An automated accession register for the Ministry of Health library
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The project aimed at the design and development of the automated Accession Register for the Ministry of Health library. This was achieved by the project objectives which were to examine the current accessioning practices, establish the challenges facing the current accessioning practices, determine the requirements for developing an Automated Accession Register and design an Automated Accession Register for the Ministry of Health Library. The project employed a case study project design and a qualitative research approach. Data was extracted from both secondary and primary sources. Primary source involved the application of face to face interviews with respondents whereas secondary data was obtained through reviewing existing documents in the MOH library. The data collection tool explored the participates’ experiences and opinions of accessioning exercise as practiced in the library. Respondents were overwhelmingly in favor of automating accessioning function. The project had a sample size of twelve (12) respondents which was reached through the application of the data saturation principle. This project applied the qualitative content analysis as a (text) interpretation method for the qualitative interviews and other data materials given. The findings indicate that the current practices used involve act5ivites like pre-activities where receiving books and bills; entering details of the materials and processing of the materials. It was realized that the method used for accessioning was manual. The challenges to the current accessioning practices included monotonous nature of work, illegible hand writing, unnecessary deletions, nondurable and fragile nature of the accession registers, spelling errors, time consumption and compromised access to information resources in the MOH Library. Requirements obtained from the findings included both the functional and nonfunctional as well as the hardware and software requirements. The design was supported by Microsoft Access for the back end database and various text editors for the codification of the front end user interface. The study recommended that the MOH library should ensure that library employees are trained so as to meet the quality specifications intended for in the automated accessioning register, adoption of the RFID technology, frequent updating of the system whenever new entities are capture and the library should caution it employees assigned for the task to ensure that the right information is captured. Conversion should also take on “cut-off” approach where the newly automated accessions register should surpass the old manual register in the MOH Library.