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Libraries of newspaper publishers in Kerala. A survey
ht. Libr. Rev. (1991) 23, 333-343
Libraries of Newspaper Publishers in Kerala. A Survey ROSAMMA
JOSEPH*
AESTRACT Journalists working in newspapers frequently resort to retrospective reference to make news presentation more attractive and informative to the reader. Realizing the impact that the library can have on newspaper production, some newspaper managements maintain a library/inhouse information system for the provision of a comprehensive service to the editorial department. This study was undertaken with the objective of assessing the present state of newspaper libraries in Kerala with respect to their administrative set-up, organizational efficiency, library collection, technical processing, services, personnel and physical facilities. Libraries/information units attached to newspapers having a circulation of above 50 000 were chosen for study. Data were collected through questionnaires, interviews, examination of the relevant files and records, and by personal observation. The study revealed that the book collection of the newspaper libraries in the state of Kerala in South India is inadequate. Books are not procured regularly and even the reference books available are outdated, old editions. Newspaper managements do not seem to be enthusiastic about developing a library collection containing the latest edition of important reference books. The available materials are not properly classified and catalogued in most of the libraries and adequate measures are not taken for preservation of library materials. No comprehensive clippings indexing services are available in the majority of the libraries. Library personnel employed in the newspapers in Kerala are totally inadequate from the point of view of both quality and quantity. The problem of space is faced by almost all libraries and reading materials lie scattered in different places because of this shortage of space. Thus the picture presented by the libraries of the newspapers in Kerala is far from satisfactory.
* C’niversity )02&7837/91/040333
Library,
University + 11 $03.00/O
of Calicut,
P.O.
Calicut
Uniwrsity, 0
673 635, Kerala, 199 I Academic
Prrss
India. Limiter
334
R.
JOSEF'"
The press in India has played a pivotal role in nation-building activities and, since independence, there has been a phenomenal increase in the number of newspapers on sale. At the end of 1987, the total number of different newspapers available was 24629.’ These days, the press in India gives not only news and views but also attempts to penetrate into more obscure areas of knowledge, to bring out facts and present them before the public. This is particularly true in Kerala, a state in South India, where, even in rural areas, newspapers play a vital role. People in rural Kerala are commonly seen gathering together in local shops listening to a newspaper being read out. The reading is often followed by a discussion of the news. There are 1085 newspapers and periodicals published in Kerala with a total circulation of 5.24 million. Malayalam, the principal language of the State of Kerala, dominates the state press with 809 newspapers and periodicals printed in this language. The second most commonly used language is English ( 113 publications). Malayalam newspapers have a circulation of 4.83 million.’ The Malayalam press is varied and impressive in number. In the country as a whole, the most spectacular progress has been made by the Malayalam press. In recent years some of the newspapers in Malayalam have doubled their circulation. This has been made possible through the adoption of sophisticated printing machinery, better news-gathering methods and an efficient newspaper delivery system. Kerala is the only Indian State that meets the UNESCO minimum of 10 newspapers for every 100 persons. Its literacy rate of 70.42% is the highest in the country. To achieve full literacy in the state a “Total Literacy Programme” has been launched with unusual vigour and enthusiasm. Here people are eager to become acquainted with developments in their district, state and the country as a whole. The urge of the people to learn about every-day happenings should be fully exploited and news should be presented in such a way as to make the people better informed and more knowledgeable. Journalists working in newspapers frequently use retrospective references to assist the presentation of current news in context and to make news presentation more attractive and informative to the readers. Realizing the impact that the library can have on newspaper production, newspaper management frequently maintains a library/ inhouse information system for the provision of a comprehensive service to the editorial department.
NEWSPAPER
LIBRARIES
THE
IN
KERALA
335
SIJRVEY
This survey was conducted with the objective of assessing the present state of newspaper publishers’ libraries in Kerala with respect to their administrative set up, organizational efficiency, library collection, technical processing, services, personnel and physical facilities. Only libraries/ information units attached to newspapers above the circulation bracket of 50000 were chosen for study. Visits to many of the newspapers having a circulation below this number showed that they do not have a formal library or information service. The managements of many of these newspapers remarked that they do not need a library for running the newspaper and they mainly depend on information supplied by the Public Relations Department of the Government Only major newspapers maintain some and local correspondents. sort of a library service. There are seven newspapers, the Deepika, the Desabhimani, the Express, the Indian Express, the Kerala Kaumudi, the Malayala Manorama and the Mathrubhumi, having a circulation of above 50000. One more daily, the Chandrika, publishing from Kozhikode, though having a circulation below 50000 was included in the sample in order to give adequate representation to the various socio-political organizations and ideologies. Of the above named newspapers, five are published simultaneously 1iom more than one place. The Malayala Manorama is being published Ii-om four places, the Mathrubhumi and the Desabhimani from three places, and the Kerala Kaumudi and the Deepika from two places. The combined circulation from all the units was considered for selecting the sample. ‘The selected newspapers were established between 1887 and 197.5. ‘There are two dailies which have celebrated their centenary, the Deepika (Kottayam District) and the Malayala Manorama (Kottayam District). ,411 these newspapers, except the Indian Express (Kochi in Ernakulam District), were established before India’s independence in 1947. The newspapers started setting up units after the 1960s. ‘I’he organization and functioning of libraries/information centres attached to individual units (a total of 17 i were studied since they maintain separate libraries. The data required for the study were collected through, (i) questionnaires administered to the personnel in charge of libraries/ information units attached to the 17 units of the eight major newspapers in Kerala, (ii) interviews with the librarians of the newspapers, (iii) examination of the relevant files and records maintained in the libraries/information units of the newspapers and (iv) personal observation of the organization, functioning, facilities and resources of the libraries.
