EXTENSION SERVICES IN

INFORMATION AGENCIES
IMD314
CHAPTER ONE
INTRODUCTION TO INFORMATION
AGENCIES AND ITS SERVICES
 INFORMATION
AGENCIES
DEFINITION

Information agency can be defined as an

organization which provides access to
information.

An example is a LIBRARY
 TYPES OF
INFORMATION
AGENCIES
 REGULAR TYPE OF INFORMATION
AGENCIES

ARCHIVE
MUSEUM
INFORMATION
CENTER RECORD
CENTER
LIBRARY
 REGULAR TYPE OF INFORMATION
AGENCIES
ARCHIVE
A place holding a collection of historical
records on a topic, also the collection itself.

Chowdhury, G.C., Burton, P.F., Mcmenemy, D., & Poulter, A. (2008). Librarianship: An introduction. London : Facet Publishing.
 Cont. ARCHIVE

The building, facility, or area that houses

an archival collection(the term repository is
preferred by most archivists). Also, to place
documents in storage, usually to preserve  them as a
historical, informational, legal, or evidential record,
permanently or for a finite or indefinite period of
time.

Reitz, J.M. (2004).ODLIS: Online dictionary for library and information science. Santa Barbara, CA. :ABC-CLIO. Retrieved at
http://www.abc-clio.com/ODLIS/searchODLIS.aspx
 Cont. ARCHIVE

“the whole of the written documents, drawings

& printed matter, officially received or
produced by an administrative body or one of
its officials, in so far as these documents were
intended to remain in custody of that body or
that official”.

Muller,S., Feith, J.A. & Fruin, R.(1898). Manual for the arrangement & description of archive.
Cont. ARCHIVES
Archives are the documentary by-product of human
activity retained for their long-term value. They are
contemporary records created by individuals and
organizations as they go about their business and
therefore provide a direct window on past events.
They can come in a wide range of formats including
written, photographic, moving image, sound, digital
and analogue. Archives are held by public and
private institutions and individuals around the world.

International Council on Archives (2009). ICA. http://www.ica.org/3/homepage/home.html

Cont. ARCHIVES

An organized collection of the usually noncurrent

records of the activities of a business, government,
organization, institution, or other corporate body, or the
personal papers of one or more individuals, families, or
groups, retained permanently (or for a designated or
indeterminate period of time) by their originator or a
successor for their permanent historical, informational,
evidential, legal, administrative, or monetary value,
usually in a repository managed and maintained by a
trained archivist.
 REGULAR TYPE OF INFORMATION
AGENCIES
INFORMATION CENTER
An organizational unit with the mission to support users in
exploiting information technology and provide information
required by the users in the organization or the community.

12/22/2022 10
 Cont. INFORMATION CENTER

An information center is a center designed specifically

for storing, processing, and retrieving information for
dissemination at regular intervals, on demand or
selectively, according to express needs of users

12/22/2022 11
 REGULAR TYPE OF INFORMATION
AGENCIES
LIBRARY
• A collection of books and other literacy materials
kept for reading, research, study and consultation.
• A library is a collection of information, sources,
resources and services, organized for use, and
maintained by a public body, an institution, or a
private individual. In the more traditional sense, it
means a collection of books.

12/22/2022 12
 Library - Types
• National Library
• Academic Library
• Special Library
• Public Library
• School Library/resource center
• Digital/Virtual Library

12/22/2022 13
 Library - Types
• National Library
A library maintain by government funds
and serving the nation as a whole. It is
usually the country’s legal deposit
library, and collects and preserves the
nation’s literature.

