ACQUISITION AND PROVISION OF LIBRARY RESOURCES AND SERVICES TO

USERS IN SPECIAL LIBRARIES

Special libraries serve as critical information hubs tailored to meet the specific needs of

organizations, industries, or specialized user groups (Osebequen et al., 2018). Unlike public or

academic libraries, these institutions focus on curating highly specialized collections, such as

technical reports, proprietary databases, and industry-specific publications, to support the

strategic objectives of their parent organizations (Onwubiko, 2021). Their role extends beyond

mere resource provision; they act as knowledge brokers, ensuring timely access to information

that drives innovation and decision-making (LIMBD, 2024). For instance, corporate special

libraries in sectors like pharmaceuticals or legal services prioritize clinical trial data or case law

databases, respectively, to maintain competitive advantages (Osebequen et al., 2018; LIMBD,

2024).

Despite their strategic importance, special libraries face systemic challenges. Historical analyses

reveal long-standing issues such as inconsistent funding, fragmented operational standards, and

underutilization of cooperative resource-sharing networks (Havlik et al., 1967). Contemporary

studies highlight persistent gaps, including inadequate technological infrastructure in developing

regions like Nigeria, where outdated collections hinder evidence-based policymaking (Quadri

and Idowu, 2016). Furthermore, the rapid evolution of digital resources demands robust

cybersecurity measures and continuous staff training, which many institutions struggle to

implement (LIMBD, 2024). These challenges underscore the need for a comprehensive

evaluation of acquisition strategies and service delivery models in special libraries.

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2
1.2 Statement of the Problem

Special libraries are indispensable for organizational success, yet their potential remains

underoptimized due to systemic barriers. First, financial constraints limit their ability to acquire

cutting-edge resources, particularly in STEM fields where subscription costs for specialized

databases are prohibitive (Havlik et al., 1967; Onwubiko, 2021). Second, technological

advancements – while offering opportunities for digital transformation – are inconsistently

adopted due to inadequate infrastructure and staffing shortages, especially in developing

economies (Quadri and Idowu, 2016; LIMBD, 2024). For example, Nigerian special libraries

often rely on obsolete print materials because of unreliable power supplies and limited ICT

access (Quadri and Idowu, 2016). Third, the absence of standardized metrics to demonstrate

return on investment (ROI) perpetuates the perception of libraries as cost centers rather than

strategic assets (Havlik et al., 1967). Without addressing these issues, special libraries risk

becoming obsolete, undermining their ability to support organizational goals in an increasingly

information-driven world.

1.3 Significance of the Study

This research holds theoretical and practical implications for library science and organizational

management. Theoretically, it contributes to underexplored areas such as cooperative resource-

sharing frameworks and the role of emerging technologies like blockchain in digital rights

management (Havlik et al., 1967; LIMBD, 2024). Practically, the findings will empower special

libraries to:

1. Optimize acquisition budgets by prioritizing high-impact resources and leveraging

consortia for cost-effective subscriptions.

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 2. Enhance service delivery through tailored technologies, such as real-time alerts for new

patents or legislative updates, directly supporting R and D and policy formulation

(LIMBD, 2024).

3. Advocate for institutional support by demonstrating ROI through metrics like reduced

research time or increased patent filings (Onwubiko, 2021).

1.4 Objectives of the Study

This study aims to:

1. Evaluate acquisition strategies employed by special libraries, including the integration of

open-access resources and interlibrary loan systems, to identify best practices and

barriers.

2. Assess service delivery models, such as AI-driven recommendation systems and

institutional repositories, to determine their effectiveness in meeting user needs.

3. Identify systemic challenges, including funding instability, technological gaps, and

workforce shortages, that hinder resource provision in diverse contexts.

1.5 Research Questions

1. What are the primary inhibiting factors affecting the acquisition of library materials in

special libraries, such as budgetary constraints, lack of acquisition policies, and

technological limitations?

2. How do inadequate ICT infrastructure, staffing shortages, and organizational neglect

impact the delivery of library services to users in special libraries?

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 3. What sustainable strategies (e.g., consortia partnerships, staff training, policy reform) can

mitigate challenges in resource acquisition and service provision?