R.
336
JOSEPH
ADMINISTRATIVE
SET-UP
It was found that a deputy editor, news editor or a senior person is generally placed in charge of the library, above the librarian. Many of the duties of the librarian are carried out by other sections and the tasks of the librarian mainly comprise routine jobs such as cutting clippings, filing photographs and so on. There is no proper communication between the librarian, the journalists and the management to assist the development of an efficient library service. A forum, such as a library committee, exists in only one of the newspaper libraries surveyed.
LIBRARY
COLLECTION
The book collection of the 17 newspaper libraries studied ranges between 25 and 10000. One library has 10 000 books, six have a collection of between 1000 and 5000 books and 10 possessfewer than 1000 books. The number of books added per year is insignificant. In five of the 17 libraries fewer than 25 books are acquired annually, in seven the number is between 25 and 100 and in four libraries the number of books acquired per year is between 100 and 200. One library bought more than 300 books. Books are not procured regularly but as and when they are required. According to many librarians, a major portion of the collection is made up of books received for review. It was also observed that most of the books on the shelves of these libraries are old and outdated. Journalists feel that there is a lack of up-to-date books on subjects such as sport, art, literature, politics, cinema, culture, history, geography, the newspaper industry and journalism. The availability of government documents, which contain important data on government policy, working and achievements, including official statistics, is also inadequate. The numbers of reference books which provide basic and background information are also seen to be totally inadequate to meet journalistic requirements. The number of reference books available in the libraries varied from 25 to 2500. Only one library has a collection of 2500 reference books, while five possessed a reference collection of between 300 and 500, six have a collection of between 100 and 300 books and five libraries have fewer than 100 reference books. It was observed that many of the reference books possessed by these libraries are old, outdated editions. The Enylopaedia Britannica, possessed by two libraries, is the 1956 edition. These findings lead to the conclusion that the book collections of the newspaper libraries are, in general, insufficient to meet the requirements ofjournalists and that there is a need to acquire more encyclopaedias, linguistic dictionaries, biographical dictionaries,
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LIBRARIES
IN
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scientific and technological dictionaries, year books, and reference books on science, sports, history, culture and theatre. Generally books are not arranged in any order and lie scattered in different places because of shortage of space. In some libraries the books are arranged according to subject. Only one library uses a standard scheme of classification (DDC) for classifying books. No library maintains a proper catalogue. It appears that journalists and the management do not attach much importance to the maintenance of a properly classified and catalogued library collection. The libraries of newspaper publishers do not subscribe to many periodicals. Many libraries subscribe to only a few popular magazines. Four libraries subscribe to fewer than 15 periodicals. Periodicals which are a chronicle of current events, such as Time, Newsweek, Frontline, Onlooker, Link, Sunday, India Today, Illustrated Weekly of India, The Week and Asia Week, are subscribed to by a majority of libraries. Periodicals, useful from the viewpoint of specialized interest and statistical data, and issued by research institutions or learned societies, are received by only a few libraries. Many of these libraries do not maintain a periodical subscription register and the issues are not registered when received. It was also found that many of these libraries do not keep back issues of periodicals. Only two libraries have bound more than 15 periodicals a year. Ail the libraries receive all the major Malayalam newspapers and between three and 12 English language dailies. The number of dailies received in each library varied between 20 and 30. It was suggested that foreign newspapers such as the New York Times, Washington Post, The Times and The Observer should be made available. In most of the libraries the house newspaper alone is bound. Some libraries keep back issues of other newspapers for 2 or 3 years. It is found that no special care is taken in preserving the bound newspapers except in one library where these are kept in an air-conditioned room. In one library, many volumes of bound newspapers are kept on the floor in stacks and, because of lack of space, these are not taken care of properly. In many libraries these are not arranged properly and lie scattered in various places. None of the libraries under study keeps an index of newspapers and magazines. The dailies in Kerala face problems in locating required information from back volumes owing to the lack of proper indexing. One of the librarians reported that sometimes he depends on memory or consults reference sources to ascertain the dates of certain events. Then he has to consult the magazines or newspapers of those days in order to obtain information. Another librarian remarked that he keeps the photographs file systematically, and obtains the dates of important
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JOSEPH
