INTRODUCTION
The Provincial Library and Information Services forms part of the Directorate of Library and Archives of the Limpopo Department of Sport, Arts and Culture and shares the same objectives as the Department.
EXECUTIVE SUMMARY
This provincial library and information services policy outlines the directives and principles for providing library and information services in Limpopo Province. It aims to ensure redress of past imbalances, equitable access, bridging the digital divide, promote a culture of reading and encourage lifelong learning for all citizens in the province. It also provides guidance in the establishment, maintenance, and management of libraries, funding, and coordination. Sustenance is key to ensuring continuous service.
Public Libraries as Essential Infrastructure
The existence of public and community libraries in every community is not a privilege, but an essential requirement for access to information for community members. Public and community libraries exist to provide facilities for lifelong learning, educational materials for school children, reference materials for post-matric students, access to government services, as well as other information required to fulfil the daily information needs of the entire society.
Limpopo still lags with public and community libraries. Hence the need to have a focused attention on this through this policy. There is a dire need to redress the imbalances of the past as during apartheid era libraries were only built for white residences.
In the IFLA/UNESCO guidelines for Development, public libraries are regarded as a world-wide phenomenon. They are in a variety of societies, in differing cultures and at different stages of development. The varied contexts in which libraries operate inevitably result in differences in the services they provide, and the way those services are delivered. They normally have more characteristics in common, which can be defined as follows:
- A public library is an organisation established, supported, and funded by the community, either through local, regional, or national government or through some other form of community organization.
- It provides access to knowledge, information and works of the imagination through a range of resources and services
- Is equally available to all members of the community regardless of race, nationality, age, gender, religion, language, disability, economic and employment status, and educational attainment.
The primary purposes of the public library are to provide resources and services in a variety of media to meet the needs of individuals and groups for education, information and personal development including recreation and leisure. They have an important role in the development and maintenance of a democratic society by giving the individual access to a wide and varied range of knowledge, ideas, and opinions.
This policy aims to provide guidelines to all government structures in terms of the provision, maintenance, access, and availability of public libraries in Limpopo Province.
DEFINITIONS
In this policy document, unless the context indicates otherwise, the following definitions apply:
"Access"
means the right of every citizen of the province to utilise libraries under the jurisdiction of the Provincial Library and Information Services
"Act"
means the Library and Information Services Act, 2001 (Act No. 7 of 2001)
"Conditional grant"
means a grant which is outside the normal annual budget and is designated for specific uses or projects to promote library services in the province
"Department"
means the Department of Sport, Arts and Culture
"Directorate"
means the Directorate of Library and Archive Services within the Department of Sport, Arts and Culture
"Joint-use libraries"
means libraries which share the same resources, mainly community/public and school libraries
"Local authority"
means a third-tier level authority established in terms of the Municipal Structures Act, 1998 (Act no, 17 0f 1998)
"Province"
means Limpopo Province of South Africa
"Provincial Library and Information Service"
means the system of centrally controlled library service delivery to communities in the province, as envisaged in the Act, hereinafter referred to as "the service"
"MEC"
means Member of Executive Committee
POLICY STATEMENT
This policy subscribes to the principles of good governance, accountability, transformation and service delivery; hence it is of utmost importance that proper control and management of equal and equitable access to information is exercised within the province.
The Department through the Directorate is responsible for ensuring the delivery of transparent library and information services to all members of the public within the province irrespective of race, age or gender.
Vision
The vision of this policy is to improve access to information, share resources and provide libraries in all regions of the province to increase levels of literacy and promote the growth of an informed society that contributes to a knowledge economy.
Knowledge economy is often defined as one in which the creation, distribution and use of the know-how are the primary drivers of growth and development. This means the characteristics of a knowledge economy would be knowledge-intensive activities, technological developments and focus on intellectual property. Limpopo as a province strives to have a knowledge economy where its citizens would empower themselves intellectually.
In developing policies to fulfil the role and purpose of the public library the emphasis should be on the services it provides. In meeting the needs of its community, the public library will provide a range of services, some of which (for example, large collections of printed material), can be most effectively delivered from a library building. However, there will be many circumstances where it is more effective to provide the service beyond the walls of the library. Examples will vary in different societies but the principle of planning library development from a service rather than a building perspective is important in all public library policy development. The provision of services using information and communications technology also presents exciting opportunities to take library and information services directly to the home and the workplace. This policy ensures that the province puts more emphasis on library service beyond walls.
