SCHOOL OF LIBRARY, ARCHIVES AND DOCUMENATATION STUDIES

(SLADS - BAGAMOYO)

RESEARCH PROPORSAL

AN ASSESSMENT ON USER EXPERIENCE ON UTILIZATION OF RETRIEVAL

TOOLS TO ACCESS INFORMATION IN ACADEMIC LIBRARY. A CASE OF COLLEGE
OF BUSINESS EDUCATION (CBE)

PRESENTED BY:

ESTER LUKAS ALPHONCE

NS0775/0030/2021

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 SECTION ONE
1.0 Introduction
Libraries can be seen as repositories of human experience and knowledge, although libraries have
changed significantly over time, their cultural roles have remained essentially the same, which
includes acquiring and providing access to books, periodicals, and other media resources that meet
the educational, recreational and information needs of their users. As a repository of human
experience; not subject to the barriers of space and time, the major purpose of a library is to provide
information.

An academic library is a library that is part of an educational institution, such as a college or

university. It supports the curriculum, research, and academic needs of students, faculty, and staff
by providing access to a wide range of resources, including books, journals, databases, and other
academic materials. Academic libraries often offer research assistance, study spaces, and
technology to help users in their educational pursuits.

Academic libraries vary in size, structure, and resources, but they share common characteristics
that align with their mission to support education and research. Here are some descriptions of
academic libraries:

• Resource-Rich Environments: Academic libraries house extensive collections of books,

journals, e-books, databases, and special collections tailored to the institution’s areas of
study. They also provide access to digital resources, such as scholarly articles, research
papers, and multimedia content.
• Research Support: They often offer research assistance through trained librarians who can
help with finding sources, using databases, and conducting comprehensive literature
reviews. These librarians may also provide one-on-one consultations and workshops on
citation management and research techniques.
• Study Spaces: Academic libraries typically provide various types of study areas, from quiet
zones for individual study to group study rooms with collaborative technologies. Some
libraries have multimedia rooms and spaces equipped with computers, printers, and other
technology.
• Digital and Technological Services: Many academic libraries incorporate advanced
technology, offering computer labs, access to digital archives, and platforms for borrowing

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 e-books or accessing online research tools. Some even offer equipment like 3D printers or
virtual reality stations.
• Specialized Collections: Depending on the academic focus of the institution, libraries may
house rare or specialized collections, such as historical manuscripts, archives, government
documents, or discipline-specific resources.
• Information Literacy Programs: Many academic libraries offer instructional programs to
teach students and faculty how to effectively locate, evaluate, and use information. These
programs can include workshops, online tutorials, or integrated instruction as part of
university courses.

Institutional Repository: Some academic libraries manage an institutional repository, a digital

archive that stores and disseminates the research output

Ideas and initiatives in academic libraries evolve to meet the changing needs of students, faculty,
and researchers. Here are some key ideas and trends found in modern academic libraries:
• Digital Transformation: Academic libraries are increasingly investing in digital resources
such as e-books, online databases, and digital archives to support remote learning and
research. This transformation also includes digitizing rare or unique collections for wider
access.
• Collaborative Spaces: Many libraries are redesigning physical spaces to encourage
collaboration, offering group study rooms, multimedia labs, and makerspaces. These areas
often come equipped with technology like smartboards, video conferencing tools, and 3D
printers.
• Open Access Initiatives: Academic libraries play a crucial role in promoting open access
to scholarly work. This includes advocating for free, unrestricted access to research
publications and data, as well as managing institutional repositories to preserve and share
academic output.
• Information Literacy: Libraries are enhancing their role in teaching information literacy,
helping students and faculty develop critical skills in evaluating and using information.
This includes understanding how to navigate research databases, avoid plagiarism, and
manage citations.

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 • Data Management and Research Support: Libraries offer services to help researchers
manage, store, and share their data. This may include consultations on data management
plans, assistance with finding open datasets, and tools for data analysis.
• Library as a Learning Hub: Some academic libraries are becoming more than just
repositories of books, positioning themselves as central hubs for learning and innovation.
This includes offering workshops, seminars, and access to technology like augmented
reality (AR) and virtual reality (VR) tools for educational purposes.
• Diversity, Equity, and Inclusion (DEI) Initiatives: Libraries are adopting DEI practices to
ensure that collections reflect diverse perspectives and that spaces are welcoming to all
students. This can include diversifying library materials, creating inclusive programming,
and ensuring accessibility for students with disabilities.
• Sustainability Efforts: Many academic libraries are implementing sustainable practices,
from eco-friendly building designs to digitizing resources to reduce the need for physical
copies. These efforts support campus-wide sustainability goals.
• Embedded Librarianship: In this model, librarians work closely with academic departments
or specific courses, providing tailored research support and instruction. By being embedded
in the academic community, they can better meet the needs of faculty and students.
• Personalized Research Services: Libraries are offering more customized research services,
such as research consultations, personalized reading lists, and support for systematic
reviews. This approach ensures that users receive targeted help based on their specific
academic needs.
These ideas showcase the evolving role of academic libraries as dynamic, forward-thinking
institutions that support not only traditional learning but also innovation, inclusivity, and global
access to knowledge.
Notions in academic libraries refer to fundamental concepts or guiding principles that shape their
operations and services. These notions reflect the core values and evolving role of libraries in
supporting academic communities. Here are some key notions:
• Access to Information: One of the primary notions of an academic library is to provide
open and equitable access to information. This includes physical resources like books and
journals, as well as digital materials such as e-books, databases, and online journals.

