Table of Contents

I. Introduction

II. Main Findings and Conclusions

II.1. Library present facilities

III. Structure and job description

IV. Purchase of equipment and supplies

V. Group training course

VI. On-the-job training

VII. Revision of project work plan

VIII. Activities up to next consultancy

IX. Next consultancy mission

RECOMMENDATIONS

Management and Organization

Library Reorganization

Cooperation

Sudan collection development

Follow-up activities

Appendix - 1

Appendix - 3

Appendix - 4

Appendix - 5

Appendix - 6

Appendix - 7

I. Introduction

1. With a view to providing assistance and advice in strengthening documentation services and organization of the libraries at the Ministry of Agriculture, Natural Resources and Animal Wealth (MANRAW), Khartoum and at the Agricultural Research Corporation (ARC), Wad Medani, the consultant was recruited to carry out a consultancy mission from 19 October to 22 November 1995, within the framework of project TCP/SUD/4553 "Strengthening the Documentation Services of the Ministry of Agriculture, Natural Resources and Animal Wealth".

2. The terms of reference of the mission are reproduced in Appendix 1.

3. The consultant arrived in Khartoum on 23 rd October 1995. On the same day he met the FAO Representative, FAO Programme Officer, and the national project counterpart (Director, Documentation, Information and Monitoring Dept.). They were briefed on the purpose and scope of his mission. The FAO Representative discussed the Government's supporting measurers taken to initiate the project's activities in view of contacts and visits he paid to the project site in presence of H.E. Minister of Agriculture. The consultant then headed to MANRAW where he met the library staff and made an overview of the library facilities.

4. The consultant drafted a planned programme of work to be carried out during the course of the mission. The programme was then revised in close consultation with the national counterparts. (see Appendix 2).

5. On 24 October 1995, a meeting was arranged at FAOR with Prof. Babo Fadlalla, Director of Training and Publication Dept., ARC, Wad Medani, to whom ARC Library and Information Systems report.

He was given an overview of the project's objectives, support to be furnished to both facilities at MANRAW and ARC, and the expected outputs to be delivered.

6. The consultant worked under the general guidance and in close collaboration with the Office of FAOR in Khartoum.

7. On 4 November 1995, a scheduled 2-day visit to ARC was made, during which meetings were arranged with Prof. Osman Ageeb, ARC Director General, Prof. Faisal Mdani, Deputy Director for Administration and Finance, and Prof. Hamdoun, ARC Deputy Director. Prof. Babo Fadlalla, Director Training and Publication, was present in all meetings. The consultant briefed them on the missions objectives and scope, also he discussed the present status and advised on adjustments. Emphasis was made on management support, AGRIS/CARIS activities, systematic collection development and follow-up actions.

The Senior ARC members met expressed keen interest on the necessity to revitalize the library after being moved into its new convenient premises, and to have functional linkage with MANRAW Library and documentation, towards the considered institution of the national agricultural information system.

8. On 8 November 1995, the Consultant held a meeting with Prof. Abdel-Razik El-Bashir, First Under Secretary for Agriculture, in spite of his heavy commitments. This allowed for a most constructive exchange of views in considering the situation of the project and the direct response of the requirements for its effective implementation.

The Senior Deputy Minister expressed his deep interest in the project and readiness to ensure that full adequate support be provided within the available resources.

9. The consultant had good opportunities to meet with eminent members of the Sudanese agricultural scientific and development community. They are all very keen to see the national agricultural information system to evolve. They perceive the project's approach to strengthen, as a first step, the present facilities at MANRAW and ARC, to putting them along on the track of modern documentation techniques.

10. By the end of his mission the consultant had briefed the counterparts and FAOR Office in Khartoum on his findings and the follow-up activities to be carried out, in particular with regard to local purchase of equipment, Micro CDS/ISIS training course, preparations for microfilming/fiching/diazo copying of theses collection, MANRAW site preparation and organization and data collection of current research.

