TRANSFORMATION OF PUBLIC LIBRARY TO DIGITAL LIBRARY

IN KENYA

BY FLORENCE NJOKI MUIGAI

INDEX NUMBER 4060030270

THE KABETE NATIONAL POLYTECHNIC

A RESEARCH PROJECT REPORT SUBMITTED IN PARTIAL

TABLE OF CONTENT
S
DEDICATION...................................................................................................................................................................iii
STUDENTS DECLARATION...............................................................................................................................................iv
ABSTRACT....................................................................................................................................................................... v
ACKNOWLEDGMENT......................................................................................................................................................vi
CHAPTER 1.0 DIGITAL TRANSFORMATION OF A PUBLIC LIBRARY...................................................................................1
1.1 INTRODUCTION AND BACKGROUND...............................................................................................................1
1.2 PROBLEM STATEMENT..........................................................................................................................................2
1.3 OBJECTIVE OF STUDY............................................................................................................................................2
1.4 SIGNIFICANCE OF THE STUDY................................................................................................................................2
1.5 SCOPE AND LIMITATION OF THE STUDY...............................................................................................................3
CHAPTER 2.0 LITERATURE REVIEW...........................................................................................................................4
2.1 Introduction...................................................................................................................................................4
2.2 Trends in information management...............................................................................................................4
2.3 Challenges in information systems.................................................................................................................5
2.4 Systems Theory...............................................................................................................................................5
CHAPTER 3.0 RESEARCH METHODOLOGY.......................................................................................................................6
3.1 Introduction....................................................................................................................................................6
3.2 Research design.............................................................................................................................................6
3.3 Data Collection...............................................................................................................................................6
3.4 Challenges faced in collection of data.............................................................................................................7
3.5 Data Analysis...................................................................................................................................................7
3.5.20 Reason why this methodology was chosen.................................................................................................8
3.6 Development tools and Technology................................................................................................................8
CHAPTER 4.0 SYSTEM ANAYLSIS...............................................................................................................................9
4.1 Introduction....................................................................................................................................................9
4.2 Response Ratio.............................................................................................................................................10
4.3 Demographic profile of the respondents.....................................................................................................10
4.3.2 Mode of Study............................................................................................................................................11
4.4 Technological Upgrades................................................................................................................................11
4.5 Training and Developments..........................................................................................................................12
4.6 Monitoring and Evaluation............................................................................................................................12
CHAPTER 5.0 SUMMARY OF THE FINDING DISCUSSIONS CONCLUSIONS AND RECOMMENDATIONS..........................13
5.1 Introduction..................................................................................................................................................13
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5.2 Summary of the findings...............................................................................................................................13
5.3 Implication for Information Science in Library Advancement.......................................................................14
5.4 Data management and big data....................................................................................................................14
5.5 Information Literacy and Education..............................................................................................................14
5.6 Recommendations........................................................................................................................................15
5.7 Conclusion.....................................................................................................................................................16

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 DEDICATION
This work is dedicated to my parents who encourage me to work smart and hard on this project. Friends who
supported me to the completions of the project and to ensure it has become a reality

iii
 STUDENTS DECLARATION
Declare this work has not been submitted by any other person, it’s my original work which has been
submitted for the academic purposes
Signed......................
Florence Muigai
June 2024

This project has been presented for examination with my approval as the appointed supervisor
Signed.......................
Caleb Cheruiyot
June 2024

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 ABSTRACT
The purpose of the study was to determine the transformation of public library to digital library in Kenya.
The study used research questions which were what the challenges are faced by public library by users when
in use and what are the strategies that in place to improve the user experience
The study adopted the use of descriptive research design. The target population was composed of the
management teams in most of the libraries and users who use the libraries. The population of the study was
adopted by use of census survey technique where all users were sampled. The study used primary data
collection using correlation and regression analysis were used to analyses quantitative data to assess the
relationship between the users and the management team in the library. The analysis data was presented in
form of figures and tables.