12/22/2022 14
  Functions

 the collection via legal deposit of the

national imprint (both print and electronic)
and its cataloguing and preservation;

 the provision of central services (e.g.,

reference, bibliography, preservation,
lending) to users both directly and through
other library and information centres;
12/22/2022 15
  Functions
 the preservation and promotion of the national
cultural heritage;

 acquisition of at least a representative collection of

foreign publications;

 the promotion of national cultural policy;

 leadership in national literacy campaigns

12/22/2022 16
 Library - Types
• Academic Library

A library serving the information needs of the

students, and staff of a university or similar
institution.
A library that is an integral part of a college,
university, or other institution of post secondary
education, administered to meet the information
and research needs of its students, faculty, and
staff.  12/22/2022 17
 Library - Types
• Special Library

A library established and funded by a

commercial firm, private association,
government agency, nonprofit organization, or
special interest group to meet the information
needs of its employees, members, or staff in
accordance with the organization's mission and
goals. The scope of the collection is usually
limited to the interests of the host organization. 
12/22/2022 18
 Library - Types
• Public Library

A library or library system that provides

unrestricted access to library resources
and services free of charge to all the
residents of a given community, district,
or geographic region, supported wholly
or in part by public funds.
12/22/2022 19
 Library - Types
• School Library / Resource Center

A library in a public or private elementary or

secondary school that serves the information
needs of its students and the curriculum needs
of its teachers and staff, usually managed by
a school librarian or media specialist. A school
library collection usually contains books,
periodicals, and educational media suitable for
the grade levels served.
 Library - Types
• Digital/Virtual Library

A library in which a significant proportion of

the resources are available in machine-
readable format (as opposed to print or
microform), accessible by means of
computers. The digital content may be locally
held or accessed remotely via computer 
networks. 
12/22/2022 21
 REGULAR TYPE OF INFORMATION
AGENCIES
MUSEUM
The International Council of Museum define
museum as:

”A museum is a nonprofit making, permanent

institution in the service of society and its
development and open to the public, which
acquires, conserves, researches, communicates
and exhibits, for purposes of study, education and
enjoyment, material evidence of people and their
environment.”
REGULAR TYPE OF INFORMATION
AGENCIES

MUSEUM
“Museums enable people to explore
collections for inspiration, learning and
enjoyment. They are institutions that collect,
safeguard and make accessible artifacts and
specimens, which they hold in trust for society.
(Museums Association, 1998)

12/22/2022 23
REGULAR TYPE OF INFORMATION
AGENCIES

RECORD CENTER

A building or part of a building designed or

adapted for the low-cost storage, maintenance
and communication of semi-current records
pending their ultimate disposal.

12/22/2022 24
FUNCTIONS OF
INFORMATION
AGENCIES
 INFORMATION AGENCIES
FUNCTIONS
Archive
 Identify, appraise, preserve and make available
documentary materials that are of value to the
organization/ public.

 To popularize the use of archival materials through

exhibitions, publications and modern technology

 Protect documented and recorded national history

 Archive
 Disseminate knowledge and information of
historical value among the public

Ensure accountability of government

Preserve records for the benefits of the scholar and

posterity (future generation)

 National Archive should be the most accurate and

authentic information resource center in any country.
 INFORMATION AGENCIES
FUNCTIONS
Information Center
• A place where people can get any information for
their knowledge or reference.
• An example is the “Pusat Maklumat Rakyat” under
the administration of the Department of Information,
Ministry of Information, Communication, and Culture
of Malaysia.

12/22/2022 28
 Information Center

1. Provide accurate information about the functions of all

government departments and agencies to the public.
2. Provide information about government policies.
3. Provide counter service, online service, and other form
of information access service
4. Provide adequate and satisfactory reference
information center
5. Entertain complaints and inquiries by providing
accurate and current information.
 INFORMATION AGENCIES
FUNCTIONS
Library
• To acquire, store and preserve printed and non printed
materials for reference purpose
• Selecting and organizing a comprehensive information
collection to cater for the library patron’s need
• To assist the user to access information fast and accurate