II. Main Findings and Conclusions

II.1. Library present facilities

II.1.1. Library, Ministry of Agriculture, Natural Resources and Animal Wealth (MANRAW)

11. The library at MANRAW premises in Khartoum, occupies two adjacent rooms of 7x6m each, with a total area of 84m2 on the ground floor in which the whole collection, the librarian, 5 staff members and the reading area are accommodated. The stock metallic shelves make about 168 meters of book storage capacity. They comprise 24 (2.4m height) stacks and 12 (2m height) stacks making about 36 linear meters of stacks. This does not include special stacks for current serials, maps and special materials. Two tables of 1 x 2.5 m and 1.5 x 3 m are placed in the room of the stack area, as a reading facility. The library premises are not air-conditioned and thus difficult to be dust free. Definitely, the stacks, the reading facilities, and the staff working area need to be readjusted to attain a presentable site for more convenient use and proper running of regular library work.

12. The library holdings comprises:

- Books: about 3000 (no accession maintained), including collections of AOAD, ACSAD, ICARDA publications.

Among the important reference books, there are a lot of unnecessary books which can be found in more copies or are obsolete, a recent weeding is being made to refine the collection.

- Reports: including in-house materials, project documents, technical reports, fair collection of FAO documents and other international organizations, few theses, extension materials, etc. the size accounts for around 1000 pieces.

- Serials: around 130 very incomplete and almost ceased, most of them range from 1970 to 1985 (making a sum of 600 unbound volumes).

The serial collection includes 15 current journals and around 10 series and yearbooks.

The FAO publications are not regularly received.

13. Present organization:

The library maintains what can be described as subject matter shelf accession books (a total number of 9), namely:

(1) - Forestry, Irrigation, Desertification, Environment.

(2) - Food science, Legislation, Agric. machinery, Energy.

(3) - Soils, Plant protection.

(4) - Fertilizers, Agric. extension, Higher education, Credit.

(5) - Agricultural research, Finance, Vegetables and fruits.

(6) - Animal production, Management.

(7) - Agric. investment, Undergraduate education, Reports. Rural development.

(8) - Field crops, Cotton.

(9) - Indexes, Dictionaries, Arab organizations, FAO.

It is apparent that every single accession book does not conform to a coherent sequence by itself.

The Dewey Decimal notation is assigned to every document but not consistently used for shelf arrangement.

The shelves are arranged by the subject segments of the accession books, which are thus the only tool to retrieve books, yet documents are easily placed and located by library staff. Monographic series, yearbooks and reports are incorporated in the book collection, as is the whole Sudanese collection.

The library does not maintain a cardex for journal collection.

14. The Government has taken measures to make repairs and adjustments to the present library premises. Two adjacent rooms of around 80m2 area are added as staff, computer, microfiche and reprographic area.

The repairs sought include wall painting, wall-to-wall carpet, anti-noise ceiling, and indirect lightening to the reading site and sufficient split air-conditioning.

15. Management of the library.

The Director, Documentation and Monitoring has returned from his long leave to assume his responsibilities. He is a holder of B.Sc., with long experience in MANRAW and agricultural sector leading activities. He is most interested in the work and has good management skills.

The present library staff includes:

(1) - Librarian, Mr. Mohamed A. Zein-El-Din, B.Lib. (1983) and Diploma Lib.(1994), started MANRAW Library duties in 1992

(2) - A newly recruited B.Lib. (1994) holder, Miss Afaf El-Zubeir, who will possibly be the assistant librarian

(3) - Miss Ragaa M. Nour, B.A. Arabic Language (1990) and Diploma, Management (1992), undergoing M.Sc. in Management. Joined MANRAW library in 1995

(4) - Miss Mahasen A. Ismail, G. secondary (1983), joined MANRAW library in 1984. Library assistant

(5) - Mr. Mohamed H. Ibrahim, G. secondary (1970), printing experience and training, joined library in 1992 as a technician

(6) - Mr. Hair I. Gall-El-Din, G. Secondary (1970) experience in Extension activities, joined library in 1989 as a library assistant

(7) - Miss Fatty M. Mohammed, secondary (1986). Experience in mailing activities, joined library in 1987, secretarial work

(8) - Mr. Amin M. Ibrahim, MANRAW Foreign Affairs Officer, has been associating the Director of Documentation with all of the mission's events. He intends to join the documentation services facilities and likely to act as Head of Documentation Section. He holds a B.Sc. in agriculture, with some computer training and long experience in foreign relations activities. He is a dedicated person in performing his duties, and has good ability to the techniques of information handling and processing.

