A Profile of Government Archivists in Metro Manila

Researcher: JOCELYN P. BASA

Course: Master in Library and Information Science

School: University of the Philippines, Quezon City

Subject Area: Archivists

Year of Graduation: 2005

Introduction

As any organization, archives cannot exist without the appropriate staff. The size and type of personnel depend on the size of the institution and the archival program. Those seeking archives positions should be competitive enough not only to comply with the minimum standards but to surpass these.

Statement of the Problem

This study focused on people working in government archives. It aimed to construct a profile by looking into government archivists in Metro Manila with regard to the following aspects: educational background, work experience, task performed, and qualification requirements of their position as set by their institutions.

Methodology

There were eight (8) institutions surveyed namely: Bangko Sentral ng Pilipinas (BSP), Cultural Center of the Philippines (CCP), House of Representatives (HOR), Philippine General Hospital (PGH), Philippine Normal University (PNU), Records Management and Archives Office (RMAO), Senate of the Philippines and the University of the Philippines (UP).

Findings

Educational requirements of archives personnel have not been specific on what degree should applicant possess before they apply. Government archives hire archivists who are graduates of any course without the necessary archives training and experience. Qualification standards set by the Civil Service Commission are being implemented or used by the institutions. Otherwise, they use a different position title.

Conclusions

The study concluded that: position titles/designations of archives personnel depend on the kind of institution the archives is under; staff with permanent appointment status have second level eligibility; form of training readily available is informal; staff are sent to attend short courses, seminar-workshops, etc. on official time since formal education cannot normally be availed during office hours; informal training programs on archives offered locally and abroad seem appropriate to the needs of government archives/archivists in the performance of their duties; and necessary skills are acquired through in-service training programs. The qualification standards being used by government archives can be modified eventually when a formal degree on archival studies will be available locally. It was noted that certain government agencies were very protective of their institutions. No information was given for questions the administration decided were confidential with respect to their reputation as an archives office. They did not want to give information that may result in the conclusion that their personnel are unqualified or do not possess the ideal qualifications. It is also desired that offering a formal degree in archives studies be pushed through to equip future archivists with the necessary archival principles and skills prior to employment. In the absence of a degree, non-formal training could be considered to modify the qualification requirements for hiring archivists in the government. It is the desire of the author that institutions in the future are more cooperative in similar studies since the study only wants to help find ways to improve the profession.

A Study of the Acquisition Practices of the Member Libraries of the Mendiola Consortium

Researcher: PIA P. RESIDE

Course: Master in Library and Information Science

School: University of the Philippines, Quezon City

Subject Area: Acquisition

Year of Graduation: 2005

Introduction

The Mendiola Consortium is an organization of four institutions located in Mendiola, Manila namely: Centro Escolar University, College of the Holy Spirit, La Consolacion College, and San Beda College which have formally agreed to pool their manpower and physical resources to enhance their capability to provide quality education and public service, and to participate more actively in the attainment of national development goals.

Statement of the Problem and Methodology
The primary objective of this study was to find out the acquisition practices of the member libraries of the Mendiola Consortium. Forty (40) respondents were requested to answer the questionnaires. Respondents were full-time and regular librarians of the member libraries of the Mendiola Consortium. There was 100 percent rate of returns. This utilized the descriptive method of research. Through a descriptive document analysis of the gathered documents, a comparison of the the libraries' acquisition policies was also taken into consideration. Interviews were also conducted to ensure valuable information on the problem being investigated. The respondents' profiles were studied and tabulated. The acquisition practices of the four institutions were also studied and analyzed.

Findings
The study revealed that they have different written acquisition policies and have similar acquisition practices in acquiring books and other library materials. They acknowledged acquisition planning as an important phase of acquisition work. They acquire books through purchase, gifts/donations and exchange of school publications like journals but not book exchange. The member libraries of the Mendiola Consortium do not practice cooperative acquisition.

Recommendations
1. Member libraries of the mendiola Consortium must be updated with the current practices of the different progressive academic libraries in materials acquisitions, including online payment and materials selection;

2. Librarians must exert more effort to be able to solicit valuable materials to supplement regular acquisitions;

3. Involvement in other consortia or network to add to possible sources of library materils;

4. There must be a review of existing policies and procedures to be able to identify the aspects of acquisition work that are no longer applicable or beneficial to the library;

5. Provision for a feedback (evaluation) mechanism to determine effectivity of current acquisition procedures;

6. The chief librarians should discuss with their respective administrators the advantages that will accrue if they embark on a cooperative acquisitions program. The member institutions, more or less, have started cooperative endeavors in other aspects. Now is the time to think of library cooperation and networking.

