Annals of Library Science and Documentation 1986, 33( 1-2), 13-19

SPECIAL COLLECTIONS IN NIGERIANACADEMIC LIBRARIES

Special collections are indispensable tomany students, researchers and librarians. Theircomposition makes them vulnerable to pilferage,and mutilation. Should this vulnerability be anexcuse for making physical access to thesecollections a nearly impregnable thicket? Theycould also be very fragile and they deservespecial conservation and preservation techni-ques. As national treasures, more or less, Nigerianacademic libraries should do all they can toacquire, develop and manage them for maximumutilization ..

DEFINITION

In this age of critical, bibliographic and textualstudies in the humanistic and other disciplines,an age that has witnessed an increasing numberof researchers in all fields, people whose re-search necessitates access to original sources,academic libraries have seen the need to acquirebooks and allied materials not only of consi-derable value but also of scarce nature. The de-partments or sections that assume responsi-bility for these rare and unusual library ma-terials are variously named: university archives,department or division of rare books, depart-ment of special collections. Some of the ma-terials in these collections mayor may not betare or even expensive. The term Special Collec-tion is preferred in this paper because our defi-nition also covers specialized collections invarious university departments, faculties andinstitutes. The elephant and the special collec-tion have one thing in common - they are easyto recognise but difficult to describe or define.A special collection is

Vol 33 Nos 1-2 March -J line 1986

E.A.D. APEJIDepartment of Library ScienceUniversity of MaiduguriMaiduguriNigeriIJ

"A collection of books connected withlocal history, celebrities, industries, etc.or a certain subject or period, or gatheredfor some particular reason in a library whichis general in character [2] .

Special collections may be housed in aseparate building- or within the central librarybuilding. Many departmental libraries containsubject-related materials that are rare, such assome materials in the law libraries at HarvardUniversity and University of Illinois in NorthAmerica. Special facilities within the depart-mental libraries are sometimes provided forthese rarities. Specialized departmental libra-ries are included in our definition of specialcollections. Usually, special collections synthe-size, correlate and document the history andthought of distinguished people. They are minesof information illustrating the richness of thehistory, culture and civilization of peoplethroughout the world.

BACKGROUND

The development of special collections inNigerian University libraries dates back to theestablishment of the first university namelythe University of Ibadan, in 1948. Because itwas the highest institution of learning andbecause there was no national library in exis-tence, the university library was designated thenational depository for Nigerian publications(Nigerian Publication Ordinance of 1950). Itthus became compulsory for all publishers inthe country to deposit two copies of theirbooks, journals, pamphlets, gazettes, sheets of

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music, maps, plans etc. in the university lib-rary.

These deposits form a substantial part ofthe University Special Collection. It played thisrole fully till 1964 when the then NorthernRegion designated Ahmadu Bello University,Zaria, as the legal depository for all publicationsemanating from that region. In 1970, theNational Library Decree (Decree 29 of 1970)was promulgated and this transferred the role oflegal deposit from the Ibadan University Libraryto the National Library in Lagos[2]. It statedthat three copies of all books published shouldbe deposited with the National Library withone copy to be re-directed to the University ofIbadan. Thus, these two university libraries(Ibadan and Zaria) were able to acquire man-terials that form part of their special collec-tions.

ACQUISITION

Because special collections constitute a signi-ficant portion of primary research materials,Nigerian academic libraries should make con-scious efforts to develop them. Since 1857,there has been in America, legal provision fordistributing government publications to certaindesignated libraries and in 1962, the DepositoryLibrary Act[3] was enacted which makes thedesignated libraries provide readers such govern-ment publications under their care. Some ofthese libraries are academic, some more afflu-ent academic libraries set out to deliberatelybuild up rare and special collections from thescratch. In Nigerian academic libraries, sub-stantial part of their special collections havemore often been by deposits, gifts or bequestsof private collections.

Over the years, the older academic lib-raries in Nigeria, which include those at theuniversities of Ibadan, Nigeria, Lagos andIfe have acquired through deposits, gifts, be-quests and purchases varying but substantialquantities of special materials. The neweracademic libraries are also trying to developtheir own special collections. To what extentand under what condition are these materialsavailable to the public researchers and otherswho have legitimate need for the informationthey contain?

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If the exponential growth of factual infor-mation is making it increasingly difficult forsubject specialists to keep abreast of develop-ments in their fields, the situation is even worsefor librarians in charge of special collectionssince they handle a substantial part of thesources of these information in subject areas.They are faced with the problems of not onlyacquiring, housing, organizing and preservingthese materials, but also of making them avail-able to users promptly when they are demanded.