The Government is taking measures to support the staff with another library science graduate.

II.1.2. Library/Documentation Agricultural Research Corporation (ARC)

16. Premises:

The library moved in February 1995 to the ground floor of a newly erected building within the grounds of ARC.

The space of the library is approximately 22.5x27m = 605 m2 including 3 halls, 3 office rooms, one store, and a corridor entrance. The space which is quite sufficient for present functioning needs slight adjustments to be properly utilized. The largest main hall of nearly 240m2 area is almost filled with the entire collection of books and journal collections, leaving very little space for readers. The second hall of 81m2 accommodates the Sudan collection and quite a good reading site, whereas the third hall of 60m2 is stacked with the unused old collection of periodicals.

- The present shelving storage capacity of 1200 meters comprises 38 linear meters of stacks for books, 70 meters for the fairly used journal collection, 59 meters for the unused journals, 19 meters for the pamphlet collection and 14 meters for the Sudan collection , and a display table for new journals. This does not include special stacks for current journals, microfiche, maps and special materials.

- The equipment comprises a microfiche reader, four typewriters, and a broken down photocopier.

17. The collection comprises:

8500 books, 18700 pamphlets, and 12 000 journal volumes.

The journal collection is made up of around 450 titles, is very incomplete and almost ceased in view of full reliance on foreign funds.

The government has not covered journal subscriptions before because of limited financial resources. Nevertheless, it is presently considering the matter owing to the recurrent nature of journal expenses. A prioritized list of a total of 125 titles was prepared for future subscription.

18. The present staff consists of a Chief Librarian, Mr. Sayed A. Naser, who is presently entrusted with AGRIS and CARIS activities; a Librarian, Mr. Rabie Takrouni who has recently taken over the library shifting measures and formerly was acting as the AGRIS/CARIS officer; three assistant librarians for books, journals and the Sudan collection, one library technician, and a Documentation Officer who is undergoing a one-year diploma course in Library science in Khartoum University. In its endeavor to staff the library with enthusiastic elements, the ARC administration selected 3 young people to join the library and its documentation activities.

19. Present library organization.

- The books and pamphlets are accessioned, catalogued and classified by the UDC scheme. Two binder catalogue groups are maintained. The first group for older collection given by author, subject and title, the second one is given as a dictionary catalogue for the collection starting from the eighties.

- The journal collections - current and discontinued - are arranged by UDC altogether with back volumes, without adopting systematic binding. An accession cardex is maintained.

The serials are all stacked into two groups, i.e. least used, and frequently used.

- The Sudan collection and FAO/UN publications are sorted and arranged by broad subjects in the Sudan collection hall. This national collection is mainly arranged and kept for AGRIS work.

III. Structure and job description

20. Realizing the central role of the documentation Dept. at MANRAW, the Government has placed it under the direct responsibility of the first Under Secretary. This has been quite adequate to enable the Documentation Dept. to function in compliance with its future growing responsibilities at the sector and national levels. It may then be appropriate to rename the Department as the "Information and Documentation Center".

21. The functional structure has been suggested to include:

a) Library operations

b) Documentation and information services, and

c) Management and supporting services

The structure applies well to both MANRAW and ARC.

22. Job descriptions/terms of reference of staff of both MANRAW and ARC documentation facilities, including the director, librarian, assistant librarian, senior and junior documentalist/information service specialists and secretary, were prepared and submitted to the counterpart.