4. Who are the key stakeholders (e.g., management, publishers, government agencies)

involved in resource acquisition, and how do their decisions influence library

effectiveness?

1.6 Hypotheses

Null Hypothesis (H₀): There is no significant relationship between funding allocation and the

efficiency of resource acquisition in special libraries.

Alternative Hypothesis (H₁): Adequate funding allocation significantly improves the efficiency

of resource acquisition in special libraries.

Null Hypothesis (H₀): The absence of ICT tools does not affect service delivery quality in

special libraries.

Alternative Hypothesis (H₁): Special libraries with advanced ICT tools provide higher-quality

services than those without such tools.

1.7 Scope and Delimitations

This study focuses primarily on special libraries within Nigeria, with particular attention to

institutions such as the Central Bank of Nigeria Library and the Nigeria Stored Product Research

Institute Library. The research examines key variables influencing acquisition and service

provision, including funding availability, acquisition policies, ICT infrastructure, staffing levels,

and user satisfaction. The temporal scope covers practices and trends from 2015 to 2025,

allowing for an analysis of both recent developments and ongoing challenges. The study

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deliberately excludes public and academic libraries to maintain a concentrated focus on

organizational special libraries, which have distinct operational frameworks and resource needs.

Furthermore, the research limits its analysis to print and digital resources, excluding archival or

museum collections, as these fall outside the typical purview of special libraries. Geographically,

the study centers on anglophone West Africa, acknowledging the regional similarities in

resource-sharing practices and infrastructural challenges. These delimitations ensure a

manageable and relevant scope while recognizing that findings may not be generalizable to all

library types or global contexts.

1.8 Limitations of the Study

Several limitations may affect the generalizability and depth of this study. First, the reliance on

self-reported data from librarians and staff within selected Nigerian special libraries introduces

the possibility of sample bias, as responses may reflect subjective perceptions or institutional

culture rather than objective realities. Second, the cross-sectional design captures data at a single

point in time, which limits the ability to assess long-term trends or the impact of evolving

technologies and policies on acquisition and service provision. Third, access to certain

proprietary databases, confidential organizational documents, or subscription-based resources

may be restricted, potentially limiting the comprehensiveness of the data collected. Additionally,

infrastructural challenges such as intermittent internet connectivity and power outages in some

institutions may impede data collection efforts or affect the accuracy of responses. Despite these

limitations, the study aims to provide valuable insights that can inform policy and practice within

the Nigerian special library context.

1.9 Operational Definitions

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1. Special Libraries: Information centers within organizations (e.g., corporate,

government) that curate subject-specific collections to support institutional goals.

2. Acquisition Strategies: Methods for obtaining resources, including direct purchasing,

subscriptions, gifts, and interlibrary loans.

3. Service Provision Models: User-focused services such as current awareness bulletins,

reference support, and institutional repositories.

4. ICT Tools: Technologies like integrated library systems, digital repositories, and

cybersecurity protocols.

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2.0 LITERATURE REVIEW

2.1 Acquisition and Provision of Library Resources and Services in Special Libraries

Acquisition in the context of libraries refers to the comprehensive and systematic process of

identifying, selecting, procuring, and managing materials that form the backbone of a library’s

collection. This process is fundamental to the development and maintenance of library resources,

ensuring that the collection remains relevant, current, and responsive to the needs of its users

(American Library Association [ALA], 2024). Acquisition encompasses a variety of activities,

including the evaluation of user needs, budget management, vendor negotiations, ordering,

receipt, and cataloging of materials (Smith and Johnson, 2023). It involves multiple methods

such as purchasing, gifts, exchanges, subscriptions, and legal deposits, each tailored to fit the

library’s collection development policies and strategic goals (Kumar and Singh, 2022).

Importantly, acquisition is not limited to physical items; it also includes digital resources such as

e-books, online journals, databases, and multimedia content, reflecting the increasing digitization

of information resources (Nguyen, 2023). The acquisition process requires careful planning and

coordination to balance cost, quality, and relevance, thereby maximizing the library’s ability to

serve its patrons effectively (Ojo, 2024). Thus, acquisition is a critical function that directly

influences the quality and accessibility of information within a library.