events from these photographs; this directs him to the magazines and newspapers of those days. Sometimes a full day may be spent finding a single piece of information. Though microfilming provides long-term preservation of these historical records, only one library has complete files of its own newspaper on microfilm. Two newspapers have a part of their newspaper on microfilm. A collection of press clippings is maintained in all libraries, though it is very small in many and not up-to-date. A systematic, comprehensive collection of press clippings is being maintained only in three libraries. In newspaper libraries, where there are staff to assist the librarian, the latter marks the news items and the former do the cutting. In all the dailies, except one, clippings are filed as such, without being mounted. No uniform method is followed for the storage of clippings. In seven of the 17 libraries studied, clippings are stored in envelopes and in seven others they are filed in box files. In one library clippings are kept in file folders while in another, storage of clippings had not been done. The old method of pasting clippings in a ledger volume is carried out by one newspaper. In all the libraries, where the clippings are kept in envelopes, the envelopes are arranged in filing cabinets except in one, where they are arranged in a rack. In box files and file folders each new cutting is filed in front of its sequence so that the contents are kept in chronological order. Clippings sorted by subject are kept in envelopes or box files which, in turn, are arranged in alphabetical order. There are 350 box files in two newspaper libraries. There are box files under countries, such as Afghanistan, Albania, Angola, Antarctica and under different subjects such as accident, corruption, crime, dacoits, disaster, drought, etc. In one library, clippings are broadly classified by the Dewey Decimal classification scheme and the clippings, kept in envelopes, are filed in box files. These box files are arranged in a classified order of 100, 200, 300, etc. An index card is also maintained to indicate the clippings in box files. In another library, box files of clippings on biography are arranged in a numerical sequence. All clippings on persons starting with the alphabet A are filed in box file No. 1, B in box file No. 2 and so on. Clippings, other than personalities, are filed by subject and there are box files under different subjects such as cricket, football, etc. Only one newspaper maintains an index for clippings and a personality file. One library does cross filing by taking extra copies of clippings. Several copies of the clippings are filed under different headings. If there is a news item on land reform in Kerala, one clip has to go in the file for land reforms and another in Kerala economy. Though multiple filing solves the problem of making and maintaining index cards, it is
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found that the collection becomes large and unwieldly and leads to problems of space, preservation, etc. In six of the 17 libraries, weeding of clippings is done regularly, in five only occasionally and in six weeding had not yet been carried out. One librarian stated that if a later cutting substitutes many earlier clippings, the earlier ones are removed from the file. Another librarian reported that he finds it difficult to discard clippings since material about to be thrown away may later be found useful. All libraries have a collection of photographs. No uniform method is adopted for filing photographs in the newspaper libraries. In one library photographs are classified according to the DDC and within each class these are arranged in an alphabetical sequence. An index card in the alphabetical sequence is also maintained. Envelopes containing photographs are also found arranged in a single alphabetical sequence either under full name, or surname, or caste names such as Nair, Nambiar, etc. However, separate sequences are also found for film stars, sportsmen, priests, etc. Photographs are also filed in three sequences, Regional, National and International, and within each sequence these are filed alphabetically. In one library, envelopes containing photographs are arranged in a numerical sequence. An index of the alphabetical sequence is maintained in a register. It is also found that the clippings, photographs and negatives are kept in the same envelope. Ordinary brown envelopes are used for storing photographs by all except three units of a multi-unit paper where plastic envelopes, specially designed for keeping photographs, are used. The number of photographs in each envelope varies and the envelopes are generally filed in vertical filing cabinets in many newspapers. The photo collections of the newspaper libraries in Kerala are insignificant when compared with the Hindu and the Times of India, two national English language dailies in India which have 600000 and 200 000 photos respectively. One hundred additions are made each day to the photo collection of the Hindu and thirty per day to that of the
Times of India.” It was revealed that the newspapers of Kerala sometimes go without a photograph if one cannot be found in the collection. The photo collection of the majority of newspaper libraries is found to be inadequate.
LIBRARY
SERVICES
In most of the newspaper libraries, a shortage of staff results in access on a self-service basis. Except in two libraries, there are no restrictions
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on the use of reading materials by journalists at any time, even in the absence of library staff. Two librarians expressed dissatisfaction with this arrangement and opined that the library should be staffed throughout the working hours of the newspaper. It is noted that the borrowing of books from the inhouse information system of newspapers is neither frequent nor extensive. In 12 of the 17 libraries, books are never or only occasionally taken out. In five libraries, only one to 10 books are issued per day. This may be because the library of a newspaper is meant for reference. This may also be the result of a lack of up-to-date books in the collection. In six libraries, the number of reading materials consulted per day is less than five. In eight libraries, between five and 15 reading materials are consulted per day and in three libraries the number is between 15 and 20. It is revealed that the consultation of reading materials by journalists is not very frequent. All libraries, except one, are kept open all days; the exception remains closed on Sunday. The number of hours the library is kept open varies from 7 to 16 hours. In eight libraries, libraries are open for less than 10 hours and nine are open for more than 12 hours. In newspapers where the library is adjacent to the editorial section or where it functions as part of the editorial section there is no demarcation between the working hours of the newspaper and the library. In most of the libraries the maximum use of the library materials was between 7.00 p.m. to 10.00 p.m. Journalists generally visit the library themselves for various requirements since, in many dailies, the library is adjacent to the editorial room. Where the libraries are not adjacent to the editorial room, enquiries are often received via a messenger.