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 ACKNOWLEDGMENT
I Hereby acknowledge the following people who have provided guidance and assistance in the preparation
of this research proposal; first, the almighty God, my parents, siblings, and friends. Lastly Mr. Caleb who
provided continued support in his capacity as my lecturer. I do acknowledge everyone for believing in me
and supporting me throughout my academic life

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 CHAPTER 1.0 DIGITAL TRANSFORMATION OF A PUBLIC LIBRARY.

ENHANCING ACCESSIBILITY AND USER EXPERIEENCE

1.1 INTRODUCTION AND BACKGROUND

During the Middle Ages monasteries and cathedral schools preserved and copied manuscripts laying the
foundation of early library collections in Europe. These collections primarily served clergy and scholars, the
interest in classical learning leading to the establishment of public libraries by ruler’s scholars and
institutions. The enlightenment further emphasized on the importance of knowledge and education
accessible to all. The establishment of public libraries in Kenya can be traced back to the colonial period
when British colonial authorities introduced libraries primarily to serve the needs of European settlers and
administrators.

These early libraries laid the foundation for future library development in the country. After gaining
independence in 1963, the Kenyan government recognized the importance of libraries in promoting literacy,
education and cultural development. Public libraries in Kenya often collaborate with international
organizations, to enhance their services and resources. These partnerships help in securing funding, training
librarians and expanding outreach programs. In recent years public libraries in Kenya have embraced
technology to improve to access to information and digital literacy skills.

Many libraries offer computer and internet access. The increasing availability of internet connectivity
particularly in urban areas has facilitated the adoption of digital libraries in Kenya. Digital literacy and
access to information in the evolving economic growth and development. Universities, Colleges and
research institutions in Kenya have been at the forefront of digitizing their collections and resources.
Academic libraries have invested in digital repositories, online databases and e-journals to support teaching
and learning activities. As technology continues to evolve, there are opportunities to further expand and
innovate digital library services in Kenya.

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1.2 PROBLEM STATEMENT

Based on the findings made on the research and acquisition of information materials that are used in public
library to acquire information materials these are major factors that led to the delay and acquisition of
materials such as lack of funds from the government so as to ensure that the library is operational all
through and another factor is poor storage of materials since the shops are closely intact leading to books
being damaged and making them to be not used for long due to the damage. Information materials acquired
by means of duration some are prone to damaged papers of the books leading to lack some information that
are essentials to the user.

1.3 OBJECTIVE OF STUDY

The general objective of study is to find the easy possible way of transforming public library to digital
library and determine the charge that will suit it, analyze the design tools and develop to see whether the
system suits. If the system suits, implement and maintain the system in all ways possible.

Specific Objectives

Upgrade the library’s information management systems to incorporate modern technologies.

Enhance online accessibility and user experience for patrons. Expand digital resources and services to
device information needs.

Implement data analytics to understand patron preferences and improve service offering.

1.4 SIGNIFICANCE OF THE STUDY

The designing of digital library systems is incredibly significant in the aspect of Kenyan educational system
because of the sensitive role it plays in the management of national digital literacy among the people.

In order to keep the transformation moving and reliable, the implementation of digital library management
system will be very important or significant to the library because without computerized system, the role
they play in the administering of liberal materials will be difficult and by doing digital libraries will bring
less development in the country.

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1.5 SCOPE AND LIMITATION OF THE STUDY.

The study is centered on the transformation of public library to digital library. The research will investigate
the formal transformation system by looking at its short caring and try to find solutions to the existing
libraries by implementing a new computerized management system.

Under this the researcher talks about some factors that amount to hindrance and limitations which was
encountered in carrying the project work some of them are.

Time constraint: is an among the factor that acts as hindrance in conducting research study, as it takes lot of
time in research.

Financial constraint: Money also acts as a problem in the conducting of research work. Travelling expenses
were incurred in getting the material for the research work.