Qualitative Analysis of the Institute of Library and Information Science Theses Abstracts

Researcher: RICHARD JONATHAN O. TADURAN

Course: Master in Library and Information Science

School: University of the Philippines, Diliman

Subject Area: Theses-Abstracts, Library Science-Abstracts

Year of Graduation: 2005

Statement of the Problem

This study analyzed the technical and substantial qualities of the University of the Philippines Institute of Library and Information Science (UPILIS) theses abstracts.

Findings

Findings reveal that most them are indicative, either technically good or fair, and substantially fair. Common errors came out as redundancy, erroneous grammar, and incoherence, being too lengthy, unclear, and substantial, and lacking information. The relation of the technical quality varies with the student’s age, sex and degree and also with theses’ year of submission and numbers of pages while the relations of the substantial quality turned to be insignificant due to most of them are fairly written. The results attribute to the lack of theoretical courses offered and insufficient time allotted to teaching abstracting.

Recommendations

Recommendations include the separation of abstracting to indexing, the integration of philosophy in LIS matters, the revision of the UPILIS thesis manual, and the implementation of a subsequent study in 2010.

A Study of Selected Community Parish Archives Practices

Researcher: MA. BERNARDITA L. ROBLES

Course: Master in Library and Information Science

School: University of the Philippines, Quezon City

Subject Area: Archives

Year of Graduation: 2005

Introduction

Archives are needed as the primary source of identity and information of the past which continue to affect human rights. The value of archives is its accessibility. The archives, as ministry of evangelization in today's church, promote the use of its resources to strengthen spiritual lives and provide accurate documentation of the historical church. The voluminous collection of archival documents of the Philippine Church, particularly the parishes, is seemingly neglected and unattended. More importantly, the loss of records, whether diocesan or parochial, undermines, religious heritage.

Statement of the Problem and Methodology
The focus of the study is on the current record keeping practices of canonical documents and other archival collections of the four (4) community parish archives located in Metro manila. To attain the objectives of the study, qualitative method of research was employed. Ocular inspections and interviews were conducted to gather data in order to analyze and determine the archives practices observed and implemented by the parishes. A comparative analysis was made between the current practices and the standard and accepted archives practices with regard to the sacramental records and administrative archival documents, such as minutes of meetings, memoranda, correspondence, and other record series of enduring value which are generally appraised and preserved for future reference.

Findings and Recommendations
Findings reveal that insufficient knowledge, professional training, and technical skills of the persons designated and responsible for the archival records are the reasons why these selected parishes have not given priority to establish an official parish archives. Due to the absence of policies on standard and accepted archives practices, recommendations are presented which will hopefully help contribute in the area of archives practices in the parishes.

Archives in the Museum Context: A Case Study on the Application of Archival Principles and Practices in the Jorge B. Vargas Museum and ...

Title: Archives in the Museum Context: A Case Study on the Application of Archival Principles and Practices in the Jorge B. Vargas Museum and Filipiniana Research Center, University of the Philippines, Diliman

Researcher: RICARDO L. PUNZALAN

Course: Master in Library and Information Science

School: University of the Philippines, Quezon City

Subject Area: Archives, Museums

Year of Graduation: 2005

Introduction

Although considered to perform similar and sometimes overlapping functions in society, archives and museums are two distinct institutions that follow different sets of standard principles and practices in managing their respective collections. In fact, the two have managed to survive for centuries without having to rely on each other. In reality, however, museums have been assuming the role of the archives in collecting historical records as evidenced by continued assimilation of archival records into museum collections. This is probably due to the absence of archival programs or facilities in the rural areas and the perennial problem of budget constrainsts for cultural institutions. More and more individuals and families throughout the country are donating their personal archives and private collections to museums. Other would establish their own family museums with their memorabilia and accumulated books and records forming the nucleus of collections on exhibit.

Statement of the Problem
With the main goal of exploring the context of the archival principles and practices in the museum setting, this study has focused on the case of the Jorge B. Vargas Museum and Filippiniana Research Center (UPVM).

The study also attemps to discover a way to situate the role of the archives in the museum by constructing the administrative history of the UPVM using available Museum records.

Historical Background
This museum has a rich collection of the personal archives of its donors, Mr. Vargas, who had served in various key positions in the government starting from the Commonwealth era, continued into the World war II and up to the 1960's. in 1978, the collection was donated to the University of the Philippines and, thus, serves as a University Museum. The UPVM is a site where archives exists within the museum structure and presents an ideal set up for an inquiry that looks into the archival collection of the museum.

