Annual Report 2006/07 CONTENTS

1. Overview 1-2

2. Statement by chairperson 3-4

3. National Librarian 5-9

4. Organisational Structure 10

5. Contribution of the NLSA to international imperatives 11-13

6. Report of operations - core programmes 6.1. Centre for the book 14-20 6.2 Bibliographic services 20-24 6.3 Information services 24-27 6.4 Document supply 27-30 6.5 Preservation services 30-33

7. Report of operations – Corporate services 7.1 Marketing and Corporate communications: 33-35 Information and Communication Technology 35-36 Human Resource 36-38

8. Report of The Audit Committee 39-40

8. Annual Financial Statements 41-61 OVERVIEW

Vision Functions The National Library of South Africa is the leading (Section 4[1] of the National Library of South Africa national library and information centre of excellence Act, No. 92 of 1999) in Africa and in the world. Section 4 of the Act sets out the functions of the Mission National Library: subsection (1) deals with library functions; subsection (2) deals with the generic The National Library of South Africa, as the primary functions of a national cultural institution. resource and custodian of South Africa’s documentary heritage, promotes creative, effective, and efficient (1) The functions of the National Library are: universal access to information.

(a) (i) to build up a complete collection of Values published documents emanating The National Library of South Africa espouses the from, and relating to, South Africa; following shared and unifying values: (ii) to maintain and extend any other Accountability collections of published and Continued improvement unpublished documents with Creativity, initiative, and innovation emphasis on documents emanating Enduring and sustainable relationships from, or relating to, Southern Africa; Equality Ethics (iii) to promote optimal management of Excellence collections of published documents Integrity held in South African libraries as a Professionalism national resource; and Quality Redress (iv) to supplement the national resource Respect contemplated in subparagraph (iii) Transparency and openness with selected documents;

Objectives (b) to record the documents contemplated (Section 3, National Library of South Africa Act, No. in paragraph (a); and 92 of 1998) to render a national bibliographic service and The objectives of the National Library are to contribute to act as the national bibliographic agency; to socio-economic, cultural, educational, scientific, and innovative development by collecting, recording, (c) to promote optimal access to published preserving, and making available the national documents, nationally and internationally; documentary heritage and promoting an awareness and appreciation thereof by fostering information (d) to provide reference and information services, literacy and by facilitating access to the world’s nationally and internationally; information resources. (e) to act as the national preservation library and to provide conservation services on a national basis;

1 National Library of South Africa - Annual Report 2006/07 OVERVIEW

(f) to promote awareness and appreciation of Board of the National Library of the national published documentary heritage; South Africa and

• Prof. Gessler Muxe Nkondo, Chairperson (g) to promote information awareness and

information literacy. • Ms Fatima Darries, Librarian, Cape Peninsula University of Technology (2) In order to achieve its objects and promote

the development of library and information • Ms Busisiwe Dlamini, Head of Multimedia services in South Africa, the National Library Unit, Gauteng Department of Education must in relation to the functions referred to

in subsection (1) – • Mr GM (Haffy) Haffajee, former University Librarian, University of Natal (now University (a) provide appropriate information products and of KwaZulu-Natal) services; • Dr Khomotso Reginald Kganyago, Technical (b) provide leadership, guidance, and advice to Operations Manager: Centre for Performance South African libraries and information Computing at the Centre for Scientific and services; Industrial Research (CSIR)

(c) undertake planning and coordination in • Mr Andrew Mestern, Financial Executive, BP cooperation with other library and information Southern Africa (Pty) Ltd services; • Ms Ntsundeni Evelyn Phosiwa, Educator, (d) present, in consultation and cooperation with Department of Education, Limpopo Province appropriate educational institutions and professional bodies, courses of training and • Mr Dube Tshidi, Deputy Executive Officer, education relating to the functions referred Financial Services Board to in subsection (1); • Dr Martie van Deventer, Head: Library (e) undertake research and development; and Services and Project Manager at the Centre for Scientific and Industrial Research (CSIR) (f) liaise with libraries and other institutions inside and outside South Africa. • Mr John Kgwale Tsebe: National Librarian and CEO