Special libraries are distinct from general libraries due to their focus on specific subject areas,

user groups, or organizational needs, which necessitates specialized collections and services. The

types of resources acquired by special libraries are diverse and include printed books, scholarly

journals, government publications, technical reports, audiovisual materials, and increasingly,

electronic resources such as digital databases, e-books, and subscription-based online platforms

(Harande, 2013; Patel, 2024). Acquisition methods in special libraries typically involve

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purchase, gift, exchange, and legal deposit arrangements, with a strong emphasis on aligning

resources with the specialized information needs of their users (Chukwuemeka and Eze, 2023).

Beyond resource acquisition, special libraries provide a range of services tailored to support their

users’ unique requirements. These services include selective dissemination of information,

indexing and abstracting services, reprographic and document delivery services, and

personalized reference assistance (Sambo, 2024; Adeyemi, 2023). The integration of information

and communication technologies (ICT) has further enhanced these services by enabling remote

access, digital resource management, and virtual reference support, thereby expanding the reach

and efficiency of special libraries (Eze and Okoro, 2023). Consequently, the combination of

specialized resources and services positions special libraries as vital hubs for targeted

information dissemination and knowledge management within their parent organizations.

The users of special libraries typically consist of professionals, researchers, policymakers, and

corporate employees who require specialized, accurate, and timely information to support their

specific work functions and organizational goals (Harande, 2013; Chukwuemeka and Eze, 2023).

These users’ information needs are often complex and focused, demanding access to highly

specialized materials that may not be readily available in general libraries (Patel, 2024).

Understanding these needs is essential for special libraries to effectively acquire relevant

resources and design services that facilitate efficient information retrieval and utilization

(Nguyen, 2023). Special libraries frequently employ user needs assessments, surveys, and

feedback mechanisms to continuously monitor and respond to evolving information requirements

(Adeyemi, 2023). Additionally, they provide targeted services such as user education,

information literacy training, and personalized research support to enhance users’ ability to

locate and apply information effectively (Sambo, 2024). The dynamic nature of users’

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information needs in special libraries necessitates ongoing evaluation and adaptation of both

collections and services, ensuring that these libraries remain responsive and relevant to their user

communities (Ojo, 2024). Ultimately, the success of special libraries hinges on their capacity to

align acquisition strategies and service provision with the specialized demands of their users.

2.2 Methods of Acquisition of Library Resources

The acquisition of library resources is a serious function that ensures libraries maintain

collections that are relevant, comprehensive, and responsive to user needs. Among the primary

methods of acquisition are purchase, donation, exchange, and legal deposit, each playing a

unique role in collection development.

2.2.1 Purchase

Purchasing is the most widely used and controlled method of acquiring library materials. It

involves the direct procurement of books, journals, electronic resources, and other materials from

publishers, vendors, or distributors (Psychology and Education Journal, 2022). Libraries often

employ various purchasing strategies, such as direct ordering, approval plans, and standing

orders, to streamline the acquisition process and ensure timely access to new publications

(Library Operations, 2016). This method allows libraries to carefully select materials that align

with their collection development policies, budget constraints, and the specific needs of their

users. The ability to prioritize and negotiate prices with vendors also makes purchase a preferred

method for acquiring specialized and up-to-date resources (Kumar and Singh, 2022).

2.2.2 Donation

Donations or gifts of materials constitute a valuable source of library resources, especially for

special libraries with limited acquisition budgets. Donations can enrich collections at minimal or

10
no cost, but they require careful evaluation to ensure relevance, condition, and alignment with

the library’s objectives (SUAIRE, 2023). Libraries must establish clear policies to assess donated

materials to avoid the accumulation of irrelevant or outdated items. While donations can

sometimes be unsolicited or driven by donor interests, a well-managed donation program can

significantly enhance the diversity and depth of a library’s holdings (Psychology and Education

Journal, 2022).

2.2.3 Exchange

Exchange involves reciprocal agreements between libraries or institutions to trade duplicate or

specialized materials. This method is particularly useful for special libraries seeking to expand

access to niche or rare resources that may be difficult or expensive to purchase (SUAIRE, 2023).

Exchanges promote resource sharing and collaboration, allowing libraries to complement their

collections without incurring additional costs. However, successful exchange programs require

clear agreements, trust, and effective communication between participating libraries.