Methodology
UPVM's archival collection may be grouped into two fonds or record groups; namely: 1) personal archives of jorge B. Vargas; and 2. institutional archives of the UPVM. these two fonds were appropriately arranged based on the archival principles of provenance and original order. Just like any other institution, the UPVM is also a producer or records as it performs its complex roles as both collector and preserver of material culture. The museum's archival records are its institutional memory.

Results and Discussions
The study illustrated how a particular record and its given recording and documentation processes and procedures perform this function of organizational memory and, at the same time, be an active agent of institutional activity. Foremost among its records is the catalog and documentation worksheet used to provide material description and account for the physical condition of the art collection. The study had emphasized that the UPVM catalog may be considered as an archival record by noting its great influence in musuem management and operations and its function of object representation. If museums are about representation through the display and assemblage of material culture, records that account for these objects must also acquire this level of cultural dimension. Records then become "representations" of objects of representations. Theis situation opens up a range of interesting inquiries for archival theory. As these museum perform their administrative and collection management functions, they naturally become records creators. Conversely, as collectors and repositories of archives and manuscripts, they become sites for records accumulation. Thus, museums assume the role of both records creator and record keeper while maintaining their unique institutional identity as distinct from archives. This phenomenon has a profound impact for archival practice and implies that a new paradigm must be developed to appropriately situate the place of the archives within the museum structure. Finally, a recommended standard was drawn to provide a code of practice with which the museum could refer for appropriate guidance and direction.

An Evaluation of the MEDLINE Database of U.P. Manila Medical Library: Its Coverage and Usage

Researcher: EMELORNA C. ESTEBAN-DELGADO

Course: Master in Library and Information Science

School: University of the Philippines, Quezon City

Subject Area: Medical Libraries, Library Use

Year of Graduation: 2005

Introduction

MEDLINE has long been appreciated as a major resource for those with academic or research questions. More recently, it has been recognized that MEDLINE supports informed clinical practice as well. A number of published studies report that MEDLINE literature searchers have a significant positive effect on clinical problem-solving and patient outcomes.

Statement of the Problem

The study primarily assesses the MEDLINE database, its coverage of periodical titles and its usage in the Medical Library of UP Manila. The objectives of the study were to: 1) evaluate the MEDLINE database based on the following criteria: consistency, coverage/scope, accuracy, output, customer’s support and training, accessibility/ease of use, and timeliness; 2) determine the UPM College of Medicine practitioner’s areas of specialization that are covered by the MEDLINE database; 3) identify the medical journal titles in MEDLINE database that were most heavily used for the school year 2003-2004; 4) determine if the users use databases other than MEDLINE; 5) Determine methods of delivery (electronic mail and online display) and delivery formats in accessing journals in MEDLINE database; and 6) come up with recommendations regarding the MEDLINE database.

Methodology

The 785 medical practitioners of 27 departments of the University of the Philippines – Philippine General Hospital as of June 2003 to March 2004 comprised the respondents of this study. The descriptive method of research was used. The data from the statistics of use of the library users of UP Medical Library from June 2003 to March 2004 were used and consulted for additional data needed in the study. The data gathered were organized and tabulated, tallied, analyzed and interpreted using percentages and ranking.

Findings

The findings of the study proved that MEDLINE database is useful in retrieving information in the areas of specialization of UP Manila College of Medicine practitioners. The availability of online databases affects internal library use, particularly when databases can be accessed through the Internet. Librarians at the UP Medical Library must endeavor to keep abreast of the range of options that are available to them and their users, and should be well-equipped to evaluate those options effectively. Using the SCOUG criteria as a guide when examining different versions of the same database, librarians and other information professionals should be able to make an informed assessment of the relative value and usefulness of a range of services of databases. The UP Medical Library does not need to subscribe to the MEDLINE software since it is available for free from the Internet. If there are funds allotted for the subscription of the said software, it is better to divert the funds to other library expenses. Users of the MEDLINE and other medical databases are encouraged to access the electronic journals. Since full-text versions of many medical journals are being offered via the Internet, it will be increasingly easier to locate the original papers, which will be linked to the results of the user’s search. A user should be aware that MEDLINE does not cover all the medical literature in the world. Users are advised to use other databases like EMBASE, MD Consult, Ovid MEDLINE, and other to cover a wider collection of the world’s medical literature.

The Information Search Process of Diliman Preparatory School Third Year Students

Researcher: ANGELEZ P. ORTEGA

Course: Master in Library and Information Science

School: University of the Philippines, Quezon City

Subject Area: Information Seeking

Year of Graduation: 2005

Introduction

Information seeking is defined by Marchionni (1995) as a process in which humans purposely engage in order to change their state of knowledge. Information seeking is a process of construction that begins with uncertainty and anxiety. The user’s experience in the process of information seeking needed to be carefully investigated.