National Library of South Africa - Annual Report 2006/07 2 STATEMENT BY THE CHAIRPERSON OF THE BOARD

Inauguration of the NLSA Board by Minister Pallo Jordan

INTRODUCTION The Library not only unlocks the past through preserving and providing access to what is in the Foreword by the Chairperson of the Board collections; the National Library is simultaneously and dynamically engaged in preserving and recreating our past and acting as channel for the creation of The Board of the National Library of South Africa newly published heritage. The National Library of (NLSA) was reconstituted in the current financial year South Africa – as the primary resource and custodian in terms of section 6(1) of the National Library of of South Africa’s documentary heritage – promotes South Africa Act, 1998 (Act No. 92 of 1998). The creative, effective, and efficient universal access to Board of the National Library of South Africa ensures information. efficient and effective governance, allowing the National Library to further pursue its role of “custodian” As a key player in the public services sector, the of the national documentary heritage materials to National Library has both an opportunity and a duty ensure maximum service delivery. to play a significant role in realising the goals set out within the broader government goals of socio- The objectives of the National Library and the functions economic development and nation-building. In it is required to perform are of a statutory nature and pursuing these goals, the National Library establishes are prescribed by the National Library of South Africa and sustains meaningful partnerships across Act, Act 92 of 1998. The Library is vested with a traditional, national, and international professional, direct responsibility to contribute to socio-economic, public sector boundaries to ensure maximum impact. cultural, educational, scientific, and innovation development of the nation, in the role of custodian of The National Council for Library and Information the national information heritage. Services (NCLIS), a partner of the National Library of South Africa, was established by Act No. 6 of 2001 The National Library of South Africa is the custodian and first convened in March 2004. The objective of of South Africa’s national documentary heritage as the Council is to advise the Minister(s) of Arts and reflected in all books and other media published in Culture and of Education on matters relating to library South Africa. The National Library today has a and information services. To this end, the Council collection of more than three million items and is the will advise the Ministers on the development, single most important resource for researchers, coordination, and promotion of library and information writers, students, and the general public who need services, on legislation and policies, on the allocation information on any aspect of South Africa. Libraries, of public funds, on library and information science particularly the National Library of South Africa, have education and training, on the promotion of literacy always been important players in ensuring that and a culture of reading, and on the use of information resources for educational scholarship are made and communication technologies to improve the available, in providing access to these information quality of library and information services. resources, and in preserving these for future generations.

3 National Library of South Africa - Annual Report 2006/07 STATEMENT BY THE CHAIRPERSON OF THE BOARD

The National Library is a statutory body associated and the world”. The partners of the NLSA, indeed, with, and funded by, the Department of Arts and allow the National Library to further pursue its role of Culture. The National Library truly supports the “custodianship” of the information network, ensuring mission of the Department of Arts and Culture, namely, maximum access to these national treasures. “to sustain and develop the information resources of the nation and to empower citizens through full and I wish to extend special thanks and appreciation to open access to these national resources”. the Minister, the Department of Arts and Culture, and the staff and the management of the National Library. We are thankful to all role players who are essential The Board of the National Library of South Africa is and indispensable in our aspirations to live up to the proud to be associated with this institution and National Library vision “to become a leading National overwhelmed by the achievements in the year under Library and information centre of excellence in Africa review.

BOARD MEMBERS

Prof. G.M. Nkondo (Chairperson)

Mr. John Tsebe Dr. K.R. Kganyago Ms. B. Dlamini Mr. G.M. Haffy Haffajee

Dr. M. van Deventer Ms. N.E. Phosiwa Mr. A. Mestern Mr. D. Tshidi Ms. F. Darries

National Library of South Africa - Annual Report 2006/07 4 NATIONAL LIBRARIAN’S OVERVIEW

