authors who uphold this view

substantiate it by making reference to the proportion of the overall corpus of human

knowledge that exists in this form (Omeje, 1997). Consequently, Aina (1994) wrote

54

that grey literature constituted as much as ninety-eight percent (98%) of African

literature, and attributed the phenomenon to the numerous producers of grey literature

such as government agencies NGOs private sector, research institutes and universities.

Implementation of these theories and principles in management of grey literature

resources is a sure way to guaranty the effectiveness and efficiency in the

management and use of grey resources and therefore it is essential.

Review of Related Empirical Studies

Related empirical studies with respect to the management and use of grey

literature in academic libraries are scarce and difficult to come by. However, few

studies were found to be relevant to this study.

Omeje (1997) conducted a research on the Availability and Management of

Grey Literature for Agricultural Research in Nigerian University Libraries.” The

purpose of this study was to ascertain the extent of availability of grey literature for

agricultural research in Nigerian University Libraries; identify problems entailed in

acquiring and accessing grey literature; identify method use in acquisition,

organization and dissemination of grey literature resources. Descriptive Survey

research design was employed for the study. The area of study was Nigeria with

population comprising all librarians in the then thirty-eight universities in the country.

Sample of six librarians were drawn from six universities in Nigeria. The instrument

used in data collection was questionnaire comprising thirty items. Six (6) copies of

questionnaires were distributed and returned. The data collected was analysed using

frequency and mean score and presented on tables.

This research came up with the following findings: that local technical reports

and unpublished conference proceedings in agriculture are poorly available for

55

agricultural research in Nigeria university libraries. There was no reliably effective

method for the acquisition, processing and preserving of the resources. Lack of funds

for acquisition and absence of library policies on grey literature management were

identified as some of the problems facing grey literature management. In the light of

these findings, the study recommended for Provision of adequate funds and policies

for acquisition, enforcement of the legal deposit laws, establishment of a national

agricultural library, creation of more access entries, and employment of subject

specialist with IT knowledge in managing grey literature resources.

Although the research design and instruments used in conducting the above

research are the same with that of the current research, but some variables, purposes,

time period, area and population of the two researches vary. These factors therefore

create gap for the current research to fill.

Samaila (2010) also conducted a research on the Collection, Accessibility and

Dissemination of Grey Literature in Nigeria First Generation University Libraries.

The purpose of this study was to examine the collection, accessibility and

dissemination of grey literature in Nigeria first generation university libraries.

Descriptive survey design was adopted for the research. The area of the study was

Nigeria with population of 150 librarians drawn from five Nigerian first generation

university libraries. The instruments used in collecting data were questionnaires that

comprised 150 items, interview schedule and observation checklist. One hundred and

fifty (150) copies of questionnaires were distributed but only one hundred and thirteen

(113) were retuned.

The data collected, which was analysed using frequency and mean score,

revealed the following findings: that publication of the originating learned societies

56

and participants at conferences were the major sources of discovering the existence of

grey literature. General collection development policy was the only document used in

the acquisition of resources. In other word, there is no specific collection policy for

grey resources in universities studied. Gifts and donations from organisations were the

most widely methods of grey literature acquisition, purchases been the least.

Librarians hardly give full cataloguing to grey literature. Absence of collection

policies, storage facilities and, librarians’ law perception on grey literature were

among problems reported. The following recommendations among others were made;

provision of adequate fund, policies, modern devices, and standards for organising

grey literature; creation of more access entries and employment of subject specialists

with good knowledge of ICT.

The research above is related to the current research in the design and

instrument used in conducting the research but some variables, purposes, time period,

area and population of the two researches varies. These factors therefore created gap

for the current research.

Anunobi (2005) conducted a study on Managing Past Question Papers in

Academic Libraries. Specifically, the purpose of this study was to find out the

methods of acquisition, processing and storage of past question papers and mode of

use. Survey research method was adopted which accorded the study the use of

interviews schedule comprising fifty-five items and observation checklist as research

instruments. The area of the study was Nigeria with particular reference to academic

libraries in Imo state. A population of four academic libraries of four institutions was

sampled. The data collected was analysed using frequency and mean score and

presented on tables.

57

The findings revealed that; libraries used three methods of acquisition, namely:

standing order deposit, request by libraries and serendipity; resources were processed

by some of the libraries through stamping and sorting in order of the course of study;

files, folders and bag envelops were storage facilities used; and some of the libraries

created access through indexing. Lack of cooperation from faculties, theft and

mutilation emanating from open access were some of the problems lamented. The

following recommendations were made: efforts be made to collect every question

paper produced in the institution, where faculty members refused to co-operate, visits

should be paid to Deans; libraries should apply every processing technique required of

archival materials on the question papers, an in-house classification scheme be

developed; schedule officers should pay visits to neighbouring libraries where they

can brainstorm on the way forward with reference to past question paper management;

duplicate copies of question papers should be made and used to serve students.

Popoola (2000) conducted an empirical research on Records Management in

the Nigerian Banking Industry. The objective of this study was to find out the types

and formats of records creation, maintenance and use, and preservation in banking

industry. Descriptive survey design was employed in conducting this research. The

area of the study was Nigeria with a specific reference to commercial, merchant and

development banks. The study population was made of one hundred and nineteen

licensed banks operating in the country as at 31st December, 1997. A stratified random

sampling technique was used in selecting a sample of one hundred and fifteen banks

from a population size of one hundred and nineteen using the proportional allocation

to samples methods. Questionnaire containing 98 items was the instrument used in

58

collecting data. Thirty (30) copies of questionnaires were distributed and all returned.

Analyses were done using frequency and mean score and, statistics presented on

tables.

This study discovered that: 85.3% of the records were in paper format, only

14.7% in disk form; non-existence of a records department; automated records

management was not given high priority; majority of the banks have no records

management guidelines; and attributed all these to high incidence of bank’s failure in

Nigeria. The study therefore recommended for; retention and disposition schedules

and guidelines for management of records; that, the Central Bank of Nigeria should

mandate all banks to have records departments, and to implement and integrate

records management system.

Ejiga (2005) also conducted an empirical research on Archive and Records

Management at Federal Polytechnic, Idah in Kogi state of Nigeria. The purpose of

the study was to investigate the status of records and archives practices at Federal

Polytechnic, Idah with particular reference to accessibly, management and utilization

of records; factors militating against these variables; and useful strategies to overcome

these obstacles. The survey research design was adopted. The area of the study was

Nigeria. The study population was made up of sixty (60) staff of the Federal

polytechnic, Idah drawn from academic and non-academic departments. Questionnaire

comprising 100 items and oral interview were instruments used for data collection.

Sixty copies of questionnaire were distributed but only forty eight were returned. The

data collected was analysed using frequency and mean score and presented on tables.

