INTRODUCTION AND BACKGROUND OF THE INFORMATION AGENCY The National Library is responsible for providing a collection of knowledge at national level for the present and future generations

INTRODUCTION AND BACKGROUND OF THE INFORMATION AGENCY
The National Library is responsible for providing a collection of knowledge at national level for the present and future generations. The major role of a National Library is to preserve and expand the use of published collections from within a respective country as well as collections published in other countries that related to it.

As the National Library of Malaysia, this institution is the central repository for Malaysia’s historical memory and culture as well as a library that stores, documentation and conserve intellectual achievement. National Library of Malaysia was established in year 1966 and was located at Putrajaya, Malaysia. National Library of Malaysia keep growing rapidly as one of the biggest institution of library that provide information in Malaysia and provide information to others without exceptions.

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The National Library of Malaysia total collection is 4.78 million units of which 4.52 million are printed materials, 98,406 non-printed materials, 4,974 Malay manuscript and 158,316 digital materials. Also, there were 600 librarians who manages this National Library of Malaysia. The building had 10 floor. Where main counter state at first floor. Followed by IT units at second floor, auditorium at third floor and legal deposit centre at fourth floor. Also, other collections like printed materials started at floor 6 until floor 9 and at the last floor, we had special collections state there.

Because of over 32.4 million populations that live in Malaysia, the library will try to fulfill the customer’s need in terms of collection. The subjects will be more general on user needs that suit every layer level of people. Although it will be tough to handles all types of people, the library hold the responsibility to fulfill their user needs.

2.1MISSION
To enhance the delivery of quality information resources through library services in order to build a knowledge society.

3.1VISION
To develop the National library as the Nation’s leading documentary resources.

4.1OBJECTIVES
To make available for the use of present and future generation a National collection of library resources.

To provide comprehensive and rich collection for reference and research in all fields within and beyond the nation’s physical boundaries.

To facilitate nation-wide access to library resources available within the country and abroad.

To provide leadership matters pertaining to the library.

5.1TARGET AUDIENCE
This library was opened for all Malaysian people and also for other people from another country to access our collections. Everyone can be the users of the National Library from children to elderly people. Patrons in National Libraries are wildly diverse, adults, young adults, seniors, teens, tweens, children and pre-schoolers, new residents, early readers, people with disabilities and many more.

SERVICES/FACILITIES PROVIDED
6.1.1Public services
Reference service
User may ask librarian if they have any question regarding to our library.

Circulation service
Provide borrowing and lending library material for user.

Electronic resources service
Provide computer and other electronic technology for user.

Printing & photocopying service
User will be charged for this services.

Discussion room service
User can use this room for discussion
User education session
Provide education session for those who want to learn about IT.

Gymnasium service
User can spend their time at the gym for free.

Publisher
International standard serial number (ISSN) application
We provide ISSN for serial publisher for free.

International standard book number (ISBN) application
We also provide ISBN for book publisher for free.

Cataloguing in publication (CIP)
We provide free CIP for any work which not publish yet.

Inter library
Collaboration with other libraries
Consultation service
Preservation and conservation services
Librarian make office visit
Publication supply system
7.1TYPES OF COLLECTION
7.1.1Other collection
Book
Non-printed materials
Serial publication
Newspaper
Maps
Manuscript
Conference paper
Audio visual collection
Online database
Special collection
Private collections
Collection of knowledge and works that owned by individuals, scientists, scholars, or historian which give a lot of contribution to the country.

Example Datuk A. Samad Said collection.

Rare collection
A publication that hard to obtain, print out issues or the publication is not sold in the market.

Example Hikayat Abdullah published on 1829.

Limited collection/classified/banned
Limited collection is the collection that have been restricted in its circulation by its publisher.

Classified collection is a publications by government agencies, private sectors and others that are not allowed to distribute to public.

Banned collection is a publication that are banned from distributed to public by the ministry of affairs.

Ephemeral collection
Consist of publication from various department and ministries. Include brochure, poster, calendar and many more.

Archive collection
Material and record publication by our library.

Example monograph, brochure, serial publication and others.

UNITS/DEPARTMENT
8.1.1Administration
Staff training
Human resources
Policy
Finance and accounting
Corporate service
Technical services
Collection development
Acquisition
Cataloguing and classification
Preservation
IT/technical service
User services
Circulation
Reference
Special services
Audio visual
9.1ADMINISTRATIVE DUTIES:
9.1.1 MANAGEMENT
Management is the process whereby a complex task is completed satisfactory with and through the use of other people and other resources. Library manager has broad responsibility to deal with resources. The people, machinery, raw materials, financial capital, and information are the example of resources. Essentially, they are the people responsible for supervising the use of an organization’s resources to meet its goals. In order to do this work effectively, library manager need to undertake the following related activities such as planning, organizing, leading, and controlling.
Planning is the process used by managers to identify and select appropriate goals and courses of action for an organization. Proper planning, in consultation with staff and client groups, will help ensure correct alignment between organisational priorities, staff concerns and client or user needs. For a library manager, planning includes articulating clearly the objectives to be achieved, determining the resources required to reach these objectives, preparing budget, and timelines and prioritising tasks.