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 CHAPTER 2.0 LITERATURE REVIEW

2.1 Introduction

This section reviews past studies done on information studies and the preservation of information over the
years. It critically analyses existing literature on information to identify gaps hence justifying the reason for
conducting research. In this chapter various theories have been exposed that have been advanced in relation
to explaining the digital transformation in a public library enhancing accessibility and user experience. In
addition, past and contemporary literature has been used to demonstrate the transformation public library to
digital library and how the gap has contributed to mishandling of information materials. This section goes
ahead to show that libraries need systems that can work together with to meet their objectives.

2.2 Trends in information management

The digital transformation of libraries began with early initiatives to digitize library collections often
focused on rare or fragile materials. These initiatives aimed to preserve cultural heritage and improve access
to historical resources.

As technology advanced libraries started digitizing a broader range of materials including books and
journals.

The concept of digital libraries emerged, encompassing online repositories of digitized materials accessible
via the internet. Digital libraries offered users unprecedented access to wealth of information from anywhere
with an internet connection. Libraries expanded their digital collections to include a diverse array of
multimedia media formats. Libraries embraced direct access principles promoting the free and unrestricted
access to scholarly access research. They have also prioritized digital collections. The digital transformation
to ensure the long-term accessibility and integrity of digital collections. The digital transformation of
libraries continues to evolve with ongoing technology advancement and charges in user needs and
exceptions, libraries adapt to emerging trends such as artificial intelligence machine learning and virtual
reality to enhance their digital services and user experience.

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2.3 Challenges in information systems.

The ever-evolving data security concerns inefficiency in data retrieval process and the constant need for
agile over friendly systems.

Addressing these challenges, one needs a combination of technical and strategic planning to ensure the
effective functioning of information systems with an organization. Cyber security being a major threat in the
information systems and the growing sophistication of cyber attackers, the systems are prone to virus attack,
malware hacking attempts and data breaches leading to misplacement of information and mishandling of
information. Integration of systems within an organization ensures seamless communication and data flow
can be complex and challenging, particularly when dealing with legacy systems or acquiring new
technologies within organizations. Introduction of new information system or technologies often faces
resistance from users who are comfortable with the existing process as organizations collect and process
large amount of data, ensuring compliance with the rules and regulations of the information and
safeguarding sensitive information from authorized access, is a significant challenge leading to data privacy
concerns from the organizations ensuring that the organizations are keeping pace with rapid advancements
in technology such as artificial intelligence, door computing and internet things present challenges such as
updating system training staff and aligning technology with business objectives leading to rapid
technological advancements.

2.4 Systems Theory

According to Claude Sharon, Information theory focuses on quantifying information and studying how it is
processed, transmitted, and stored. It provides a theoretical framework for understanding communication
system Diffusion of innovation theory. Developed by Everett Rogers in 1962 diffusion of innovations
explains how ideas, technologies or innovations spread within a society or organization. It helps in
understanding the adoption and acceptance of new information systems by user and stakeholders.

The theory identifies that the diffusion process unfold overtime with innovations progressing through
various stage, including awareness and interest communication channels are the means through which
information about the innovation which information about the innovation is disseminated within the social
system. These channels include mass media and interpersonal network. It also identifies the extent to which
the results or benefits of the innovation are visible to others.

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 CHAPTER 3.0 RESEARCH METHODOLOGY

3.1 Introduction

The chapter describes research methods, approaches and design fools in detail highlighting these used
throughout the study justifying choices through describing advantages and disadvantages of each approach
and design considering their practical applicability to research it aims at answering the following.

The method should be most appropriate to achieve objectives of the system.

Secondly, it should be made possible to replicate the method used in other systems of the same nature.

3.2 Research design

The study used a case study design. A case study is empirical, that investigates a contemporary phenomenon
within its real-life context; when the boundaries between phenomenon and context are not clearly evident
and in which multiple sources of evidence are used. A case study focused on the transformation of public
library to digital in different institutions.

