INTRODUCTION
Special libraries exist for very specific purposes and this wide array of functions hinders the formulation of evaluation criteria that would apply to all. In spite of impediments however, the need to come up with a set of qualities to be sought in every special ibrary is recognized by the Board for Librarians (BFL), as it is tasked, among others to formulate and implement standards for different types of libraries. This is embodied in Artlcle II, Section 8, of Republic Act No. 9246, which was signed into law on February 19, 2004.
The idea of formulating local library standards was the brainchild of the earlier BFL consisting of the late Chairperson Hon. Susima Gonzales, and Members Hons. Leonor B. Gregorio and Loreto Serina. It took a few years before the first (1) version of he Standards for Special Libraries in the Philippines came out in 2007 under the leadership of the next Board for Librarians, composed of Hon. Corazon ML Nera Chairperson, Hon. Elnora Conti, Member, and Hon. Elizabeth Peralejo, Member. The 2007 version of the special library standards was the product of close collaboration between the BFL and an appointed Committee composed of selected special librarians: Ms. Helen C. de Castro (Presidential Management Staff, Malacahang), Ms. Erlinda SB. Mimay (Securities and Exchange Commission), Mrs. Milagros S. Ong (Supreme Court), Chair, and Mrs. Ma. Luz Salting-Verdejo (Department of Foreign Affairs, Foreign Service Institute Library).
It has been nine (9) years since the first document was published. Many changes in information and communication technologies have altered the way information is delivered to users. This trend also gave birth to a new breed of users who expect more from libraries. These innovations created gaps in the existing standards that need to be filled.
In line with the Department of Labor and Employment’s initiative to empower Filipino professionals to achieve global competitiveness, the various Professional Regulatory Boards were tasked to create each profession’s competitiveness road map which details the goals, the challenges, and the strategies to be adopted for local professionals to attain the same level of competency as their foreign counterparts.
The Road Map of Philippine Librarianship identifies improving the image and status of Filipino Librarians as one the major challenges to be faced. A chief strategy to address this is to update/revise existing standards and to monitor their strict implementation.
The BFL felt the need to review the Standards and to refine them to reflect the changing role of libraries in the digital world and to serve as an effective measure of library services. Proposals for amendment3 were put forward to improve the original set of standards. These were presented to an international audience of special librarians at the International Conference of Asian Special Libraries held at the Philippine International Convention Center on April 11, 2013. Response has been favorable so the BFL created a Task Force on the Revision of Philippine Library Standards to study the proposed revisions and to add more to further improve the original version. The Task Force Members listed below are leaders in their own right and represent various types of special libraries in the country.
Standards for Special Libraries in the Philippines
Special Libraries are libraries established and supported by private and government agencies, corporations, research institutions, international organizations, and others (i.e. academic, school) that collect, manage, preserve, and provide immediate access to knowledge resources dealing with specialized subjects, and focused information services to its clientele. The following standards are intended to guide Special Librarians in developing and maintaining a Special Library that is well-equipped with the appropriate resources and services that would cater to the needs of the organizational staff and other users in this digital age.
I. Objectives, Vision and Mission
The Library advances the goals of the organization it serves and prioritizes the fulfillment of staff/clientele information needs.
It shall develop a clear statement of its Vision and Mission which are aligned with the goals of the parent organization.
The Vision and Mission shall be displayed on a strategic place in the Library and on the Library’s internet portal or website.
II. Administration
The Library shall be managed by a full-time licensed Head Librarian, with the appropriate subject specialization, experience or expertise needed to support the organization’s area(s) of interest and goals.
III. Human Resources
The Library shall be headed by a full-time licensed Librarian, with a Master’s Degree, appropriate specialization and with relevant experience involving management and supervision. He/she must have communication, social and Information Technology (IT) skills to effectively work with senior managers, colleagues, clients and other stakeholders.
Librarians
The minimum requirement shall follow the prescribed number of full-time licensed Librarians, with appropriate subject specialization for the Special Library. The number of Librarians, paraprofessionals and other personnel for each type of Special Library is subject to change, if and when the prescribed standards change.
Special Academic and School Libraries shall follow the librarian-client ratio prescribed by the Board for Librarians Standards for Academic and School Libraries: one (1) licensed Librarian for every five hundred (500) students; one (1) additional licensed Librarian for every increment of one thousand (1,000) students.
Special Government Libraries shall follow the standards for personnel requirements for government institutions or shall base the number of Librarians on Full Time Equivalents or FTEs: one (1) full-time Librarian for every five hundred (500) FTEs.
Research Libraries shall have one (1) full-time Librarian for every fifty (50) FTEs.
Corporate Libraries shall have one (1) full-time Librarian for every one hundred (100) FTEs.
Paraprofessionals
There shall be at least one (1) paraprofessional to assist each Librarian.
Continuing Professional Development
The Library staff shall engage in Continuing Professional Development (CPD).