23. It was suggested that ARC Library be linked with information systems Section i.e. the National AGRIS/CARIS centre to form the ARC Information centre, and be placed under direct responsibility of ARC Director General. This would definitely ensure a satisfactory performance of its activities, adequate supervision and support.

IV. Purchase of equipment and supplies

24. Letters requesting price quotations of the equipment items stated in the project document were issued on October 28, 1995, to major local suppliers. The letters requested suppliers to quote in US$ CIF Khartoum Airport, delivery and installation in MANRAW, Khartoum and ARC, Wad Medani, one year maintenance, duty free prices as per UN liabilities in the Sudan and to ensure that equipment are in accordance with the tropical specifications.

25. Price quotation offers were obtained from the following local suppliers:

(1) National Research and Information Services (NARIS)

P.O.Box: 1716 Khartoum

Tel: 82950 - 82951; Telex: 22080 NARIS SD

(2) Gilada Trading Agencies, Computers and Accessories

suite 104, Meridian Hotel

P.O.Box: 1716 Khartoum

Tel: 77590 ext 104; Fax: 773917

Telex: 22974 HOMER SD

As soon as other price quotations are obtained, they will be despatched to GILS , FAO to proceed with their technical appraisal and placement of local purchase order accordingly.

26. The consumable supplies of equipment will have to be ordered from the suppliers of equipment after they are decided upon.

27. The consultant and the counterparts made several visits to local metallic and wooden shelving manufacturers. They have been able to identify two who offered to prepare shelf samples, only one could offer that during the presence of the consultant. He submitted a proforma invoice of the cost of producing one Mahogany counterwood unit and add-on units of the dimensions (Height 200, width 90, depth 20 cm).

The sample is quite satisfactory and stands well compared to local carpentership.

28. With regard to microfilming/fiching/diazo duplication supplies, it was agreed verbally with the Arab Organization for Agricultural Development (AOAD) to which the process would probably be contracted, to submit a proforma invoice of the expenditures incurred for supplies to be covered by the project.

29. As a result of literature searches made at the British council in Khartoum, and after careful selection by MANRAW and ARC major users, a selected list of books was requested from the British Council through their Resale Scheme in local currency. A proforma invoice was submitted to the project to be covered through normal local purchase procedures.

30. A list of required library supplies identified during the mission is given in Appendix 6. Most of these supplies are needed by the two libraries.

V. Group training course

31. A training course on documentation techniques and AGRIS /CARIS methodology was organized in the Agricultural Bank's main hall, Khartoum, for one week 11-16/11/95.

- The course aimed at assisting the participants to run better library and documentation operations and services based on AGRIS/CARIS methodology and creating a forum for better cooperation among national agricultural information sources to eventually establish a national system of agricultural information.

32. The course was attended by a group of 24 trainees distributed as follows:

(1) - MANRAW Documentation Dept. 6

(2) - ARC Documentation facilities 7

(3) - Animal production Dept. 1

(4) - Women Development project 1

(5) - State Ministries 4

(6) - Research stations 2

(7) - Shambat Faculty of Agriculture 1

(8) - FAOR 2

Total .................................... 24

33. The lectures delivered concentrated on the major functions of library/documentation systems, with particular emphasis on information cycle, documentation techniques, AGRIS/CARIS methodologies in addition to practical applications (see the training course programme - Appendix 7). The participants in the course were provided with 5 written lectures in Arabic as reference handouts.

34. Opening and closing ceremonies were held.

The opening ceremony was addressed by the First Under Secretary of MANRAW, FAO Representative, Director, MANRAW Documentation and Information Dept. and the consultant.

The course was concluded by two sessions, one to assess participant's rate of performance and another for course evaluation. This was followed by a closing ceremony where certificates of attendance were distributed and words by senior officials delivered. On behalf of the participants, two of them gave their good impressions.

35. A final evaluation test was made at the end of the course to identify overall rate of performance with a view to setting up indicators for the follow-up training activities on machine cataloguing using CDS/ISIS and AGRIN/CARIN applications. Based on that test the consultant has been able to identify a short list of 12 participants that could be nominated to benefit from the project's coming training events, should they receive training on computer introduction and MS-DOS at least.

