LEARNING LOG

IMD315: MANAGEMENT OF LIBRARIES AND RESOURCE CENTERS

NAME AINA NUR ALEESA BINTI RAHMAT

STUDENT ID 2017333881
GROUP KIM1105A

CAMPUS MERBOK KEDAH

DATE SUBMITTED 4th JUNE 2020

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TOPIC 1: Basic of management principles & theories DATE: 21.3.2020

1. What were the main contents?

The main content of this topic basically was about the basic of management
principles and its theories. The content in this topic the first one are Introduction
Theories Of Management. Next Roles and Function of Managers. Finally.
Management Levels and Skill.

2. What did you understand best?

Based on what I have understand, this topic explained more details about terms
and definition about management and organization from different people, but the
meaning is still the same which is to achieve their goals. Next, I understand that in
organization, there is 2 types of it which is formal and informal. Both are carrying
different types of structure. In organization also, they need to work efficiently and
effectively to use resources to satisfy customers and achieve goals. I understand
and realize that there is a function why management are existing in organization.
Management is the process of using organizational resources to achieve the
organization’s goals by POLC or known as managerial function. There is manager
who are responsible to supervising others to perform each of the function including
themselves at all levels. Managers have their own managerial roles ex:
Interpersonal, Informational and Decisional roles. They also need and perform skills
in order to handle others and themselves effectively to achieve their goals.

3. What questions do you still have about what you learned?

1. Why managers need to have all 3 different types of managerial roles?

2. Did other people in the organization must learn any skills from the managers?

4.Key words (3-5 and with definitions)

1. Planning - to identify and select appropriate goals and courses

2. Organizing - managers create the structure of working relationships between
organizational members
3. Leading - help employees understand the role they play in attaining goals.
4. Controlling - managers will monitor individuals, departments, and the
organization.

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TOPIC 2 : Management of Library and Information Center DATE: 13.4.2020

1. What were the main contents?

The main content of this topic was first about mission, vision and goals. Next,
Organizational structures. After that, Objectives of the libraries and information
centers and Functions, activities and services offered by libraries and information
centers.

2. What did you understand best?

Based on what I have understand, organization must need their mission, vision,
and also goals to determine their organization future. These 3 components play
important roles to gained successful of the organization itself. There is differences
between mission, vision and goals. Based on what I’ve understand, based on that 3
components, it is the best if the organization follow The Ashridge Mission Model
(Ashridge Strategic Management Centre) for strengthen their mission purposes. For
goals, it provides direction and produce effectiveness an provide a framework for
future planning and help motivate individuals in the organization. Organization
structure divides organization into smaller & more manageable units and makes
work done in each unit compatible with others. An organization structure is related
to communication, coordination and control. They must communicate and work
together towards their mission, vision and goals. Many activities and services are
offered by libraries and info centers, example; borrow and return books, membership
of the library, Inter Library Loans, and many more. This can attract user to come to
the library and information center.
3. What questions do you still have about what you learned?

1. What is Differentiation & Organization Structure?

2. Is all the types of libraries has same activities in their library?

4.Key words (3-5 and with definitions)

1. Mission - essentially a clear description of what you do, for whom and why you
do it.
2. Vision - An act of foresight
3. Goals - provide direction and produce

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TOPIC 3 : PERSONNEL MANAGEMENT DATE: 16.4.2020

1. What were the main contents?

I think the main contents of this topic was about function of staff in organization.

2. What did you understand best?

Based on what I have understand, in organization, staff are the life-blood of any
library or information service, and effective recruiting. They play really important
roles in order to help the organization succeed. There are two types of personnel
which is first, professional and the second was non-professional. There are
important department that plays vital role in managing organization and support
organization from many aspects. It is HR/Personnel. Next, the staffs. I think, it has
several types of staff depends on the organization itself. Their job scope also is
different followed by their capabilities. They are the one who responsible to make
their organization runs well. They will involve with training, and they will be evaluate
based on their performance and many more. It takes time to build a strong team/staff
within the process.

3. What questions do you still have about what you learned?

1. Who will give training to them?

2. Who will recruit them?

4.Key words (3-5 and with definitions)

1. HR- Human Resources

2. Job Description - is a statement of the objectives, main tasks, supervisory duties
and place in the staff structure which the job holder is expected to accept
3. Duties Performed - It tells what is to be done how it is to be done and the purpose
behind each duty.

