CHAPTER 2

REFERENCE MATERIALS, SOURCES, CONCEPT, NATURE, TYPES, USES AND

REFERENCE SERVICES
NWAIGWE UCHENNA
JOSIAH C. NWORIE

Reference Materials
Reference materials are documents that supply specific information needed by library users
or researchers. They rarely contain opinions but are based on facts. They are another group
of materials found in the library. They can be documented both in printed and electronic
formats. However, they are not meant to be read from cover to cover. According to Nwaigwe
& Onwuama (2007), every book in the library can be consulted or referred to from time to
time but the reference materials are not like monographs because they cannot be read
through, rather they are consulted for specific pieces of facts or information. Reference
materials are organised and kept in the reference section of the library for easier access to
them and convenience. The arrangement based on some internal arrangements in a library
could be done chronologically or alphabetically, depending on the nature of the book.
Yearbooks for example, are suitable for chronological arrangement while dictionaries and
encyclopaedias are more amendable to alphabetical arrangement (Nwalo, 2003).

According to Unegbu (2012), a standard reference book has the following characteristics:
i. It is meant for consultation when specific information is needed
ii. It is not meant for continuous reading. This is because it may treat various
subjects, thus cannot be used from cover to cover
iii. Reference books are not loanable. As a result of this, useability is limited within
the four walls of the library
iv. Reference books are kept differently from other information materials. This is to
facilitate easy access and useability
v. Information in a reference book is always organised in an alphabetical order or
chronologically (sic) to make location of information easy.

Types of Reference Materials

Reference Materials cover general and specific topics. They can thus be classified into
general reference sources and subject reference sources. However, Reference materials
include encyclopaedias, dictionaries, directories, abstracts, indexes, handbooks, atlases,
gazetteers, biographies, yearbooks and bibliographies.
A. Encyclopaedias
Encyclopaedias are reference sources that provide background information on any topic as
well as current information. They are works of experts written in almost every field of
knowledge or on a particular subject. They are arranged in a systematic order, most often in
an alphabetical order and they have a detailed index at the back or as a separate volume
which gives easier access to help the user retrieve information from the set of encyclopaedia
at will. Encyclopaedias are of two major types: the general encyclopaedia and subject
encyclopaedia. The general encyclopaedias cover topics in all subjects and are not restricted

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to a particular subject or area. Examples of general encyclopaedias include – The
Encyclopaedia Britannica, Encyclopaedia Americana etc.
The subject Encyclopaedias treat specific subject areas unlike the general encyclopaedias.
Examples include – Encyclopaedia of Library and Information Science, International
Encyclopaedia of Education, Encyclopaedia of Linguistics and languages, International
Encyclopaedia of Social Sciences etc.

B. Dictionaries
Dictionaries are types of reference sources that make available information about words and
their meanings, spellings, pronunciation, usage, synonym, etymology, usage and other
grammatical functions. They deal with words of language in a way that the user will
appreciate them. Dictionaries are usually arranged alphabetically. The three major types of
dictionaries are: General dictionaries, Subject dictionaries and, Specialised dictionaries.
i. General Dictionaries – These are the type of dictionaries that cover all the words
in all fields of knowledge. They are general in nature. They include the Oxford
Advanced Learners dictionary, Merriam Webster dictionary, Chambers dictionary
etc.
ii. Subject Dictionaries – As the name implies, they treat specific subjects and field
of study or profession. Examples include Dictionary of Library and Information
Science, Dictionary of Education, Dictionary of Modern politics, Dictionary of
Science and Technology etc.
iii. Specialised Dictionaries – Specialised dictionaries are specially oriented and they
deal with certain aspects of words such as slangs, antonyms, synonyms, acronyms,
abbreviations etc. They include Thesaurus Dictionaries, World list of Abbreviation
of Organisations, Dictionary of Antonyms and Synonyms, Dictionary of Slangs
etc

C. Directories
The American Library Association Glossary of Library terms (1983), defines directories as
list of persons or organisations systematically arranged usually in alphabetical or class order,
giving addresses, affiliations, individuals and e-mail addresses, officers, functions and similar
data. The main function is to provide information on the activities and location of persons or
organisations sometimes with their phone numbers, fax, and e-mail addresses where
applicable. Entries are arranged in alphabetical order. Examples include Directory of African
Universities, Directory of Nigerian Library Association, Nigerian National Telephone
Directory, Nigerian Medical Directory and World of Learning etc.