LIBRARY
BUDGET
It was reported by nine librarians that there is an annual budget set aside for the library. Most of the librarians were not able to state the annual budget amount. One of the librarians reported that for administrative convenience there is an allocation in the budget but the management has not put a ceiling for purchase of essential library materials. Another librarian stated, rather vaguely, that the management spends a fairly good amount on the purchase of library materials. It is found that adequate funds are not allocated for the development and maintenance of a fully-fledged, well-equipped library by the majority of the newspapers. Purchase of books and subscription to periodicals are carried out directly by the management in some dailies. It was suggested by three librarians that they should have
NEWSPAPER
the power materials.
to spend
the
LIBRARIES
allocation
LIBRARY
IN
for
KERALA
the
purchase
341 of library
PERSONNEL
The staff of the newspaper libraries varies considerably. They consist of the librarian and supporting staff such as a library assistant, etc. Six of the libraries have no full time librarian. In these dailies sub-editors or other personnel are given charge of the library. In one newspaper two sub-editors work in weekly rotation in the library. A senior subeditor in one newspaper, sub-editors in two newspapers, a telephone operator in one and a junior artist in another are found to be in charge of the library. In all these newspapers, the person in charge has to attend to his usual duties in addition to library work. Of the 11 full time librarians, two are only matriculates, seven are graduates and two are post-graduates. One of the librarians is a retired person from a public library. Only six of the librarians possess professional qualifications such as a degree, diploma or certificate in library science. No librarian possesses a masters degree in library science. The practice of appointing librarians with professional qualifications in newspapers in Kerala started only in the 1980s. The first professionally qualified librarian was appointed in 1983. Supporting staff, such as library assistants, are provided only in five newspaper libraries. In one newspaper, there are four persons working as support staff in the news library adjacent to the editorial room and in the reference library located in the ground floor. Two newspapers employ two library assistants each and two other newspapers have one library assistant each. It appears that the number of library staff employed by newspapers in Kerala is inadequate. The librarians reported that their managements do not heed their demand for more staff. Where there are no full time librarians, the persons in charge oi the library highlighted the need for a qualified librarian and more support staff; this appears to be the root cause of many of the problems in the newspaper libraries. Of the 17 newspaper units studied, six had no staff at all for the library. In these libraries no proper policy for information gathering and retrieval exists. In five newspapers there are librarians with no professional qualifications. These unqualified personnel can hardly be expected to provide proper and modern library services. It has been noticed that the managements do not attach much importance to appointing librarians with proper qualifications, both general and professional. The conclusion which emerges from the above
342
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discussion is that the library personnel employed in the newspapers in Kerala are totally inadequate with respect to both quality and quantity, and this has a deleterious effect on the provision of systematic and comprehensive library services. PHYSICAL
FACILITIES
The newspaper library should be adjacent to the newsroom and should function as an integral part of the editorial room. It is observed that the library is adjacent to the newsroom or located in the newsroom in 10 newspapers. In two of these libraries, the reference section, where the back volumes of newspapers and periodicals are kept, is located a little distance away from the newsroom, on another floor. Many of the journalists expressed dissatisfaction with the distant location of the reference section. In six newspapers, the library is on another floor and in one other the library is in another building some distance away from the editorial room. It was reported by the journalists of this latter newspaper that they are not able to make use of the library because of this. It is noted that only 14 of the newspapers studied have a separate area for the library. In one of the newspapers, the seat of the resident editor is in the library and in another one, the teleprinter is installed in the library and, because oflack ofspace, the librarian sits in the editorial room. The floor space covered by the library and reading room ranges from 72 to 1875 square feet. It is noted that of the 17 units studied, three newspaper libraries are smaller than 200 square feet in area, eight newspapers have libraries of between 200 and 1000 square feet and only three have an area greater than 1000 square feet. The number of seats provided for the readers varied from nil to eight. In six libraries no seats are provided. The average number of seats available in newspaper libraries is three. Many libraries are congested, as the filing cabinets, shelves and periodicals display racks are all placed in the same room. It is noted that 12 librarians or persons in charge of the library and 67.34% of journalists expressed dissatisfaction with the existing physical facilities of newspaper libraries. In brief, the physical facilities available in the majority of the newspaper libraries in Kerala are miserably poor and totally inadequate for the proper functioning of the library and effective use of the library resources. CONCLUSION
It has been revealed newspaper publishers
from the above discussion that the libraries of in Kerala are suffering from unscientific admin-
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&ration and organization, grossly inadequate library collections, poor services, inadequate staff provision and unsatisfactory physical facilities. The factors contributing to inadequate library facilities and resources in the newspapers, according to librarians, are: (i) absence of adequate library personnel, (ii) lack of adequate finance, (iii) lack of interest of the management. Absence of adequate library personnel is cited as the most important reason for the lack of an efficient and effective library service. The second and third reasons indicate that the management does not appreciate the importance of the library to a newspaper and has no idea of how much information could be obtained from adequately maintained libraries. The conditions prevailing in the newspaper libraries of Kerala call for the urgent attention of the newspaper management in view of the fact that the library can have a definite impact on the quality of the newspaper. Editors are constantly looking for ways to improve the quality of their news product and the library can become a partner in this quest only if the library facilities are scientifically re-organized.
REFERENCES
1 2 3
India 198849. A Reference Annual. New Delhi. Government of India Publications Division. 1989, p. 254. Press and advertiser’s yearbook (1988) New Delhi. INFA, p. 172b. Savanur, S. K. (1986) Organisation of pictures and other graphic materials in selected newspaper libraries in India, and their use. Bombay University, MLS thesis, p. 100.