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TOPIC 4 : FINANCIAL MANAGEMENT DATE: 30.4.2020

1. What were the main contents?

This topic focuses on financial management on the organization from its Sources
of funding, Budget planning and procedures and Cost / benefit analysis.
2. What did you understand best?

Based on what I’ve understand, this topic explained more details about
financial. The future success of every information service or organization is directly
dependent on managers ability to plan, direct, organize and control resources. For
the budget, its generally refers to a list of all planned expenses and revenues. It is
really important because it is for standard for particular operation, activity, program
and department in the organization or library. The function the budget was managed
for was to assist them especially managers in planning their work effectively. There
is 3 types of budgets which is he first one, capital budgets, operating/revenue
budgets and special budgets. Besides budget, there is also funding that help or as
additional funds coming from income-generating or revenue-earning activities.
People in organization need to manage their budget and funds perfectly in order to
make sure their work, activities and program can be run perfectly. There are many
types of budgets that they can follow and use. Next, cost. Cost is the value of inputs
that have been used up to produce something, and hence are not available for use
anymore.
3. What questions do you still have about what you learned?

1. Is there any accountant needed in the library to manage the budget, fund and
cost?
2. Which types of budgeting that always been used?
4.Key words (3-5 and with definitions)

1. Lump-Sum Budget - Group them together into one around figure

2. Budget - a list of all planned expenses and revenues.
3. Cost - value of inputs that have been used up to produce something

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TOPIC 5 : PROMOTIONS AND PUBLIC RELATIONS DATE: 1.5.2020

1. What were the main contents?

This topic focuses on how to approaches and attract user to come to the library by
promotion and public relation.

2. What did you understand best?

Based on what I have understand, Promotion is a marketing tool used to

create awareness and favourable attitude within the target market, community and
among various groups of people that are connected to business. They are several
types of promotion which is Advertising, Sales Promotion, Personal Selling and
Publicity. Library tend to use these types of promotion with different method to attract
the users to come to the library. Public relations also are function as to inform users
about what has happened in the library also to evaluate public attitudes, identify
issues of public concern, and execute programs to gain public acceptance. There
are also activities that can be done to attract users and they also will be gained new
knowledge and at the same time, fun.

3. What questions do you still have about what you learned?

1. What is product placement?

2. Is promoting library necessary?

4.Key words (3-5 and with definitions)

1. Press Releases - official statement issued to newspapers giving information on

a particular matter.
2. Promotion - Promotion is a marketing tool used to create awareness and
favourable attitude
3. Fundraising - collecting or producing money for particular purpose

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TOPIC 6 : ADMINISTRATIVE UNITS OF LIBRARIES AND INFORMATION
CENTERS DATE: 3.5.2020

1. What were the main contents?

a) Categories of library
b) Technical Services Administration
c) Acquisitions and Collection Development
d) Job position in library
2. What did you understand best?

Based on what I have understand, The Central Administrative Unit is responsible

for all Library department. Other responsibilities include public relations with other
Libraries, institutions, and bodies. All different types of libraries also play and served
different role to their users. For Technical Services Administration, I understand that,
one of the functions of this technical services is organizing, preparing and
maintaining all necessary catalogues, records, and files for the collection or
collections. There is 6 job position in the library which, Library directors and
manager, Lead cataloguer, librarian, metadata librarian, Educational Technology
Librarian, and librarian technician.

3. What questions do you still have about what you learned?

1. Is there any other job position before library directors?

4.Key words (3-5 and with definitions)

1. Library Directors - main leadership role in the library.

2. Metadata Librarians - Organizes access to information resources using

traditional and merging metadata schema

3. Library Technician - Library Assistants or Technicians generally perform

clerical duties.

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TOPIC 7.1 and 7.2 : MANAGEMENT OF PUBLIC SERVICES DEPARTMENTS
DATE : 5.5.2020

1. What were the main contents?

a) Reference department’s management, policy, and workflow

b) User Education, Training and Assistance
c) Circulation department’s management Policy and Workflow
d) Automation department’s management, policy and workflow
e) Audio visual department’s management, policy and workflow
f) Children’s department’s management, policy and workflow
2. What did you understand best?

Based on what I have understand, in library, we have two main department that
is important to the library that is Reference and Circulation department. These both
department, which is first one reference department, they responsible to provide
user guides, education, library instruction or information based on use needs. They
are the one who help the students if they have questions. Their types of policies one
of it is answering and handling reference desk and the most important, find the users
answers for their questions. Next, circulation department. Their main activities was
borrow and return book process, inter library loan, and more important was to
manage and control circulation of library material. For automation and audio visual,
I understand that these department handle in terms of ICT, IT and others that involve
internet of electronic facilities needed in the library. For children department, they
have different activities such as storytelling, and have their own discovery rooms for
them to play games, puzzle and others.