The research discovers; complete absence of archival legislation and records

management policy; lack of qualified archivists and records managers; and poor

59

record management practices. Recommendations were made on establishment of

archive and records department to handle records; employment of professional

archivists/records managers; training and retraining of personnel; provision of

standard storage facilities and policy statement to back collection preservation and

utilization of archives and records in the institution; and publicity of archives and

records through exhibitions, conferences and workshops.

The research above is related to the current research in the design and

instrument used in conducting the research, but the title, purposes, time period, area

and population of the two researches vary. These factors therefore created gap for the

current research.

Summary of Literature Review

The reviewed literature related to this study revealed that grey literature is

produced in all sections of human activities and plays vital roles in the process of

mankind. Considering the facts in the review, it won’t amount to an over statement to

say that information available in grey literature forms are the basic ingredients for

development, especially in developing countries where much of conventional

publishing is still not well developed. The review identifies five essential areas in the

management of grey literature, namely; selection, acquisition, processing, preservation

and dissemination. It is clear from the review that these areas deserve serious

understanding and attention for effective and efficient management and use of grey

literature resources.

However, from available related empirical studies specifically reviewed gaps

were found in dealing with key issues in respect to management of grey resources.

Many studies focused more on availability and collection of grey literature than

60

management issues of processing, preservation and dissemination of grey and

problems associated with these. It is also found that none of the literature found ever

covers the area (Niger state) the present research focused. All these stimulated the

choice of the title ‘Management of Grey Literature in Academic Libraries’ with

specific interest to academic libraries of Niger state where actual or similar research

has not been carried out before this.

61

CHAPTER THREE

RESEARCH METHOD

In this chapter the design and procedure used for the study were discussed

under the following headings; design of the study, area of the study, population of the

study, sample and sample techniques, instrument for data collection, validation of the

instrument, method of data collection, and method of data analysis.

Design of the Study

The descriptive survey research design was employed for the conduct of this

study. A descriptive survey design was defined by Nworgu (2006) as those studies

which aim at collecting data on and describing in systematic manner, the

characteristics, feature or facts about a given population. Similarly Uzoagulu (2011)

stressed that in descriptive research, data are usually collected, orgarnised, and

analysed and then described as they exist (natural setting) without interfering with

them. Therefore, this design was deemed fit for this study as the study set to described

the actual situation regard to management and use of grey literature in the studied

academic libraries without interference by the researcher. The choice of this design

was also informed by its successful adoption in empirical studies on the Availability

and Management of Grey Literature for Agricultural Research in Nigerian University

Libraries carried out by Omeje, (1998).

Area of the Study

The area of the study was Niger State, Nigeria. The choice of the area became

necessary as a matter of fact that, a study that investigates grey literature management

in academic libraries in this area (Niger state) has not been carried out at this

particular period as it was done in other geographical areas of Nigeria. More so, the

62

researcher was already familiar with the area and found it not difficult to access the

chosen respondents.

Population of the Study

The population of this study were one hundred and two (102) librarians and

library officers that were currently serving or at one time served in the unit where grey

literature were kept from six academic libraries across the three senatorial zones of

Niger State. The main reason for choosing librarians and library officers that were

currently serving or one time served in the unit where grey literature were kept in

these libraries as respondents was that they were in a better position to provide

relevant information required in actualizing this research. Out of 102 respondents, 22

(21.6%) were from Federal University of Technology, Minna Library, twelve were

librarians while ten were library officers; 18 (17.6%) from Ibrahim Badamasi

Babangida University, Lapai Library, eight of them were librarians while seven

library officers; 16 (15.7%) from Federal College of Education, Kontagora Library,

five of these were librarians and eleven library officers; 10 (9.8%) from Niger State

College of Education, Minna Library, three librarians and seven library officers; 20

(19.6%) from Federal Polytechnic, Bida Library, nine of them were librarians while

eleven library officers; and 16 (15.7%) from Niger State Polytechnic, Zungeru

Library, five were librarians while eleven were library officers. The variation in the

distribution of population was as a result of capacity of staff in each of the library. The

distribution of the population is shown in Appendix C, p.105.

Sample and Sampling Techniques

A total of one hundred and two (102) librarians and library officers that were

currently serving or at one time served in the unit where grey literature were kept were

63

used for the study drawn from the two academic libraries in each of the three

senatorial zones in Niger State. The entire population of librarians with regards to grey

literature unit and related units was used. There was no sampling because the sample

size was manageable and this was in line with Nwana (1982) who suggested that when

the entire size of the population is small, the entire population should be studied. The

distribution of the population is shown in Appendix C, p. 105.

Instruments for Data Collection

Three instruments were used for collecting data. They are; structured

questionnaire, interview schedule and observation checklist. Seventy items

questionnaire entitled “Management and Use of Grey Literature Questionnaire”

(MUGLQ) and designed observation checklist were used for relevant and detail

collection of information. Structured Interview Schedule for top management staff

also used to confirm responses of the questionnaires. Documentary evidences in the

area of grey literature formed the basis for construction of these instruments.

The questionnaire was divided into seven sections (A-G) reflecting research

questions. Section A: had four items for the respondents to indicate their institution,

cadre and year of service. Section B contained four items on methods employed in

acquiring grey literature collections. Section C comprised two sub-sections (a and b)

with six items on methods of processing grey resources designed in a four point likert

rating scale. Section D devoted to preservation of grey literature resources and

constitutes six items. A four point likert rating scale will be used for data control.

Section E used to collect data on the utilization of grey literature and comprised

twelve items. Section F was designed to elicit responses on challenges of management

and use of grey literature resources and comprised nineteen items. Section G

64

contained twenty-three items on strategies for improving management and use of grey

literature resources.

The second instrument, that is, the observation checklist comprised twenty two

items and was used to collect data on types of grey literature available in each of the

libraries studied. Columns were provided for the researcher to tick the appropriate

options. Structured Interview Schedule comprising similar items in the questionnaire

also used to confirm data collected by the questionnaire and dealing with some

management issues that is best heard than written.

Validation of the Instrument

The instruments (questionnaire, structured interview schedule and observation

checklist) were face validated by three senior researchers in the field of Library and

Information Science, University of Nigeria, Nsukka, who compared items in the

research instruments with the research questions and determined their appropriateness.

The inputs of the three experts and that of the supervisor were incorporated together

and used for the study.

Method of Data Collection

The research instrument (questionnaire) was administered directly to 102

librarians and library officers that were currently serving or one time served in the unit

where grey literature were kept and that were responsible for collecting, processing,

preserving and disseminating grey literature resources. This was done on different

occasions within some weeks by the researcher and six research assistants, one from

each library/institution. These research assistants were trained on the techniques of

administering research instruments prior to the commencement of the research. The

research assistants helped the researcher in the distribution and collection of the

65

questionnaires. Twenty one questionnaires were distributed and returned by each of

the FUT, Minna and Federal Polytechnic, Bida, while 16 each by FCE, Kontagora and

State polytechnic, Zungeru. Eighteen and ten shared to and returned by IBB

University and COE, Minna respectfully. This is shown in appendix F, p. 107.