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 • Preservation of Knowledge: Academic libraries are custodians of knowledge, responsible
for preserving print and digital resources, including rare books, archives, and institutional
research outputs, to ensure long-term access for future generations.
• Lifelong Learning: Libraries embody the principle of lifelong learning, offering resources
and services to support not only formal education but also personal and professional
development. This includes continuing education opportunities for students, alumni, and
the community.
• User-Centered Service: Academic libraries focus on meeting the diverse needs of their
users—students, faculty, researchers, and the wider academic community. This user-
centered approach guides decisions on collection development, space design, and the
provision of research support.
• Intellectual Freedom: A core notion in libraries is the defense of intellectual freedom,
ensuring that users can explore a wide range of ideas and viewpoints without censorship or
bias. This supports academic inquiry and the free exchange of ideas.
• Collaboration and Knowledge Sharing: Libraries foster collaboration among users and
between institutions. They often provide spaces for group work, facilitate partnerships
between departments, and engage in inter-library loan systems to share resources across
institutions.

1.1 Background of the study

The background of the study on the utilization of retrieval tools to access information in academic
libraries reflects the evolution of library systems, the increasing complexity of academic research,
and the technological advances that have transformed how information is stored, retrieved, and
accessed globally.

Historical Context:

• Traditional Library Systems (Pre-1960s): Before the digital revolution, academic libraries
primarily used manual retrieval systems such as card catalogs to organize and manage
information. This method relied heavily on human effort, with librarians maintaining extensive
physical records and users having to manually search for resources.

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• Retrieval was limited by geography; users had to physically visit libraries to access materials,
and interlibrary loan systems were slow and cumbersome. The sheer volume of information
also became overwhelming, leading to challenges in finding specific resources.
• Early Automation and Online Catalogs (1960s-1980s):
• With the advent of computers in the 1960s, libraries began to automate their cataloging
systems, moving from manual to digital systems. This was the first major shift toward more
efficient retrieval tools.
• In 1967, the Online Computer Library Center (OCLC) was founded, and it introduced
WorldCat, one of the earliest and largest bibliographic databases. This enabled libraries to
share cataloging information and provided the first steps toward digital access to library
resources worldwide.
• Introduction of Online Public Access Catalogs (OPACs) (1980s-1990s): The development of
OPACs allowed users to search library collections electronically. Libraries digitized their
catalogs, making it easier for users to search for books, journals, and other materials from
within the library premises.

During this time, major academic databases such as ERIC, MEDLINE, and PubMed emerged,
offering users the ability to search for specific academic articles and papers through keyword
searches.

• Expansion of Digital Databases and Full-Text Access (1990s-2000s): As the internet became
more widely accessible, academic libraries started offering electronic resources like e-journals,
databases, and e-books. This period saw the rise of major databases such as JSTOR,
ScienceDirect, and EBSCOhost, which offered full-text articles online.

Libraries also adopted more advanced retrieval tools that allowed users to perform keyword
searches, subject searches, and Boolean searches across multiple databases simultaneously,
increasing the speed and accuracy of information retrieval.

• Rise of Federated Search and Discovery Tools (2000s-2010s): In the early 2000s, libraries
faced the challenge of managing an ever-increasing number of databases and resources. This
led to the development of federated search tools

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The utilization of retrieval tools in academic libraries has evolved significantly over time, shaped
by technological advancements and changes in information-seeking behavior. Here’s an overview
of the key stages in this evolution:

• Manual Card Catalogs (Pre-digital era): Before computers, libraries used card catalogs to
organize and retrieve information. Researchers had to physically search for books, journals,
and other resources through cabinets filled with index cards that contained bibliographic
details.

• Online Public Access Catalogs (OPACs): In the 1980s, academic libraries began digitizing
catalogs. OPACs replaced the manual card systems, allowing users to search for library
materials using keywords, authors, or subjects via computer terminals. This improved the
speed and accuracy of searches.

• Bibliographic Databases: As academic research expanded, libraries provided access to

specialized bibliographic databases like PubMed, JSTOR, and Scopus. These tools helped
researchers access journal articles, conference papers, and dissertations, with advanced
search options for more precise results.

• Electronic Resources and Full-Text Databases: In the late 1990s and early 2000s, academic
libraries started offering full-text access to electronic books and journals. Databases like
IEEE Xplore and ProQuest provided both bibliographic details and direct access to content,
streamlining research.

• Federated Search Tools and Discovery Systems: Around the mid-2000s, federated search
tools emerged, allowing users to search multiple databases simultaneously through a single
interface. Discovery systems like EBSCO Discovery Service or Ex Libris’ Primo further
simplified retrieval by integrating library catalogs, databases, and repositories into one
search platform.

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 • Open Access and Institutional Repositories: With the rise of the open access movement,
academic libraries started hosting institutional repositories that provide free access to
research outputs such as theses, dissertations, and faculty publications. These retrieval tools
ensure that scholarly work is easily accessible worldwide.

• AI and Semantic Search: Recently, libraries have been experimenting with artificial
intelligence and machine learning to enhance search capabilities. Semantic search engines
are being introduced to understand context and user intent, providing more relevant and
accurate results. AI-powered recommendation systems also assist researchers in
discovering new literature.
• Cloud-Based and Mobile Access: With cloud technology, academic libraries have shifted
to providing retrieval tools accessible from anywhere, on any device. Mobile-friendly
platforms allow researchers to access information without needing to be physically present
in the library.
• Integration with Research Management Tools: Modern retrieval tools now often integrate
with citation management systems like Zotero, EndNote, or Mendeley, enabling seamless
citation tracking and document organization for academic work.
Overall, the evolution has transformed library retrieval tools from physical, manual processes to
digital, integrated systems that enhance accessibility, efficiency, and the overall research
experience.