It is a basic human right to be able to have access to and an understanding of information, and there is now more information available than ever before in the world's history. As a public service open to all, the public library has a key role in collecting, organising, and exploiting information, as well as providing access to a wide range of information sources. The public library has a particular responsibility to collect local information and make it readily available. It also acts as a memory of the past by collecting, conserving, and providing access to material relating to the history of the community and of individuals. In providing a wide range of information the public library assists the community in informed debate and decision-making on key issues. In collecting and providing information the public library should, wherever possible, co-operate with other agencies to make the best use of available resources.
The contribution of a public library service to the knowledge community is immeasurable. In areas like this Province where access is always a problem in terms of travelling, affordability, and availability it is critical to have an effective library and information service beyond the walls of a public library to create a knowledge community.
LEGISLATIVE CONTEXT/ REGULATORY FRAMEWORK
5.1
The South African Constitution forms the broad legislative framework for the country's provision of Library and information Services.
5.2
Public libraries have been identified by the Constitution as a Schedule 5 function, which means that library services fall within the competency of the provincial government.
5.3
The Department of Arts and Culture (DAC), specifically the Sub-Directorate of Meta-Information, is responsible for creating, maintaining, and administering the broad legislative framework of LIS at a national level. According to the Constitution, the provincial legislature determines the responsibilities for Library and Information Services other than national libraries, while the Department of Education determines the LIS for educational libraries.
5.4
The following legislation, standards and protocols have a bearing on the Policy:
- The Constitution, Act 108 of 1996 describes the legislative framework for the governance of LIS in South Africa. It clearly states that libraries, other than national libraries, are the responsibility of the province. Each of the nine provinces is therefore obliged to develop a legislative framework within which public library and information services can be provided.
- The Limpopo Province Library and Information Services Act, 2001 (Act no 7 of 2001) regulates the provision of library and information services in the province.
- The Copyright Act 98 of 1978 (amended 1992) protects all literary, musical, and artistic works in written, printed or digital form.
- The National Library of South Africa Act 92 of 1998 focuses on the information needs of the nation to enhance the development and delivery of effective library programmes, services. and products.
- The National Council for Libraries and Information Services Act 6 of 2001 provides for a council to advise the Minister of Arts, Culture, Science and Technology on LIS issues. The council interacts with all LIS role-players (at provincial and national levels) and, most importantly, advises on policy as well as operational matters across the entire LIS system. It is therefore best placed for dealing with issues of coordination.
5.5
The Protection of Personal Information Act 4 of 2013 promotes the protection of personal information by public and private bodies.
POLICY PRINCIPLES
6.1. GOVERNANCE
In South Africa public library services are the special competence of provinces, in terms of Part A of Schedule 5 of the South African Constitution. Prior to these constitutional provisions, this function was shared between provinces and local authorities with local authorities providing and maintaining buildings and staff, and provinces providing the professional and technical services. In the current dispensation this arrangement largely continues, although the legislation does not specifically provide for this. Currently services are offered by provincial library services and local municipalities. Because of the exclusive mandate to operate public/community libraries assigned to the provinces by the Constitution of South Africa, Local Authorities need to enter into an agreement with the Department for funding or support in rendering the service.
6.2. ACCESS TO LIBRARIES
The IFLA/UNESCO Public Library Manifesto is the most important document setting out the principles and functions of the public library. It notes that the essential feature of the public library, funded by public money, is that it be free to all members of the community regardless of age, race, religion, gender, nationality {lawfully in the country}, or social status. Its unique value to the public is that "it is the gateway to knowledge, provides the condition for lifelong learning, independent decision-making and the development of the individual and social groups." Hence, the Province should ensure there are no membership fees paid by the public. Libraries can propose special fees to be paid for special service rendered to the public after approval from the Head of Department. It is a service for everyone in the community.
The location of libraries has been influenced by former apartheid spatial planning with the result that many areas, such as former townships, informal settlements and rural areas are underserved. There are several municipalities where libraries are very few and are not accessible to all communities. Some libraries have changed their designation to "community library" to emphasise their connection to the community and to indicate the availability of a broader range of services than those associated with the traditional public library. This signifies a break with the past, when the public library was identified as an agency for the elite.
Library services should cater for all information needs of the entire community for varied purposes. Hence library services should be accessible to its clientele without conditions that frustrate them. All registered users with a valid identity document and proof of residence are eligible to borrow out library materials. Libraries should be available to all users within their reach. The province must ensure that users do not travel more than 5 kilometres to access a library on foot or by road. Access should also cover all people with different disabilities. To manage usage the library must have non-discriminatory forms to be completed by users which will assist the Department to cover all user needs as well as provide all statistics required to improve the service.
