Parliamentary information sources, systems and services in South Africa and the role of parliamentary libraries in information provision
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Date
2004
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Abstract
Modern legislative functions demand that legislator's access, exploit and use information for effective decision making on a regular basis. It is increasingly assumed that legislative functions in a democratic country are becoming more complex as the electorate's political consciousness and knowledge of their rights and responsibilities is dramatically changing and transforming. During parliamentary sessions information is used for a variety of purposes. These include: preparation for speeches, participation in parliamentary debates, maintenance of formal and informal conversation with colleagues and constituents about matters of mutual concern, and to be able to contribute towards the legislative processes. It is also noted that during recess periods information is needed to communicate with constituents on a variety of issues.
Parliamentary libraries are formal institutions whose specific functions are to provide information services to parliamentarians. Currently they provide a variety of services to parliamentarians such as searching and retrieval of information on request, pro-active information packages on specific topics, research assistance and photo-copying services. In some parliamentary libraries searching facilities to conduct electronic searches are part of the services rendered. Based on their close proximity to the parliament environment, it could be assumed that the libraries would be heavily utilised by the parliamentarians. Unfortunately, this is not always the case.
The aim of the study was to determine the extent to which various information sources, services and systems are used by parliamentarians to access information. The role of parliamentary libraries within the parliamentary information provision sector was also investigated. Similarly, the efficienc\ of these services in satisfying the information needs of their clientele was also to be established. Specific attention was given to the utilization of electronic information sources, especially the Internet. It was assumed that unsatisfactory educational background of the majority of the current parliamentarians impedes their ability to access information sources.
Both quantitative and qualitative research methods that involved largely surveys by use of questionnaires were used. Informal interviews and observation were also used to collect data for the study. Data was collected from the parliamentarians, both on a national and a provincial level, as well as from the parliamentary librarians. Two questionnaires were designed, one for the parliamentarians and a separate one for the librarians. Informal interviews with staff from the Library of Parliament, Cape Town were held to supplement information gained from the questionnaire. An observation schedule was used to capture information relating to the conditions at the Library of Parliament, Cape Town.
The questionnaire for the parliamentarians was distributed to all parliamentarians on address lists provided by the parliaments, or those available on the Internet. Seven hundred and sixty questionnaires were mailed to parliamentarians and 167 were returned, giving a return rate of 23%. It was recognized that a low response rate is common on related studies reported in the literature. The low response rate, in our view, did not obscure the validity of the results obtained from the study. The questionnaire for the Parliamentary Libraries was mailed to all ten of the parliamentary libraries and a 100% response rate was obtained.
The major findings of the stud} were that South African parliamentarians indeed had the same incessant need for information as their counterparts in other countries. A variety of information needs were expressed, many of which could be directly related to the portfolio or committee to which the parliamentarian was attached. Three major information needs however emerged i.e. the need for information on governance, politics and provincial issues, as well as safety and security. It was found that the respondents used various information sources, services and systems to satisfy their information needs. The strongest preferences were expressed for printed materials; however utilization of electronic sources were strongly supported. In respect of using electronic sources a number of problems were highlighted by the respondents. Both formal and informal information services and systems were utilized a lot less than anticipated. However, a close relationship was found between the level of education of the parliamentarian and the variety of sources used. For example, the higher the educational levels attained the wider the variety of sources used. It was interesting to note that only a small discrepancy was found between the preference to receive information in a printed or an electronic format. The oral medium, which is a prevalent medium within the African continent, was the least preferred.
The respondents notably preferred to took for the information themselves, but a large group also used an intermediary close to them, i.e. their Personal Assistants to do their information searches for them. Information sources utilized were mainly sources personally available to the parliamentarian. A large group also used their computers to search for information. Parliamentary libraries, even though they provide a variety of traditional and pro-active information services were not utilized optimally. This trend was reiterated by some of the librarians who mentioned that they were severely under-utilized even during parliamentary sessions.
With the exception of the Library of Parliament, Cape Town, parliamentary libraries at provincial level are new developments, and as thus still busy establishing themselves as role-players in the information provision sector. The success of their activities varies from library to library, from being well-utilized units, to being severely-underutilized. Problems identified in this regard are the marketing of services and products and user-education. The majority of the libraries are moving progressively towards the utilization and the provision of electronic information sources for parliamentarians.
Recommendations included an aggressive and effective marketing strategy to keep parliamentarians informed on the latest available products and services. In this respect, the electronic medium should be used optimally, either through the Intranet or the Internet. Innovative ways and means of user education should also be investigated.
It is also recommended that the parliamentary Libraries develop a niche area for themselves in respect of the provision of electronic information services. Parliamentarians do not have the time, nor the expertise, to spend on doing fruitless searches. Particular attention should be given to the role of the Personal Assistant in the information seeking. Similarly, parliamentarians need to be educated about the advantages of using a skilled information-seeking intermediary instead of an unskilled person. Attention should be given to educating parliamentarians about the various information sources available to them, both within the parliamentary libraries, as well is in the country. Once again the parliamentary libraries could see this as a niche area for service delivery.
Description
Submitted in fulfilment of the academic requirements for the Degree of Doctor of Philosophy in Library and Information Science, Faculty of Arts, University of Zululand, 2004.
Keywords
Government libraries--South Africa, Information services