Libraries of Newspaper Publishers in Kerala. A Survey ROSAMMA
JOSEPH*
AESTRACT Journalists working in newspapers frequently resort to retrospective reference to make news presentation more attractive and informative to the reader. Realizing the impact that the library can have on newspaper production, some newspaper managements maintain a library/inhouse information system for the provision of a comprehensive service to the editorial department. This study was undertaken with the objective of assessing the present state of newspaper libraries in Kerala with respect to their administrative set-up, organizational efficiency, library collection, technical processing, services, personnel and physical facilities. Libraries/information units attached to newspapers having a circulation of above 50 000 were chosen for study. Data were collected through questionnaires, interviews, examination of the relevant files and records, and by personal observation. The study revealed that the book collection of the newspaper libraries in the state of Kerala in South India is inadequate. Books are not procured regularly and even the reference books available are outdated, old editions. Newspaper managements do not seem to be enthusiastic about developing a library collection containing the latest edition of important reference books. The available materials are not properly classified and catalogued in most of the libraries and adequate measures are not taken for preservation of library materials. No comprehensive clippings indexing services are available in the majority of the libraries. Library personnel employed in the newspapers in Kerala are totally inadequate from the point of view of both quality and quantity. The problem of space is faced by almost all libraries and reading materials lie scattered in different places because of this shortage of space. Thus the picture presented by the libraries of the newspapers in Kerala is far from satisfactory.
* C’niversity )02&7837/91/040333
Library,
University + 11 $03.00/O
of Calicut,
P.O.
Calicut
Uniwrsity, 0
673 635, Kerala, 199 I Academic
Prrss
India. Limiter
334
R.
JOSEF'"
The press in India has played a pivotal role in nation-building activities and, since independence, there has been a phenomenal increase in the number of newspapers on sale. At the end of 1987, the total number of different newspapers available was 24629.’ These days, the press in India gives not only news and views but also attempts to penetrate into more obscure areas of knowledge, to bring out facts and present them before the public. This is particularly true in Kerala, a state in South India, where, even in rural areas, newspapers play a vital role. People in rural Kerala are commonly seen gathering together in local shops listening to a newspaper being read out. The reading is often followed by a discussion of the news. There are 1085 newspapers and periodicals published in Kerala with a total circulation of 5.24 million. Malayalam, the principal language of the State of Kerala, dominates the state press with 809 newspapers and periodicals printed in this language. The second most commonly used language is English ( 113 publications). Malayalam newspapers have a circulation of 4.83 million.’ The Malayalam press is varied and impressive in number. In the country as a whole, the most spectacular progress has been made by the Malayalam press. In recent years some of the newspapers in Malayalam have doubled their circulation. This has been made possible through the adoption of sophisticated printing machinery, better news-gathering methods and an efficient newspaper delivery system. Kerala is the only Indian State that meets the UNESCO minimum of 10 newspapers for every 100 persons. Its literacy rate of 70.42% is the highest in the country. To achieve full literacy in the state a “Total Literacy Programme” has been launched with unusual vigour and enthusiasm. Here people are eager to become acquainted with developments in their district, state and the country as a whole. The urge of the people to learn about every-day happenings should be fully exploited and news should be presented in such a way as to make the people better informed and more knowledgeable. Journalists working in newspapers frequently use retrospective references to assist the presentation of current news in context and to make news presentation more attractive and informative to the readers. Realizing the impact that the library can have on newspaper production, newspaper management frequently maintains a library/ inhouse information system for the provision of a comprehensive service to the editorial department.
NEWSPAPER
LIBRARIES
THE
IN
KERALA
335
SIJRVEY
This survey was conducted with the objective of assessing the present state of newspaper publishers’ libraries in Kerala with respect to their administrative set up, organizational efficiency, library collection, technical processing, services, personnel and physical facilities. Only libraries/ information units attached to newspapers above the circulation bracket of 50000 were chosen for study. Visits to many of the newspapers having a circulation below this number showed that they do not have a formal library or information service. The managements of many of these newspapers remarked that they do not need a library for running the newspaper and they mainly depend on information supplied by the Public Relations Department of the Government Only major newspapers maintain some and local correspondents. sort of a library service. There are seven newspapers, the Deepika, the Desabhimani, the Express, the Indian Express, the Kerala Kaumudi, the Malayala Manorama and the Mathrubhumi, having a circulation of above 50000. One more daily, the Chandrika, publishing from Kozhikode, though having a circulation below 50000 was included in the sample in order to give adequate representation to the various socio-political organizations and ideologies. Of the above named newspapers, five are published simultaneously 1iom more than one place. The Malayala Manorama is being published Ii-om four places, the Mathrubhumi and the Desabhimani from three places, and the Kerala Kaumudi and the Deepika from two places. The combined circulation from all the units was considered for selecting the sample. ‘The selected newspapers were established between 1887 and 197.5. ‘There are two dailies which have celebrated their centenary, the Deepika (Kottayam District) and the Malayala Manorama (Kottayam District). ,411 these newspapers, except the Indian Express (Kochi in Ernakulam District), were established before India’s independence in 1947. The newspapers started setting up units after the 1960s. ‘I’he organization and functioning of libraries/information centres attached to individual units (a total of 17 i were studied since they maintain separate libraries. The data required for the study were collected through, (i) questionnaires administered to the personnel in charge of libraries/ information units attached to the 17 units of the eight major newspapers in Kerala, (ii) interviews with the librarians of the newspapers, (iii) examination of the relevant files and records maintained in the libraries/information units of the newspapers and (iv) personal observation of the organization, functioning, facilities and resources of the libraries.
