Our Services and Existence

DIVISIONS IN LIBRARY SERVICES

  1. Readers Services Division: Roles & Functions

Reader Services is one of the key Divisions aside from the Technical Services and Advisory Services. The Division provides a wide range of support services to other organizations as part of its national development obligation.

The Readers Services Division is responsible for the management of the various collections of the Library Services including the only public libraries services in the National Capital District.

The Reader Services Division comprises of major Branches - Papua New Guinea Collection, Reference & General Collections as well as responsible for providing public library services in the National Capital District and the American Corner.

Papua New Guinea Collection

The Collection is very important and consists of well over 60, 000 items of historical research value and interest to the country. The material is acquired through the legal deposit provision in the National Library and Archives Act 1993, donations and purchases.

The Collection which is the most important is a closed access collection. Lending or borrowing of the Collection’s materials is not allowed

Reference and General Collections

The Collection provides a national reference and information service as well as a lending collection with emphasis on the social sciences. The section provides a national reference and referral service as well

Reference Collection is accessed by the public and not for lending while the General Collection is accessed by the general public and only members are allowed to borrow.

Public Libraries

The Public library services are the Waigani Public Library located in the National Library

Building and houses the Children’s Collection. It is accessible by the general public and borrowing is limited to members only. The other public libraries are Hohola and Port Moresby and they have remained closed up to date. However, plans are underway to re-open the Hohola Public Library.

American Corner

Through a MOU, the American Corner was established in 2014. The services it provides are free Wifi, materials on USA, computers for users’ access, Calendar of events which are held in the gallery

2. Technical Services Division

The Technical Services Division is responsible for activities and processes concerning acquisitions, organization and processing of library materials.

Acquisitions:

Professional service required to purchase books and other library materials are provided for schools, public libraries, district and LLG Libraries as well as for the National Library’s various collections.

The function of this branch is to develop and maintain national collections of library materials, including a comprehensive collection of materials relating to Papua New Guinea, its people and its resources here at the National Library and also assist public, district, LLG and school libraries procure library materials for their respective collections.

The branch liaises with the OLA Top Management to ensure adequate funds are made available annually for the purchase of library materials for the various library collections together with public, district, LLG and the school libraries; all books procured are kept at the National Library Warehouse.

Cataloguing:

Professional services required to process books and other library materials are provided for various National Library Collections including public, district, LLG and school libraries.

This branch Catalogues and classifies library materials for storage and retrieval purposes. This branch takes care of the Cataloguing, classification and processing of Library materials for National Library Collections here including public, district and school libraries. In accordance with National Library & Archives Ten Year Plan; the Cataloguing Branch will be centralized so that all cataloguing & classification including processing of library materials will be done here at the National Library and library materials will be sent to various libraries “ready for use”.

Bibliographical Services:

The Papua New Guinea National Bibliography is published biannually with an annual accumulation. It is a bibliography of monographs, serials, maps and audio-visual materials published in Papua New Guinea. The National Bibliography, by definition, limits its scope to Papua New Guinea, and excludes Irian Jaya [now Papua Province of Republic of Indonesia] and Solomon Islands materials.

Materials acquired through legal deposit and donations made to the PNG Collection form the basis for the National Bibliography, but it includes items found in other major libraries in the country. The National Bibliography is distributed nationally as well as to major libraries overseas.

In addition to the National Bibliography, this branch is also responsible for CIP (Cataloguing-in-Publication) services [upon request], PNG Publisher Listings and bibliographic control standards. This branch co-ordinates the bibliographical services of Papua New Guinea.

The Bibliographical Services publishes the PNG National Bibliography on a timely basis; Increase public awareness within the PNG publishing community of the National Library’s Cataloguing-In-Publication (CIP) service; Continue publication of PNG Publisher lists; Continue development and construction of authority files for ethnic groups, languages, subject headings, including place names, series, and personal and corporate names.

PNG ISBN Agency:

In 1984, the National Library was designated as the country's ISBN Agency, the first organization in the South Pacific Islands region to have been given this important responsibility. An ISBN is a thirteen-digit number provided for every published title and is used for the unique identification of that book.

The main purpose of the agency is to promote the use of the International Standard Book Numbering scheme in the publishing industry in Papua New Guinea. When fully implemented, the scheme will enable librarians, publishers and booksellers to handle more effectively the process of book ordering, stock control, and cataloguing.

This section also handles the ISSN (International Standard Serial Number) scheme for the country. An ISSN is an eight-digit number that is assigned to every periodical, journal, magazine, newspapers or other serial.

This branch operates the International Standard Book Number (ISBN) Agency for Papua New Guinea the branch co-ordinates and supervises ISBN and ISSN activities; Promotes greater awareness of ISBN scheme nation-wide; Promotes greater awareness of ISSN (International Standard Serial Number) scheme nation-wide.

 Library Advisory Service Division

 The Library Advisory Service Division is responsible for providing technical advice and providing general library management assistance to the smaller libraries through trainings, workshops, attachment trainings and in-services. The division conducts advisory visits and draw up recommendations for improvements in library management. This division manages the School Library Book Warehouse and updates and produces the Booklist. This division also assist acquire and procure library books for school and public libraries.

The Library Advisory Division has three (3) branches performing specific roles to achieve the objectives of Library Advisory Division in the National library Services Directorate. They are;

Elementary/Primary Advisory Branch is responsible for;

·         Providing technical advice and general library management assistance to the Elementary/Primary School Libraries.

·         Providing trainings, workshops, attachment training and in-services to Elementary/Primary school librarians and teacher librarians.

·         Conduct advisory visits and draw up recommendations for improvement in library management in elementary/Primary Schools.

·         This branch manages the School Library Book Warehouse and updates as well as produces the Booklist for Elementary/Primary Schools.