The observation checklist was used to check the number of grey literature

materials available in each of the library by the researcher with the assistance of

research assistants. Accordingly, the researcher directly observed the stock of each of

the library and ticked from checklist the material found in each library. Structured

Interview Schedule comprising the same items in the questionnaire was used to

confirm data collected by questionnaire. The researcher personally met with the

management staff (two from each library) and interviewed them.

Method of Data Analysis

Data collected on types of grey literature resources with the checklist were

analyzed and presented in graphs and frequency table with percentage returns of each

of the six academic libraries highlighted. In arriving at a decision the percentage mean

of these libraries were worked out for each items and compared with a criterion point

of 50%. Where it was equal or greater than the criterion point, it was regarded as

acceptable, and where it was less than the criterion point, it was regarded as rejected.

Section B to G of the questionnaire was also presented in graphs and tables

indicating the mean returns for each of the six academic libraries, and items based on

four point likert scale. In arriving at a decision the mean for the returns of the six

academic libraries put together for each item were computed and results compared

with the criteria mean of 2.50. Where it was either equal or greater than the criterion

mean, it was regarded as acceptable. Conversely, where it was less than criterion

66

mean, it was regarded as rejected. However, the data collected with the Structured

Interview Schedule were used to confirm or refute the findings from the questionnaire.

67

CHAPTER FOUR

RESULTS

This chapter presents the results of data analysed for the study. The presentations were

organised according to the research questions formulated for this study. The data collected for

this study was analyzed using frequency table, mean score and graphs for easy comprehension.

The remark columns refer to the decision made for each item with respect to the overall mean

scores obtained. Data for each research question was analyzed in order to ease comprehension

of responses.

Research Question 1

What types of grey literature materials are available in academic libraries in Niger

State?

Table 1: Observation checklist of available type of grey literature resources

S/

N

FUT IBBU FCE NSCOE FPB NSP

AV AV AV AV AV AV TOTAL

1 Reports √ √ √ √ √ √ 6

2 Statistics √ √ √ √ √ √ 6

3 Dissertations/thesis/Projects √ √ √ √ √ √ 6

4 Conference proceedings √ √ √ √ √ - 5

5 Bibliographies √ √ √ - √ - 5

6 Pamphlets/handouts √ √ √ √ √ √ 6

7 Unpublished research works √ √ √ √ √ √ 6

8 Policy statements √ √ √ - √ - 4

9 Surveys and maps √ √ √ - √ - 4

10 Newsletters and bulletins √ √ √ √ √ √ 6

11 Government publications √ √ √ √ √ √ 6

12 Leaflets and posters √ √ - √ √ - 4

13 Diaries √ √ √ - √ - 4

14 Calendars √ √ √ √ √ - 5

15 Speeches and letters √ - - - - - 1

16 Standards √ √ - √ √ - 4

17 Commercial documents √ - √ - - - 2

18 Patents - - - - - - 0

19 Announcements √ √ √ - √ - 4

20 Market reports √ √ √ √ √ √ 6

21 Manuals/handbooks √ √ √ √ √ √ 6

22 Website (databases

resources)

√ √ - - √ - 3

Total 21 19 17 13 19 9 99 FUT= Fed. Univ of Tech, Minna; IBBU= Ibrahim Badamasi Babangida Univ, Lapai; FCE =Fed Coll of Educ, Kontagora;

NSCOE=Niger State College of Education, Minna; FPB=Federal Polytechnic, Bida; NSP=Niger State Polytechnic, Zungera

68

Fig. 1 Illustration of Availability of Grey literature by different institutions in Niger State

In the Table 1 it is noticeable that Federal University of Technology, Minna has the

greatest variety of the grey literature materials. Twenty one types of grey literature out of

twenty two listed in the checklist were found in the library. Niger State Polytechnic, Zungeru

has the lowest of 9 types. This is illustrated in Fig. 1. In an interview it was discovered that

Niger State Polytechnic, Zungeru has a unit in registry department of the school where

resources like these are kept, as such only few come to the library. It was also established in

the table that those materials that are available in all the institutions include reports, statistics,

dissertations/thesis/projects, conference proceedings, pamphlets/handouts, unpublished

research works, newsletters and bulletins, government publications, market reports and

manuals/handbooks. Other materials such as bibliographies, policy statements and posters, etc

are also available in almost all institutions. But patents are totally lacking in all institutions.

69

Research Question 2

What methods are employed in the acquisition of grey literature in academic libraries in

Niger State?

Table 2: Methods of acquisition of grey literature

SN Methods Institution of Respondents Total Rank D

FUT IBBU FCE FB NSP

Mean Mean Mean Mean Mean Mean Mean

1 Donation and gifts 3.19 3.44 3.38 3.00 3.67 3.13 3.30 1st A

2 Standing order

deposit for staff 3.33 3.50 3.06 3.18 3.05 2.93 3.18 2

nd A

3

Purchase 2.00 1.67 1.94 1.55 2.95 2.07

2.03

3rd

D

4

Exchange with

other libraries

1.95 2.17 1.56 1.09 1.43 1.07 1.55 4th

D

Fig. 2: Illustration of method of acquisition of grey literature by different institution in Niger state

70

Table 3 above shows the mean rating of the respondents on methods employed in

acquisition of grey literature in academic libraries in Niger state. The results in the table

revealed that purchase has cumulative mean rate of 2.09 ( =2.09), donation and gifts has 3.33

( =3.33), Exchange with other libraries 1.60 ( =1.60) and Standing order deposit for staff 3.19

( =3.19). Using the criterion mean value of 2.50, it is evident that the respondents agreed that

items 2 and 4 (ie. Donation and gifts and standing order deposit for staff) are the major

methods employed in acquisition of grey literature in academic libraries in Niger. This is

illustrated in Fig. 2. The reason for this was attached to the peculiar nature of grey literature

acquisition which is not easy to find through purchase, as revealed during interview contact.

Research Question 3

How is the grey literature processed in these academic libraries?

Table 3: Method of processing grey literature resources

SN Method Institution of Respondents

Total

Rem

ark D

FUT IBBU FCE NSCOE FB NSP

Mean Mean Mean Mean Mean Mean Mean

1 Classification 3.33 2.78 1.88 2.82 2.95 2.00 2.63 1st A

2 Indexing and

abstracting 3.43 1.72 1.94 1.36 1.48 1.20

1.86

2nd

D

3 Cataloguing 1.95 1.67 1.88 1.18 1.71 1.33

1.62

3rd

D

Fig. 3: Illustration of Method of processing Grey Literature Resources by different institutions in Niger state

71

The results of data analysed in Table 4 shows the mean rating of the respondents on

how the grey literature processed in these academic libraries. The results depicted that material

classification has cumulative mean rate of 2.57 ( =2.57), Cataloguing has 1.67 ( =1.67) and

Indexing and abstracting with 1.94 ( =1.94) .Using the criterion mean value of 2.50, it is

apparent that, the respondents agreed item one (classification) is the major method that which

grey literature resources are processed in these academic libraries. This is illustrated in Fig. 3.