R.
336
JOSEPH
ADMINISTRATIVE
SET-UP
It was found that a deputy editor, news editor or a senior person is generally placed in charge of the library, above the librarian. Many of the duties of the librarian are carried out by other sections and the tasks of the librarian mainly comprise routine jobs such as cutting clippings, filing photographs and so on. There is no proper communication between the librarian, the journalists and the management to assist the development of an efficient library service. A forum, such as a library committee, exists in only one of the newspaper libraries surveyed.
LIBRARY
COLLECTION
The book collection of the 17 newspaper libraries studied ranges between 25 and 10000. One library has 10 000 books, six have a collection of between 1000 and 5000 books and 10 possessfewer than 1000 books. The number of books added per year is insignificant. In five of the 17 libraries fewer than 25 books are acquired annually, in seven the number is between 25 and 100 and in four libraries the number of books acquired per year is between 100 and 200. One library bought more than 300 books. Books are not procured regularly but as and when they are required. According to many librarians, a major portion of the collection is made up of books received for review. It was also observed that most of the books on the shelves of these libraries are old and outdated. Journalists feel that there is a lack of up-to-date books on subjects such as sport, art, literature, politics, cinema, culture, history, geography, the newspaper industry and journalism. The availability of government documents, which contain important data on government policy, working and achievements, including official statistics, is also inadequate. The numbers of reference books which provide basic and background information are also seen to be totally inadequate to meet journalistic requirements. The number of reference books available in the libraries varied from 25 to 2500. Only one library has a collection of 2500 reference books, while five possessed a reference collection of between 300 and 500, six have a collection of between 100 and 300 books and five libraries have fewer than 100 reference books. It was observed that many of the reference books possessed by these libraries are old, outdated editions. The Enylopaedia Britannica, possessed by two libraries, is the 1956 edition. These findings lead to the conclusion that the book collections of the newspaper libraries are, in general, insufficient to meet the requirements ofjournalists and that there is a need to acquire more encyclopaedias, linguistic dictionaries, biographical dictionaries,
NEWSPAPER
LIBRARIES
IN
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scientific and technological dictionaries, year books, and reference books on science, sports, history, culture and theatre. Generally books are not arranged in any order and lie scattered in different places because of shortage of space. In some libraries the books are arranged according to subject. Only one library uses a standard scheme of classification (DDC) for classifying books. No library maintains a proper catalogue. It appears that journalists and the management do not attach much importance to the maintenance of a properly classified and catalogued library collection. The libraries of newspaper publishers do not subscribe to many periodicals. Many libraries subscribe to only a few popular magazines. Four libraries subscribe to fewer than 15 periodicals. Periodicals which are a chronicle of current events, such as Time, Newsweek, Frontline, Onlooker, Link, Sunday, India Today, Illustrated Weekly of India, The Week and Asia Week, are subscribed to by a majority of libraries. Periodicals, useful from the viewpoint of specialized interest and statistical data, and issued by research institutions or learned societies, are received by only a few libraries. Many of these libraries do not maintain a periodical subscription register and the issues are not registered when received. It was also found that many of these libraries do not keep back issues of periodicals. Only two libraries have bound more than 15 periodicals a year. Ail the libraries receive all the major Malayalam newspapers and between three and 12 English language dailies. The number of dailies received in each library varied between 20 and 30. It was suggested that foreign newspapers such as the New York Times, Washington Post, The Times and The Observer should be made available. In most of the libraries the house newspaper alone is bound. Some libraries keep back issues of other newspapers for 2 or 3 years. It is found that no special care is taken in preserving the bound newspapers except in one library where these are kept in an air-conditioned room. In one library, many volumes of bound newspapers are kept on the floor in stacks and, because of lack of space, these are not taken care of properly. In many libraries these are not arranged properly and lie scattered in various places. None of the libraries under study keeps an index of newspapers and magazines. The dailies in Kerala face problems in locating required information from back volumes owing to the lack of proper indexing. One of the librarians reported that sometimes he depends on memory or consults reference sources to ascertain the dates of certain events. Then he has to consult the magazines or newspapers of those days in order to obtain information. Another librarian remarked that he keeps the photographs file systematically, and obtains the dates of important