3. What questions do you still have about what you learned?

1. What is AV resources?

4.Key words (3-5 and with definitions)

Video Cassettes - A large collection of educational and informational videos is

available at the Library.
DVDs - a type of compact disc able to store large amounts of data, especially
high-resolution audio-visual material
Computer Center - computer center features educational games, reference
materials, and word processing programs.

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TOPIC 8: MANAGEMENT OF TECHNICAL PROCESSING DEPARTMENTS
DATE: 10.5.2020

1. What were the main contents ?

a) Introduction
b) Acquisition @ collection development department’s management, policy
and workflow
c) Cataloguing department’s management, policy and workflow
d) Preservation department’s management, policy and workflow
2. What did you understand best?

Based on my understanding, acquisition is a acquisition means to select,

evaluate, purchase and process materials. Materials may be books, periodicals,
pamphlets, and reports. One of the function of acquisitions is providing and
maintaining up-to-date order tools appropriate to the needs of the library, including
publisher’s catalogue, trade bibliographies, and other bibliographies. Next, for
cataloguing department, the main aim of this department is to facilitate the use of
library and archival materials by cataloguing incoming stock quickly and effectively
in accordance with agreed standards; and, to participate, where necessary, in the
development of appropriate new standards by following the policies, and the
cataloguing tools. The last department was preservation department. Their aim is to
raise awareness of the importance of library preservation, and the need to identify
priorities for preservation in the Library as a whole. I understand that we need to
preserve our library materials so that the material can be used in a long term by
using the right methods.
3. What questions do you still have about what you learned?

1. What is the differences between the cataloguing tools?

4.Key words (3-5 and with definitions)

1. Circulation Department : in the preservation of the collection through

binding and rebinding, and in replacing lost, damaged, and worn-out materials
2. Cataloguing Department : they share records and bibliographic tools,
transfer information to prevent duplication of effort; to process books and other
library materials as quickly as possible at the least possible cost
3. Thesaurus : A thesaurus is an essential tool which must be at hand when
indexing a collection of objects, whether by writing catalogue cards by hand or by
entering details directly into a computer.

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TOPIC 9 : CUSTOMER RELATIONSHIP MANAGEMENT IN LIBRARIES &
INFORMATION CENTERS DATE: 20.5.2020

1. What were the main contents ?

1. The Concept of Customer Relations Management (CRM)

2. Organizational Culture and Customer Service

2. What did you understand best?

Based on what I have understand, this topic explained about how important to
build relation with users and this CRM methodology enables the organization to
understand the customers' needs and behaviour better. It introduces reliable
processes and procedures for interacting with customers and develop stronger
relationships with them. The staff plays important roles to help and satisfying
customers ties into meeting change and adapting to the environment. Several
objectives of CRM the first one was to improved customer service and support
improved response time to customer requests for information. They need to protect
their quality and images order to make the users believer and comfortable with the
services.

3. What questions do you still have about what you learned?

1. Is customers can be mad with staff?

4.Key words (3-5 and with definitions)

1. Collections - Books, periodicals, videos, CD’s, etc.

2. Services - Circulation, ILL, Reference
3. Programs - Lectures, Friends programs, etc

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TOPIC 9 (week 14) : ISO and Quality Management; Evaluation of Libraries and
Information Centers Services DATE: 10.6.2020

1. What were the main contents?

a) ISO – International organization for standardization
b) Eight principles quality management for libraries
c) Quality management
d) Measurement, analysis, and improvement
2. What did you understand best?

Based on what I have understand, this topic explained about ISO which is a lists
a set of requirements on how our library can establish an effective quality
management system to meet its “users” needs. To protect the quality of
management in the library, they must follow the principles like Customer focus,
Leadership, involvement of people and process approach. The library must focus
on what they do and how to improve their services and its quality. They all
responsible to work together and support each other to achieve customers
satisfaction based on method, requirement, and principles.

3. What questions do you still have about what you learned?

1. Is there dissatisfaction among staff? What is the solution?

4.Key words (3-5 and with definitions)

1. Establish a Quality Policy - Manage the organization’s quality policy

2. Control of records - Each document must be controlled in order to ensure
uniform quality.
3. Quality manual - The quality manual describes our intent to establish a
quality management system with an emphasis on continuous improvement

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