The development and utilization of retrieval tools in academic libraries involve contributions from
several companies, organizations, and key individuals. While many people play roles in
developing and maintaining these tools, here are some of the prominent entities and figures
associated with this field:

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Key Companies Involved in Library Retrieval Tools:

OCLC (Online Computer Library Center):

Contributions: OCLC is a global library cooperative that provides services such as WorldCat, a
catalog that allows users to search collections of libraries worldwide. OCLC plays a central role
in cataloging, metadata services, and interlibrary loan systems.

Key Individuals: Fred Kilgour, the founder of OCLC, was instrumental in the development of
WorldCat and the shift toward electronic library catalogs.

EBSCO Information Services:

Contributions: EBSCO is a major provider of research databases, e-journals, magazine

subscriptions, and library technology services. They offer the EBSCOhost platform, one of the
most widely used tools for academic research.

Key Individuals: Tim Collins, the founder and CEO of EBSCO Information Services, has led the
company's growth into a dominant player in the academic database market.

ProQuest:

Contributions: ProQuest provides access to millions of dissertations, theses, e-books, newspapers,

and other digital content. Its products, such as ProQuest Central and Summon Discovery Service,
are widely used in academic libraries.

Key Individuals: Marty Kahn, a former CEO of ProQuest, led the company's transformation from
microfilm-based services to a digital content provider.

Ex Libris (part of Clarivate):

Contributions: Ex Libris develops discovery tools and library automation systems like Primo (a
discovery service) and Alma (a library services platform). These tools integrate digital collections,
databases, and library catalogs.

Key Individuals: Matti Shem Tov, former CEO of Ex Libris, played a key role in expanding the
company's product offerings in library technology.

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Elsevier:

Contributions: Elsevier, through its Scopus and ScienceDirect platforms, provides tools for
accessing academic journals, research data, and books. These platforms are vital for scientific and
medical research.

Key Individuals: Young Suk “Y.S.” Chi, chairman of Elsevier's parent company, RELX, has
overseen Elsevier's expansion into digital tools for research discovery.

Springer Nature:

Contributions: Springer provides access to millions of research articles, books, and conference
papers through platforms like SpringerLink. They have also made significant contributions to open
access through BioMed Central.

Key Individuals: Derk Haank, former CEO of Springer Science+Business Media, was instrumental
in pushing for open access publishing and digital innovation.

Innovative Interfaces (now part of Clarivate):

Contributions: Known for developing the Millennium and Sierra integrated library systems (ILS),
Innovative Interfaces provided tools to manage collections, circulation, and cataloging.

Key Individuals: Jerry Kline, founder of Innovative Interfaces, was pivotal in automating library
systems during the late 20th century.

Clarivate Analytics:

Contributions: Clarivate provides Web of Science, an important tool for academic citation indexing
and research analytics. This database helps researchers retrieve information on scholarly articles
and their impact.

Key Individuals: Jerre Stead, CEO of Clarivate, has driven the company's focus on providing
research and innovation tools for academic institutions.

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FOLIO (The Future of Libraries is Open):

Contributions: FOLIO is an open-source library services platform that aims to provide libraries
with flexible, customizable tools for managing collections and accessing information. It’s a
collaboration between libraries, developers, and vendors.

Key Individuals: Sebastian Hammer, president of Index Data (one of the development partners),
has played a significant role in the creation and promotion of FOLIO.

Koha:

Contributions: Koha is an open-source Integrated Library System (ILS) used by libraries around
the world. It allows for cataloging, circulation, and access to electronic resources. Key Individuals:
Chris Cormack, one of the original developers of Koha, helped shape this tool into a widely
adopted library management system.

Notable Contributors and Innovators in the Field:

Brewster Kahle (Founder of the Internet Archive): Kahle has made major contributions to the
accessibility of information through the Internet Archive, which digitizes and provides free access
to millions of books and other digital content.

Herbert Van de Sompel (Information Scientist): Van de Sompel is known for his work on Open
Archives Initiative (OAI) and OAI-PMH, which revolutionized the way metadata is harvested and
how digital repositories communicate, making scholarly information more accessible.

Tim Berners-Lee (Inventor of the World Wide Web): While not directly involved in library retrieval
tools, Berners-Lee’s invention of the web provided the foundational infrastructure for how
academic libraries transitioned to online and digital information access.

Roy Tennant (Digital Library Pioneer): Tennant has been influential in the development of digital
library technologies and was a key advocate for web-based library catalogs.

These companies and individuals have all played essential roles in the development of retrieval
tools that allow academic libraries to provide access to vast amounts of information efficiently and
effectively.

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On the utilization of retrieval tools to access information in academic libraries in developing
nations is shaped by the interplay between technological limitations, resource constraints, and the
growing demand for access to global academic knowledge. In many developing countries, the
historical lack of infrastructure and resources posed significant challenges to accessing academic
information, but the advent of digital technologies and international collaborations has started to
close this gap. Here’s an overview of the key aspects influencing the development of retrieval tools
in academic libraries in these nations:

Limited Physical Resources (Pre-Digital Era): Before the rise of digital tools, academic libraries
in developing nations faced significant challenges in acquiring and maintaining comprehensive
collections of books, journals, and research materials. Economic constraints and political factors
often limited the budgets of academic institutions, restricting their ability to purchase subscriptions
to international journals or access high-quality academic materials. As a result, libraries in these
regions had fewer materials available, and students and researchers often had to rely on outdated
or incomplete collections. Interlibrary loans and access to foreign publications were cumbersome
and slow, further hindering academic progress.