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events from these photographs; this directs him to the magazines and newspapers of those days. Sometimes a full day may be spent finding a single piece of information. Though microfilming provides long-term preservation of these historical records, only one library has complete files of its own newspaper on microfilm. Two newspapers have a part of their newspaper on microfilm. A collection of press clippings is maintained in all libraries, though it is very small in many and not up-to-date. A systematic, comprehensive collection of press clippings is being maintained only in three libraries. In newspaper libraries, where there are staff to assist the librarian, the latter marks the news items and the former do the cutting. In all the dailies, except one, clippings are filed as such, without being mounted. No uniform method is followed for the storage of clippings. In seven of the 17 libraries studied, clippings are stored in envelopes and in seven others they are filed in box files. In one library clippings are kept in file folders while in another, storage of clippings had not been done. The old method of pasting clippings in a ledger volume is carried out by one newspaper. In all the libraries, where the clippings are kept in envelopes, the envelopes are arranged in filing cabinets except in one, where they are arranged in a rack. In box files and file folders each new cutting is filed in front of its sequence so that the contents are kept in chronological order. Clippings sorted by subject are kept in envelopes or box files which, in turn, are arranged in alphabetical order. There are 350 box files in two newspaper libraries. There are box files under countries, such as Afghanistan, Albania, Angola, Antarctica and under different subjects such as accident, corruption, crime, dacoits, disaster, drought, etc. In one library, clippings are broadly classified by the Dewey Decimal classification scheme and the clippings, kept in envelopes, are filed in box files. These box files are arranged in a classified order of 100, 200, 300, etc. An index card is also maintained to indicate the clippings in box files. In another library, box files of clippings on biography are arranged in a numerical sequence. All clippings on persons starting with the alphabet A are filed in box file No. 1, B in box file No. 2 and so on. Clippings, other than personalities, are filed by subject and there are box files under different subjects such as cricket, football, etc. Only one newspaper maintains an index for clippings and a personality file. One library does cross filing by taking extra copies of clippings. Several copies of the clippings are filed under different headings. If there is a news item on land reform in Kerala, one clip has to go in the file for land reforms and another in Kerala economy. Though multiple filing solves the problem of making and maintaining index cards, it is
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found that the collection becomes large and unwieldly and leads to problems of space, preservation, etc. In six of the 17 libraries, weeding of clippings is done regularly, in five only occasionally and in six weeding had not yet been carried out. One librarian stated that if a later cutting substitutes many earlier clippings, the earlier ones are removed from the file. Another librarian reported that he finds it difficult to discard clippings since material about to be thrown away may later be found useful. All libraries have a collection of photographs. No uniform method is adopted for filing photographs in the newspaper libraries. In one library photographs are classified according to the DDC and within each class these are arranged in an alphabetical sequence. An index card in the alphabetical sequence is also maintained. Envelopes containing photographs are also found arranged in a single alphabetical sequence either under full name, or surname, or caste names such as Nair, Nambiar, etc. However, separate sequences are also found for film stars, sportsmen, priests, etc. Photographs are also filed in three sequences, Regional, National and International, and within each sequence these are filed alphabetically. In one library, envelopes containing photographs are arranged in a numerical sequence. An index of the alphabetical sequence is maintained in a register. It is also found that the clippings, photographs and negatives are kept in the same envelope. Ordinary brown envelopes are used for storing photographs by all except three units of a multi-unit paper where plastic envelopes, specially designed for keeping photographs, are used. The number of photographs in each envelope varies and the envelopes are generally filed in vertical filing cabinets in many newspapers. The photo collections of the newspaper libraries in Kerala are insignificant when compared with the Hindu and the Times of India, two national English language dailies in India which have 600000 and 200 000 photos respectively. One hundred additions are made each day to the photo collection of the Hindu and thirty per day to that of the
Times of India.” It was revealed that the newspapers of Kerala sometimes go without a photograph if one cannot be found in the collection. The photo collection of the majority of newspaper libraries is found to be inadequate.
LIBRARY
SERVICES
In most of the newspaper libraries, a shortage of staff results in access on a self-service basis. Except in two libraries, there are no restrictions
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on the use of reading materials by journalists at any time, even in the absence of library staff. Two librarians expressed dissatisfaction with this arrangement and opined that the library should be staffed throughout the working hours of the newspaper. It is noted that the borrowing of books from the inhouse information system of newspapers is neither frequent nor extensive. In 12 of the 17 libraries, books are never or only occasionally taken out. In five libraries, only one to 10 books are issued per day. This may be because the library of a newspaper is meant for reference. This may also be the result of a lack of up-to-date books in the collection. In six libraries, the number of reading materials consulted per day is less than five. In eight libraries, between five and 15 reading materials are consulted per day and in three libraries the number is between 15 and 20. It is revealed that the consultation of reading materials by journalists is not very frequent. All libraries, except one, are kept open all days; the exception remains closed on Sunday. The number of hours the library is kept open varies from 7 to 16 hours. In eight libraries, libraries are open for less than 10 hours and nine are open for more than 12 hours. In newspapers where the library is adjacent to the editorial section or where it functions as part of the editorial section there is no demarcation between the working hours of the newspaper and the library. In most of the libraries the maximum use of the library materials was between 7.00 p.m. to 10.00 p.m. Journalists generally visit the library themselves for various requirements since, in many dailies, the library is adjacent to the editorial room. Where the libraries are not adjacent to the editorial room, enquiries are often received via a messenger.