2.2.4 Legal Deposit

Legal deposit is a statutory requirement in many countries that mandates publishers to submit

copies of their publications to designated libraries. This method ensures that special libraries

have access to government publications, official documents, and other materials critical to their

collections (INFS-326 Lecture Notes, 2016). Legal deposit supports comprehensive national

bibliographic control and preservation of cultural heritage. For special libraries, it guarantees

access to authoritative and official information essential for research and policy development.

2.3 Internal Transfer and Proactive Collecting

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Beyond external acquisition methods, libraries also utilize internal strategies to optimize resource

availability and anticipate user needs.

2.3.1 Internal Transfer

Internal transfer refers to the redistribution of resources within a library system or between

departments in an institution. This method helps maximize the use of existing materials by

reallocating them to areas or user groups where demand is higher (Lisedunetwork, 2014). In

special libraries, which often operate within larger organizations, internal transfers are an

efficient way to address changing information needs without incurring additional acquisition

costs. It also reduces duplication and supports better inventory management.

2.3.2 Proactive Collecting

Proactive collecting is a forward-looking acquisition strategy where librarians anticipate future

information needs based on trends, emerging research areas, and organizational priorities

(YouTube, 2023). This approach involves continuous environmental scanning, engagement with

subject experts, and monitoring of vendor offerings to identify and acquire materials before users

explicitly request them. In the context of special libraries, proactive collecting is vital because

users often require cutting-edge, specialized information to support decision-making and

innovation (Eze and Okoro, 2023). By adopting this strategy, special libraries can maintain a

dynamic and relevant collection that supports their institutional missions effectively.

2.4 Acquisition Policies and Procedures in Special Libraries

2.4.1 Acquisition Policies

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Acquisition policies provide a framework for selecting, evaluating, and procuring materials.

These policies articulate the library’s mission, collection priorities, budget guidelines, and

criteria for accepting donations or gifts (Library and Information Science Education Network,

2025). In special libraries, acquisition policies are often customized to reflect the specialized

focus of the institution, emphasizing materials that support specific professional or research

needs (Patel, 2024). Well-defined policies help acquisition staff make informed decisions, avoid

unnecessary duplication, and maintain collection relevance.

2.4.2 Acquisition Procedures

Acquisition procedures detail the operational steps involved in the procurement process,

including vendor selection, ordering, receiving, invoicing, and record-keeping (Library

Operations, 2016). Procedures also govern subscription management for serials and electronic

resources, ensuring timely renewals and continuous access (Library and Information Science

Education Network, 2025). Many special libraries participate in consortia or cooperative

acquisition agreements, leveraging collective bargaining power to obtain resources more cost-

effectively (INFS-326 Lecture Notes, 2016). These procedures enhance efficiency, transparency,

and coordination within the acquisition department.

2.5 Provision of Library Services to Users

2.5.1 Selective Dissemination of Information (SDI)

Selective Dissemination of Information (SDI) is a vital library service that proactively delivers

tailored information to users based on their specific interests and professional needs. It is

especially significant in special libraries, where users often require highly specialized, current,

and precise information to support research, policy formulation, and decision-making processes

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(Sambo, 2024). The concept of SDI emerged as a response to the overwhelming volume of

information available, aiming to reduce information overload by filtering content and delivering

only what is relevant to the user (Adeyemi, 2023).

SDI typically involves the establishment of detailed user profiles that capture the subject areas,

keywords, and formats preferred by each user or user group. Librarians then monitor new

acquisitions, databases, journals, and other information sources to identify materials that match

these profiles (Eze and Okoro, 2023). The selected information is disseminated through various

channels such as email alerts, newsletters, RSS feeds, or personalized reports. Modern

technological advancements have greatly enhanced SDI services, enabling automation and

customization at scale (Patel, 2024).

Research shows that SDI improves user satisfaction by ensuring timely access to relevant

information, which is crucial in environments where information currency and accuracy are

paramount (Sambo, 2024). However, the success of SDI depends on accurate user profiling,

continuous updating of user needs, and the librarian’s ability to manage and interpret vast data

sources effectively (Adeyemi, 2023). Moreover, special libraries face challenges such as limited

staffing and technological resources, which can affect the quality and consistency of SDI

services (Eze and Okoro, 2023). To address these challenges, some libraries have adopted

collaborative approaches, pooling resources and expertise to enhance SDI delivery.