The Federal Government, apart fromplaying the dominant role in higher education inNigeria, also almost single-handedly financesnational research efforts. There is the need tomonitor publications emanating from higherinstitutions and research centres in Nigeria sothat they can be made available in specialcollections of academic and other librariesas well as to clients. At present, there is achaotic situation whereby, for instance, onecannot easily trace government publications.This constitutes a great obstacle to researchefforts since those who are to utilize suchpublications never have access to them.

Selection of materials in most academiclibraries in Nigeria and elsewhere seriouslyinvolves faculty members who in some casesplay major roles. But faculty members as majorselectors have the following deficiencies [41 :

(a) They believe that only they are capableselectorssome do not care and feel that the text-book is enoughPreoccupation with other dutiesinclination to lazinesstendency to concentrate selection tonarrow field of specialization without anyregard for the actual needs of studentsinsufficient acquaintance with the worldof books.

(b)

(c)(d)(e)

(f)

With such deficiencies, to allow facultymembers play major roles in selection is dan-gerous but librarians are not without theirown faults which include some of those as-cribed to faculty members. Even though alibrarian may be well acquainted with the worldof books, he may be handicapped when it comes

Ann Lib Sci I )<)c

SPECIAL COLLECTIONS IN NIGERIA

to materials outside his subject area. In respectof some special collections, selection tools aregrossly inadequate. It, therefore, follows that acombination of selection tools, opinion oflibrarians and that of faculty might serve abetter purpose. There are, of course, the prob-lems of reviews coming out too late, or notbeing critical enough and such other deficien-cies in selection tools.

Need for acquisition policy

It is important for a special collection depart-ment to have a selection or acquisition policyeither incorporated in the library's generalpolicy or independent of the general policy.The acquisition policy when drawn and ap-proved by the academic library committee (orany committee that is responsible for theapproval) becomes the special collection'slibrarians' guide. The acquisition policy to befollowed is one that requires common sense,wisdom and sometimes the capacity to hardenone's heart against sentimentality of book-sellers. The' special collection librarian mustconsider the genuine utility of the materialsthat he buys. The development of an effectivespecial collection requires everlasting vigilanceon the part of the librarian to see, that hislibrary does not become merely a warehouseof dead books. He must be vigilant to see thathis budget devoted to acquisition is not spenton useless books and manuscripts. He mustnot only be alert but tactful in fending offunwanted gifts that would make his library awarehouse of junk. The idea to build a "com-plete" special collection is fallacious. In ab-solute sense few special collection libraries canbe complete. Special collection materials haveintrinisic value, association value because theyare autographed or contain valuable marginalia,and are difficult to replace. The special collec-tion department should do all the bibliographi-cal work necessary for ordering even whenorders are centralized in the library's generalorder department.

For the selection of special collection inNigerian academic libraries, the librarian shouldas a desirable means of acqusition, submit anapproved plan to the chief librarian. A selection

VC)j 33 Nos 1-2 Marclij u nc 19R{)

policy determining what the special collectiondepartment would acquire is necessary if alltypes of materials are not to flood the collec-tion department. Some materials in specialcollections are historical manuscripts thatinclude papers of political figures, prominentcitizens, business leaders etc. They come in asgifts, bequest, purchase, etc. An acquisitionpolicy can determine which is to be retained.

A very popular method of acquisition ofspecial collection is the presentation by agrateful or public spirited collector, of hisown specialized library to an established insti-tution. lacon M. Lowy Collection made upmostly of five centuries of Hebraica incunabulawas donated by the Slovakia born industrialistand philanthropist to the Crown of Canada.The 2,000 rare volumes are acknowledged asone of the foremost private collections in thatfield [5] .

FACTORS IN BUILDING SPECIAL COLLEC-TIONS

Most of the Nigerian academic libraries areknown not to be eager to acquire manuscriptsbecause of their fragile nature and donors'imposed conditions. Technically, a manuscriptis defined as a piece of writing prior to Guten-berg. However, manuscript production did notstop with the invention of printing, hencemanuscript records being created exceed ma-terials in printed form. Manuscripts are usuallydonated to university libraries by members ofthe university and others who for variousreasons think the university library is the suit-able repository. Take for example, the case ofthe University of Ibadan manuscript collec-tion. The core came from private papers oflate Herbert Macaulay, Bishop S.C. Phillips,Chief A. Obisesan, Rev. E.M. Dijadu, Rev. 1.0.Ransom-Kuti among others.

