UNIVERSITI TEKNOLOGI MARA (UiTM)

CAWANGAN KEDAH

FACULTY OF INFORMATION MANAGEMENT

DIPLOMA IN INFORMATION MANAGEMENT (IM110)

LEARNING LOG
IMD315: MANAGEMENT OF LIBRARIES AND RESOURCE CENTER

NAME NURUL AIN BINTI MOHD SHUKRI

STUDENT ID 2019408504

GROUP KIM1105C

CAMPUS KAMPUS SUNGAI PETANI, KEDAH

DATE
19 JANUARY 2022
SUBMITTED

PREPARED FOR:
PUAN ANIS FARADELLA BINTI ABDUL MALIK
TOPIC 1: __Basic of Management Principles & Theories__ DATE: 13/12/2021

1. What are the main contents?

This topic mainly discussed on the Basic of Management Principles & Theories consists of 4
subtopics as follows:

▪ Introduction of Management and Organization

▪ Theories of Management
▪ Roles And Functions of Managers
▪ Management Levels And Skills

2. What did you understand best?

I have more understanding in Roles And Functional of Managers and Management

Levels And Skills since these subtopics has been taught in semester 1. Overall, I can
differentiate and recognize the differences in management level excellently.

3. What questions do you still have about from what you learned?

The only question I had for this first topic is, which theories of management is common in
organization as well as widely used and implemented?

4.Key words (3-5 and with definitions)

1. Management – The process of planning, organizing, leading, and controlling the

efforts of an organization members and of using all other organizational resources to
achieve stated organizational goal, as defined by Stoner.
2. Organization – A social unit in which to or more people interact to achieve a
common goal or a set of goal. (Stoner)
3. Resources – Organizational assets including human, physical, information and
financial.
4. Controlling – Monitoring the activities of an organization is on the right path.
5. Staffing – This function is often called staffing or personnel and involves hiring,
6. Leading – Leaders or managers determine direction, state a clear vision
for employees to follow, and help employees understand the role they play in attaining
goals.

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TOPIC 2 : Management of Libraries and Resource Centres DATE: 13/12/2021

1. What are the main contents?

The main contents for this topic are:

▪ Vision, mission, and goals

▪ Organizational structures
▪ Objectives of the libraries and information centers
▪ Functions, activities, and services offered by libraries and information centers
2. What did you understand best?

I have a good understanding in the differences between goals and objectives in the first
subtopic. Next, I am able to recognize the functions, activities and services offered by
libraries and information centers. There are 5 types of libraries, and this institution also offer
their services to the special group of community such as the physically and visually
handicapped groups.

3. What questions do you still have about from what you learned?

There is no question for this topic since everything is understandable.

4.Key words (3-5 and with definitions)

1. Strategic Intent - Refers to purpose for what organization strives for.

(WHAT & WHY they want to do?)
2. Vision - An act of foresight.
3. Mission - An essentially a clear description of what you do, for whom and why you do
it.
4. Goal - Organization broad aspirations defined in operational terns leading
to measurable objectives or strategies and activities.
5. Criteria For Well Formed Goals:
▪ Compatible with the vision and mission.
▪ Clear, concise, and unambiguous in wording.
▪ Realistic and attainable within the lifespan of the plan.
▪ Stated as desired ends, rather than activities leading to ends.
▪ Acceptable to those likely to be involved in their achievement.
▪ Capable of translation into precise (quantifiable, measurable) targets.

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TOPIC 3 : _Personnel Management______ DATE: 13/12/2021_

1. What are the main contents?

▪ Types of personnel (Professional and Non-Professional)

▪ Staff selection
▪ Job description
▪ Competencies
▪ Training and development
▪ Staff performance evaluation
▪ Professional code of ethics and professionalism

2. What did you understand best?

I do understand the best on the performance appraisal/evaluation. This system is to

evaluate systematically on an individual employee’s job-related strengths and weaknesses,
performance and to let the employee know how they are doing in yearly basis. This system
also supports pay increases, promotions, transfers, and termination. Moreover, there are
three important steps in the performance appraisal system consists of ranking, graphic rating
scales, and checklist. Each of these steps play significant roles in an organization.

3. What questions do you still have about from what you learned?

No question for this topic.

4.Key words (3-5 and with definitions)

1. Orientation – The process of introducing new employees to the organization and

their positions.
2. Training – Occurs when an expert works with an employee to share the knowledge
and skills required to complete the tasks associated with a particular position.
3. Discipline – The action taken by an organization against an employee when that
employee’s performance has deteriorated or violated institutional rule.
4. Performance appraisals – Systematic evaluation of an individual employee’s job-

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 related strength and weakness, performance and to let employee know how they are
doing.
5. Job summary – The details of the job’s major responsibilities and provides a
justification for its existence.