VI. On-the-job training

36. On-the-job training took place for 4 working days at MANRAW Library and 2 days at ARC Library and AGRIS/CARIS centre.

37. The training covered the daily practices of library operations, machine cataloguing and data collection of current research. In particular, the staff were oriented to handle the following activities:

(a) Information sources selection, sorting and acquisition

(b) Accessioning and call number construction

(c) Physical preparation for shelving/reshelving

(d) AGRIS and CARIS input sheet preparation

(e) Library and information services

(f) Cooperation with other local and foreign library and information facilities

(g) Library/Documentation planning and management

38. It was advised that for machine processing i.e. AGRIS input, the cataloguing of library collection should deal with the Sudan and current collections first, and starting with the most used i.e. loaned, then from the more recent backward until all the backlog is completed.

VII. Revision of project work plan

39. The Consultant, in close consultation with the national counterparts, has been able to make a slight revision to the work plan of the project with regard of dating its phases and advancing the study tours to an operational documentation centre in the region, in addition to the printing of the Sudan Agricultural Bibliography (1986 - 95).

NB: The head of MANRAW documentation/Library suggested that he should undertake his study tour to an operational centre in the region for two weeks at the beginning of the second phase, i.e. April 1996. This would enable him to acquire practical experience of the organization and management of library and information services of a similar centre.

The revised work plan is given below:

First phase (6 months: October 95 - March 96)

Second phase (6 months: April 96 - September 96)

Third Phase (6 months: October 96 - March 97)

Fourth phase (3 months: April - June 97)

VIII. Activities up to next consultancy

40. Management activities:

- MANRAW site preparation, Jan.- Feb. 96

- Purchase order of shelves, Dec. 95

- Purchase order of equipment/supplies, Dec. 95

- Request for Arabized CDS/ISIS from ALDOC, Arab League, Dec. 95

- Preparations for the CDS/ISIS Training course, Dec. 95 - Feb. 96

- Contacts to microfilming/fiching theses collection Dec. 95 - Mar. 96

- Monitoring and reviewing contemplation of work plan

- Equipment installation, Feb. 96

- Organizing the CDS/ISIS Training course March 96

41. Technical activities:

- Sorting the Sudan collection in MANRAW Library Dec. 95

- Sorting the General collection in MANRAW Library Mar. 96

- Accessioning of the Sudan collection, Dec. 95

- Accessioning of the General collection, Mar. 96

- Preparation of the authority list of organizations/coding, Jan. 1996

- Physical preparation and shelving of MANRAW Library, Jan. 96

- Preparation of mailing list on local and foreign information sources, Dec. 95

- Sending requests for documents from local sources, Jan. 96

- Preparation of AGRIS input sheets for the MANRAW library (Sudan collection)

- Re-cataloguing of ARC Library by the simplified AGRIS methodology, Jan. 96

- Collection of data on current research by Jan. 96

IX. Next consultancy mission

42. In order to ensure a satisfactory follow-up of project activities a one month consultancy mission should take place in May or June 1996 as scheduled. The aims of this mission would be to review the progress made in accordance with the work plan, follow-up training, complete the purchase of equipment and supplies, initiate AGRIS/CARIS input activities, initiate compiling the Sudan collection inventory and prepare a detailed work plane for the next phase.

RECOMMENDATIONS

Management and Organization

1 - The two libraries should adopt a systematic acquisition mechanism, as acquisition is the basis for all other activities. Documents should be collected and procured systematically from local and abroad sources by gratis, exchange and purchase. Contacts with local and foreign counterpart institutions should be vitalized. In addition, an adequate regular budget should be allocated for this purpose.

2 - The most decisive factor to run a successful library is staff stability and ability in the career.