Provincial library services should enter into agreements with various stakeholders to assist with the sharing of services where there is a need. Agreements for inter-library loans, sharing of various services which cannot be easily acquired, and cooperation as well on library projects should be agreed upon.
Every community should have library and information services rendered from a public library, other structures or remotely.
6.3. LIBRARY SERVICES
Due to poor resourcing public libraries have been constrained from going beyond traditional services which revolve around the lending of library material, and children's services. The developmental role of the public library is not as well advanced as the traditional role, with a notable exception. The increasing provision of materials, facilities, and services to school learners in response to the demands of outcomes-based education has been an important contribution to educational goals. These learners use the public library for an estimated 50% of the opening hours of the library, a statistic which highlights the serious lack of school libraries.
Higher education students in great numbers also make use of public libraries. Innovative practices which indicate the public library's developmental role should be seen, providing evidence of important outreach interventions and countering social exclusion. A small number of examples serve as illustrations and models of community outreach, showing that communities with libraries are stronger in several ways than those without them.
The general community uses libraries for general knowledge as well as for accessing services rendered by the government. They also use libraries to equip themselves with community as well as cultural information. Libraries are also used by all clients for recreational purposes.
6.4. COLLECTION DEVELOPMENT
It is the policy of the provincial library service that all libraries under its control should hold representative collections of all types of library materials as dictated by the established needs of each community served by such libraries. All items of stock may be moved between libraries if they are more needed at one library than at another.
6.5. STAFFING
Library staff shall fall into two categories: professional and support staff.
Professional staff should possess a professional qualification, such as a degree in library and information studies, or any degree plus a higher diploma in library or information studies. Support staff are appointed in approved posts to carry out various non- professional tasks.
All staff shall undergo training in accordance with their personal development plans and performance management plans. The Department shall support all staff who undertake formal training at an academic level to obtain or upgrade academic qualifications. The Department shall put in place in-service training programmes of library staff in respect of various aspects of their daily duties and longer-term prospects.
6.6. OPEN ACCESS
The province needs to shift to digital records which can be available to anyone electronically on the internet or any other electronic means, such as CD-ROMs. A user can be able to access magazine articles, books, images, papers, sound files as well as videos electronically.
Digital Transition
Open access allows any registered user to access material via their personal computers, smartphones, or tablet. A user does not have to travel to any library to access certain materials. There are many materials available freely. Some materials require licensing, and the Department should enter into those licensing agreements on behalf of all users. The rapid growth in the volume of global information has widened the gap between information-rich and information-poor people. The use of information technology should help us to narrow that gap.
The shortage of physical libraries in the province should be alleviated by digital materials or what we call e-libraries. To make the transition easy, this should be managed from the provincial level where all licenses required are signed, all registrations are done online and monitoring of the effectiveness of the service. The departmental ICT should assist in developing an ICT system, in consultation with the Senior Manager responsible for library services, that will be used for this purpose.
6.7. FUNDING
Funding for library services is the responsibility of the government from the fiscus. The Treasury must allocate an adequate budget to cater for this legislated function. Schedule 5 Part A of the Constitution states that public libraries are a function of the province and the budget for public libraries must come from the provincial equitable share and revenue.
Costing the South African Public Library and Information Services Bill, Aug 2013 states: "... libraries are a very valuable social resource, giving job seekers, entrepreneurs, students and learners access to information, the internet and photocopy facilities, in addition to serving the reading needs of the public. They therefore play a very important role in fostering social and economic development." Considering this, pressure needs to be placed on the province to fund the function properly from its own funds (which includes its equitable share).
Other means of funding are:
- conditional grants from the national or provincial government to fund specific programmes or projects
- Donor funding
- Local Authorities
6.8. PARTNERSHIPS
Partnership identification should be undertaken to identify potential partners who would support and complement the mission, vision, and goals of the provincial library services. Partnership must be entered into with municipalities, academic institutions, book sellers, book publishers, authors as well as business partners. The partnerships will assist the province to cater for information needs not available or are difficult to access. Every partnership should be clearly defined and a memorandum of understanding approved by legal services must be signed to define the relationship.
IMPLEMENTATION FRAMEWORK
The policy will come into effect on a date determined by and signed by the Member of Executive Council (MEC).
POLICY REVIEW
This policy will be reviewed every three years or earlier if developments necessitate review. Any proposed amendments to this policy or the introduction of new aspects will require the approval of the MEC.