Statement of the Problem and Methodology

This study attempted to replicate Kuhltau’s Model of the Information Search Process (ISP). Thirty-eight participants and their teacher for the academic year 2004-2005 participated in the study. Quantitative Process survey and Teacher’s Assessment of Focus were utilized in gathering the needed information. To verify the Model of the ISP, quantitative analysis and replication method were used. Likewise, two methods were applied for preparing the data for analysis. One, nominal data was treated as ordinal, assumed-level data in order to perform statistical measures. The order is that open-ended responses were coded into categorical data for data analysis.

Findings

Results of the survey reveal that the responses indicated that thoughts about the topic became clearer and more focused as respondents moved through the search process seeking more pertinent and focused information. It can be surmised that as the information search process moved through, the information became clearer. It can be supported by the data that 13 of the respondents have a “general description of the topic' during the initiation process; it became 19 during the Midpoint process and Closure processes. Twenty-four of the respondents had "unclear description of the topic" during the initiation process and eventually narrowed down to 2 during the Closure process. Responses revealed confidence steadily increasing with lowest confidence at Initiation, confidence rising significantly at midpoint, and with more significant increase at Closure.

In general, the findings indicate that the participants' thoughts about their topics became clearer and more focused as they moved through the search process seeking more relevant and focused information. Feelings accompanying the changes in thoughts matched those predicted in the model, with confidence steadily increasing. Uncertainty, confusion, and frustration decreased during the process as feelings of being satisfied, sure and relieved increased.

Recommendations
1. Assessment of perceptions of respondents must be done more often and regular monitoring of a research study to determine success or failure of information search process;

2. The model of the information search process needed to be verified in a larger more diverse sample of library users; and

3. The researcher strongly recommends that the findings of this study be validated by doing some longitudinal studies in the near future.

Tomas Del Rosario College Library: An Evaluation with Implication on the Improvement of Information Resources and of Library Services

Tomas Del Rosario College Library: An Evaluation with Implication on the Improvement of Information Resources and of Library Services

Researcher: FATIMA R. MONTANEZ

Course: Master in Library and Information Science

School: University of the Philippines, Quezon City

Subject Area: Library Resources, Library Services

Year of Graduation: 2005

Introduction

For the college library to carry out its function effectively, it has to have well-selected information resources, have adequate funding and efficient supervision and administration by a qualified librarian.

Statement of the Problem

The research study is intended to determine the strengths and weaknesses of the Tomas del Rosario College Library’s collection and services guided by the Philippine Association of Colleges and Universities – Commission on Accreditation (PACU-COA) standards. The focus of this appraisal is to find out whether the library’s collection is adequate enough o support the needs of its users and to know if its users and to know if its services are efficient and effective.

Methodology

The study makes use of the descriptive and evaluative research designs. The population of the study consists of 1,240 individuals, 1,175 enrolled college students and 65 college faculty members. Using stratified sampling method, the sample size became 235 for the college students and 65 for the faculty members.

Findings

Results of the study revealed that the majority of the students (60) and faculty members (56.92) were satisfied with the information services in the library. The Tomas del Rosario College Library was administered and supervised by a licensed and full-time librarian. The library has a strong “Collection Development Policy” that aids the head librarian and library staff in the acquisition and selection of the different library materials. The collection consists of relevant books, serials, pamphlets, documents, non-book and Filipiniana materials. Library materials at Tomas del Rosario College Library were catalogued and classified according to the Dewey Decimal Classification System. The library is furnished with functional and well designed standard furniture and equipment. The library was adequately lighted, properly ventilated and acoustically suited for quiet reading. The findings of this study attest to the fact that support given by the top-level management exerts a great effect on the ability of the library to meet the information need of their faculty and students. On the other hand, the library has been able to meet their clientele’s needs satisfactorily and complied with several PACU-COA standards (except for the control and security measures). Aside from the library is managed by a qualified librarian, having her would ensure the satisfaction of the information needs of the users through easy access of quality information (Ronquillo, 2003).

Recommendations

1. Assessment of perceptions of library users must be done more often and regular monitoring of facilities and resources must be done to determine success or failure of library services.
2. Tomas del Rosario College Library must be provided with adequate and continuing budgetary support as a separate item from the budget allotted for the different expenditures in the institution it belongs.
3. The findings of this study will be utilized in the formulation of a resource-sharing scheme among colleges and universities in Bataan.