It was discovered in the interview that libraries apart of FUT, Minna and Federal Polytechnic,

Bida, have shortage of professionals that have technical knowhow of cataloguing, indexing,

abstracting and carrying out general reference work.

Research Question 4

In what ways are the grey literature preserved in these academic libraries?

Table 4: Method of preserving grey literature Institution of Respondents Total Rank D

FUT IBBU FCE NSCOE FB NSP Mean Mean Mean Mean Mean Mean Mean

1 Shelves with

labels 3.10 3.11 3.2 3.64 3.48 3.67 3.37 1st A

2 Vertical files

collection with

content

description

3.10 1.89 2.8 3.36 3.05 3.07 2.88 2nd

A

3 Computers and

accessories 3.00 2.83 1.6 1.18 2.95 1.47 2.17 3

rd A

4 Cabinets with

content

description

1.67 1.17 1.3 3.09 3.10 2.07 2.06 4th D

5 Microfiche

mechanism 1.10 1.17 2.1 1.73 2.95 1.20 1.71 5th D

6 Pamphlet

boxes with

content

description

1.95 1.39 1.6 2.00 1.10 1.07 1.52 6th

D

72

Fig. 4: Illustration of Methods of preserving Grey literature

Table 5 shows the mean rating of the respondents on ways which the grey literature

resources preserved in these academic libraries. The results reveal that cabinets with content

description has cumulative mean rate of 2.03 ( =2.03), Pamphlet boxes with content

description has 1.51 ( =1.51), Vertical files collection with content description 2.85

( =2.85), Microfiche mechanism 1.72 ( =1.72), Computers and accessories 2.73 ( =2.73) and,

Shelves with labels 3.34 ( =3.34). This is illustrated in Fig. 4.

Applying the criterion mean value of 2.50, it can be stated that item 3, 5 and 6 are major

methods of preserving grey literature resources in these academic libraries. The management

of various libraries during an interview attached this to poor funding of the libraries, shortage

of professionals that have technical knowhow of working on the materials and negligence of

library officers on willingness for improvement upon all encouragements, so as to support the

efforts rendered by the minority professionals.

73

Research Question 5

How are the grey literature accessed in academic libraries in Niger state?

Table 5: Ways of accessing grey literature resources

Ways Institution of Respondents Total Rank D

FUT IBBU FCE NSCOE FB NSP

Mean Mean Mean Mean Mean Mean Mean

1 Shelf guide 3.10 3.44 1.44 3.18 3.52 3.47 3.03 1st A

2 Printed list 2.86 2.00 1.81 3.46 3.67 3.07 2.80 2nd A

3 Handbook

comprising

list of grey lit.

1.38 1.06 1.81 2.91 3.81 1.73 2.11 3rd D

4 Manual cata

guide

1.57 1.44 1.63 1.55 2.76 1.67 1.82 4th D

5 Computerized

cata guide

1.57 1.17 1.25 1.55 2.71 1.53 1.68 5th D

Fig. 5: Illustration of Ways of utilizing Grey literature in library

74

Table 6 shows the mean rating of the respondents on the ways through which grey

literature resources are accessed and utilized in these academic libraries. The results of the data

analysis in this table make known that manual catalogue guide has cumulative mean rate of

1.82 ( =1.82), computerized catalogue guide has 1.68 ( =1.68), printed list 2.80 ( =2.80),

shelf guide 3.46 ( =3.46) while handbook comprising list of grey literature ( =2.11). Using

criterion mean of 2.50, it can be assumed that items 3 and 4 are the major ways of accessing

grey literature resources in the academic libraries in Niger state. This is illustrated in Fig. 5.

This was also attached to the shortage of professionals and resources at their disposal in most

of the libraries. FUT, Minna during interview gave reason for the scanty accesses to

undergoing massive shift from manual to electronic (computerized) accesses in all sections of

the library, to keep in touch with the latest technology.

Research Question 6

What are the Challenges encountered with the management of Grey literature

Resources?

75

Table 7: Challenges encountered with the management of grey resources

Institution of Respondents Total

Ran

k

FUT IBBU FCE NSCOE FB NSP

Mean Mean Mean Mean Mean Mean Mean

1 Lack of

national

bibliography

for grey lit.

3.81 3.56 3.80 3.64 3.38 3.38 3.59 1st

2 Unwillingness

of originating

bodies to

release copies

of documents

3.38 3.17 3.63 3.55 3.60 3.60 3.49 2nd

3 Lack of in-

house bulletin

3.62 3.50 3.06 3.00 3.76 3.76 3.45

3rd

4 Lack of modern

preservation

facilities

3.48 3.17 3.44 3.73 3.10 3.10 3.34 4th

5 Lack of

commercial

publishers to

contact

3.10 3.39 3.56 3.64 3.52 3.52 3.42 5th

6 Non-

advertisement

of resources

3.33 3.28 3.63 3.73 3.19 3.19 3.36 6th

7 Insufficient

bibliographic

details

3.29 2.83 2.94 3.64 3.81 3.81 3.26 7th

8 Absence of

acquisition

policy

3.10 3.44 3.16 3.46 2.95 2.95 3.21 8th

9 Absence of

reviews

3.67 3.67 3.25 3.18 2.14 2.14 3.18 9th

10 No standard

preservation

policy

3.57 3.44 3.38 3.46 1.95 1.95 3.17 10th

11 Difficulties in

applying

AACR II

cataloguing

rules

3.00 3.50 3.31 2.64 2.95 2.95 3.13 11th

12 No provision

for

computerizatio

n

1.95 2.83 3.44 3.09 3.67 3.67 3.09 12th

13 Unsuitability of

standard

classification

schemes

3.05 2.89 3.38 3.18 3.43 3.43 3.08 13th

14 Absence of

library

displays/exhibit

ions

2.86 3.61 3.50 1.83 3.05 3.05 3.05 14th

15 Hard to find

and access

3.23 3.53 3.50 3.27 2.05 2.04 3.01 15th

16 Inadequate

fund

2.95 3.00 3.00 2.91 2.48 2.47 2.86 16th

17 Lack of subject

specialist with

IT knowledge

2.76 2.78 2.50 2.37 3.05 3.05 2.80 17th

18 Irregular

seminars,

conferences,

workshops

2.71 3.50 3.38 3.09 2.05 2.05 2.79 18th

19 Wrong

perception of

librarians on

grey literature

1.71 3.22 2.88 1.82 1.29 1.28 2.03 19th

76

In the Table 8 above, the cumulative mean value for each of the items is above the

criterion mean of 2.50. It is therefore agreed that all the nineteen items are challenges

encounter with the management and use of grey literature resources. Lack of national

bibliography for grey literature resources, in-house bulletin and modern preservation facilities

topped the list with cumulative mean rate of 3.58, 3.52 and 3.44 respectively. In an interview,

the management of these libraries contended that in some cases, staff attitudes, especially

library officers compound many problems enumerated. The staff members are reluctant in

devising mechanisms of fashioning out these problems even where possible, a situation which

the management said has a negative effect on management in the area.