LIBRARY
BUDGET
It was reported by nine librarians that there is an annual budget set aside for the library. Most of the librarians were not able to state the annual budget amount. One of the librarians reported that for administrative convenience there is an allocation in the budget but the management has not put a ceiling for purchase of essential library materials. Another librarian stated, rather vaguely, that the management spends a fairly good amount on the purchase of library materials. It is found that adequate funds are not allocated for the development and maintenance of a fully-fledged, well-equipped library by the majority of the newspapers. Purchase of books and subscription to periodicals are carried out directly by the management in some dailies. It was suggested by three librarians that they should have
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the power materials.
to spend
the
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PERSONNEL
The staff of the newspaper libraries varies considerably. They consist of the librarian and supporting staff such as a library assistant, etc. Six of the libraries have no full time librarian. In these dailies sub-editors or other personnel are given charge of the library. In one newspaper two sub-editors work in weekly rotation in the library. A senior subeditor in one newspaper, sub-editors in two newspapers, a telephone operator in one and a junior artist in another are found to be in charge of the library. In all these newspapers, the person in charge has to attend to his usual duties in addition to library work. Of the 11 full time librarians, two are only matriculates, seven are graduates and two are post-graduates. One of the librarians is a retired person from a public library. Only six of the librarians possess professional qualifications such as a degree, diploma or certificate in library science. No librarian possesses a masters degree in library science. The practice of appointing librarians with professional qualifications in newspapers in Kerala started only in the 1980s. The first professionally qualified librarian was appointed in 1983. Supporting staff, such as library assistants, are provided only in five newspaper libraries. In one newspaper, there are four persons working as support staff in the news library adjacent to the editorial room and in the reference library located in the ground floor. Two newspapers employ two library assistants each and two other newspapers have one library assistant each. It appears that the number of library staff employed by newspapers in Kerala is inadequate. The librarians reported that their managements do not heed their demand for more staff. Where there are no full time librarians, the persons in charge oi the library highlighted the need for a qualified librarian and more support staff; this appears to be the root cause of many of the problems in the newspaper libraries. Of the 17 newspaper units studied, six had no staff at all for the library. In these libraries no proper policy for information gathering and retrieval exists. In five newspapers there are librarians with no professional qualifications. These unqualified personnel can hardly be expected to provide proper and modern library services. It has been noticed that the managements do not attach much importance to appointing librarians with proper qualifications, both general and professional. The conclusion which emerges from the above
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discussion is that the library personnel employed in the newspapers in Kerala are totally inadequate with respect to both quality and quantity, and this has a deleterious effect on the provision of systematic and comprehensive library services. PHYSICAL
FACILITIES
The newspaper library should be adjacent to the newsroom and should function as an integral part of the editorial room. It is observed that the library is adjacent to the newsroom or located in the newsroom in 10 newspapers. In two of these libraries, the reference section, where the back volumes of newspapers and periodicals are kept, is located a little distance away from the newsroom, on another floor. Many of the journalists expressed dissatisfaction with the distant location of the reference section. In six newspapers, the library is on another floor and in one other the library is in another building some distance away from the editorial room. It was reported by the journalists of this latter newspaper that they are not able to make use of the library because of this. It is noted that only 14 of the newspapers studied have a separate area for the library. In one of the newspapers, the seat of the resident editor is in the library and in another one, the teleprinter is installed in the library and, because oflack ofspace, the librarian sits in the editorial room. The floor space covered by the library and reading room ranges from 72 to 1875 square feet. It is noted that of the 17 units studied, three newspaper libraries are smaller than 200 square feet in area, eight newspapers have libraries of between 200 and 1000 square feet and only three have an area greater than 1000 square feet. The number of seats provided for the readers varied from nil to eight. In six libraries no seats are provided. The average number of seats available in newspaper libraries is three. Many libraries are congested, as the filing cabinets, shelves and periodicals display racks are all placed in the same room. It is noted that 12 librarians or persons in charge of the library and 67.34% of journalists expressed dissatisfaction with the existing physical facilities of newspaper libraries. In brief, the physical facilities available in the majority of the newspaper libraries in Kerala are miserably poor and totally inadequate for the proper functioning of the library and effective use of the library resources. CONCLUSION
It has been revealed newspaper publishers
from the above discussion that the libraries of in Kerala are suffering from unscientific admin-
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&ration and organization, grossly inadequate library collections, poor services, inadequate staff provision and unsatisfactory physical facilities. The factors contributing to inadequate library facilities and resources in the newspapers, according to librarians, are: (i) absence of adequate library personnel, (ii) lack of adequate finance, (iii) lack of interest of the management. Absence of adequate library personnel is cited as the most important reason for the lack of an efficient and effective library service. The second and third reasons indicate that the management does not appreciate the importance of the library to a newspaper and has no idea of how much information could be obtained from adequately maintained libraries. The conditions prevailing in the newspaper libraries of Kerala call for the urgent attention of the newspaper management in view of the fact that the library can have a definite impact on the quality of the newspaper. Editors are constantly looking for ways to improve the quality of their news product and the library can become a partner in this quest only if the library facilities are scientifically re-organized.
REFERENCES
1 2 3
India 198849. A Reference Annual. New Delhi. Government of India Publications Division. 1989, p. 254. Press and advertiser’s yearbook (1988) New Delhi. INFA, p. 172b. Savanur, S. K. (1986) Organisation of pictures and other graphic materials in selected newspaper libraries in India, and their use. Bombay University, MLS thesis, p. 100.