National Librarian: Mr John Tsebe

National Librarian’s overview published documents emanating from, or relating to, South Africa; to maintain and preserve these The National Library of South Africa, as the primary collections and to provide access to them through resource and custodian of South Africa’s documentary bibliographic, reference, information, and interlibrary- heritage, promotes creative, effective, and efficient lending services; and to promote information universal access to information. This is the National awareness and information literacy. Library’s shared mission. The Library has formulated its mission in accordance with the statutory objectives The National Library of South Africa is one of five set out in the National Library Act, with the core legal deposit libraries. In terms of the Legal Deposit functions outlined for it in section 4 of the Act. Act, 1997 (Act 54 of 1997), and the National Library of South Africa Act, No. 92 of 1998, the functions of The National Library of South Africa aligns closely the National Library of South Africa are to build up a with strategic initiatives of the Government and, complete collection of published documents emanating specifically, the Department of Arts and Culture, which from, or relating to, South Africa in any medium, print is vital for a more central position within the social, or electronic, for its campuses in Pretoria and Cape political, and cultural milieu. It also supports the Town, to maintain, record, and provide access to Department of Arts and Culture’s mission, namely, these valuable materials to the national and “to sustain and develop the information resources of international public, researchers, students, business, the nation and to empower citizens through full and Government, and related institutions. These, in turn, open access to these national resources”. It continues are creating the heritage of the future. Our memory to seek partnerships with appropriate non- institutions include libraries, archives, and museums. governmental organisations, parastatals, and commercial entities. The National Library of South Africa receives two copies of each book, periodical, newspaper, map, The National Library of South Africa was constituted manuscript material, or other publication that is in 1999 in terms of the National Library of South Africa published in South Africa in any medium, whether Act, 1998 (Act 92 of 1998). This new institution print or electronic. The other legal deposit libraries emerged after the merger of the former State Library are the Library of Parliament in Cape Town, the in Pretoria and the former South African Library in Mangaung Public Library in Bloemfontein, and the Cape Town and includes a specialist unit, the Centre Msunduzi Municipal Library, formerly the Natal Society for the Book. The Centre for the Book, in Cape Town, Library, in Pietermaritzburg. is a specialised unit of the National Library and promotes the culture of reading, writing, and publishing The Legal Deposit Act, 1997, also provides for the in all official languages of South Africa. establishment of official publications depositories (OPDs). OPDs must be centres for promoting public The functions of the National Library of South Africa awareness of, and access to, official publications and are as follows: to build a complete collection of information held by Government and institutions listed

5 National Library of South Africa - Annual Report 2006/07 NATIONAL LIBRARIAN’S OVERVIEW

in terms of the Public Finance Management Act. During the period under review, the National Librarian “Access to information is one of the cornerstones of was appointed as National Chairperson of the Legal the Act.” The “biggest” challenge in the legal deposit Deposit Committee by the Minister. sector was encouraging private and commercial publishers to deposit their material. So far, the There were several challenges, achievements, and designation of two official publications depositories milestones for the National Library of South Africa to (OPDs) in the country has been launched, namely, occupy new strategic space. the Constitutional Court Library in Johannesburg and the Phuthaditjhaba Public Library in the Free State.

Accommodation

Dr. Rookaya Bawa and US Embassy visits the construction site for the new Library Building.

The past financial year was a very busy year for the resources for the necessary research and refurbishment of the current building, planning for the development and for the purchase of the necessary new building, layout of the new library building, quantity hardware and software. In 2002, the Mellon surveying, tendering processes, and the start of the Foundation in New York made a grant available for construction. During this current financial year, the Foundation for Library and Information Services 2006/07, the construction progressed very well. It is Development (FLISD) to develop a networked estimated to be completed for occupation by late consortium of legal deposit libraries. The Library 2007. continues to play a leading role in developing this network. The Cape Town campus and the Centre for the Book are housed in buildings that are landmarks in the During the current financial year (2006/7), the National historical nucleus of the city. The buildings were Library was engaged in a project funded by the extensively renovated in the mid-1990s, and further Andrew W Mellon Foundation (a grant totalling repairs to the campus premises were carried out in $25 000 to the Foundation for Library and Information the year under review. However, valuable collections Services Development – FLISD). are housed at various other Cape Town premises. At some of these, preservation conditions remain The aim of the grant was to facilitate the Preservation unsatisfactory, and solutions are being sought. Services programme of the National Library by reformatting selected files of the Cape Times and The Andrew W Mellon Foundation grant Cape Argus press cuttings to digital form. In preparation for digitisation, the collection needs to Following the promulgation of the Legal Deposit Act be relocated, sorted, and indexed. of 1997, the National Library has been studying its implications for the legal deposit of electronic material, The newspaper press cuttings have been transferred including websites. To date, the Library has lacked to the National Library and, for many years, have