TOPIC 4 :_Financial Management__ DATE: 15/12/2021

1. What are the main contents?

▪ Sources of funding
▪ Budget planning and procedures
▪ Cost / benefit analysis

2. What did you understand best?

I have a clear understanding on two subtopics which are types of budgets and forms/types
of budgeting. There are three types of budgets which are capital budget, operating/revenue
budget, and special budget. Next, for the forms/types of budgeting, there are six types of
common budgeting such as line items budgets, formula budgets, lumps-sum budgets,
program budget, performance budget, planning programming budgeting system and lastly,
zero-based budget. Among all of these budgeting types, I would choose item line budget
since it is easy to understand and justified as we can show the funds allocated to spend in
the area according to our estimation.

3. What questions do you still have about from what you learned?

From the sources of funding, what is interest on investments from local supports and how
does it benefit the library?

4.Key words (3-5 and with definitions)

1. Funding – Funding is the act of providing financial resources, usually in the form of
money, or other values such as effort or time, to finance a need, programs, and

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 project, usually by as organization or government.
2. Cost benefits – Cost benefits are an important technique for project appraisal which
is the process of weighing the total expected benefits of one or more actions in order
to choose the best or most profitable option.
3. Capital budget – Multiyear budgets, capital investments, to fund things of enduring
worth that are not quickly consumed such as new building or large expense item.
4. Operating or revenue budget – Year by year budget, generally drawn up on an
annual basis for the organization as a whole and for its constituent parts to find
current operations and focus on revenue and expenses.
5. Special budget – Varying the time periods and may include both capital and
operating funds to fund smaller-scale projects and response to emergency.

TOPIC 5 : _Promotions and Public Relations_ DATE:_15/12/2021_

1. What are the main contents?

▪ Promotions and Public Relations

▪ Activities to Promote Libraries

2. What did you understand best?

I finally understand the best and more detailed on press release. I have misunderstanding
and confusion between the press release and press conferences. As mentioned in this
topic, press release is a short, compelling news story or short summary of an event written
by a public relation professional and sent to the targeted members, which means a company
or individual may have some information to share with the media that will be submitted to
press releases sites in written format. Press release can announce leadership changes,
successful fundraising program, special events and important acquisitions. Meanwhile, the
press conference is oriented on inviting reporters and media to hear a newsmaker make
opening remarks and then ask questions. Somebody who is getting a lot of questions from
reporters is likely to hold a press conference to avoid answering the same question
repeatedly from many reporters. The outcome and whatever happens there will be reported
and released to the public.

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3. What questions do you still have about from what you learned?

No question.

4.Key words (3-5 and with definitions)

1. Promotion – A marketing tool used to create awareness and favourable attitude

within the target market, community and among various groups of people that are
connected to business.
2. Public relations – Management functions which evaluates public attitudes, identifies
the policies and procedures of an individual or organization with the public
understanding and acceptance
3. Press kit – Collection of public relations materials about the library or a brief
description of the organization or is like a resume for a company.
4. Press release – A press release is a short, compelling news story or short summary
of an event written by a public relations professional and sent to targeted members of
the media.
5. Fundraising – The act of collecting or producing money for particular purpose,
especially for a charity.

TOPIC 6 : _Administrative Units of Libraries__ DATE: _17/12/2021_

1. What are the main contents?

1. Administrative Units of Libraries and Information Centres

2. Technical Services
3. Background of each unit in libraries
4. Job Position in Library

2. What did you understand best?

I understand the best in the function of technical services. There are various functions
of technical services which are ordering and receiving materials for the library’s collection or
collections, organizing, cataloging, and classifying these materials and organizing, preparing,
maintaining all necessary catalogs, records, and files for the collection or collections,
binding or preparation for binding of materials, the mending or repairing of materials and

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lastly, the inventorying of the collection or collections. Next, I am able to understand on the
job position in library. As we know job position is an important role in the library in order to
perform the duties and to run the library smoothly. Each of the job position is in charge of
different work and task based on their job description or requirement.

3. What questions do you still have about from what you learned?

No question for this topic.

4.Key words (3-5 and with definitions)

1. Preservation unit – Unit responsible for preparing new library materials for
commercial binding and inspecting bound volumes returned from the commercial
binders.
2. Acquisition unit – The units that responsible for acquiring materials which have been
selected for addition to the library collection in all format types.
3. Cataloguing unit – The unit that responsible for the creation and
maintenance of records in the library catalog and for the organization of the
collection.
4. Circulation unit – The unit that allow library user to remove materials
from the building by the charging the materials to the user account.
5. Interlibrary loan – Service through which books or journal articles not owned by the
libraries may be obtained from other libraries or commercial document suppliers.

