Availability and utilization of electronic records facilities for effective administration in Kogi and Kwara States colleges of education libraries

Abstract

This study aimed at evaluating the availability and utilization of electronic records facilities for effective administration in Kogi and Kwara States colleges of education libraries. Descriptive survey design was adopted for this study. The instruments for data collection were observation check list and questionnaire. Observation check list was used to identify the available electronic records facilities in the college libraries while questionnaire was used to collect data from administrative staff who works in libraries understudy on the extent of used of available electronic records facilities. The questionnaire passed through reliability study with the used of Cronbach's Alpha (á) method, the overall reliability score is 0.96 which is a near perfect score therefore the questionnaire was considered to be reliable. Accidental/judgmental sampling was used. Data collected using observation check list was analyzed using frequency count percentage (≥25%, ≤ 50% as deterministic valve); and descriptive statistics of mean (x) was used for data collected with questionnaire. Bar chart was also used for data presentation. The results were used to determine the extent of availability and the use of the electronic records facilities in the college libraries under study. Thus, overall result obtained revealed that the available electronic records facilities are desktop, compact disc, laptop, system software, digital versatile disc, internet services, router and WIFI connectivity others not available. Biometric capturing machine, application software, access control devices, radio frequency identification are not used. The challenges associated with availability and use of electronic records facilities are poor power supply, technical know-how on electronic records facilities by the administrative staff, poor awareness of electronic records facilities, parent organization not paying attention to need of electronic records facilities, lack of policy to support electronic records facilities availability and usage, and others. Strategies to curbs the challenges include staff should be sensitized about electronic records facilities, alternative power supply e.g. solar energy, enough availability of fund electronic records facilities needs, parent organization of the institution should consider availability and use of electronic records facilities as priority for the administrative staff, up to date information on electronic records facilities should be provided among others. Profound recommendations include parent organization of the institution should make policy to monitor availability, usability, and maintainability of electronic records facilities, the college librarians should enlighten the parent body of their institutions on how to make electronic records facilities available in the library, the college librarians should guide the administrative staff in their libraries on the areas or scope to use the electronic records facilities when available.