National Library of South Africa - Annual Report 2006/07 6 NATIONAL LIBRARIAN’S OVERVIEW

Cape Town Campus and Centre for The Book been an invaluable resource for historians and The project will result in the establishment of the best researchers interested in South African history. Over equipped, most effective, and most efficient national the years, the Andrew W Mellon Foundation has library in Africa. It will serve as flagship for other supported a number of projects that have enabled library institutions in the country and present itself as the National Library to strengthen its information a centre of excellence and a symbol of upliftment for technology capacity. all legal deposit libraries in Africa and the world.

The outcome of the project is to establish a resource The National Library, as a recipient of the Carnegie of high informational value, which will enhance access Corporation funds, obtains and provides easy access to South African newspaper collections. to appropriate information that is widely accepted as an essential platform for sustainable economic Carnegie Corporation of New York development. The NLSA is one of the best known and most used points of access to information by national and international researchers. In addition, the NEPAD programme, funded on the principle of sustainable economic development, requires the support of African institutions such as the National Library of South Africa.

The Carnegie Corporation funds are currently focused on the following three aspects:

A) Online catalogue The aim of the online catalogue is to establish a more thorough quality control system to ensure that all electronic records are valid catalogue records.

B) South African collection In June 2005, the Board of Trustees of the Carnegie The South African National Bibliography (SANB), Corporation of New York appropriated the sum of $2 produced by the NLSA, intends to establish a small million to the National Library for a period of three committee of internal and external experts to peer- years from July 2005 to June 2008. This presents a review the comprehensiveness of material on South big responsibility and wonderful opportunities to the Africa and South Africans in terms of defined subject National Library to keep our national heritage safe and language criteria for collections management. and provide access to these treasures to all people.

7 National Library of South Africa - Annual Report 2006/07 NATIONAL LIBRARIAN’S OVERVIEW

C) ICT equipment are doing research to identify the gaps in the National A large reading room, reference rooms, and a training Library catalogue in terms of the African literature room will be fitted with new computers and IT collections. equipment once the new building is in full operation. National Council for Library and Information The funding from the Carnegie Corporation of New Services (NCLIS) York will definitely facilitate the new library’s serving as a flagship for other libraries in South Africa and The responsibility of the Council is to advise the other national libraries in Africa. Minister of Arts and Culture and the Minister of Education on matters relating to the following: the The National Library anticipates that measurable development and coordination of library and outcomes from the project will be visible, and these information services (LIS); the promotion of are indicated as follows: cooperation; legislation; policies to govern the allocation of public funds; deficiencies in the LIS • A well-equipped new National Library building system and priorities needed to eliminate them; the the day it opens its doors – computers will promotion of literacy, a culture of reading, and be available for the man in the street to use information literacy; and the utilisation of information and to learn, thus removing the digital divide technology. for some. • A national library serving its purpose in The National Library is represented on the Council, providing a repository for current electronic and the Library will, therefore, be playing a visible published documents and a preservation leadership role in the promotion and development of service for all legal deposit documents in library and information services in the country. South Africa. • All communities will have a place to go for Strategic plan studies, reading, research, and online services and will not have to queue in the The creation of the National Library of South Africa streets. on 1 November 1999 has required the integration, • The auditorium and meeting rooms will be rationalisation, and assimilation of widely differing used for training and meetings with delegates systems, processes, management styles, and cultures. from African countries, and the necessary If the National Library is to position itself as a vehicle audio-visual equipment will be available. for socio-economic upliftment within the South African • African literature will be available in all and Southern African context, it faces the following languages for the different communities. major challenges: • Information on Aids, poverty, and indigenous matters will be available for all people to use • The transformation of the National Library in all formats, accessible from within in a into a cohesive and productive provider of complete electronic database (OPAC). information services relating to our national South African information heritage (a formal National Lottery Distribution Trust Fund centre of excellence in the delivery of library information services) The National Library of South Africa received an R822 • The translation of the National Library’s 000 grant from the National Lottery Distribution Fund societal role into meaningful and relevant (NLDTF) in 2006 to assist in building a complete services and processes, which are then collection of African literature. Four staff members institutionalised through appropriate delivery – Project Officers and Project Assistants (as required mechanisms and funding by the National Lottery grant) have already been • Attaining integration and organisational appointed both in Cape Town and in Pretoria. They development: creating a unified, dynamic