Hence it is strongly advisable to avoid staff turnovers and to select capable persons interested in a library and information career. The considered attention of the Government towards recruiting library specialists has been noticed and appreciated by the consultant, in particular if this trend is meant to sustain their status and avoid turnovers in view of the considered increasing demand on them. Each of the two libraries need to be strengthened by two library specialists at least in this given stage.

3 - The Government should allocate an annual budget to both facilities (MANRAW & ARC) to cover recurrent expenditures i.e., journal subscription, reference materials, operating supplies, staff recruitment, transport expenses, maintenance, etc..

4 - Transport facilities should be ensured to the two facilities to enable them to collect and disseminate documents and information.

5 - The two facilities should receive the highest possible administrative support in order to ensure a satisfactory performance of their activities, adequate supervision and follow-up.

Library Reorganization

6 - Careful consideration should be given to the library sites with respect to the following:

a) sound isolation,

b) indirect lightening,

c) telephone line,

d) sufficient air conditioning,

e) sufficient electrical wiring,

f) fire security equipment,

g) theft control,

h) single entry/exit for users,

i) allocate storage space.

7 - The present collections of the two libraries should be sorted to select useful materials and discard outdated, non-relevant and obsolete documents. Duplicates and non-relevant materials could be offered to other library. The obsolete documents should be removed or distributed through a take away display. Scanning and selection can be made with the help of major users or a joint committee of users and library staff. This action should be made on regular basis in view of the limited space resources.

8 - It is strongly advisable to allocate an extra room at least to MANRAW documentation facilities, so as to accommodate the procured equipment, and library and documentation staff.

9 - The rough sketches of premises layouts could be used for the considered organization in order to fit in collections, shelving, furniture and reading areas (see Appendices 4 and 5).

10 - All Sudanese materials should be sorted out at MANRAW Library, to which a separate room should be allocated and named Sudan Agricultural Library. The Sudan collection will be re accessioned, and shelved according to the layout sketches. The call number structure, which was designed by the consultant and practiced during the in-service training should be used.

11 - A list of new additions can be made for new book arrivals during the next three months. This list should be distributed to in-house sections and departments and local related institutions. The list of new accessions should be issued on regular basis.

12 - It is strongly recommended that the trained staff who extended adequate performance during the training course (a short list based on a test given to counterparts) be monitored to sustain their performance for further training.

13 - The administration of borrowing should be changed to a more flexible one. The borrowing card and the date sheet should be used. Until these are supplied, the normal registers adopted can be used.

Cooperation

14 - Cooperation between Library/documentation facilities of MANRAW and ARC will help to strengthen the overall national capabilities and of both of them, with a view to avid unnecessary parallel work, and to achieve more effective use of resources. As the first step of this cooperation the libraries should exchange lists of new additions, lists of contacts, lists of current serials, and duplicates of in-house publications.

15 - A clear cut definition of the scope of collection development and of adopted data bases should be set out in this initial stage to avoid unnecessary paralleled work. The ARC facilities can deal with research activities, whereas MANRAW deals with decision support and development activities. The two setups would thus ultimately reach a complementary national agricultural information facility.

Sudan collection development

16 - A survey by letters to potential information sources at local and foreign levels should be made to reach a comprehensive coverage of Sudan agricultural literature.

17 - Contacts with related Arab, regional and international institutions should be initiated and maintained to vitalize exchange and gifts of publications in view of limited budget resources.

Follow-up activities

18 - Contacts with the Arab Organization for Agricultural Development and Shambat Faculty Agriculture should be resumed officially to prepare the contract for microfiching and duplication of theses collection (1500 documents).

19 - Contacts with the two trainers of the CDS/ISIS course, selected during the mission, should be maintained, to confirm their availability, in coordination with FAOR in Khartoum. In the meantime more efforts are needed to search for training sites with the least possible expenses. The date of the CDS/ISIS training course has been tentatively set out to be from 2 to 14 March 1996.

20 - Procedures for the procurement of equipment, supplies and reference materials have to be followed-up in coordination with FAOR in Khartoum. Proforma invoices should be forwarded to FAO, Rome to issue a relevant allotment advice.