The Digital Divide and Access to Information (1980s-1990s): With the onset of the digital era,
academic libraries in developed nations began adopting online catalogs and digital databases.
However, many institutions in developing countries were left behind due to inadequate internet
infrastructure, a lack of trained personnel, and insufficient funding to invest in digital systems. The
digital divide—the gap between those who have access to technology and the internet and those
who do not—was a critical barrier to adopting retrieval tools in these regions. Universities and
research institutions in developing countries had limited access to databases like JSTOR, Scopus,
and ScienceDirect, which were widely available in wealthier nations.

International Partnerships and Global Initiatives (2000s): By the 2000s, various global initiatives
and international organizations recognized the need to address the disparity in academic access
between developed and developing nations. Programs like the HINARI Access to Research in
Health initiative (supported by the WHO) and Research4Life were established to provide free or
low-cost access to scholarly content for libraries in low-income countries.

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Similarly, organizations like INASP (International Network for the Availability of Scientific
Publications) and the Electronic Information for Libraries (EIFL) initiative worked to improve
access to digital resources and provide training for librarians in developing nations.

Introduction of Digital Libraries and Open Access Movement: The growing adoption of open
access (OA) publishing had a profound impact on academic libraries in developing nations. The
OA movement, which advocates for free access to scholarly research, helped bridge the gap in
information availability. Platforms like DOAJ (Directory of Open Access Journals), arXiv, and
PubMed Central allowed libraries in developing countries to access a wide range of research papers
without financial barriers.

Institutional repositories became an essential tool for universities in developing countries to store
and share their research outputs, making locally produced research more visible and accessible to
the global academic community.

Mobile and Cloud-Based Technologies: The development of mobile technologies and cloud-based
systems provided new opportunities for academic libraries in developing countries to offer
retrieval tools. With the increasing penetration of mobile devices and improvements in internet
connectivity, users in these regions gained access to digital libraries, databases, and academic
repositories from their smartphones

The background of the study on the utilization of retrieval tools to access information in academic
libraries in Tanzania highlights the unique challenges and opportunities faced by the country in the
context of information access, digital technology, and academic research. As Tanzania continues
to develop its educational infrastructure and expand access to information, academic libraries play
a crucial role in facilitating research and learning. Below are the key aspects that provide a
comprehensive understanding of this context:

Traditional Library Systems in Tanzania: Historically, academic libraries in Tanzania relied on

traditional methods of information management, which included physical collections of books,
journals, and other materials. Many libraries faced challenges related to insufficient resources,
inadequate funding, and limited access to updated materials.

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The reliance on printed materials often resulted in information being outdated, which hampered
research and learning opportunities for students and faculty.

Establishment of Academic Institutions: The first university in Tanzania, the University of Dar es
Salaam, was established in 1970, followed by the development of other institutions. These
universities often faced significant challenges in building comprehensive libraries that could
support their academic programs.

Over the years, there has been an expansion of both public and private universities in Tanzania,
leading to a growing demand for effective information retrieval systems to support academic
research and scholarship.

Limited Access to International Resources: Many Tanzanian academic libraries struggled to gain
access to international databases and scholarly journals due to high subscription costs. This lack
of access to essential academic resources hindered research quality and limited the exposure of
Tanzanian scholars to global academic discourse.

Development of Digital Infrastructure (2000s-Present):

Emergence of Digital Libraries: In the early 2000s, the Tanzanian government, in collaboration
with various stakeholders, recognized the importance of improving access to information and
technology in educational institutions. Efforts were made to establish digital libraries to provide
students and researchers with access to a wider range of academic resources.

Initiatives such as the Tanzania Commission for Universities (TCU) and the National Library of
Tanzania began to promote the establishment of digital libraries and the integration of information
and communication technology (ICT) in academic libraries.

Government and International Support: The Tanzanian government, along with international
organizations and NGOs, has invested in enhancing ICT infrastructure in higher education.
Programs aimed at improving internet connectivity and providing training for librarians and
faculty in digital information management have been implemented.

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Initiatives such as the Research4Life program have provided Tanzanian academic institutions with
access to databases like HINARI, AGORA, and OARE, allowing them to access a wealth of
scientific and academic literature at no cost.

Growth of Open Access Resources: The global open access movement has positively impacted
academic libraries in Tanzania by making research more accessible. Tanzanian researchers are
encouraged to publish in open access journals and deposit their work in institutional repositories,
increasing visibility and access to local research.

Initiatives like the African Journals Online (AJOL) platform have promoted access to African
research, enabling Tanzanian scholars to disseminate their findings to a wider audience.

Challenges Facing Academic Libraries in Tanzania:

Infrastructure Limitations: Despite improvements in digital infrastructure, many academic

institutions in Tanzania still face challenges related to internet connectivity and electricity supply,
particularly in rural areas. This limits the ability of students and researchers to utilize online
retrieval tools effectively.

Many libraries lack modern technology, such as computers and software for managing digital
resources, further hindering their capacity to provide comprehensive access to information.

Training and Capacity Building: There is a significant need for training programs for library staff
and researchers to develop skills in information literacy, digital library management, and the use
of retrieval tools. Many librarians may not have received formal training in digital information
systems, limiting their ability to assist users effectively.

Collaborations with international partners and institutions have aimed to address this gap through
training workshops and capacity-building programs.

Financial Constraints: Academic libraries in Tanzania often operate with limited budgets, which
can restrict their ability to purchase subscriptions to necessary academic databases and journals.
While initiatives like Research4Life have provided some access, the challenge of funding remains
significant.