Manuscripts are acquired not because theyare physical objects or autographs but becausethey constitute historical evidence for the re-construction of the past, for the interpretationof parallel experience, for the impeachment offalse or mistaken or pcrvatcd testimony and forthe recovery of reality. They arc authoritativesince they are written by active participants or

1.)

shrewd and trustworthy observers of events.Nigerian university libraries need to intensifymanuscript acquisition since unlike the u.s.and Europe, private collectors are very few. Anaggressive acquisition pro_gramme as that of theHarvard University is necessary. The HarvardUniversity archives (which is the special collec-tion department of the main library) periodi-cally writes to all (alumni) officers holdingpermanent position to put a provision in theirwills making the University their library exe-cutor and leaving all their manuscripts to theuniversity archives [6]. If Nigerian universitiesdo the same, chances are, many will give favour-able disposition to it and this will be a richsource of collection, but, since the real selectionof materials to be retained begins after a collec-tion reaches the library depository, the letterof transmittal or deed of gift should includeclauses to the effect that materials judged in-appropriate for permanent preservation will bedestroyed, alienated or returned. The deedshould also include the handing over of completeright to the. librarian relating to materials such asdetermining public use and photocopying.Donors should be made to realise that theyneed to accept conditions which are reasonableand which conform with paper manuscriptmanagement practice.

For the period of colonisalism in Nigeria, agreat wealth of archival materials, mostlymanuscripts and printed documents, were accu-mulated. These materials reflect the social,economic, political, scientific, and spiritualinterest of the Nigerian people. The strugglefor independence, the civil war and eventsthereafter naturally resulted in the productionof heaps of propaganda materials in addition tothe regular official government record making.Ever since, all succeeding government adminis-trations, including the present have contributedto the production of a tremendous volume ofdocuments. Record creation has become an in-trinsic aspect of government bureaucraticmachinery. A substantial quantity of thesegovernment documents have found themselvesin the custody of university libraries as part oftheir special collection.

Government documents constitute the bulkof materials deposited either through deposi-

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APE)I

tory laws or otherwise, in Nigerian libraries.In 1979, there were 5, 000 government docu-ments in the Special Collections of the Univer-sity of Ibadan Library [7]. Government publi-cations include all forms of book and non-bookpublications emanating directly from suchgovernment agencies like the ministry and de-partment or that are published on behalf of thegovernment and its agencies by authorised pub-lishers. They contain, apart from statisticaldata, primary, current and historical records.They also contain important secondary sourcesthat include interesting topics (not necessarilypolitical) related to the government and thesereadily supplement the library's general collec-tion in these areas. University of Ife[8] haseven gone further by identifying, collectingand preserving government posters in its docu-ment department as significant primary sourcematerials.

Purchase is another method of buildingup Special Collections. Nigerian academiclibraries should actively acquire and maintainspecial collections for the following reasons [14] :

(a) with the advent of nuclear power, there isthe need to acquire these materials fromall places so as to ensure the preservationof human heritage.

(b) As centres for the study of man andnature, universities should not rely onnational libraries and national museumsalone but should strive to build their owncollections.

(c) Since these materials are of permanentvalue, university libraries are justified intheir acquisition.

(d) A university derives a justifiable sense ofpride and of responsibility from the factthat its librarian is the custodian of uniquematerials which are part of the culturalheritage of an entire nation and indeed ofthe whole civilized world.

(e) Such materials are ver), basic for research.Without access to them, scholarship andlearning will suffer.

Special collections are not easily availablein the open market. Nigerian academic libraries

Ann Lib Sci Doc

(a)(b)(c)(d)(e)(f)

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Endowments o' -

University fundationsResearch and contingency funds

Cash gifts

SPECIAL COLLECTIONS IN NIGERIA

get their supplies either by subscription orby auction sales or by gift. Even though theprocess of soliciting and organizing a flow ofgifts arc far less amenable to the developmentof a systematic method than those of acqui-sition by purchase and gift. Gift, in manyrespects, is of more importance than purchaseas the history of any large academic collectionwill show. Gifts come in the form of bequests,presentation of money for the purchase ofbooks in a specific subject area, concealed giftin which the library is given the opportunityto buy a complete collection, or its choice ofbooks at a price considerably lower than theowner knows he could obtain in the openmarket. Here, the purchase of the ClarenceL. Holte Collection of Africa displayed in Lagosat the Second World Black and African Festivalof Arts and Culture 1977 by Ahmadu BelloUniversity, Zaria, can be cited as an example,and virtual gift - when owners without sur-rendering legal ownership of material depositit in a library and make it generally availablefor scholarly consultation etc.