Research Question 7

What are the strategies for improving the management of Grey literature Resources?

Table 8: Strategies for improving management and use of grey literature resources

Institution of Respondents Total Rank

FUT IBBU FCE NSCOE FB NSP

Mean Mean Mean Mean Mean Mean Mean

1 Good policy

statement which

outline

condition of use

3.95 4.00 3.88 3.00 3.95 3.73 3.75 1st

2 Formulation of

firm acquisition

policy

3.91 3.67 3.75 3.27 3.86 3.93 3.73 2nd

3 Efficient

implementation

of standing

order deposit to

collect resources

from staff

3.95 3.72 3.63 3.46 3.48 3.67 3.65 3rd

4 Regular

seminars,

conferences and

workshops

3.95 3.83 3.69 3.46 3.72 3.20 3.64 3rd

5 Digitization of

resources

3.91 3.50 3.38 3.91 3.62 3.73 3.68 5th

6 Setting up

standard in

organizing grey

literature

3.57 3.89 3.25 3.27 3.95 3.80 3.62 6th

7 Provision of

adequate fund to

sponsor

acquisition and

management

3.62 3.83 3.38 3.27 3.86 3.73 3.65 7th

8 Provision of

detail

3.29 3.89 3.81 3.91 3.67 3.40 3.66 8th

77

Qbibliographic

information to

locate

documents

9 Production of

in-house

bulletins

3.91 3.33 3.19 3.91 3.90 3.60 3.64 9th

10 Organization of

library

exhibitions and

displays

3.86 3.67 3.56 2.55 3.86 3.60 3.52 10th

11 Provision of

national

bibliography for

grey literature

resources

3.76 3.83 3.38 3.82 3.48 3.13 3.57 11th

12 Arrangement by

subject contents

3.76 3.78 3.31 3.18 3.53 3.67 3.54 12th

13 Provision of

manuals that

guide users

3.91 3.28 3.06 3.63 3.95 3.33 3.53 13th

14 Proper labeling

of storage

facilities

3.10 3.50 3.38 3.64 3.91 3.87 3.57 14th

15 Establishment of

depository

centers

3.81 4.00 3.63 3.18 3.29 3.27 3.53 15th

16 Employment of

subject

specialist with

IT knowledge

3.00 3.22 3.19 3.73 3.19 3.53 3.31 16th

17 Reviewing grey

literature in

journals and

bulletins

2.86 2.94 3.75 3.00 3.86 3.13 3.26 17th

18 Provision of

bibliographic

services

(catalogue,

index, abstract,

SDI, CAS etc)

3.62 3.17 1.88 3.82 3.91 3.13 3.26 18th

19 Filling of

conference

papers in

pamphlet boxes

and vertical file

collection

3.86 3.50 3.19 2.72 3.86 3.60 3.46 19th

20 Application of

AACR II

cataloguing

rules

3.33 3.22 3.25 3.18 3.19 3.20 3.23 20th

21 Catalogue under

corporate body

if possible

2.71 2.44 3.75 2.91 3.52 3.80 3.19 21st

22 Arrangement by

alphabetical

order of titles

2.91 2.83 2.38 2.30 2.29 2.80 2.59 22nd

23 Acquisition

through

institution's

liaison offices

2.81 3.39 3.19 2.64 2.19 1.93 2.69 23rd

In Table 9, the cumulative mean value for each of the items is above the criterion mean

of 2.50. It is therefore agreed that all the twenty- three items are strategies for improving

management of grey literature resources in academic libraries in Niger state. These strategies

were applauded by the management of these libraries which one of them said should have been

78

elaborated to contain avenues of improving funding of the libraries, not necessarily from the

government alone. This he said should include but not limited to commercializing of technical

services (book binding and mending, cataloguing, indexing, abstracting and all reference and

reprographic services) and incorporation of non-professional services within the reach of the

libraries.

SUMMARY OF FINDINGS

From this research what emerges is an understanding that sizeable numbers of grey

literature materials are available in the academic libraries studied, but proper management is

the issue. This research presents the findings based on research questions that are summarised

into main points below:

1. The major methods employed in acquisition of grey literature in academic libraries in

Niger state are donation and gift and standing order deposit for staff.

2. Material classification is the major way in which the grey literature resources are

processed in these academic libraries.

3. The major methods of preserving grey literature resources in these academic libraries

include the use of shelves with labels, and vertical files collection with content

descriptions. Next to these are computers and accessories.

4. The major ways through which grey literature resources are accessed includes print list

and shelf guides.

5. The major challenges in the management of grey literature are: lack of national

bibliography for grey literature, in-house bulletins, modern preservation facilities and

unwillingness of originating bodies to release copies of documents.

6. The major strategies identified for improving management of grey literature resources

are; formulation of firm acquisition policy, efficient implementation of standing order

79

deposit for staff, provision of detail bibliographic information to locate documents,

digitization of the resources, regular seminars, conferences and workshops, and a good

policy statement which outlines condition of use.

80

CHAPTER FIVE

DISCUSSION, RCOMMENDATIONS AND CONCLUSION

This chapter covers the discussion of findings, implications of the study, limitations of

the study, recommendations, suggestions for further research and conclusion.

Discussion of Findings

Types of grey literature resources available in academic libraries in Niger state:

This study found that the common grey literature resources available in all the institutions

include reports, statistics, dissertations, theses, projects, conference proceedings,

pamphlets/handouts, unpublished research works, newsletters and bulletins, as well as

government publications, market reports and manuals/handbooks. Other materials such as

bibliographies, policy statements and posters are also available in almost all institutions.

Patents are totally lacking in all institutions. It is also noticeable that Federal University of

Technology, Minna has the greatest assortment of the materials (21 types) while Niger State

Polytechnic, Zungeru has the lowest of 9 types. In an interview it was discovered that Niger

State Polytechnic, Zungeru has a unit in registry department of the school where resources

like these are kept, as such only few come to the library. But a promise was made to

incorporate them with that of the library soon. It was also sensed during observation that the

differences in these libraries with regard to availability of the resources could be as a result

of funding, connections and reach out of different libraries to donor agencies and seriousness

in collections of in-house literature emanating from their locality.

Above all, this study discovered fair presentation of grey literature resources in the

libraries studied contrary to the research conducted by Omeje (1997) on the availability and

management of grey literature in Nigerian University Libraries which discovers poor

81

availability of grey resources in Nigeria university libraries then. The present study

discovered a change in such situation with regards grey literature and, forecast more ahead.