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Current Trends in Information Retrieval in Tanzania:

Adoption of Open-Source Library Systems: Many academic libraries in Tanzania have begun to
adopt open-source integrated library management systems (ILS) such as Koha and DSpace. These
systems allow libraries to manage their collections more effectively and provide users with access
to digital resources without incurring high licensing fees.

Mobile Technology and Accessibility: The widespread use of mobile phones in Tanzania has
prompted libraries to explore mobile-friendly retrieval tools and applications. Mobile technology
enables students and researchers to access academic resources remotely, enhancing their ability to
engage with information.

Efforts are being made to develop mobile applications that provide access to library catalogs, e-
books, and academic databases.

Collaboration with International Organizations: Tanzanian academic libraries are increasingly

collaborating with international organizations and networks to improve access to information.
Partnerships with organizations such as INASP, EIFL, and various academic consortia have
facilitated the sharing of resources and expertise.

Development of Institutional Repositories: Many universities are establishing institutional

repositories to store and share research outputs, theses, and dissertations. These repositories help
increase the visibility of Tanzanian research and provide a platform for sharing knowledge both
locally and globally.

1.2 Statement of the problem

Many information retrieval systems do not integrate well with each other or with external
databases, making it challenging for users to access a comprehensive range of resources.

Relevance and Precision Issues: Search algorithms may not always return the most relevant
results. Users often receive a mix of useful and irrelevant materials, necessitating further filtering
and refinement.

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Poorly Defined Metadata: Inconsistent or incomplete metadata can hinder the effectiveness of
information retrieval tools, making it difficult for users to locate specific resources or assess their
relevance.

Accessibility Challenges: Some tools may not be fully accessible to users with disabilities, which
can exclude significant portions of the user population and limit equitable access to information.

Budget Constraints: Limited funding can restrict libraries from acquiring or upgrading advanced
information retrieval systems, leading to outdated tools that do not meet user needs.

Data Privacy Concerns: As libraries adopt more data-driven technologies, there are increasing
concerns about user privacy and the security of personal information in retrieval systems.

Digital Divide: Disparities in access to technology and digital literacy can prevent certain user
groups from effectively utilizing information retrieval tools, exacerbating inequalities in
information access.

These challenges collectively hinder the effectiveness of information retrieval systems in academic
libraries, making it essential to address them to improve user experience and enhance research
outcomes.

If the problems associated with information retrieval tools in academic libraries are not addressed,
several negative effects can emerge:

Decreased User Satisfaction: Users may become frustrated with ineffective search results, leading
to a lack of confidence in library resources and diminished user satisfaction. This can discourage
library usage and impact overall academic engagement.

Inefficient Research Practices: Students and researchers may waste significant time navigating
complex systems or sifting through irrelevant information, leading to inefficient research processes
and potential delays in academic progress.

Lower Research Quality: Inadequate retrieval tools may result in users missing relevant literature
or sources, compromising the quality and comprehensiveness of their research. This could have
long-term implications for academic output and scholarly contributions.

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Increased Inequity: Users from marginalized groups or those lacking digital literacy may face
greater challenges in accessing information, exacerbating educational inequalities and limiting
opportunities for those who already face barriers to success.

Reduced Library Engagement: If users find information retrieval tools cumbersome or ineffective,
they may be less inclined to utilize library services or resources, leading to decreased patronage
and support for library programs.

Potential Loss of Funding: As usage declines and dissatisfaction grows, libraries may struggle to
justify their budgets and resources. This could lead to cuts in funding, staff, and resources, further
perpetuating the cycle of inadequacy.

Stagnation of Technological Advancements: A failure to address issues may discourage libraries

from investing in new technologies or enhancements. This stagnation could leave libraries lagging
behind current technological trends and user expectations.

Data Management Issues: Ineffective tools may contribute to poor data management practices,
making it difficult for libraries to track usage, assess resource effectiveness, or adapt services based
on user needs.

Impact on Academic Reputation: Libraries that do not provide effective information retrieval
systems may negatively impact the reputation of the institutions they serve. This can influence
prospective students and faculty when choosing where to study or work.

Limited Collaborative Opportunities: If information retrieval tools are ineffective, collaborative

research and resource sharing among institutions may diminish, limiting access to a broader range
of scholarly materials.

In summary, failing to solve the issues associated with information retrieval tools in academic
libraries can lead to a decline in user engagement, reduced research quality, increased inequity,
and a negative impact on the reputation and funding of the libraries themselves. Addressing these
challenges is essential for fostering a productive academic environment and supporting users
effectively.

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 1.3 Objective of the study
The general objective of the study will be to ascertain the extent of user experience on utilization
of retrieval tools in access information in academic Library. However, the study will be guided by
the following specific objectives which are as follows:
i. To examine the level of awareness of the information retrieval tools among users of
academic library.
ii. To determine the level of utilization of the information retrieval tools to access information
resources by users in academic Library.
iii. To find out the challenges of using information retrieval tools to access information
resources by users in academic library.
iv. Suggest possible solutions or strategies to the identified problems in the library.

1.4 Research Questions

i. What are the levels of awareness of the information retrieval tools among users of academic
library?
ii. What are the levels of utilization of the information retrieval tools to access information
resources by users in academic Library?
iii. What are the challenges of using information retrieval tools to access information resources
by users in academic library?
iv. What are the using information retrieval tools to access information resources by users in
academic library?

1.5 Significance of the study

The study of the utilization of retrieval tools in academic libraries in Tanzania is crucial for
understanding how these tools can enhance access to information and support academic research.
It provides insights into:

• Bridging the Information Gap: Understanding how retrieval tools can help address the
information access gap faced by Tanzanian researchers compared to their counterparts in
developed countries.