D. Abstracts
An abstract is a summary of content of books or periodicals. It is accompanied by adequate
bibliographic details to enable access. It is similar to index except that abstracts provide
summarized details of the content of the document. They contain short commentaries and
essential points of documents which enable the user to have a quick idea of what is contained
in the material. Examples include Library and Information Science Abstracts (LISA),
Medical Abstracts, Legal Abstracts, Dissertation Abstracts International etc.

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 E. Indexes
An index is a reference source that directs the user where published materials within a period
of time, subject, author and other bibliographic details can be identified and found. It is a
guide that enables the user in the library to locate what material he is looking for, using the
access points. Examples are the New York Times Index, Social Science Index, Book Index,
Agricultural Index etc. There are also indexes at the back of text and they provide guide to
the content of a book by picking key topics with the subject content of the book and
providing the pages where they can be found within the book. This makes for easy and fast
access.

F. Handbooks
Handbooks and Manuals are ready reference sources that are used synonymously. They deal
with fact questions. While Manuals describe the procedures in carrying out specific activity,
or do it yourself guide, handbooks provide ready and fast answers for queries and whereby a
reader needs further information, the main text can be consulted. Some examples are
Handbook on Communication Science, Guinness World records, Handbook of Statistical
Tables etc. Examples of manuals include handset manual, generator handset, computer
manual etc.

G. Atlases
Atlases are reference sources that provide geographic information on physical and climatic
conditions of different places such as towns, states, countries, regions, continents etc.
Examples include The Times Atlas of the World, The Shepherd Historical Atlas etc.

H. Gazetteers
Gazetteers are geographical dictionary that list places, cities, countries alphabetically giving
adequate information about their geographical features. They provide in addition, the latitude,
longitude, statistics and description about places. Examples of Gazetteers include Webster’s
New Geographical Dictionary, Name on Maps of Nigeria (1949), etc.

I. Biographies
Biographical sources are reference sources that give detailed information of the life of an
individual ranging from his birth, educational qualifications, positions occupied, personal
contributions, professional contributions and achievements in the society and date of death if
the person is dead, etc. According to Aina (2004), there are three major categories of
biographical sources namely: Universal and Current Biographies – e.g International Who’s
who; National and Local Biographies – e.g Who was who, Newswatch who’s who in Nigeria
and Professional and Subject Biographies – e.g Who’s who in Library and Information
Science.

J. Yearbooks
These are annual publications of activities and events of a country, profession or corporate
body reviewed in the previous year. The information contained could be in descriptive or
statistical form. They are also referred to as Annuals. The purpose is to cover activities and

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events within a year and also review the previous year. Examples include Nigerian yearbook,
Europa world yearbook, Fact File yearbook etc.

K. Bibliographies
According to Chigbu, Ekwelem & Ezema (2009), Bibliographies are reference sources that
contain lists of articles in books, periodicals, conference proceedings, theses, dissertations,
technical reports etc on a particular subject or by a given author. Here, the information about
the author, title of the material, place of publication, date of publication, publisher, number of
pages and other relevant information that will help to identify the stated document is
systematically listed. On journal articles, volume number, issue number, date of publication,
pagination, International Standard Serial Number are included. Various types of
bibliographies are:
a. National bibliographies e.g. National Bibliography of Nigeria (NBN)
British National Bibliography (BNB)
America Book Publishing Records (ABPR)
b. Trade Bibliography e.g. Bookseller, Books in Print and Publishers Trade Journal
c. Subject Bibliography e.g. Bibliography of African Education, Economic
Development in Nigeria.