Methods employed in the acquisition of grey literature resources in academic libraries in

Niger state:

The research exposed the major methods employed in acquisition of grey literature

resources in academic libraries in Niger state which, are donation and gift and Standing order

deposit for staff. In this regards, staff members that produce a material or are sponsored for a

seminar, workshop or conference, are mandated to submit a copy of material produced or

gotten from conferences to the school and hand them over to the library. Also staff who

returned from the study as well as students who graduate from the school are mandated to

submit a copy of their project, thesis or dissertation to the school, that is received by the

library. For this, these particular type of materials carry one-third (1/3) of grey literature

resources available in most libraries. This was discovered from interview and personal sight

during observation of checklist. Other method of acquisition partially in accepted in some

institutions like Federal University of Technology, Minna and Federal polytechnic, Bida is

purchase. But in general consideration, purchases and exchanges with other libraries are not

common among all libraries studied. It was discovered that low level usage of purchases

method in acquisition of grey literature resources may not be attached to in-adequate fund

because the problem of shortage of fund came sixteenth in rank. The reason for this was

attached to the peculiar nature of grey literature acquisition which is not easy to find through

commercial outlets, as revealed in an interview. Mukhtar (2009), in his study; management

constraints of grey, also attaches this situation to difficulties in identifying and acquiring

grey literature which Augur (1989) earlier attaches to poor bibliographic information and

control, non-professional layout and format, and low print runs.

82

Ways of processing grey literature resources in academic libraries in Niger state:

The study revealed that material classification is the major way in which grey

literature resources are processed in academic libraries in Niger state. Indexing and

abstracting ranked next, but far from classification and far below score point. Cataloguing of

grey literature materials is also far below score point in all the libraries. Therefore, it is

apparent that cataloguing, indexing and abstracting of grey literature materials are seriously

neglected in almost all academic libraries in Niger state, except Federal University of

Technology, Minna library that pay much attention to them than any other libraries. This

might be as a result of supervision and number of professionals FUT library has over other

libraries, because it was discovered in the interview that libraries apart of FUT, Minna and

Federal Polytechnic, Bida, have shortage of professionals that have technical knowhow of

cataloguing, indexing, abstracting and carrying out general reference work. The horrible

situation in other libraries with regard to grey literature processing reported in this research

conformed with Omeje’s (1998) study which found out that there is no reliable method for

the acquisition, processing and preservation of grey literature resources, and that few

libraries give full cataloguing and provide subject access entries for grey resources. In this

regards, Hutton (2009) said, problems arise in libraries when a patron requests a particular

document and the librarian does not know where to begin the search. That, this often

happens when the resources acquired are not processed or not properly processed.

Ways of preserving grey literature resources in academic libraries in Niger state:

The major methods of preserving grey literature resources in academic libraries in

Niger state include the use of shelves with labels, vertical files collection with content

descriptions and, computers and accessories. Others, such as cabinets with content

description and pamphlet boxes are not common in many libraries except Federal

83

Polytechnic, Bida and Niger state College of Education, Minna. In many libraries,

microfiche mechanisms with regards to grey literature preservation are not in vogue when

compared with other methods. But The Federal Polytechnic, Bida and Federal College of

Education, Kontagora have some sizeable numbers of grey literature resources preserved in

microfiche mechanisms. Although electronic preservation of materials got from web in

computers was found in some libraries except Niger State Polytechnic, Zungeru and Niger

state College of Education, Minna that have undersized number of grey materials preserved

electronically, which are not worth showing when compared with other institutions. The

management of these libraries during interview attached this saga to poor funding of the

libraries. An electronic archive may be a better option to house appropriate items, as well as

make retrieval of these items easier for users (Mukhtar, 2009). In overall, the preservation of

this important literature in these libraries needs to be massively improved upon as majority

of grey materials were found lying on shelves without proper organisation. This was deduced

during observation of checklist in the area of the study and from the interview.

Consequently, preservation on shelves cut across 3 point in all libraries, while many of the

other methods were below 2 point. See fig. 4, p.71.

Ways of accessing grey literature in academic libraries in Niger state:

The major ways through which grey literature resources are accessed includes print

list and shelf guides. This is followed by hand books comprising list of grey literature.

Others, such as manual or computerised catalogues with regards to grey literature are not

visible except partial appearance in Federal University of Technology, Minna and Federal

polytechnic, Bida were lists of reports and technical papers housed in computers and been

used as access points. This situation is surely as a result of effort made in processing grey

literature resources by these two libraries than other libraries. Moreover, more number of

84

librarians committed to creation/provision of access points and general reference work were

only sighted in the two libraries during observation and interview contacts, a situation that is

contrary in other libraries studied. In overall, with regards to access points for greys in this

area, the effort is not creditable. As this situation were attached to the shortage of

professionals and resources at disposal in many libraries, FUT, Minna during interview gave

reason for undergoing massive shift from manual to electronic (computerized) accesses in all

sections of the library, to keep in touch with the latest technology. Other libraries should

follow suit as Mukhtar (2009), earlier pointed out that an electronic archive is a measure

towards making retrieval of information easier for the users.

The challenges encountered in the management of grey literature in academic libraries in

Niger state:

The findings revealed that lack of national bibliography for grey literature, in-house

bulletins and modern preservation facilities as well as unwillingness of originating bodies to

release copies of documents are some of the major challenges encountered with management

of grey literature.. No wonder, Augur (1989) also pointed out similar core difficulties in

identifying and acquiring grey literature which he attaches to its ‘poor bibliographic

information and control, non-professional layout and format, and low print runs. And that in

addition, given the nature of the literature, some categories contain security restrictions.

Ranked closely to the first category of problems aforementioned are lack of commercial

publishers to contact, non-advertisement of resources and insufficient bibliographic details.

Others are absence of acquisition policy, Absence of reviews, no standard preservation

policy, difficulties in applying AACR II cataloguing rules, non provision for

computerization, unsuitability of standard classification schemes, absence of library

displays/exhibitions, as well as inadequate fund. But the later ranked sixteenth which

85

signifies that problems of grey literature management and use in these areas are more of

technical issues then finance. This is opposed Samaila (2010) findings that identifies

problem of insufficient funds for grey literature acquisition in Nigeria as one of the major

problems militating grey literature management. Lack of subject specialist with IT

knowledge and Irregular seminars, conferences and workshops were lamented by many

institutions, especially state owned institutions.

The assiduous lamentation of state owned institutional libraries over federal owned

institutions might be as a result of resources at their disposal which may not be enough to

cater for employment of specialists and sponsoring of conferences. Also associated with the

grey literature challenges is the wrong perception of librarians on grey literature ranked

nineteenth (the least) in analysis of questionnaire. But this was disputed by the interview

conducted. The issue of wrong perception of librarians on grey literature was lamented by

most managerial staff interviewed as key problem compared with lack of national

bibliography for grey literature and in-house bulletins that topped the list. The fact is that

these two major problems and host of others emerged from librarians’ negligence of grey

literature area, which could have direct bearing with librarians’ wrong perception on grey

literature. Similarly, in an interview, the respondents from various libraries contends that in

some cases, staff attitudes, especially library officers compounded problems enumerated for

grey literature management. That, the staff members are mostly reluctant in devising

mechanism of fashioning out problems associated grey management even in possible

circumstances. The situation which the management said, have a negative impact on grey

management and utilisation in the area.