National Library of South Africa - Annual Report 2006/07 8 NATIONAL LIBRARIAN’S OVERVIEW

learning organisation is crucial for exploiting 3. Articulate and institutionalise an operational the potential synergy of the campuses in planning process within the National Library, which Pretoria and Cape Town and the Centre for operationalises strategy and integrates this with the Book operational delivery and improvement.

While the transformation process has clearly made 4. Review the National Library product/service portfolio some progress, it is evident that the skills required with a view to fully costing and valuing products to fully transform the National Library from within are and services and reshaping the portfolio through limited. This is not unusual; most specialists are partnerships, retirement, renewal, and acquisition. skilled in the delivery of professional services rather than self-directed or institutional transformation. 5. Review library and information services best Further, the Library’s preoccupation has been with practice, and in the light of this, articulate a new internal issues rather than societal issues. The National Library human resources strategy and identification of meaningful services, processes, associated plans for adoption. delivery mechanisms, and funding reflects this historical internal focus. Factors that are considered to be critical to the success of any library are outlined below: This strategic plan, as well as the process undertaken to produce it, recognises these limitations. The plan • Matching resources with expectations or the represents the first step in a journey to proactively desired strategic position rather than reactively transform the National Library • Raising and deploying discretionary funds into a formal centre of excellence, to proactively • Articulating and gaining commitment to a transform according to an approved and shared transformation model and process transformation model, and to institutionalise a • Shifting from competitive behaviour to meaningful and productive social contribution. cooperative behaviour among players • Close relations with service providers There are certain key strategic areas that have been • Articulating and gaining commitment to identified in our strategic plan, namely: required technology infrastructure for industry • Affordable, responsive, accessible service 1. Continue with the National Library transformation • High degree of integrated information programme, having defined our transformation/ technology excellence model, encompassing a fundamental • Knowing your space there should not be any review of structures in line with our new strategic room for duplication or overlap space. • Shifting from ownership to custodianship

2. Increase the visibility of the National Library and The National Library’s business and development its influence within the LIS and information heritage planning cycles are in line with those of the Department sector through programmes involving: of Arts and Culture, the main source of the Library’s funding. The National Library has been able to ensure • identification of, and engagement with, all that its services comply with the statutory mandate key role players in the sector; in terms of the Legal Deposit Act, as well as its • allocation of National Library resources to functions and objectives as stipulated in the National relationship development; and Library of South Africa Act. • implementation of structures to support this; thereby broadening the base of leadership within the National Library.

9 National Library of South Africa - Annual Report 2006/07 ORGANISATIONAL STRUCTURE AND RESOURCES

The Management Team of the NLSA From left to right sitting: Lesiba Ledwaba, Kgaugelo Mogapi, Khehla Moloi

From left tor right standing: Andrew Malotle, Joan de Beer, Elizabeth Anderson, Kim Baker, John Tsebe, Douwe Drijfhout, Elmarie Broodryk

Organisational structure Office of the National Librarian

Personal Assistant to the Committee Clerk CEO

Deputy National Librarian Chief Financial Officer

Specialist unit Support functions

Line functions Bibliographic Centre for the Finance Services Book Development Collections and Marketing Management Human Information Resources Services Information & Document Supply Communication Technology Heritage and Information Awareness

Preservation Services

National Library of South Africa - Annual Report 2006/07 10 CONTRIBUTION OF THE NLSA TO INTERNATIONAL IMPERATIVES