To accept a collection as gift, one has toconsider whether or not:

(a) the subject is still of interest to the uni-versity.

the financial resources available to thelibrary are enough to continue to aug-ment the collection if it must remain aliveand useful.

there is sufficient space to accommodatethe collection.

there are human resources to sort andcalander or index the collection for scholar-ly acceptability.

(b)

(c)

(d)

ALLOCATION OF FUNDS

Except for the intellectually arrogant and thesceptical relativist, special collections in Nigerianacademic libraries need no special pleading.The importance of such materials in researchand training are widely discussed in the litera-ture of Library Science. Funds for the de-velopment of Special Collections may comefrom:

Vol 33 Nos 1-2 March-June 1986

From formula for fund allocation (operat-ing income) depends on the need, the univer-sity has for particular books and special collec-tion in general. This is why, in a place likeNigeria where the graph for fund allocation hastaken a complete nosedive, the librarian mustencourage through subtle publicity the use ofhis materials so as to be able to justify anyrequest for the increase of allocation. It isinstructive that most academic libraries inNorth America do not budget annually forspecial collections yet spend so much annuallybecause of the availability of cash gifts, trustfunds, endowments, research and contingencyfunds, fundations, etc.

MANAGEMENT AND PRESERVATION

The unique nature of special collections makestheir organization and management moredifficult. Manuscripts are fragile and they needspecial care. The acquisition of rare materialsis a painstaking exercise especially in a develop-ing country like Nigeria. Some of the materialsneed special treatment because of their heavyuse. If proper organizational and administrativecare is not taken, the special collection willend up in a chaotic state and this will militateagainst effective utilization as is the case withthe special collection department of the Univer-sity of Ibadan Library.

Once records have been selected for perma-nent deposits in the special collection of auniversity, an accession folder should be main-tained by the department. All accessions shou Idbe recorded in a single line entry in a registlrof record holdings. The library should go furtherby publishing bibliographies of its holdings.Historical manuscripts should be placed indocument boxes after they arc arranged incataloguablc units. Adequate records should bekept to indicate donors and dealers of manus-cripts from whom purchase was made.

'O?

Conservation and preservation of librarymaterials constitute a very vital aspect in librarymanagement. "Acid impurities introducedduring paper production since the mid-nine-teenth century and assimilated since from airpollutants cause a breakdown of the cellulosemolecule and ultimate total deterioration ofthe paper. Harmful environmental conditionssuch as heat and humidity extremes, aid in thisdestruction" [10] .

The magnitude of this problem can beappreciated when we rcalise that most of thetotal stock of special collections in Nigerianacademic libraries are made of woodpulp paperwhich arc very vulnerable to decay. Acid con-tent in books is presumably higher in modernbooks. Humidity and lighting problems aidrapid deterioration of special collections. Thehigher the temperature, the faster the de-terioration of special collection and Nigeria isa tropical region. The accelerated growth oflibrary holdings continues to put pressure onnew methods of preservation. The growth oflibrary holdings is the result of expanding scopeof book publishing. Like a chain, this increasein book publishing in Nigeria has led to greaterdemand in paper and subsequently resulted inthe fall of the quality of paper.

It is believed that there are about 1 000species of insects that can damage librarymaterials apart from 300 species of mildfungi [11]. An academic library acquiring cata-logu'es and storing paper-based and other specialmaterials is of no guarantee that these materialswould be preserved for the use of future genera-tion. Means should be devised to prevent theirrapid deterioration. A strong and comprehen-sive preservation programme with the followingobjectives as recommended by Sylvester [12]are desirable:

(a) The preservation of the intellectual con-tent of deteriorating materials which havepermanent research vaule, but which donot warrant the greater expense of physi-cal preservation.

(b) The preservation and restoration of librarymaterials that are valuable beyond theinformation they contain.

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APE}I

(c) Ensuring the preservation of future librarymaterials through preventive conservation.

Microreproduction is a means of preserv-ing intellectual content. Rare books, booksimportant for their illustrations, book anno-tated by famous people, music and librarymanuscripts and catographic materials are allexamples of materials that need to be physi-cally preserved. The use of acid-free paper isa means of preserving future library materials.When repairing a book, care must be taken sothat nothing is removed or added to the docu-ment in the course of repair. plastic laminationis considered suitable for holding togetherfragile documents painted in mechanical wood-papers - for instance, newspapers.