86

The strategies for improving management of grey literature in academic libraries in Niger

state:

The major strategies identified for improving management and use of grey literature

resources are good policy statement which outlines condition of use, formulation of firm

acquisition policy, efficient implementation of standing order deposit for staff, regular

seminars, conferences and workshops, as well as digitization of the resources. Consequently,

employment of subject specialist with IT knowledge was emphasized by many managerial

staff during interview, and many of them vowed on it as next target for grey literature and

allied units in their respective libraries. Other prominence strategies suggested in scale of

preference are; setting up standard for organizing grey literature, provision of adequate

funds, provision of detail bibliographic information to locate documents, production of in-

house bulletins, Organizing of library exhibitions and displays, and provision of national

bibliography for grey literature resources. In an interview, a respondent stressed that the

issue of funding shouldn’t be left for government alone. Plans should be fashioned out to

intensify revenue for the libraries such as commercializing of technical services (book

binding and mending, cataloguing, indexing, abstracting and all reference and reprographic

services) and incorporation of non-professional services within the reach of the libraries.

With regards to acquisition of grey literature resources, establishment of depository

centers particularly in institution's liaison offices was suggested by majority of respondents.

This was supported by staff member’s interview as to facilitate and improve acquisition of

grey literature. More than two-third of the respondents suggested application of AACR II

cataloguing rules for grey literature even though they lamented difficulties faced in it, as well

as Catalogueing under corporate body. Furthermore, filling of conference papers in

pamphlet boxes and vertical file collection was suggested as appropriate and ease forms of

87

organising and preserving grey materials. Provision of bibliographic services (catalogue,

index, abstract, SDI, CAS etc) and, reviewing of grey literature in journals and bulletins were

also suggested to facilitate accessing and usage of grey literature in libraries.

Implications of the Findings

The findings of this study have implications for librarians, teachers, students,

curriculum planners, institutions, government and its agencies/departments, particularly

ministry of education and associates, NGOs such as UNISEF, UNESCO etc.

It has been established in this study that most of the problems associated grey

literature emerged from librarians’ negligence of grey literature area, which could have

direct bearing with librarians’ wrong perception on grey literature. The implication of this is

that, if measures are not taking by library managements, users will be denied exploitation of

grey literature and services of the institutions paralyzed. It is high time the librarians should

change their attitude toward grey literature management and adopt measures of improving

acquisition of assortment of literature especially from database that housed host of grey

literature popularly and widely accessed by the libraries worldwide.

The implications of the findings of this study to curriculum planners [such as Nigerian

University Commission (NUC), National Commission for Colleges of Education (NCCE),

National Board for Technical Education (NBTE), etc.] is that the improved level of grey

literature utilisation disclosed by this research and which expectation is mass shift from use

of conventionally published materials to grey literature materials in academic institutions, in

not so long, due to easy and fast production and circulation of grey materials, call for

development of curriculums that will make provision for proper use of grey literature in our

educational system. And also to adopt appropriate techniques and standard that will guaranty

88

appropriateness of grey literature resources that are applicable to students’ intelligences to

enable students learn more effectively and, to fast tract the developments in education.

The implication of the findings of this study to government is that government will

see the need to improve its funding for acquisition of grey literature to augment costly,

scarcely and sparsely published text book materials for effective teaching and learning,

which in turns contribute to national development, or misses these benefits.

The most fundamental of this study is that it presents the actual situation regards to

management and use of grey literature; challenges and strategies for overcoming such

challenges facing grey literature management and use exposed. The implication of this is that

it will go a long way in guiding library administrators in issues regarding grey literature

management, particularly in libraries where the research was carried out.

Recommendations

Based on the findings of this study, the following recommendations are made:

1. Provision of national bibliography for grey literature.

2. Stipulation of good policy statements for acquisition and use of grey literature.

3. Digitization of the grey literature resources.

4. Provision of adequate fund for acquisition of grey literature especially electronic

resources.

Limitations of the study

The limitations in the case of this study were:

1- The validity of the findings contained in this research may perhaps be affected by

some respondents’ shallow understanding of grey literature. Some of the respondents

have not clear understanding of the concept of grey literature and its inclusions even

though they manage them. This might have affected the responses filled in for this

89

study as the brief explanation of the concept of grey literature done by the researcher

may not be enough for the respondents to effectively respond to the questions filled in

for this research.

2- The minds of the respondents might not be at ease at the time this research was

conducted because of the occasional labour strike organized by various unions of

these institutions. This might have affected the responses filled in for this study as

respondents’ minds were often upset either as a break in payment of salary or/and

unsteadiness in work/office.

Suggestions for Further Study

Based on the results of this study, the following further research endeavours are

suggested:

1- Further study should be designed to determine the extent and effect of grey literature

utilization in selected area such as academic, health, industry, markets, allied

businesses, etc.

2- A similar study should be conducted in other geographical zones of Nigeria using

larger samples.

3- Other libraries such as public or national in relation to grey literature management and

use or other related issues can be studied in further research.

4- The concept of grey literature can be narrowed down to smaller components and

studied, e.g. Management and Use of Medical records or Technical reports in selected

area.

Conclusion

The increasing demands on published material occasioned by the rapid rate of

student’s enrolment in universities calls for a change from the self-centered acquisition of

90

conventional published materials to acquisition of grey literature especially the literature

produce/circulate within the locality of the users. This is to augment the costly, scarcely and

sparsely distributed published materials that are really seen in localities. This shift demands

for efficient and effective management of grey literature resources to facilitate usage. Hence

the study that investigated the management and use of this important resource in academic

libraries of tertiary institutions which produce and use large part of it carried out. The

research discovered fair treatment of grey literature resources in most of the libraries studied

and exposes where these libraries still needs to pay a closer attention to, as well as

suggestions, with a view of improving management and use of grey literature.

Implementation of these suggestions is timely, to harness the values of grey literature in

libraries.

91

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95

APPENDIX A

Department Of Library and Information Science

University Of Nigeria,

Nsukka.

Dear Respondent,

I am a postgraduate student of Library and Information Science in the above named

University. I am presently conducting a research on Management and Use of Grey Literature in

Academic Libraries in Niger State.

The questionnaire is designed as part of the study to collect relevant information for a

successful completion of this research.

Please kindly provide response to these questions; assuring you that it will purely be used for

academic purposes alone.

Thank you for your anticipated cooperation.

Yours sincerely

Enagi M. A. Muhammad

PG/MLS/11/58997

96

MANAGEMENT OF GREY LITERATURE QUESTIONNAIRE

(MUGLQ)

INSTRUCTION: Tick which ever applies among the options provided.