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TOPIC 7: _Management of Public Services Department_ DATE: _17/12/2021_

1. What are the main contents?

▪ Reference Department
▪ Circulation Department
▪ Automation Department
▪ Audio Visual Department
▪ Children Department
2. What did you understand best?

Since this topic has a big range of subtopics and classification and I am already familiar with
most of the contents based on my learning with other courses, I would say that I understand
each subtopic well. Some of the contents that I am able to have better comprehension are:

• The Policies of References Department:

- Lending and using references collection.
- Level of assistance given to users.
- To charge users or not for the assistance given or services given.
- How to manage external users.

• Types of References Services:

- Almanacs/Yearbooks
- Encyclopaedias
- Bibliographies
- Dictionaries
- Directories

• Circulation Department Activities

- Registration of users
- Borrowing / charging / check out
- Renewal, recall and reservation
- Returning, discharging / check in
- Collection maintenance, stack maintenance

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3. What questions do you still have about from what you learned?

No question.

4.Key words (3-5 and with definitions)

1. User education – Encompasses all types of activities designed to teach users about
library services, facilities and organization, library resources and search strategy. It
includes instruction in the use of one or more reference sources as a part of reference
transactions.
2. Almanacs/Yearbooks – The compendia of useful data and statistics.
3. Encyclopaedias – In most academic libraries you will find two types of
encyclopaedias: general and subject.
4. Bibliographies – A bibliography is a list of information sources. There is almost an
infinite variety of types of bibliographies
5. Directories – Directories come in many shapes and forms, and generally list contact
information (addresses, phone numbers, e-mail addresses, URL's) for people,
organizations, and/or businesses

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TOPIC 8 : Management Of Technical Processing Departments_
DATE: 9/1/2022

1. What are the main contents?

▪ Acquisition @ Collection Development Department:

- Management, policy, workflow, acquisition tools
▪ Cataloging Department
▪ Preservation Department

2. What did you understand best?

I am able to understand clearly on the function of acquisition departments. The first function
is providing and maintaining up-to-date order tools appropriate to the needs of the library,
including publisher’s catalogue, trade bibliographies, and other bibliographies. Secondly,
maintaining lists of books and other library materials in order and in process in a manner that
will permit all staff members to use them easily. Next, performing pre-order bibliographic
searching to prevent unwanted duplication. In addition, it is crucial to determine items
received correspond to items ordered, in appropriate condition. And lastly, approving invoices
for payment and forwarding them to the appropriate office for payment how to make selection
of the library materials such as deciding between items that provide information about the
same subject/covered, deciding whether the information contained in an item is worth its
price and matter of systematically determining quality and value of the items. In contra from
these aspects, we can finally make selection by the catalog, book display, publisher show
room, book sales and more.

3. What questions do you still have about from what you learned?

Are policy statements in every library are all standardized and been used consistently?

4.Key words (3-5 and with definitions)

1. Acquisition – To select, evaluate, purchase and process materials such as books,

periodicals, pamphlets, reports, manuscripts, microfilm, microforms, motion pictures,
video and audio tapes, sound recordings, realia, and others.

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 2. Authority files – Authority files contain names and subjects that can be added to
catalog records to simplify searching by providing a consistent vocabulary
for access points.
3. Deciding of library materials – The process of deciding which materials to acquire
for a resource center collection and it may involves deciding between items that
provide information about the same subject, deciding whether the information
contained in an item is worth its price and the matter of systematically determining
quality and value of the items.
4. Policy statement – A document representing a plan of action and information that
used to guide the staff thinking and decision making.

TOPIC 9 : Customer’s Relationship Management in Libraries and Information

Centre

DATE: _11/1/2022_

1. What are the main contents?

▪ Customer Relationship Management

▪ Organizational Culture and Customer Service
▪ Library Customer
▪ Objective of Customer Relationship Management
▪ Customer Segmentation

2. What did you understand best?

I am able to understand more on Customer Relationship Management (CRM) as it is a

strategy for a library to manage its interactions with the customers. Moreover, through CRM
methodology, it enables the organization to understand the customers' needs and behaviour
better. It introduces reliable processes and procedures for interacting with customers and
develop stronger relationships with them. On the other hand, there are two types of library
customers which are internal and external. Library user encompasses various terms such
as patrons, clients, information users, information seekers, consumers, readers, etc. These

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terms can be used interchangeably, because they all apply to those who seeks for the
services of a library.

3. What questions do you still have about from what you learned?

No question.

4.Key words (3-5 and with definitions)

1. Customer Relationship Management – A strategy for a library to manage its

interactions with its customers.
2. Customer Segmentation – Customer segmentation is the practice of dividing a
customer base into groups of individuals that are similar in specific ways relevant to
marketing, such as age, gender, interests, and spending habits.
3. Reputation – When collective opinions of many customers become known and
seem to agree, these opinions create a reputation for the library and its
quality of service

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