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• Enhancing Research Quality: Examining how improved access to information can lead to
higher-quality research outputs and contribute to the development of knowledge in Tanzania.
• Informing Policy and Practice: The study can inform policymakers and educational leaders
about the importance of investing in library resources and training to improve access to
information in higher education.
• Promoting Local Research Visibility: By focusing on the importance of local research, the
study can highlight the need for platforms that support the dissemination of Tanzanian
academic work.

In conclusion, the background of the study on the utilization of retrieval tools in academic libraries
in Tanzania reflects both the challenges and opportunities present in the country's educational
landscape. As Tanzania continues to develop its information infrastructure and enhance access to
academic resources, the role of libraries in facilitating research and learning becomes increasingly
vital.

1.6 Scope of the study

The study mainly concerned itself with the research concentrated on user experience on utilization
of retrieval tools to access information in academic library.
It aids the library user to locate information retrieval tools include: bibliographies, catalogues,
indexes, finding aids, registers, online databases, etc. The study will be conducted in Dar- es-
salaam, at CBE College where a researcher used to obtain the respondents.

1.7 Limitations of the study

The study of retrieval tools to access information in academic libraries also faces several
limitations that can affect the quality and scope of research in this area:

• Rapid Technological Changes: Retrieval tools and technologies evolve quickly, making it
challenging to study a constantly shifting landscape. What is relevant today may become
outdated within a short period, limiting the generalizability of the findings.

• Limited Scope of Evaluation: Studies often focus on specific types of retrieval tools (such
as catalogs, databases, or search engines) without considering the full range of tools

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 available. This limited scope may not capture the complete user experience or the broader
ecosystem of academic information retrieval.

• User Behavior Variability: The effectiveness of retrieval tools often depends on user skills
and search strategies. Studying how users interact with these tools is difficult, as different
users have varying levels of expertise, familiarity, and search habits, making results hard
to generalize.

• Difficulty in Measuring Usability: Evaluating the usability of retrieval tools can be

subjective. While usability studies might rely on surveys or observations, these methods
can introduce biases, and defining what constitutes an “effective” retrieval tool is often
context-dependent.
• Lack of Standardized Metrics: There is no single, universally accepted metric for
measuring the effectiveness of retrieval tools. Some studies may prioritize recall
(completeness of results), while others focus on precision (relevance of results). This lack
of standardization makes it difficult to compare studies or form consistent conclusions.

• Institutional Bias: Many studies are conducted within specific institutional contexts, where
access to different databases, tools, or library resources varies. The results may not apply
to institutions with different subscriptions, infrastructures, or user populations.

• Access and Copyright Restrictions: Researchers studying retrieval tools often face access
restrictions to certain databases or content, particularly if their institution doesn’t subscribe
to the necessary resources. This limits the ability to evaluate certain tools or platforms
comprehensively.

• Difficulty in Simulating Real-World Scenarios: Many studies use controlled environments

or artificial queries to test retrieval tools. However, these conditions may not reflect the
complexity and unpredictability of real-world academic searches, where users often face
challenges like ambiguous queries or interdisciplinary topics.

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 • Focus on Popular or Well-Established Tools: Research tends to focus on widely-used
retrieval tools, potentially overlooking niche or emerging systems that may offer
innovative features but lack widespread attention. This bias can limit understanding of the
full range of options available.

• Funding and Resource Constraints: Studying retrieval tools in academic settings requires
funding, access to databases, and technical resources that may not always be available.
Limitations in funding can affect the scale, depth, and diversity of research conducted on
these tools.

These limitations suggest that research into academic library retrieval tools often presents an
incomplete picture, with room for further innovation and more comprehensive approaches.

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 SECTION TWO
2.0 Introduction
This section basically provides an explanation on how the study will be conducted. It includes the
research design and area of the study, population, sample and sampling techniques, and research
method and instrument that researcher used to collect data and analysis plan.

2.1 Research Design

Kothari, (2005) defined a research design as the detailed blue print used to guide a research study
towards meeting its objectives. To meet general and specific objectives of this study the researcher
used a case study design. The reason behind will be that it will be possible to study the population
very well. In this study the researcher used a case study approach so as to focus on entire population
which provided a wide ranging conclusion, also a case study will be less expensive compared to
other methods like survey and experimental design, and also it will be suitable for collecting
relevant data from various data collection instruments such as questioners, interview and
observation.
The study used quantitative research as a type of research which concerned with qualitative
phenomenon. This approach enables the researcher to obtain specific explanations and predictions
from variables during the whole analysis and presentation of research findings Kumar (2013).

2.3 Area of the Study

The study of retrieval tools to access information in academic libraries generally falls under the
field of information retrieval or library and information science. It focuses on the methods and
systems used to locate, access, and manage information resources. This includes examining search
engines, databases, indexing systems, and other tools designated to improve access to scholarly
content.

At the College of Business Education (CBE) in Dar es Salaam, the study of retrieval tools to access
information in academic libraries likely falls under the domain of library and information
management. This area of study focuses on understanding and optimizing systems and
technologies for managing and retrieving academic resources. It might involve learning about

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various digital and physical information retrieval, including library catalog systems, digital
databases and information management.

2.4 Population
Silverman (2010) describes a population as consisting of individuals or things or elements from
which the researcher is going to collect information. Moreover, a target population is that group
from which the researcher wants to get information from which to draw some conclusions or make
generalizations. The targeted population of this study included tutors and students. In Kumar,
(2014) defined population as the study of the total number of defined class of people, objectives,
places or event selected; the population size for this study will be not 400 people.