2.5.2 Reprographic, Bindery, Indexing, and Abstracting Services

Special libraries offer a suite of support services that enhance access to and preservation of

library materials. These services are crucial in ensuring that users can effectively utilize the

resources available to them.

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[Link] Reprographic services

Reprographic services encompass photocopying, scanning, printing, and digital reproduction of

materials. These services enable users to obtain copies of documents for research, study, or

reference purposes without removing the original items from the library (Library Management

Review, 2023). In special libraries, reprographic services are essential because users often

require portions of technical reports, standards, or archival documents that cannot be loaned out.

The availability of high-quality reprographic equipment and trained staff enhances user

satisfaction and supports the dissemination of information beyond the library premises

(Adeyemi, 2023).

[Link] Bindery Services

Bindery services involve the physical maintenance and preservation of library materials,

particularly periodicals, reports, and fragile documents. Binding helps protect materials from

wear and tear, extending their usability and ensuring long-term access (Sambo, 2024). Special

libraries that handle large volumes of serial publications or archival materials rely heavily on

bindery services to maintain the integrity of their collections. The bindery process also facilitates

easier handling and storage of materials, contributing to better organization and retrieval (Eze

and Okoro, 2023).

[Link] Indexing and Abstracting Services

Indexing and abstracting services are critical for organizing information and enhancing retrieval

efficiency. Indexing involves creating systematic lists of subjects, authors, or keywords that

allow users to locate relevant materials quickly. Abstracting provides concise summaries of

documents, enabling users to assess the relevance of a resource without reading the entire

15
document (Sambo, 2024). In special libraries, where users often deal with complex and technical

literature, these services are indispensable. They reduce search time and improve the precision of

information retrieval (Adeyemi, 2023).

With the advent of digital technologies, many special libraries have transitioned to electronic

indexing and abstracting, which offer advanced search capabilities, including keyword searching,

Boolean operators, and hyperlinked references (Patel, 2024). These digital tools have

significantly improved access to specialized information, especially for remote users.

2.5.3 Circulation and Access to Library Resources

Circulation services are the backbone of library operations, facilitating the lending and return of

materials to users. In special libraries, circulation policies are often customized to reflect the

nature of the collections and the specific needs of the user community.

[Link] Circulation Policies and Procedures

Special libraries typically implement circulation policies that balance user access with the

preservation of rare or high-value materials. These policies may include restricted loan periods,

in-library use only designations, and priority lending to specific user groups such as researchers

or management staff (Library Management Review, 2023). Some materials, like reference books,

government documents, or archival records, are often non-circulating to prevent loss or damage

(Patel, 2024).

Efficient circulation systems, supported by barcode or RFID technology, streamline check-out

and return processes, reduce errors, and provide real-time tracking of materials (Sambo, 2024).

Automation has also facilitated better inventory management and reporting, enabling libraries to

16
monitor usage patterns and make informed collection development decisions (Eze and Okoro,

2023).

[Link] Access Beyond Circulation

Access to library resources extends beyond physical circulation. Special libraries often provide

reference services, interlibrary loans, and document delivery services to broaden user access to

information (Adeyemi, 2023). Interlibrary loan agreements enable users to obtain materials not

held in their home library, fostering resource sharing and collaboration among institutions

(Sambo, 2024).

Document delivery services, including electronic delivery of scanned articles or chapters, have

become increasingly important, especially with the rise of remote work and digital scholarship

(Patel, 2024). These services ensure that users receive timely access to needed information

regardless of their physical location.

2.5.4 Use of ICT Tools and Digital Services

Information and Communication Technology (ICT) has transformed the landscape of library

services, offering new opportunities for enhancing access, efficiency, and user engagement.

[Link] Digital Resource Management

Special libraries have embraced ICT tools to manage and provide access to digital resources such

as e-books, online journals, databases, and institutional repositories (Eze and Okoro, 2023). The

use of Integrated Library Systems (ILS) and digital content management platforms automates

key functions, including acquisition, cataloging, circulation, and user account management

(Library Management Review, 2023). These systems improve service delivery by providing

17
seamless access to resources and enabling users to search and retrieve information

independently.