Reference Services
Reference Services are services that are offered by the reference unit of the library. The
services that are rendered to the users normally depend on the type of library and the
objectives of the parent organisation. However, there are certain services which are common
to all libraries but the following are common in academic libraries. They include; Selective
Dissemination of Information (SDI), Current Awareness Service (CAS), Referrals (Rr),
Interlibrary Loan (ILL), Documentary Delivery (DD), Electronic Delivery (e.g. Use of GSM,
Internet, Telex etc).
1. Selective Dissemination of Information (SDI) – This is a form of service that
librarians render in academic library. Information Materials are specially selected,
gathered, and sent to users who have filled a profile form, stating their areas of
interest.
According to Nwalo (2003), the process of SDI includes:
 Matching the prospective user with useful information in his subject area of
interest by the reference librarian
 capture the research/academic profile of user through a purposeful designed
questionnaire
 keep a file for each important user ( for example, a research scientist in a
special library)
 scan the contents of the most recent publications acquired by the library
 match the information contents with specific user profiles
 capture information through photocopy, etc

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  put relevant information in users file
 Send file to user or contact user to check file.

2. Current Awareness Service (CAS) – When current materials are acquired in the
library, the information materials are displayed to users in order to inform them of the
new arrivals to the library’s collections. More so, when some current information that
affect the academic world are published in some periodicals, they are displayed for
the users awareness in the library. Current Awareness Services are provided to ensure
maximum exposure and utilization of the library’s information resources. The
objectives of the library are best achieved when their documents are exposed and
utilized.
3. Referrals (Rrs) - This is a type of reference service offered in the academic library
whereby the user is referred to the other libraries where his or her information needs
could be met, if such materials or services are not available in a particular library
(Nwaigwe: 2012).

4. Interlibrary Loan (ILL) - This is one of the important functions of a library’s

reference unit. It is a situation where the library assists users in getting documents not
available in the library within the country and from outside the country. No library
can have it all. In fact, most libraries in the world today engage in resource sharing,
library cooperation and consortia as a way of satisfying users’ information needs.
With the application of Information and Communication Technologies (ICTs) to
library services, most libraries join hands to purchase some electronic information
resources and share them; whereby any of them that does not have a particular
material needed by a user can borrow from the cooperating libraries. However, a good
record is kept of all inter-library loan transactions. Materials borrowed under this
scheme are carefully handled and returned in good condition (UILS: 2016).

5. Document Delivery Services (DDS) – Photocopies of journal articles, books, theses

and other paper works held by the library are made available for individuals and
institutions bearing in mind the copyright restrictions. Materials reproduced that are
not held by the library may be obtained from institutions holding them. The requests
made to the reference librarian have some cost implications and are defrayed by the
requesting individual or department.

6. Electronic Delivery – (e g. Use of GSM, Internet, Telex, emails etc) – With the
introduction of Information and Communication Technologies in library services,
libraries now provide internet services so as to enable their users have access to
electronic information resources on the web. Some academic libraries also have
mobile technology facilities such as QR codes; Evernotes etc that enable their users to
connect to their web based resources. Other electronic delivery services being carried
out by academic libraries include the use of social media such as facebook, twitter,
whatsapp, blogs etc, and use of emails to deliver materials that their users require
which are domiciled in the library.
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 References
Aina, L.O. (2004). Library and Information Science Text for Africa,
Ibadan: Sam-adex Printers.
Chigbu, E.D., Ekwelem, V.O, & Ezema, J.U.(2009). Reference Sources in C. O.Omekwu,
M.O. Okoye & C.N Ezeani (eds). Introduction to the Use of the Library and Study
Skills. (pp. 61-72). Nsukka: Awemark publishers
Ifidon, S.E & Ifidon, E.I. (2008). Reference and Information Services in African
Libraries.Ibadan: Spectrum Books
Nwaigwe, U.C & Onwuama, M.E (2007). Effective Guide to the Use of Library for Higher
Education.Owerri: Cel-Bez & Company Publishers
Nwaigwe, U.C (2012). History and Concept of the Library in Library Use Companion.
Owerri: Cel-Bez Publishing Co. Ltd
Nwalo, K.I.N. (2003) Fundamentals of library practice: A manual on library
Routines. Ibadan: Sterling – Horden Publishers
The ALA Glossary of Library and Information (1983). Chicago: American Library
Association
Unegbu, M.C. (2012). Library Resources in Library Use Companion.Owerri: Cel-Bez

University of Ibadan Library System: A Guide. (2016)