In organizing, library manager create the structure of working relationships between organizational members that best allows them to work together and achieve goals. Organizing is required to ensure resources such as staff, materials, appropriate training or equipment are made available when required in order to achieve the objectives of any plan. Resources use must be monitored and corrective action taken as appropriate. In addition, establishing procedures and workflows, preparing appropriate documentation, and monitoring work practices are all part of the organisation required to put plans into effect.

In leading, library manager determine direction, state a clear vision for staff to follow, and help staff understand the role play in attaining goals. Leadership is necessary to motivate, encourage and enthuse staff in achieving both the organisation’s and their own personal goals. This includes supporting and motivating staff, mentoring individuals, modelling appropriate behaviours and creating the right environment for the development of individual potential. Without the encouragement and support of management at all levels, staff will lack a high level of personal motivation and involvement with consequent costs to the organisation.
In controlling, library manager evaluate and ensure that progress towards the desired goals proceeds as expected. This requires the establishment of proper procedures, milestones and standards. Library manager will monitor individuals, departments, and the organization to determine if desired performance has been reached. Library managers will also take action to increase performance as required in order to ensure the performance are achieve. The outcomes of the controlling function is the accurate measurement of performance and regulation of efficiency and effectiveness.
9.1.2POLICY DECISIONS
Circulation Services Policies
Loaning and borrowing materials
Renewals
Materials in the library can be renewed only two times from the library’s internet web pages once for seven days before the due date. If there are overdue items, it will be charged RM 0.40 or more as fine for late returning the materials. The Circulation Department views renewal of materials as an acknowledgement that the patron currently has these materials in their possession.

Fines and overdue
Books returned after the expected date will be fine of RM 0.40 per day to a maximum of RM 40.00 per book. If the books has been overdue for over than 10 days after the expected date, the system will add the fine as a replacement charge to the patron’s record and it will not be refunded if the book is returned except for some acceptable reasons.

Replacement of lost or damaged items
All borrowers are subject to replacement charges if items are lost or damaged beyond repair. Borrower may arrange to replace a lost or damaged book with an exact duplicate book that acceptable to the appropriate Subject Bibliographer. An item is considered lost when the borrower reports it lost, damages or fails to return it.
Technical Service Policies
Acquisitions
Once the materials received from the vendor, library staff should be aware and identify the information according their subject. The library welcomes any materials from government, individual and others. Staff need record all the items received and avoid duplicate copies in the library. Other than that, library staff should serve the useful and up-to-date information to users and choose relevant book request from the users.

Cataloguing
Cataloguing is the preparation of bibliographic information for catalog record. Materials should be organized well so user can find the items quickly and the information should be cleared and understand by all users.

Preservation
Preservation of materials are needed to keep the materials from damage and requires a constant respect for the integrity of the original object. Preservation requires the achievement of basic standards of preventive care of all collections to minimise damage and deterioration.

Information Services Policies
Reference
Reference is the process of identifying information needs and connecting users with the appropriate resources. Librarian who in charge for this task have to provide an accurate information, timely, up-to-date reference services. Other than that, acquire suitable resources which meet the ongoing need of users and maintain the reference sources to be used to all people.

Fee-based service
Fee-based services was introduced by libraries to generate income to cover their cost. Most all of the library used this services not just to add their incomes but has the initiative to help the users of the library to do their works. All services such as photocopying, document delivery and printing are charged to all users and can be done if there is librarian staff. This is because, users need to consult with librarian staff before using every services provided. The income will be saved by the Library Director to use it for the library.

9.1.3BUDGET CONTROL
Budget, literally means, a financial standard for a particular operation, activity, program, or department. Budget are derived from planning goals and forecast. The library budget is a plan for the coordination of resources and expenditures over a specified period of time. The objectives of controlling budget is to assist manager in planning their work effectively. Other than that, to assist in controlling and monitoring resources utilization during the budget period. It is essential to know how much money library have spent and how much money library still have to spend.
9.1.4STAFF SUPERVISION
579120448310Minister of Education
559093621763Deputy Minister of Education
Secretary General (Education)
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Deputy of Secretary General
Directory General
587375363757Administration
Staff Training
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443132326406200
Technical service
User service
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334986917364855562501682751221740136623
Human Resource
Collection Development
Circulation
1221740360778
Policy
Reference
Acquisition
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3322955238125005547360235683001213339211797
Finance and Accounting
Special Service
Cataloguing and Classification
Audio Visual
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Corporate service
Preservation
33439101454150
IT/Technical service

9.1.5PERSONNEL MATTERS
The staff members of library have their own responsibility. As example, to protect the confidential relationship which exists between library and it users. They also responsible to serve patrons equally according to their needs and to share one’s knowledge and expertise with others. Proper dress and manners are expected of all employees including their attitude toward public, staff and superior as well as their work performance. The main objective is to help users to acquire and develop skill to design rationale decision in the discipline of personnel management.