[Link] Remote Access and Virtual Services

ICT enables special libraries to extend services beyond their physical locations through remote

access portals and virtual reference services. Users can access digital collections, submit queries,

and receive assistance via chat, email, or video conferencing (Patel, 2024). This expansion of

service delivery is especially beneficial for users in geographically dispersed or resource-

constrained environments.

[Link] Information Literacy and User Training

Effective use of ICT tools requires that users possess adequate digital literacy skills. Special

libraries often provide training sessions, workshops, and online tutorials to equip users with the

skills needed to navigate digital resources effectively (Sambo, 2024). These initiatives enhance

user autonomy and maximize the benefits of digital services.

[Link] Challenges in ICT Adoption

Despite the benefits, challenges such as inadequate infrastructure, limited funding, and resistance

to change can hinder ICT adoption in special libraries (Adeyemi, 2023). Addressing these

challenges requires strategic planning, investment in technology, and continuous staff

development to ensure that ICT tools are fully leveraged to improve service provision.

2.6 Challenges in the Acquisition of Library Resources in Special Libraries

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The acquisition of library resources directly influences the ability of special libraries to meet the

specialized information needs of their users. However, several challenges impede effective

acquisition, ranging from financial constraints to systemic and operational inefficiencies.

2.6.1 Inadequate Funding and Financial Constraints

A predominant challenge in special libraries is the chronic inadequacy of funding allocated for

the acquisition of resources. Limited budgets restrict the ability to purchase current and relevant

materials, especially costly foreign publications and electronic resources critical for specialized

research (Sambo, 2022; Preston, 2019). Financial constraints also affect the capacity to invest in

necessary technologies that streamline acquisition workflows and resource management (Ayeni,

Agbaje, and Tippler, 2021). The COVID-19 pandemic further exacerbated these financial

challenges by disrupting normal library operations and shifting demands toward digital

resources, which often require substantial subscription fees (Ayeni et al., 2021). Consequently,

many special libraries experience stagnation in collection development, limiting their

effectiveness in supporting institutional goals.

2.6.2 Lack of Acquisition Policy and Poor Management

The absence of clear acquisition policies and weak management structures significantly

undermines acquisition efforts in special libraries. Acquisition policies are essential for guiding

the selection, procurement, and evaluation of resources, ensuring alignment with user needs and

institutional priorities (Wheeler et al., 2022). However, many special libraries operate without

formal or updated policies, leading to inconsistent acquisition practices and inefficient use of

scarce resources (Sambo, 2022). Poor management, including inadequate staff training and a

lack of strategic planning, further hampers the acquisition process (Preston, 2019). Effective

19
acquisition requires not only policies but also competent personnel capable of navigating

complex vendor negotiations and procurement procedures (Wheeler et al., 2022).

2.6.3 High Cost of Foreign Materials and Poor Quality of Local Publications

Special libraries often depend on foreign publications and databases to meet their users’

specialized information needs. The high cost of these materials, influenced by exchange rates,

shipping fees, and licensing costs, poses a significant barrier to acquisition (Sambo, 2022). At the

same time, the quality and availability of locally published materials are often inadequate, failing

to satisfy the specialized demands of users (Preston, 2019). This dual challenge forces libraries to

rely heavily on expensive foreign sources, straining budgets and limiting collection diversity.

The disparity between local and international publication standards also affects the perceived

value and usability of local resources (Wheeler et al., 2022).

2.6.4 Poor Bibliographic Control and Communication Services

Efficient bibliographic control is critical for managing acquisitions, cataloging, and ensuring

resource accessibility. Many special libraries face challenges due to outdated or inadequate

bibliographic systems, leading to duplication, mismanagement, and difficulty tracking

acquisitions (Sambo, 2022). Communication gaps with vendors and suppliers further complicate

procurement, resulting in delays, incomplete orders, or incorrect deliveries (Preston, 2019).

These issues hinder effective collection development and frustrate users seeking timely access to

resources. Moreover, poor bibliographic control limits the ability to participate in resource

sharing and interlibrary loan programs, reducing access to a broader range of materials (Ayeni et

al., 2021).