The case study uses considered to be most right for this study as it had the benefit of providing in depth the
impact of digital transformation in a public library enhancing accessibility and over experience.

A mixed method approach combines qualitative interview with key stakeholders and qualitative data
collection through surveys.

3.3 Data Collection

Qualitative data obtained from stakeholder’s interviews underwent thematic analysis. This process involved
finding securing themes, patterns, and trends within the interview transcripts. Themes related to challenges
opportunity and suggestions for improvement were named and coded systematically. Thematic analysis
allowed for the extension of rich qualitative insights from the interview contributing to a deeper
understanding of the issues faced during transformation of public library to digital library.

During the research qualitative method of collecting data was used to understand people’s opinions
behaviors and experiences in depth supplying rich, detailed insights during the research. While researching
the group faced some challenges during researching

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3.4 Challenges faced in collection of data.

While conducting the research our team faced some challenges that made the research a bit challenging.

Ensuring the validity and reliability of qualitative findings was a bit challenging due to the subjective nature
of data collection and analysis it from the people who the team had interviewed. The researcher’s presence
was not that conducive since the participant responses were affected since they were not comfortable with
the presence as they were being interviewed. The time consumed during interviewing of people was a lot
since it involves coding, categorizing, and interpreting information provided by the interviewer.

3.5 Data Analysis

Thematic analysis of interview transcripts and survey responses uncovered reconning themes easing a
deeper understanding of challenges and changes during the transformation of public library to digital library
in the information management practice.

During the collection of data, the team became familiar with the data through repeated readings of
interviews observations and other materials that they found in the library during research.

The researchers then started coding the data which involved labelling and tagging segment of text with
descriptive labels that capture key ideas concepts and themes related to the research that was being
conducted.

Then we continued to review and refine the initial themes, by checking the coherence and relevance to the
research questions. Leading to defining and naming the finals themes ensuring they accurately capture the
essence of the data needed during the research that was being conducted this also made the group-to-group
similar codes together to find preliminary themes of patterns emerging from the data. The data was then
reviewed and refined the first themes by checking the coherence and relevance to the research questions that
was taking place. Later we defined and named the final themes ensuring they are accurately captured the
essence of the data. Finally allowed the systematically analyzation of data by uncovering meaningful
insights making it a widely used approach in various fields such as psychology Sociology and anthropology.

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3.5.20 Reason why this methodology was chosen

It was well-suited for studying the transformation of public libraries into digital libraries because it reached
the depth

3.6 Development tools and Technology.

During the transformation of public libraries into the digital libraries, several development tool and
technologies are commonly used.

In public library tools are used that make research easy for libraries and user of public access computer
available for pattern, use equipped with internet access productivity software and library specific
applications.

The software looks are used for scheduling and managing library events workshop, lectures and community
programs the use of online public Access catalog (OPAC) web-based interfaces that allows patrons to
search and access library resources, including library resources, including book and digital media. The
introduction of library management systems (LMS) helps in management of library resources including
cataloging a scalation and management and patron management. Use of digital management systems (CMS)
the platforms are used to organize, store and deliver digital content such as books.

The introduction of integrated systems library systems (ILS) software integrates various library functions,
including cataloging acquisition scalation and other patron services.

In digital library there is discovery layers enhance the search and discovery experiences for library
collections.

Also, digital library Radio -frequency identification (RFID) technology is used for automating library
operations such as a translation, inventory management and self -service checkout. RFID tags can be
applied to both physical and digital library materials.

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 CHAPTER 4.0 SYSTEM ANAYLSIS

4.1 Introduction

System analysis work with library stake holders to identify and document the equipment’s of the digital
library transformation. This includes understanding the needs of librarians’ administrator and patrons as
well as considering technological budgeting and regulatory constraints.

Assessing the current state of the library’s system, processes, and infrastructure to identify gaps and areas
for improvement in support of digital library services. This analysis helps prioritize changes and
investments needed for the transformation.