SECTION A:

INSTITUTION OF RESPONDENTS:

a. Federal University of Technology, Minna

b. Ibrahim Badamasi Babangida University, Lapai

c. Federal College of Education, Kontagora

d. Niger State College of Education, Minna

e. Federal Polytechnic, Bida

f. Niger Polytechnic, Zungeru.

CADRE:

a. Librarian

b. Library officer

YEARS OF SERVICE: a. [1-10] b. [11-15] c. [Above 15]

KEYS:

SA=Strongly Agree

A=Agree

D=Disagree

SD=Strongly Disagree

97

SECTION B: Methods of Acquiring Grey Literature Resources

1. Grey literature resources are acquired in your library through:

S/N METHODS SA A D SD

1 Purchase

2 Donations and gifts

3 Exchanges with other libraries

4 Standing order deposit for staff.

SECTION C: Methods of Processing Grey Literature Resources

2a. Grey Literature resources are processed in your library by:

S/N METHODS OF PROCESSING SA A D SD

5 Classification

6 Cataloguing

7 Indexing and abstracting

2b. Grey Literature resources are organized in your library by:

S/N ARRANGEMENT SA A D SD

8 Classification number

9 Subject content

10 Alphabetical order of titles

SECTION D: Methods of Preserving Grey Literature Resources

3. Grey Literature Resources are preserved in your library using:

S/N FACILITIES SA A D SD

11 Cabinets with content description

12 Pamphlet boxes with content description

13 Vertical files collection with content description

14 Microfiche mechanism

15 Computers and accessories

16 Shelves with labels.

98

SECTION E: Methods of Accessing Grey Literature

4. Grey literature resources are accessed in your library through:

S/N ITEMS SA A D SD

17 Manual catalogue guide

18 Computerized catalogue guide

19 Printed list

20 Shelf guide

21 Handbook comprising list of grey literature

SECTION F: Challenges encountered with the Management of Grey Literature

5. Challenges encountered in the management of grey literature resources are:

S/N CHALLENGES SA A D SD

22 Inadequate fund

23 Absence of acquisition policy

24 Wrong perception of librarians on grey literature

25 Hard to find and access

36 Lack of national bibliography for grey literature

27 Unwillingness of originating bodies to release copies

of documents

28 Insufficient bibliographic details

29 Lack of subject specialist with IT knowledge

30 Lack of commercial publishers to contact

31 Unsuitability of standard classification schemes

32 Difficulties in applying AACR II cataloguing rules.

33 No standard preservation policy.

34 Lack of modern preservation facilities.

35 No provision for computerization.

36 Lack of in-house bulletin.

37 Absence of reviews.

38 Absence of library displays/exhibitions.

39 Non-advertisement of resources.

40 Irregular seminars, conferences, workshops.

SECTION G: Strategies for Improving Management and Use of Grey

Literature Resources

99

6. Ways of improving acquisition and use of grey literature resources are:

S/N STRATEGIES SA A D SD

41 Provision of adequate fund to sponsor acquisition

and management.

42 Formulation of firm acquisition policy.

43 Establishment of depository centers.

44 Acquisition through institution’s liaison offices.

45 Efficient implementation of standing order deposit to

collect resources from staff.

46 Provision of national bibliography for grey literature

resources.

47 Employment of subject specialist with IT

knowledge.

48 Application of AACR II cataloguing rules.

49 Setting up standard in organizing grey literature.

50 Arrangement by subject contents.

51 Arrangement by alphabetical order of titles.

52 Good policy statement which outline condition of

use.

53 Filling of conference papers in pamphlet boxes and

vertical file collection.

54 Production of in-house bulletins.

55 Organization of library exhibitions and displays.

56 Regular seminars, conferences and workshops.

57 Provision of bibliographic services (catalogue,

index, abstract, SDI, CAS etc).

58 Reviewing grey literature in journals and bulletins.

59 Provision of detail bibliographic information to

locate documents.

60 Catalogue under corporate body if possible.

61 Digitization of resources.

62 Provision of manuals that guide users.

63 Proper labeling of storage facilities.

100

APPENDIX B

OBSERVATION CHECKLIST

SECTION A: Institutions:

Federal University of Technology (FUT), Minna

Ibrahim Badamasi Babangida University (IBBU), Lapai

Federal College of Education (FCE), Kontagora

Niger State College of Education (NSCOE), Minna

Federal Polytechnic (FP), Bida

Niger Polytechnic (NP), Zungeru.

KEYS: AV= Available NA=Not Available

SECTION B: Types of Grey Literature Resources Available in the Library.

S/N GREY LITERATURE

RESOURCES FUT IBBU FCE NSCOE FP NSP

AV NA AV NA AV NA AV NA AV NA AV NA

1 Reports

2 Statistics

3 Dissertation/thesis/projects

4 Conference proceedings

5 Bibliographic e.g index,

abstract etc

6 Pamphlets/handouts

7 Unpublished research works

8 Policy statements

9 Surveys and maps

10 Newsletters and bulletins

11 Government publications.

12 Leaflets and posters

13 Diaries

14 Calendars

15 Speeches and letters

16 Standards

17 Commercial documents

18 Patients

19 Announcements

20 Market reports

21 Manuals/handbooks

22 Web-sites (database

resources)

101

APPENDIX C

INTERVIEW SCHEDULE FOR TOP MANAGEMENT STAFF

SECTION A: Institutions:

Federal University of Technology (FUT), Minna

Ibrahim Badamasi Babangida University (IBBU), Lapai

Federal College of Education (FCE), Kontagora

Niger State College of Education (NSCOE), Minna

Federal Polytechnic (FP), Bida

Niger Polytechnic (NP), Zungeru.

SECTION B:

1. What methods do you employed in acquiring grey literature resources in your library?

2. How do you process grey literature resources in your library?

3. How are grey literature resources preserved in your library?

4. How are grey literature resources accessed in your library?

5. What are the challenges encountered with the management of grey literature resources in

your library?

6. What strategies do you wish to suggest for improving management of grey literature

resources in your library?

102

APPENDIX D

Population of Respondents by Institutions

Institution Frequency Percentage

Federal University of Technology, Minna 21 20.6

Ibrahim Badamasi Babangida University, Lapai 18 17.6

Federal College of Education, Kontagora 16 15.7

Niger State College of Education, Minna 11 10.8

Federal Polytechnic, Bida 21 20.6

Niger State Polytechnic, Zungera 15 14.7

Total 102 100.0

103

APPENDIX E

The distribution and returns of questionnaire by libraries

S/N Item

Description

FUT

Library

IBBU

Library

FCE

Library

NSCOE

Library

FP

Library

NSP

Library

1 Distribution 21 20.6 18 17.6% 16 15.7% 10 9.8% 21 20.6 16 15.7%

2 Returns 21 20.6 18 17.6% 16 15.7% 10 9.8% 21 20.6 16 15.7%