2.6.5 Scarcity of Specialized Resources

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The intrinsic focus of special libraries on niche subject areas means that specialized resources are

often scarce and difficult to acquire. Limited publishing in these specialized fields, coupled with

distribution constraints, makes it challenging to build comprehensive collections (Preston, 2019).

The rapid evolution of knowledge in specialized domains requires continuous updating of

collections, which is difficult under constrained budgets and limited supplier options (Sambo,

2022). This scarcity impacts the ability of special libraries to fully support their users’ research

and professional activities, potentially limiting institutional effectiveness (Wheeler et al., 2022).

2.7 Challenges in the Provision of Library Services to Users

Provision of effective library services in special libraries is often hindered by several interrelated

challenges, notably inadequate human resources and training, poor infrastructure and ICT

compliance, as well as limited user awareness and accessibility issues.

A major challenge is the inadequacy of human resources and insufficient staff training. Many

libraries suffer from a shortage of qualified personnel, which negatively impacts service delivery

and user support (Adenekan et al., 2022; Ebiwolate, 2010). Poor conditions of service, including

low salaries and limited career development opportunities, discourage skilled librarians from

working in special libraries, leading to understaffing (Lisdigest, 2020). Additionally, the lack of

continuous professional development and ICT training means that staff are often ill-prepared to

handle modern library technologies and evolving user needs (Nihinlolawa Adenekan et al., 2022;

Eze and Okoro, 2023). Without adequate training, library personnel struggle to provide efficient,

up-to-date services, which diminishes user satisfaction and library effectiveness (Olomola et al.,

2022).

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Compounding human resource challenges is the issue of poor infrastructure and inadequate ICT

facilities. Many special libraries operate with outdated or insufficient ICT infrastructure,

including unreliable internet connectivity, lack of modern computers, and absence of integrated

library systems (Lisdigest, 2020; Pawar and Sutar, 2023). Frequent power outages and poor

network services further limit the ability to provide digital services and access to electronic

resources (Nihinlolawa Adenekan et al., 2022). The lack of proper ICT compliance and

infrastructure hampers the automation of library processes such as cataloguing, circulation, and

digital reference services, which are essential for efficient service delivery in the digital age

(Pawar and Sutar, 2023). Consequently, libraries struggle to meet the expectations of users who

increasingly demand remote access and online services.

Another significant barrier is limited user awareness and accessibility issues. Many users,

especially in rural or underserved areas, remain unaware of the full range of library services

available to them (Lisdigest, 2020). This lack of awareness is often due to poor outreach,

inadequate marketing, and limited user education programs (Ebiwolate, 2010). Moreover,

physical access to libraries is restricted for some users by geographic location, poor

transportation infrastructure, and library opening hours that do not accommodate all users

(Lisdigest, 2020). Accessibility challenges are exacerbated by limited digital literacy among

users, which reduces their ability to effectively utilize electronic resources and online services

(Olomola et al., 2022). Without targeted efforts to raise awareness and improve accessibility,

many potential users remain excluded from benefiting fully from library services.

2.8 Strategies and Recommendations for Effective Acquisition and Service Provision

Effective acquisition and service provision in special libraries requires comprehensive strategies

that address human resources, policy frameworks, funding, technology adoption, and

22
collaboration. One of the foremost strategies is the recruitment and retention of qualified

personnel who possess the necessary skills in library science and information technology. Skilled

staff are essential for managing acquisitions efficiently and delivering quality services to users

(Ufuoma, Udoh, and Azubuike, 2011). Continuous training and professional development ensure

that library personnel remain updated with evolving technologies and best practices, which is

critical for meeting the specialized needs of users (Adeyemi et al., 2022).

The formulation and implementation of a robust acquisition or collection development policy is

another vital recommendation. Such policies guide the selection, procurement, and evaluation of

resources, ensuring alignment with the library’s mission and the information needs of its users

(Johnson, 2018; Evans and Saponaro, 2012). A user-centered approach to policy development,

involving consultations with users and subject experts, enhances relevance and user satisfaction

(Johnson, 2018). Regular review and updating of acquisition policies are necessary to adapt to

changing information landscapes and technological advances (Gregory, 2019).