Existing library workflow to identify inefficiency and bottlenecks that may hinder the adoption of digital
library technologies.

They design new workflow optimized for digital processes such as digital resources acquisition cataloging
and access. Evaluation of digital library technologies, platforms and tools available in the market include
assessing their features, scalability interoperability, security and compatibility with existing systems data
management strategies for organizing, storing and accessing digital library collections.

They ensure seamless integration between digital enabling efficient search and retrieval of resources system
and its access on the security and privacy implications of digital library systems including data protection,
access controls, encryption and compliance with relevant regulations such as GDPR. Identifying potential
risk and challenges associated with the library transformation since there is mitigation strategies and
contingency plans to address these risks.

The analyzing of system evaluates the costs and benefits of implementing digital library technologies
including upfront investments ongoing maintenance and potential returns on investments. The analysis helps
justify budged allocations and prioritize resource allocation.

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4.2 Response Ratio

As indicated in the table below were the feedback that was reported back by the team.

Response Rate Frequency Percent

Question Responded to 300 85%

Question not Responded 50 15%

TOTAL 350 100%

According to the table shown above, it gives an overview of the feedback that will allow the team to get a
good method to use and analyze from. These are familiar with automated library system and how to about it
is using the data above.

4.3 Demographic profile of the respondents.

This section discusses the demographic profile of the respondents it outlined the respondent’s gender,
university of study year of study and mode of study.

4.3.1 Gender of respondents

GENDER FREQUENCY PERCENT

MALE
180` 75%

FEMALE
120 25%

TOTAL 300 100%

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4.3.2 Mode of Study

The table below shows the respondent attending on the full line, of study from the university giving an
overview of the students who frequently use the library and the kind of thing they do when they visit.
Helping in the mode and transitioning of the library who can’t access the library since they are parttime
students.

STUDENTS FREQUENCY PERCENT

PARTTIME 10%

FULL TIME 250 83%

WEEKENED 7%

300 100%

4.4 Technological Upgrades.

The table below indicates the technological approach and responses given by students who use the library
often giving an overview of the advancements.

FREQUENCY PERCENT
ACADEMIC LIBRARY 120 49.9
PUBLIC LIBRARY 30 20.1%
SCHOOL LIBRARY 84 36%

TOTAL 234 100%

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4.5 Training and Developments

Majority of the respondents are students who are students pursuing their higher education leading to a
condition that most often visit the library during and when conducting their research leading to good
response of advancing the library to be more efficient for the students to conduct their research in a move
ample way.

The students will be trained on how the library will work and how it will benefit them from being
customized, since the staff will be trained well enough to use the advance technology leading to saving time
and easy research methods.

Through the developments of library advancement these will lead to a potential growth of technology in the
Country and creating more opportunities to students who are pursing information technology which they
will be able to generate new ideas day in day out leading to a well-qualified and trained staff to be able to
help students in libraries.

4.6 Monitoring and Evaluation

The survey explored various educational liberal factors that influence provision of learning activities. The
survey found that majority of the respondents strongly Agreed the children show interest in learning since
they are trying to manage their curiosity about books which lead to early development of skills and
understanding of learning. During the monitoring of library usage, students who rarely use the library are
teenagers since they are becoming reluctant with their education which is highly attributed by studying of
more subjects in class and some don’t conduct their research / assignment assigned to them by their teachers
due to the kind of environment the students are learning from which also contribute to their altitude
forwards education. For the academic library, the survey showed that students who visit the library often
they visit because of the research that they do on their projects and for their urge to learn other things related
to their field and their interest in the field they are pursuing.

School libraries often face a challenge of lack of enough resources and research materials that can be used to
conduct the research and help them with their school assignment, leading to low turnout of students in the
library. The survey evaluated that if there were more learning materials in most of the libraries this would be
better to encourage students to pursue with their studies and research in the library expounding their minds
in that field, they are related to but since the introduction of the advanced library the materials will be
accessed online and this will encourage diverse educational project and conduct among students.