12/22/2022 30
 INFORMATION AGENCIES
FUNCTIONS
Museum
1.To collect objects and materials of cultural, religious
and historical importance to a nation;
2.To organize (or classify), preserve them, and research
into them;
3.To display and present them to the public for the
purpose of education and enjoyment;
4.To encourage, promote and foster the best of the
cultural and democratic ideals of the nations; and
5.To project a sense of the nation. 12/22/2022 31
 INFORMATION AGENCIES
FUNCTIONS
Record Center
1. To hold semi-current records and make available for
use until the date of their disposal.
2. Provides a general service to all parts of the
government or corporation. It is also a service
intermediate between the records offices of
operational agencies and the archival institution.
3. To manage and to make available current records for
office use when needed.
 RULES OF
INFORMATION
AGENCIES
 INFORMATION AGENCIES
ROLES
Archive
 Identify, appraise, preserve and make available
documentary materials that are of value to the
organization/ public.

 Ensure accountability of government - preserve

public records and made them available as legally
and ethically appropriate.
 INFORMATION AGENCIES
ROLES
Information Center
 To provide information and information resources in a
particular or specific area of interest for the consumers
relating to its parent organization or according to its subject
specialization.

 As a mean of supporting the parent organization or

government’s effort in creating awareness on a particular
area of interest among the public.

 Provides advice and guidance on a particular subject or

area usually required by the public.
 INFORMATION AGENCIES
ROLES
Library
As a community information center
• The library is an informal channel for - information
and assistance for current information on community,
services and issues
• As a source of information about community services
• Participate in community referral networks, may
have calendar of community events.

12/22/2022 36
 Library
• Popular materials center
- It features current, high demand, high interest
materials in variety formats for all ages.

• Life long learning

– Encourages children to develop interest in reading
and learning through services for children.

12/22/2022

37
 Library
Service oriented information provider
• It provides timely, accurate and useful information for
community
• It promotes on site, online and telephone reference
services to aid users
• Interlibrary loan and cooperative reference services

12/22/2022

38
 INFORMATION AGENCIES
ROLES
Museum
• Repositories for the vast products of nature and the
impressive accomplished of humanity.
• Educational institutions for people of all ages.
• Public gathering places where visitors can be entertained,
inspired and exposed new verification of ideas.
• Benefits a sources of national, regional and local identity.

12/22/2022 39
 SERVICES IN
INFORMATION
AGENCIES
 USER SERVICES IN
INFORMATION AGENCIES
ARCHIVE
 Exhibition Gallery of Archives
 Depositing Records with the
Archive Service
 Reference Services
 Advisory Service
 Training
 Public talks, Conference, Forum
 USER SERVICES IN
INFORMATION AGENCIES
INFORMATION CENTERS
 Information Kiosk / Counter
 Internet Access
 Outreach Programs
 Dissemination of Information via Website
and publications
 Referral and Advisory Service
 USER SERVICES IN
INFORMATION AGENCIES
LIBRARIES
1. Information services
2. Learning services

3. Advice services
4. Leisure services
 LIBRARIES
Among the names or terms given for library
user services are:
REFERENCE SERVICES

 Reader Advisory Service

 Information Packaging Services
 Audio Visual Services
 Special Collections
 Reference Research Service

Cont…
 LIBRARIES
 Circulation Services
Loan
Reservation
 Documentation Service
 Digital Service
 Membership Registration
 Carrel Room Service
 Photocopy Service (Reprographic Service)
 LIBRARIES

 Information Literacy Movement

 User Education Session

 Community Information Services

 Online Membership Application

 USER SERVICES IN
INFORMATION AGENCIES
MUSEUM

 Exhibition
 Research and Education
 Advisory Service
 Guided Tours
 Outreach programs
 USER SERVICES IN
INFORMATION AGENCIES
RECORDS CENTER
 Storage
 Transfer of Records
 Retrieval / Reference Service
 Record Disposition
 Advisory Service
 Imaging and Digitization Service
 TUTORIAL
In a group of 3-4 persons:

1. Select a local information agency of your

interest.

2. Identify public services provided by the agency

3. Describe the specific tasks and activities for:

i. visiting users
ii. External users