Adequate funding remains a critical enabler for effective acquisitions. Special libraries often face

budget constraints that limit their ability to procure current and specialized materials (Sambo,

2022). Therefore, libraries must advocate for increased and sustained funding from their parent

institutions and explore alternative funding sources such as grants, donations, and fundraising

campaigns (Jenkins and Morley, 2017; SFJESGS, 2025). Transparent budgeting and monitoring

mechanisms help optimize resource allocation and prevent wastage (Cassell and Hiremath,

2018).

Given the high costs associated with foreign publications and electronic resources, tax

exemptions on imported library materials are recommended to reduce acquisition expenses

(SFJESGS, 2025). Governments and policymakers should consider such fiscal incentives to

23
support educational and research institutions in accessing vital international resources. Similarly,

providing grants and subsidies to indigenous publishers can stimulate the production of high-

quality local materials, enriching library collections with regionally relevant content (Patel,

2024). Supporting local publishing also fosters knowledge dissemination within the community

and reduces overreliance on costly foreign materials.

The adoption of Integrated Library Systems (ILS) is crucial for automating acquisition,

cataloging, circulation, and user services, thereby enhancing operational efficiency (Library

Management Review, 2023). ILS platforms facilitate better management of both physical and

digital resources, improve accessibility, and enable remote service delivery, which is

increasingly important in the digital age (SFJESGS, 2025). Investment in scalable and user-

friendly ILS solutions tailored to the needs of special libraries can significantly improve service

provision.

Finally, collaboration and resource sharing among libraries through consortia and cooperative

agreements offer cost-effective access to a broader range of resources (Chan and Salaba, 2015).

By pooling resources and negotiating collectively, libraries can secure better pricing and access

group discounts for subscriptions and databases (Helgren, 2007). Resource sharing also enhances

interlibrary loan services and fosters professional networking, which contributes to improved

acquisition and service delivery (SFJESGS, 2025).

2.9 Case Studies and Empirical Findings on Acquisition and Service Provision in

Special Libraries

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Several recent studies provide empirical insights into the challenges and solutions related to

acquisition and service provision in special libraries, with a particular focus on Nigerian

institutions and comparable contexts.

Research on special libraries in Nigeria highlights persistent challenges such as inadequate

funding, poor acquisition policies, lack of qualified personnel, and insufficient ICT

infrastructure. A study of special libraries in Nigeria revealed that limited financial resources

severely constrain the ability to acquire current and relevant materials, while poor management

and lack of clear acquisition policies lead to inefficiencies in resource procurement and service

delivery (AzResearchConsult, 2022). The study recommended increased budgetary allocations,

formulation of clear acquisition policies, and investment in ICT infrastructure to improve

acquisition processes. Similarly, another investigation emphasized the importance of staff

training and management support to overcome operational challenges (Gojamss, 2024). These

findings echo broader concerns about the need for strategic planning and institutional support to

enhance library services in Nigerian special libraries.

A case study of the National Institute for Policy and Strategic Studies (NIPSS) Library in Plateau

State, Nigeria, revealed a structured acquisition process guided by formal collection development

policies. Despite this, the library faces challenges including financial constraints, scarcity of

specialized materials, and vendor-related difficulties (SFJESGS, 2025). The study highlighted

the need for alternative funding sources such as grants and donations, adoption of integrated

library systems (ILS), and enhanced collaboration with other libraries to improve resource

acquisition and service provision. The NIPSS Library case underscores the critical role of policy,

technology, and partnerships in addressing acquisition challenges and enhancing user services in

special libraries.

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User satisfaction studies demonstrate that the quality of acquisition and library services

significantly influences resource utilization and overall user experience. A recent user-centric

study emphasized that accessibility, relevance, and timely availability of resources are key

determinants of user satisfaction (CJLIS, 2024). Personalized services, including selective

dissemination of information and user education, were found to enhance satisfaction by helping

users navigate complex information environments. In Nigerian special libraries, inadequate

acquisition of relevant materials and poor service delivery have negatively impacted user

satisfaction, underscoring the need for continuous evaluation and improvement of library

services (AzResearchConsult, 2022). Enhancing user awareness through outreach programs and

improving digital platforms are recommended strategies to boost user engagement and

satisfaction (CJLIS, 2024).

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