21 - FAO, GIL should take measures to send 2 sets of "FAO publications on Sudan on microfiche" and to produce the "Sudan Agricultural Bibliography (1986 - 1995) from AGRIS. 5 sets of AGRIS/CARIS guidelines and manuals (latest editions) will have also to be sent to MANRAW to be distributed to active libraries/documentation facilities.

TCP/SUD/4553 Appendix - 1

SUDAN

Consultant in agricultural documentation

(1st mission)

TERMS OF REFERENCE

In the framework of project TCP/SUD/4553 "Strengthening the Documentation Services of the Ministry of Agriculture, Natural Resources and Animal Wealth", the consultant shall advise on the organization of the libraries at the Ministry's Headquarters and at the Agricultural Research Corporation. In particular, the consultant shall:

- review the present premises and facilities of both libraries, and make recommen-dations for adjustments, if required;

- advise on the organization and management of the libraries;

- advise on the purchase of equipment and supplies;

- provide training in documentation techniques and AGRIS/CARIS methodol-ogy;

- advise on the preparation of an inventory of existing documents and the collection of data on current research;

- in consultation with the national counterparts, revise and update the work plan of the project, if required.

Upon completion of the mission the consultant shall submit a typed report in machine readable form, summarizing the mission's activities and findings and making appropriate recommendations.

TCP/SUD/4553 Appendix - 3

List of persons met

Ministry of Agriculture, Natural Resources and Animal Wealth

Dr. Musa Mohamed Musa, Minister of State for Agriculture

Dr. Abdel-Razik El- Bashir, First Under Secretary

Mr. Salah Mukhtar, Director, Documentation Information and Monitoring Dept.

Mr. Amin Mohamed Ibrahim, Foreign Relations Dept.

Mr. Mohamed Zein-El-Din, Librarian, MANRAW

Ms. Dawlat Hamza El-Haj, Documentalist, Women Dept.

6 members of MANRAW Library staff

Agricultural Research Corporation

Dr. Osman Ahmed Ali Ageeb, Director General

Dr. Faisal Madni, Deputy Director for Administration and Finance

Dr. Hamdoun, Deputy Director General

Dr. Babo Fadlalla Mohamed, Director Training and publication

Mr. Sayed Ahmed Naser, Head, Information Systems

Mr. Rabie Takrouni Jumaa, Acting Librarian

4 members of ARC Library staff

Under Secretary of Animal Wealth

Dr. El - Zubeir, Director General of Planning

Ms. Buthainah Awad Ahmed, Acting Librarian

Shambat Research Station

Dr. Ali Khalfallah, Director of station

Ms. Mahasin Soliman Ahmed, Acting Librarian

Shambat Faculty of Agriculture

Ms. Nadia Sayed Ahmed Al-sheikh, Librarian

Forests National Corporation

Mr. Isam El-Din Hassan Osman Bakheet, Documentation officer

National Research Centre

Dr. Cecile Wesley, Director, Documentation and Information centre

Obayed Research Station

Mr. Mekki Mohamed Eid, Librarian (met at ARC)

Arab Organization of Agricultural Development

Dr. Abdel-Rahman El-Tayeb Abdel-Hafeez, Deputy Director General

Mr. Ibrahim Zaki Ibrahim, Manager, Arab Centre for Agricultural Documentation (ACADI)

Mr. Ramiz F. Sargious, System Manager, ACADI

Eminent Persons Met

Dr. Abdalla A. Abdalla, Ex Minister of Agriculture

Dr. Saad A. Abbadi, Ex Director General of National Research Centre

FAO

Dr. Omar Salah Ahmed, Representative

Mr. Salah Modather Ahmed, National Programme Officer

Mr. Emad, Administration Officer

TCP/SUD/4553 Appendix - 4

Layout - Rough Sketch of the Library of MANRAWLayout - Rough Sketch of the Library of MANRAW

A - The Sudan collection Library

B - General Library

C - Library and Documentation staff will have library staff only if an extra space is spared