Librarian, often called information professionals, combine traditional duties with tasks involving quickly changing technology. Librarian help people find information and use it effectively for personal and professional purposes. They must have knowledge of a wide variety of scholarly and public information sources and must follow trends related to publishing, computers, and the media to oversee the selection and organization of library materials. Librarians manage staff and develop and direct information programs and systems for the public and ensure that information is organized in a manner that meets users’ needs. Librarians collect and organize books, pamphlets, manuscripts, and other materials in a specific field, such as rare books, genealogy, or music. In addition, they coordinate programs such as storytelling for children and literacy skills and book talks for adults. Some conduct classes, publicize services, write grants, and oversee other administrative matters.

In large libraries, librarians often specialize in a single area such as acquisitions, cataloguing bibliography, reference, special collections, or administration. Therefore, good teamwork is important.

9.1.6STAFF TRAINING
In ensuring positive user experiences within libraries, an element important is staff training. Today, the jobs of library staff members are changing to meet the needs of library users. Most positions in today’s libraries require ongoing training to stay up-to-date with new software versions, web resources, and other electronic resources. Manager may be responsible for much of the position specific training for a new employee. The objectives of staff training are to ensure that the staff knows and understands the library’s policies and procedures. Many libraries provide librarywide training for library staff and librarians. Sometimes this training organized by the library administration or staff development committee.
The topics of the training may be customer service, facilitation skills, communication skills building, basic library skills, team building and others related. Entry into a library science graduate program requires a bachelor’s degree, but any undergraduate major is acceptable. Employers typically prefer to hire librarians who have completed a master’s degree program accredited by American Library Association (ALA). Computer-related course work is important part of an MLS (Master of Library Science) degree.
9.1.7LIAISON WITHIN THE ORGANIZATION
Liaison work is the process by which librarians involve the library’s users in the assessment and satisfaction of collection needs. It includes identifying user needs, evaluating existing collections, removing extraneous materials, and locating resources that will enhance the collections. Liaison work enables the library to communicate its collection policies, services and needs to its clientele and to enhance the library’s public relations. Liaison work also enables the library’s clientele to communicate its library needs and preferences to the library staff and governing body. Librarians with collection development responsibilities have various titles, including acquisitions librarians, bibliographers, collection development librarians, liaisons, selectors, and subject specialists.

The librarian liaison role aims to facilitate communication with library users, connect users to library resources and services, improve overall library services to users, and provide much more visibility to the library, given that it is no longer necessary to step over the physical library threshold. The liaison role has expanded to include greater marketing of library services and resources to other departments of library and it users. The role also includes the development of communication channels and the maturation of two-way communication with national library users. Moreover, the role has expanded to include the development of a collaborative relationship with library department leading to an eventual partnership in higher education and research.

9.1.8LIASON WITH OTHER ORGANIZATIONS
As for the liaison with other organization, National Library of Malaysia provided its goal that is to expand collaboration, engagement, and outreach to other libraries across the world. National library will collaborate with other libraries to integrate library resources into course curriculum. Other than that, create current, relevant, engaging marketing of library resources and services.

As for the second goal, it is librarians will enhance subject collections and discoverability to reflect subject specialties. Library have to access the research needs of users and adapt library collections and services to meet those needs. Librarians also have to develop and maintain comprehensive knowledge of the information resources pertinent to liaison areas.

9.1.9PROVIDING ADVICE
A reference librarian can providing advice directly or indirectly. The advices may be on how to find books or articles, to locate the items in the library, show how to use catalog and databases that meet their research
9.1.10PLANNING INFORMATION TECHNOLOGY (IT) SUPPORT
Computer
Computer for public that provides databases for users to find information. It is located in every floor.

Networking
Wireless internet is provided and it is available throughout the library.

Online Public Access Catalog (OPAC)
It is computerized version of a library catalog or a database of the library holdings and provides access to the catalog of a library.

Reprographic Technology
Includes photocopying, micro-copying and digital process.

E- libraries
Digital libraries depend on information recorded on digital formats like CD-ROMS.

Library Website
A medium of communication for library to their users and also to promote and publicise their library.

E- reference
Announcement a new acquisitions and other reader advisory can be made easier through the internet by using Selective Dissemination of Information (SDI). Users can have online interaction with reference staff.

10.1CONCLUSION
In conclusion, the National Library of Malaysia was very important to the Malaysian people and next generation in finding historical resources. Then, with many collection and facilities that National Library was provided, we hope it can help Malaysians people to be more developed with knowledge and subsequently became the country’s main assets in the future. National libraries strive principally to collect and preserve the nation’s literature, though they try to be an international in the range of their collection as possible.

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