Information resource management in libraries involves systematically obtaining, organizing, and maintaining materials that meet the informational, educational, and recreational needs of users. The acquisition of information materials is a critical function, ensuring that libraries remain relevant and responsive to evolving user demands. In Kenya, the acquisition process must align with national policies, budget constraints, and the specific mandates of institutions such as university libraries, county public libraries, and specialized information centres. This chapter explores the key concepts and methods involved in acquiring information materials effectively within the context of Library and Information Management.

2.0 Definition of Terms

Acquisition and related terms form the foundation of understanding how libraries build and sustain their collections. Clarity in these definitions supports professional communication and guides the development of effective acquisition strategies in Kenyan libraries.

2.0.1 Acquisition

Acquisition refers to the process through which a library obtains information materials for its collection. This encompasses all activities from identifying needed resources, selecting appropriate items, negotiating purchase or transfer, to finalizing the receipt and cataloguing of those materials. Acquisition in Kenyan public and academic libraries must consider factors such as budget limitations, user demand, and compliance with national standards like those set by Kenya National Library Service (KNLS).

2.0.2 Information Materials

Information materials include any physical or digital resources that provide knowledge, data, or entertainment to users. These materials range from books, journals, and newspapers to audiovisual media, electronic databases, and government publications. In Kenya, libraries often prioritize materials that support local curricula, community development, and national development goals, reflecting the diverse needs of users from primary school pupils to researchers.

2.0.3 Acquisition Process

The acquisition process is a systematic sequence of steps that libraries follow to add new materials to their collections. It involves needs assessment, selection, ordering, receipt, invoicing, and integration into the catalogue. This process ensures accountability, cost-effectiveness, and alignment with the library’s collection development policy. For example, at a county library in Kisumu, the process might include community consultation to identify priority subjects before placing orders with local and international suppliers.

2.0.4 Acquisition Policy

An acquisition policy is a formal document that outlines the principles, criteria, and procedures guiding the acquisition of materials by a library. It specifies the types of materials to be acquired, selection criteria, budget allocation, and ethical considerations such as avoiding duplication and respecting intellectual property rights. Kenyan university libraries often develop acquisition policies aligned with institutional research priorities and national education strategies to ensure relevance and sustainability.

Chapter Summary

This chapter focused on the acquisition of information materials, beginning with clear definitions of key terms such as acquisition, information materials, acquisition process, and acquisition policy. Various acquisition methods were explored, including purchasing, donations, gifts, exchanges, cooperative acquisition, legal deposits, and inter-library lending. The chapter then examined different sources of information materials, distinguishing between print sources such as books, dictionaries, bibliographies, and directories, and non-print sources including audio recordings, films, microforms, disks, and realia. The discussion moved to library information materials, emphasizing the importance of identifying users and their specific needs to guide effective selection. The selection process was detailed with reference to tools like publisher catalogues, accession registers, book reviews, selection slips, and expert recommendations, all within the framework of a selection policy. Finally, the chapter addressed the ordering of library materials, covering budget considerations, preparation and filing of order forms, identification of suppliers, transmission of orders, and proper documentation to ensure smooth acquisition and management of resources.