Special collections should be housedunder conditions of strict security, in stacks towhich direct users' access, though seldomcompletely prohibited, is the exception ratherthan the rule. Direct access limitation to re-search materials such as special collections is asecurity not only from rough handling or theftor mutilation but also in respect of conserva-tion. Books are known to survive better whenlight is subdued or there is no light at all and attemperatures rather lower than those com-fortable for humans. Achievement of thesemeasures is more probable in a closed stack thanin open access. It is important that specialcollections, whether in closed or open accessshould be protected from direct sunlight andalso artificial light should be reduced to barestconvenient minimum for direct light has ad-verse effects on books. Adequately filtered andflourescent lighting is considered better suitedfor the stacks.

ACCESSIBILITY AND UTILIZATION

The basic and fundamental difference betweenthe general collection and special collection inan academic library is the question of materialaccessibility. Most general or main collectionsare on open stacks while almost all specialcollections are on closed stacks. While thepatron can, if conversant with the catalogue inuse, gain direct access to materials in the maincollection without bothering any of the library

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SPECIAL COLLECTIONS IN NIGERIA

staff, the circulation desk is the ultimate key tothe special collections.

The question accessibility of special collec-tions, vis-a-vis their utilization, has continuedto generate serious debate. Should specialcollections be on open stacks or closed stacks?Closed access has resulted in under-utilizationof special collection apart from de-emphasizingthe significance of browsing. Proponents ofopen access have always drawn attention to thepossibility of serendipity. Users should beallowed to roam in the stacks because they arelikely to pick up materials of interest. Butthere is the nagging question of whether areader is best served by turning him loose inthe collection to seek his salvation. What arehis chances of finding the right material? Sincea high percentage of library users in Nigeriaavoid the card catalogue, does direct access toshelves not waste readers, time? Even thoughspecial collections need to be properly handled,physically protected and accessibility to thesecollections be controlled, yet they exist to beutilized. Discouraging their utilization in anyform is to turn the special collection into amuseum, which is only one part of its func-tions. While acknowledging the validity of thepoints in support of open access, it might beunwise to leave access to special collectionunrestricted without solving the accompanyingproblems of theft, mutilation, improper hand-ling, space, disarrangement, etc.

CONCLUSION

Special collections in Nigerian academic librariesare comparatively grossly inadequate. Thematerials available lack properly coordinatedarrangement for the purpose of easy retrievaland utilization. The inability of the majoracademic libraries in Nigeria to cope withthese problems have driven enthusiastic re-searchers in the humanities and social sciencesfor instance, to turn to foreign academic insti-tutions with the mistaken belief that no ma-terial of their interest exist locally that could

Vol 33 Nos 1-2 March-june 1986

aid their research efforts. For these collectionsto be well-exploited, their existence and loca-tion must be known, they must be well-orga-nized and managed for easy retrieval. Aca-demic libraries in Nigeria should strive tv en-courage rapid development of existing specialcollections and where there are are none, effortshould be made to develop them.

REFERENCES

1. Harod, Leonard Montague, Comp : The LibraryGlossary, London. Andre Deutsche, 1976. P. 602.

2. Shoyinka, Patricia H: Bibliographic control inNigeria. Libri 1978, 28(4), 294-295. See alsoAhie, D 0: Legal dposir Iaws for libraries. SundayObserver 1984, P. 5 and 7.

3. Buchley, Carper W: The new depository programand college libraries. College and Research Lib-raries 1965, 26(1), 17.

4. Massman, Virgil F, Olson, David R: Book selec-tion, a national plan for small academic libraries.College and Research Libraries 1971, 32(4), 271.

5. Wilson, I R: Current development in internationalrare-book librarianship and their relevance for theUnited Kingdom. Journal of Librarianship 1983,15(3).170-182.

6. Means, David C: Historical manuscripts, includingpersonal papers. Library Trends 1957, 5(3), 316.

7. Alabi, G A, Aina, L 0: Government documentsusage in an academic library: the case studyfrom Ibadan University Library. GovernmentPublications Review 1980, 7A(4), 335.

8. Moses, Sibyl E: Nigerian government posters:visual records of people and progress. Govern-ment Publications Review 1980, 7A(3), 221.

9. Alabi, G A, Aina, L 0: op cit.

10. Walker, Gay: Preservation efforts in large U.S.academic libraries. College and Research Libra-ries 1975, 36(1), 39.

11. Kartashov, N S: The state policy in the field ofpreservation of library holdings. Libri 1981,31(3),179.

12. Sylvester, Guy: A national preservation pro-gramme for library materials in Canada. Libri1981,31(3),185.

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