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 CHAPTER 5.0 SUMMARY OF THE FINDING DISCUSSIONS
CONCLUSIONS AND RECOMMENDATIONS

5.1 Introduction

This chapter provides a summary of the finding’s discussions; conditions and the recommendations of the
study which sought to understand the learning activities on the standard of education among students’
communities in the country.

5.2 Summary of the findings

According to the study the respondents agree with the following factors influence the provision of efficient
learning activities due to unavailable support and explanations of options are often unavailable students
consume more time in early ages used for learning activities and provision of activities has challenges,
among students and communities where libraries and educational and equipment’s are rare to find.

However, its observed that despite lack of equipment’s many are student who yearn for education especially
those in their early years this has helped the research which will lead to improvement of allocation of
educational equipment’s for students who are in their early years leading to growth and early brainstorming
of young students.

It was also a challenge for students to conduct most of their practical research in the library due to scarce
resources available to help them but due to the advancement of the library it will be easier for the students to
conduct their practical research project using the world wide web which will be readily available for the
student and secure internet to help them navigate through with their research as expected of them.

Through this there will be advancement of knowledge that will lead to evolvement of students and teachers
who will be using the library more often.

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5.3 Implication for Information Science in Library Advancement

Digital libraries and repository will have access to resourcing to vast amounts of information and resources,
including eBook academic journals and multimedia content, breaking geographical barriers. This will also
lead to preservation and specifically digital preservation techniques ensures that information remains
accessible for future generations protecting against data loss and degradation

5.4 Data management and big data

Enhanced cataloging and metadata improved data management practical enables more precise cataloging
and metadata creation making it easier for users to find and access to information.

Analyzing of user behavior; analyzing user behavior and preferences through big data can help libraries
optimize their services and resources, tailoring them to meet user needs.

Automized services such as Al can automate routine tasks such as cataloging indexing and answering often
asked questions, freeing up librarians to focus on more complex tasks.

This will also lead to machine learning algorithms can provide personalized resources recommendations to
user based on their past interactions and preferences.

5.5 Information Literacy and Education

Libraries will develop and offer information literacy programs to educate users on how to effectively find,
evaluate and use information.

With the increasing prevalence of digital information, libraries play a crucial role in promoting digital
literacy helping users navigate and utilize digital resources.

Information Science facilities the creation of online communities and collaborative platforms where users
can share knowledge and resources.

Libraries can use technology to reach underserved communities, supplying access to information and
resources that were previously unavailable.

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5.6 Recommendations.

To ensure that libraries have up to date hardware and software to support digital libraries and integrate
library systems.

Cloud services – utilized cloud- based solutions for scalable and flexible data storage and access. Digital
literacy and training will provide continuous training for library staff on new tech data management and
digital literacy. It will also.

Enhance data management practices

Implement metadata standards adopt standardize metadata practical to improve resource discoverability and
interoperability.

Implementation Advanced integrated library system (ILS)

Streamlined operations: Adopt ILS solutions that streamline cataloging circulation and inventory
management systems.

Interoperability: Ensure that systems are interoperable with other platforms to facilitate resource sharing
collaboration.

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5.7 Conclusion

From the findings of the survey. It was concluded that all the variables will lead to Digital libraries and
repositories provide unparallel access to a vast gray of resources while ensuring long-term preservation of
information. Advancement in data management and big data analytics enable more precise cataloging, better
resource discovery and enhanced understanding of user needs.

Introduction of Al and machine learning are automating routine tasks and offering personalized user
experiences, increasing efficiency and satisfaction among users. Advanced integrated library systems and
interoperability between platforms are streamlining operations and enhancing resource sharing.

Libraries are becoming centers of innovation supporting researchers and fostering new discoveries leading
to empowering libraries to better serve their communities adapt to changing user needs and remain relevant
in the digital era.

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