2.5 Sample Size

Sample size is a subgroup of the population that is interested from the total population, Kothari
(2005). The observed sample size of the study should be neither excessively large nor too small.
An optimum sample size is one which fulfills the efficient, representative, reliability and flexibility.
The sample size of the study will be 30 respondents whereby 25 respondents will be students from
CBE and 5 respondents will be library staff from CBE

2.6 Sampling Techniques

Sampling is the technique employed to select a small group with a view to determine the
characteristics of a large group, (Kothari, 2005). In this study the researcher used simple random
sampling technique to select students in which each element had an equal chance of appearing in
the sample. Also, purposive sampling will be used to select tutors.

2.6.1 Simple Random Sampling

Kothari (2005) states that simple random sampling provides equal chance to every member in the
population to be involved. Simple random sampling is among of the type or category of probability
sampling techniques. Therefore, in this study simple random sampling will be used in choosing
number that can be done in different ways depending on the size of the population. Thus, the study
will use simple random sampling to select 25 students from CBE whereby research will lottery
method to select respondents from population.
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 2.6.2 Purposive Sampling
Khan (2008) states that purposive sampling is the procedure in which each element of a population
is purposively selected for some characteristics or characteristics of interest. It is mostly used for
focused group. This also is among of the category of non-probability sampling technique.
Purposive sampling is sometime chosen because it fit a certain criterion, also the method is often
used for community studies or a case study. Under this study purposive sampling were used to
obtain 5 library staffs.

2.7 Methods of Data Collection

Refers to the techniques used to collect data, such as a paper questionnaire or computer assisted
interviewing systems, (Kothari 2005). There are two major approaches of gathering information;
they are categorized as a primary data, and secondary data. In this study researcher will be use
both types in gathering the data to complete the study.

2.7.1 Primary Data

Patton (2000) state that the primary data are those which are collected a fresh and for the first
time and thus happen to be original in character. Primary data collected directly by the researcher
through methods such questionnaires, interviewing and observation. In this study the researcher
will involve physically visits the area of study interviews and record details that related the study;
questionnaire will be used, also observation will be used.

2.7.2 Secondary Data

Secondary data are the data or information which will be obtained by research from other
people’s finding for example data from text books, newspapers, magazines, reports, journals,
paper articles and internet sources. Secondary data will be used because can be obtained quickly
and cheaply and the use of secondary data can be used to verify the findings based on primary
data, (Kothari, 2004).

2.8 Research Instruments

The researcher used interview, questionnaire and observation as data collection instruments,
interview will be used for tutors (academic) and questionnaire will be distributed to students.
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 2.8.1 Questionnaire
There are several types of tools and systems used to retrieve questionnaires and other information
in academic libraries:

• Library Catalogs: Many academic libraries have digital catalogs that allow you to search
for books, journal articles, and sometimes questionnaires. These catalogs are often
integrated with online databases.
• Database Access: Libraries often provide access to specialized databases like JSTOR,
ProQuest, and EBSCOhost, which may include access to academic questionnaires and
surveys.
• Institutional Repositories: Some universities maintain institutional repositories where
researchers deposit their work, including questionnaires, surveys, and other research
instruments.
• Interlibrary Loan Systems: If a specific questionnaire is not available in your library, the
interlibrary loan system can sometimes obtain it from another library.
• Research Guides: Academic libraries often provide research guides (lib guides) that can
direct you to resources for finding questionnaires and other research tools.
• Ask a Librarian: Many libraries offer services where you can ask a librarian for assistance
in locating specific materials, including questionnaires.

2.8.2 Interview Method

The interview method for retrieving information in academic libraries often involves several steps:

• Preparation: Define the objectives of the interview and identify the key stakeholders, such
as librarians, researchers, or library staff.
• Question Development: Formulate questions that address the specific aspects of retrieval
tools you are interested in. This might include their effectiveness, user experience, or
integration with other systems.
• Scheduling: Arrange interviews with the identified stakeholders. Ensure that the time and
format of the interview are convenient for them.

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 • Conducting the Interview: Use a structured or semi-structured format to guide the
discussion. Begin with broad questions and then delve into specifics. Record the responses
for later analysis.
• Analysis: Review the interview data to identify common themes, challenges, and insights
about the retrieval tools.
• Reporting: Summarize the findings and make recommendations based on the insights
gained from the interviews.

This method helps in understanding the practical usage and challenges of retrieval tools from the
perspective of those who use or manage them.

2.8.3 Observation
In a College of Business Education (CBE), the retrieval tools used to access information would
typically include:

• Specialized Business Databases: Tools like Business Source Complete, ProQuest Business,
and Bloomberg Terminal provide access to business journals, market reports, company
profiles, and financial data, which are crucial for business research.
• Library Catalogs: These would include both physical and electronic collections relevant to
business studies. Users can search for textbooks, academic papers, and business-related
multimedia resources.
• Online Academic Journals: Access to journals like the Journal of Business Research,
Academy of Management Journal, and Harvard Business Review is essential for staying
up-to-date with the latest research and case studies in business.
• Discovery Tools: Integrated systems that allow for simultaneous searching across business
databases, library catalogs, and electronic resources, providing a comprehensive view of
available materials.
• Institutional Repositories: These might include research papers, theses, and dissertations
produced by students and faculty within the college, often including specialized business
topics.

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 • Reference Management Tools: Software like EndNote or Zotero helps manage and
organize research materials, particularly useful for business research projects and
assignments.
• Interlibrary Loan Services: Allows students and faculty to borrow resources from other
libraries if they are not available within the college library’s collection.