IV. Collection Management and Organization
Collection Management
The Library’s collection, regardless of information format, shall reflect the information needs of its service community, and shall be made available to them and other stakeholders.
The Head Librarian, in collaboration with the management or appropriate committee, or whichever is applicable, shall have the authority to select materials to be purchased/subscribed to by the Library.
There shall be a well-written and updated Collection Development Policy (CDP) that shall include, at the minimum, policies on selection, acquisition, deselection, evaluation, and gifts and exchange.
The Library shall address issues on preservation, disaster risk management, and legal concerns, such as, intellectual property rights, access, and resource sharing of its materials.
Collection maintenance practices, such as inventory, evaluation, and care of the collection, shall be undertaken to ensure that Library materials are relevant and responsive to the needs of its service community.
Organization
The Library’s collection shall be cataloged and classified using any one of the internationally accepted standards (i. e., The Library of Congress List of Subject Headings, Sear’s List of Subject Headings, Special Subject Thesauri, The Library of Congress Classification Scheme, Dewey Decimal Classification, Resource Description and Access, and others).
If the need arises, the Library shall devise its own organization system, preferably, compliant with internationally accepted standards.
V. Services
To support the information needs of the institution it serves, the Library shall provide services based on the demands of users from within the organization.
Technical Services
- Collection Development of a Wide Variety of Formats
- Cataloging and Classification
- Creation and Management of Databases
- Archiving and Preservation of Information Resources
- Indexing and Abstracting
VI. Physical Facilities and Work Environment
Design and Location- The Head Librarian should actively participate in planning the location, design, and other specific details of the Library.
- The Library building shall conform with the provisions of Presidential Decree No. 1096, otherwise known as the National Building Code of the Philippines, and any other pertinent laws such as those for occupational safety and health. User safety, air space, light, ventilation, sanitation and maintenance shall comply with the provisions of said laws.
- The Library shall be conveniently located within the premises of the institution it serves. It shall be accessible to all staff and to other Library clientele.
Area and Space Allocation
- The Library shall be provided a well-planned and adequate space for library users, storage of the collections, work stations for the Library staff, and information and communication technology (ICT) equipment.
- A separate office shall be provided for the Head Librarian.
- Discussion and/or private study rooms shall be provided if space is available.
Lighting and Ventilation
- Illumination and ventilation shall follow standards specified in the National Building Code.
- Heat sensitive materials (films, tapes, discs, etc.) and equipment (computers, viewing devices, etc.) shall be stored in climate-controlled room(s).
Furniture and Equipment
- The Library shall have necessary equipment to access information. There shall be sufficient number of computer workstations with internet connectivity, at least one (1) printer/scanner and other equipment for the use of the library staff and clientele.
- Appropriate Library furniture and equipment shall be provided.
Safety and Security Measures
- Safety and security measures shall be in place. Provisions for emergency exit door, fire extinguishers, emergency warning device and installation of monitoring camera or electronic surveillance system and like shall be provided.
- Pest control measures shall be utilized, as needed.
- The Library shall adopt a sustainable disaster risk management program.
VII. Information Technology-based Services
The Library shall utilize available Information and Communication Technologies (ICTs) to improve resources and services.
- An Integrated Library System (ILS) compliant with communication formats (MARC 21, Dublin Core, NISO Z39.50 etc.) shall be in place.
- Management of ILS, IT equipment, and servers shall be jointly coordinated by Librarians and IT Department staff.
- The Library shall have internet connections with optimum speed, performance, and bandwidth for quick access to web-based resources and services. It is preferable that a dedicated connection for the Library shall be provided.
- The Library shall create and maintain a web site or portal which will serve as the focal point where users can access resources and services.
- There shall be enough computers to serve the daily average number of Library users.
- The Library shall consider security and privacy issues a major concern^ Firewall and filtering policies should be discussed and negotiated with IT Department in adherence with institutional policy.
- The Library shall develop capacities among its users through instruction and literacy programs on how to effectively access information and use of relevant technologies.
- The Library shall initiate digitization projects and curate or preserve digital contents following best practices and established standards.
- The Library shall develop and maintain institutional repositories to preserve the intellectual heritage of the parent organization.
- The Library shall provide open access to documents emanating from government -funded researches and grants.
- The Library shall uphold and respect privacy and intellectual property rights.
VIII. Budget
The Head Librarian shall be responsible for preparing and managing the finances of the Library.
The Library shall have sufficient budget adequate enough to sustain and improve resources and services.
The Library shall engage in proactive local and international collaborative activities to maximize its resources and services, subject to existing institutional policies and government rules and regulations.
IX. Collaboration
The Library shall participate in consortia and enable resource sharing covered by an agreement, subject to existing policies of the parent institution and publishers.
Libraries and its Librarians shall be members in good standing of local professional organizations (Association of Special Libraries of the Philippines and the Philippine Librarians Association) or international library, information science, knowledge management, librarians’ and information professionals’ organizations.
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