D - Office, Director of Documentation, Information and Monitoring

Organization of Library shelves

A - (The Sudan collection Library)

(1 - 3) Projects collection

(4 - 6) Reports collection

(7 - 8) Serials display (current)

(9 - 10) General Serials display (current)

(11) Theses collection/extension materials

(12 - 16) Books

B - (General Library)

(17 - 24) Reports and pamphlets

(25 - 36) Books

(37 - 40) Journal back volumes

C - (Library and Documentation staff)

1 - computer with CD-ROM drive

2 - computer/laser printer

3 - 6 staff

TCP/SUD/4553 Appendix - 5

Layout - Rough Sketch of ARC Library- Rough Sketch of ARC Library

A - Librarian

B - Library staff

C - 4 W.Cs

D - Old journal collection

E - Main Library collection

1 - Pamphlets collection

2 - Reference books collection

3 - Library catalogue

4 - Circulation desk

5 - New/fairly used journal collection

6 - Reading tables

F - The Sudan library

G - Book store

H - The Sudan collection Assistant Librarian

NB: A huge display is placed in the corridor area (6); this should be replaced with reading tables. The display may be put near to the entrance.

The reference books collection is overstacked. This should be expanded with 10 stacks in the medium term plan of collection development i.e. 5 years.

TCP/SUD/4553 Appendix - 6

List of Library supplies for requisitionof Library supplies for requisition

ITEM UNIT QTY

1 - Book repair tapes (vinyl coated, high thread count) Roll 20

2 - Book spine labels (plain, paper/or fabric 1x1.5) Pkg 100

3 - Date due borrowing cards (hard card) Unit 10,000

4 - Book borrowing cards (paper card) Unit 10,000

5 - Book pocket Unit 10,000

6 - Pamphlet box (A4 size hard paper - fold) Unit 500

7 - Cardex cards (assorted: annual, seasonal, monthly) Unit 500

8 - Cardex cabinet/Binder (8 drawers) Unit 2

9 - Atlas cabinet Unit 2

10 - Paper knife (medium size) Unit 2

11 - Stapler (Large size) Unit 3

12 - Non-formatted 3.5" DS/HD (BOX of 10) 10

13 - Non-formatted 5.5" DS/HD (BOX of 10) 10

14 - Multi-Media boxes (Dimensions H 118 x W 122 x D 360 cm) 6

15 - Multi-Media boxes (Dimensions H 177 x W 183 x D 360 cm) 6

16 - CD Multi-Media boxes (for 12 CD-ROM disks) 4

TCP/SUD/4553 Appendix - 7

Training CourseCourse

on

Documentation Methodology and AGRIS/CARIS

(11 - 16/11/95)

Saturday 11/11/95

HR 09.00 - 10.00 Opening

10.00 - 10.30 Reception

10.30 - 11.45 Unified information cycle

12.00 - 13.30 Documentation techniques

(policies and techniques)

Sunday 12/11/95

HR 09.00 - 10.30 Introduction to AGRIS

11.00 - 12.00 Introduction to AGRIS

12.15 - 13.30 Introduction to CARIS

Monday 13/11/95

HR 09.00 - 10.30 Descriptive Cataloguing of AGRIS

11.00 - 12.00 AGRIS Inputsheet preparation

12.15 - 13.30 AGRIS Inputsheet preparation

Tuesday 14/11/95

HR 09.00 - 10.30 AGRIS/CARIS Categorization Scheme

11.00 - 12.00 AGRIS/CARIS Categorization Scheme

12.15 - 13.30 Introduction to AGROVOC

Wednesday 15/11/95

HR 09.00 - 10.30 AGROVOC (practical applications)

11.00 - 12.00 CARIS Data collection

12.15 - 13.30 CARIS Inputsheet preparation

Thursday 16/11/95

HR 09.00 - 10.30 Information Services in AGRIS and CARIS

11.00 - 12.00 Evaluation

12.15 - 13.00 Closing and Recommendations