These tools are tailored to support business education by providing access to a wide range of
business-related information and research resources.

2.9 Data Analysis and Presentation

Data analysis refers to the computation of certain measures along with searching for patterns of
relationship that exist among data group (Kothari, 2004). To analyze data coding will be done.
Coding is an analytical process in which data in both quantitative form such as questionnaire or
qualitative such as interview is categorized to facilitate analysis. The qualitative and quantitative
data will be generated from the study. The quantitative data will be analyzed through Microsoft
excel and SPSS (version 22) and will be then analyzed by the use of descriptive statistics.
Qualitative data obtained will be analyzed basing on the matter of response with grouping of
similar pattern into coherent categories.

2.10 Data Validity and Reliability

When assessing the data validity and reliability of retrieval tools used to access information in
academic libraries, focus on the following aspects:

Validity

• Content Validity: Ensure that the retrieval tools (like search engines, databases, or
discovery systems) cover the full range of relevant information. They should index and
retrieve documents that match the academic scope and subject areas of interest.
• Criterion Validity: Assess how well the retrieval tools compare with established
benchmarks or standards in information retrieval, such as library cataloging systems or
authoritative databases.

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 • Construct Validity: Verify that the tools accurately represent and measure the constructs
they are supposed to, such as the relevance of search results or the accuracy of metadata.

Reliability

• Consistency: The tool should consistently provide the same results for the same search
queries over time, assuming no changes in the indexed content or system updates.
• Precision and Recall: Evaluate how well the tool retrieves relevant documents (precision)
and how many of the relevant documents are retrieved (recall). High precision and recall
are indicators of reliable retrieval performance.
• Reproducibility: Ensure that different users get similar results when using the same queries,
assuming they are using the tool under similar conditions.

Practical Steps to Ensure Validity and Reliability

• Regular Testing: Continuously test the retrieval tools with a variety of queries and compare
results to ensure they remain valid and reliable.
• User Feedback: Collect feedback from users to understand their experiences and identify
any discrepancies in retrieval performance.
• System Updates: Keep the tools updated and maintain their performance to ensure they
adapt to changes in information sources and user needs.

By focusing on these aspects, academic libraries can ensure that their information retrieval tools
remain effective and reliable for accessing and managing academic resources.

2.11 Research Ethics

Research ethics concerning retrieval tools in academic libraries involve several key considerations:

Privacy and Confidentiality

• Data Protection: Ensure that users’ search queries and personal data are protected and not
exposed without consent.
• Anonymity: When conducting research on retrieval tools, anonymize user data to prevent
identification and protect privacy.

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Informed Consent

• User Awareness: Inform users about how their data will be used, especially if their
interactions with retrieval tools are part of research or evaluation.
• Voluntary Participation: Ensure users voluntarily participate in any research or evaluation
activities related to retrieval tools.

Transparency

• Disclosure: Clearly disclose the purpose of research and the use of retrieval tools in studies.
This includes how results will be reported and used.
• Methodology: Describe the research methods and tools used transparently, ensuring
reproducibility and clarity.

Fairness and Non-Discrimination

• Bias Avoidance: Address and mitigate biases in retrieval algorithms to ensure that all users
have equal access to information without discrimination.
• Equitable Access: Ensure that retrieval tools are accessible to all users, regardless of their
background or technical skill level.

Accuracy and Integrity

• Data Integrity: Ensure that the data retrieved and reported is accurate and not manipulated.

Correct Use of Findings: Use research findings ethically, and avoid misrepresenting data or results.

Ethical Design and Development

• Inclusive Design: Design retrieval tools with diverse user needs in mind, avoiding features
that could disadvantage certain groups.
• Accountability: Be accountable for any negative impacts caused by the retrieval tools and
work to address and rectify them.

By adhering to these ethical principles, academic libraries can ensure that their research on and
use of retrieval tools maintains the highest standards of integrity and respect for users.

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 2.12 Duration/ Timelines
The duration and timeliness of retrieval tools in academic libraries are critical factors affecting
their effectiveness. Here’s how these aspects are evaluated:

Response Time

• Speed: Measure the time it takes for retrieval tools to process a search query and return
results. Faster response times improve user experience and efficiency.
• System Performance: Monitor server performance and indexing speed to ensure that
retrieval tools can handle high volumes of queries without significant delays.

Update Frequency

• Indexing: Evaluate how often the retrieval tool’s index is updated to include new and
relevant content. Frequent updates ensure that users have access to the most current
information.
• System Maintenance: Regularly schedule maintenance and updates to keep the tool
functioning efficiently and to incorporate new features or improvements.

Relevance and Timeliness of Results

• Result Freshness: Assess how promptly the tool retrieves the most relevant and up-to-date
information in response to user queries.
• Accuracy of Metadata: Ensure that metadata, such as publication dates and document
updates, is current and accurately reflects the content.

User Feedback and Adaptability

• User Experience: Collect feedback on the timeliness of search results and system
responsiveness from users to identify any issues and areas for improvement.
• Adaptability: Implement changes based on user feedback and technological advancements
to enhance the tool's performance and timeliness.

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Benchmarking and Comparisons

• Performance Benchmarks: Compare the performance of retrieval tools against industry

standards or similar tools to gauge their efficiency and effectiveness.
• Comparative Studies: Conduct studies to compare the speed and relevance of different
retrieval tools to identify the best-performing options.

By focusing on these factors, academic libraries can ensure their retrieval tools provide timely and
efficient access to information, enhancing overall user satisfaction and research productivity.

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