·         Assist acquire and procure Library books for school and public libraries.

 

Secondary/TVET Advisory Branch

·         Providing technical advice and general library management assistance to the Secondary/TVET School Libraries.

·         Providing trainings, workshops, attachment trainings and in-services to Secondary/TVET school librarians and teacher librarians.

·         Conduct advisory visits and draw up recommendations for improvement in library management in Secondary/TVET Schools.

·         This branch manages the School Library Book Warehouse and updates as well as produces the Booklist for Secondary/TVET Schools.

·         Assist acquire and procure Library books for school and public libraries.

 

Special Libraries Advisory Branch

·         Providing technical advice and general library management assistance to the Special Libraries.

·         Providing trainings, workshops, attachment trainings and in-services to Special libraries librarians.

·         Conduct advisory visits and draw up recommendations for improvement in library management in Special Libraries.

·         This branch manages the School Library Book Warehouse and updates as well as produces the Booklist for Special libraries.

·         Assist acquire and procure Library books for school and public libraries.

 

3. Aims/Objectives

 

Our division’s aim is to;

·         Provide trainings to all TIC and School librarian in every school by 2025.

·         Provide quality library books to every school Library in the country

·         help every school to maintain library standards in the country

·         help every special libraries/ public libraries to maintain library standards

·         Store sufficient quality library books in the warehouse

·         See students and users accessing school libraries and public libraries every day

·         See improvement in the literacy level in the country.

 

CORPORATE SERVICES AND ADMINISTRATION

·         The corporate services divisions provide a supporting role to all internal division, stakeholders, development partners and other services in maintaining effectiveness and efficiency in the areas of administration and human Resource development.

·         The corporate and administration plays a supportive role in the co-ordination and implementation policy directives and decisions in the matters relating to core function of Office of Library and Archives Services.

·         Below diagram relates to reporting system in Corporate and Administration Division.

·         The Corporate and Administration has two Branches heads, the main objectives of the corporate services provide effective and efficient administration to support the elements of corporate services matter to relating to strategic planning, financial management, Human Resource, Performance and good governance that are linked to OLAs 10-year strategic plan 2016-2025.

·         The main objective of the Media Communication provides to disseminate communication information to stakeholders, relevant government agencies, information communication technology and social media for public information.

·         Media and communication further formulate relevant policies and communication strategy in accordance with OLA structure and legislatives requirements to enhance the key core functions are carry out and implemented to provide quality services.

 

ARCHIVES

National Archives and Public Records Services of Papua New Guinea was established in 1957. Function of the National Archives as stipulated in the National Library and Archives Act is responsible for the preservation of records of lasting value for Papua New Guinea.

Establishment of Provincial Archives in Provinces

As per the National Library, Archives and Records Services Ten Year Plan, Provision of Quality Archives and Information Services to PNG by 2025, OUTCOME NARS 19 – Provision of Provincial Archives,

Sub-Outcome 1: Establishment and Co-ordination of Provincial Archives. Trained qualified staff appointed to manage and disseminate archival information at the provincial level.

Why establish Provincial Archives

The establishment of provincial archives or repositories in the provinces is a statutory requirement, as a result of the National Library and Archives Act 1993, been put to effect as from 27th May 1994. The Act caters for the decentralization of functions related to archival administration.

Section 25 of the Act requires government instrumentalities such as provincial administration to work together with National Archives to ensure records worth retaining for period of time are adequately housed in specifically designed archives /records centers built to an archival standard.

The provincial archives center will

·         Develop, improve and coordinate an effective provincial records and archives management program for greater efficiency in management and much saving in cost of records storage space and equipment.

·         Allow for coordination and uniformity of standards and procedures to ensure implementation of good records management systems and to enable best use of records in what is a specialized field.

·         Implement national policies

·         Facilitate the creation and implementation of records disposal schedules for efficient disposition of non-current files, thus making available more office space at provincial headquarter and those in the districts.

·         It will play a dual role as;

-      as an archival storage facility for archival records.

-      a records center facility for semi-current records

Benefits of the Provincial Centre

The Provincial Centre will;

·         Promote the development of provincial archives system in the country

·         collaborate with other provincial archives, information resources agencies in Papua New Guinea to improve the information sources and services in order to;

-      serve Parliament, Government Ministers and Departments

-      serve universities, colleges, research and other tertiary educational institutions and schools;

-      serve urban and rural areas at National, Provincial, Local and community levels, to enable wider and quality access to information.

-      serve the underprivileged, handicapped and institutionalized members of society.

·         act as a bridge between the Provincial, District and Local Level Government in managing official government records in all aspects.

·         the services that are provided at the headquarters will also be carried out in the provincial archives centres.

·         copies of historical information relating to each province especially the patrol reports, acquisition of land etc. will be transferred to the provinces to be access by the citizens of this country.

Partnership Arrangement

The Office of Libraries and Archives will establish a partnership arrangement with Provincial Government and other stakeholders in the province to establish the provincial archives services through a Memorandum of Agreement [MOA].

Infrastructure

Provincial Government/Administration will be responsible for the infrastructure which include securing land.

Manpower/Staff

Office of Libraries and Archives will be responsible for the manpower [staffing] for two provincial archivist salaries will be paid under OLA item 111.

Dissemination of Archival records to provinces

And also records relating to the province will be converted to other format and disseminated to the provincial archives for a wider access by the citizen of PNG.

Way Forward

National Archives and Public Records Services will;

1.   Provide Architectural Building plan – purposely built storage facility

2.   Conduct a records management survey on how the Provincial Administration is managing its official government records from creation, use and maintenance, disposition and through to preservation of records.

3.   Advise the Provincial Administration on Disposition of records and what records are to be preserved at the Provincial Archives Centre.