National Librarian John Tsebe at United Nations World Summit on the Information Society Conference, Addis Ababa, Ethiopia

The organisational structure is currently being sub-Saharan colloquium in Pretoria, South Africa, reviewed in order to attain market-related salaries for during the current year in review. staff. The grading is envisaged to be finalised by the end of the current financial year. The National Library of South Africa is, indeed, achieving visibility, as it participates actively at both Contribution of the National Library to national and international events such as the Cape national, African, and international Town International Book Fair, the Standing Conference imperatives of African National and University Libraries in Eastern, Central, and Southern Africa (SCECSAL), the Library and Information Association of South Africa (LIASA), The National Library of South Africa is committed to and IFLA. establishing national and international partnerships with the library and information services sector. The During this current financial year, the National Library National Library has hosted international seminars of South Africa has been preparing to host the World and workshops such as a conference of all national Library and Information Congress (WLIC), the 73rd librarians in the SADC region entitled “Information as a strategic resource for Africa’s development”. All IFLA General Conference and Council, and the Southern African Development Community (SADC) Committee of Directors of National Libraries (CDNL), countries were represented. which will take place in the next financial year (2007). This is a huge gathering of library and information The National Librarian was recently invited by the services professionals worldwide and will be United Nations Economic Commission for Africa to descending on sub-Saharan Africa for the first time. attend the World Summit on the Information Society The National Librarian, John Tsebe, was appointed (WSIS) on “Access to Information and Knowledge as the second vice-chairperson of the Committee of for Development”. The conference was held in Addis Directors of National Libraries (CDNL) at IFLA 2006 Ababa, Ethiopia, from 27 to 30 March 2006. As per in Korea. request from this summit, he subsequently hosted a

SCECSAL Delegates NLSA exhibition stand at SCECSAL, Tanzania

11 National Library of South Africa - Annual Report 2006/07 CONTRIBUTION OF THE NLSA TO INTERNATIONAL IMPERATIVES

The memoranda of understanding signed between South African expertise to help preserve the priceless the National Library of South Africa and national Timbuktu manuscripts, ancient documents that hold libraries abroad are intended to develop specific areas the key to some of the secrets of the continent’s of collaboration for the mutual advantage of the history and cultural heritage. This is also a NEPAD institutions and to further the interests of the research cultural project. The National Library of South Africa communities that they serve. is involved through the provision of training, technical support, and the mutual development of conservation There are other initiatives that are under way to facilities. establish professional contacts of long standing and form partnerships and ensure collaboration with other During the year under review, we also hosted the national libraries in Britain, Cuba, Germany, Iran, following partners, role players, and other international Malaysia, the Koninklijke Bibliotheek in The Hague visitors: the Biblionef book launch in June 2006; in the Netherlands, and currently Korea. These will Sudanese government officials who came to learn result in an active exchange of experiences, about the role of a national library; and the Carnegie publications of mutual interest, and exchange Corporation of New York’s President, Chairman, and programmes between the institutions. members of the Board of Trustees, to name a few.

The National Library strives to ensure equitable Various other senior officers also represented the access to Southern African information resources in Library at a number of high-level national and a balanced national and regional system, both in international conferences, seminars, and other events South Africa and other Southern African Development in the library and information services sector. The Community (SADC) countries. The Library acts as Deputy National Librarian served on the Boards of a hub of resource sharing, known as the Southern Biblionef and the South African Library for the Blind, African Interlending Scheme, with more than 600 as secretary of the Section on Library Buildings and member libraries. Equipment of the International Institute of Library Associations and Institutions (IFLA), and also as

South Africa may be at the forefront of creating libraries trustee of the South African Library and Information meant to serve African needs and both promote and Trust. Various other specialist staff members are preserve African knowledge. The National Library is members of a number of committees and other bodies, currently assisting in the Timbuktu binational project with a strong representation in the Library and with the government of Mali (South African Presidential Information Association of South Africa (LIASA), which Initiative). It has as an objective to assist with the is the national representative body for the profession. conservation of the historic African scholarship Some staff members are also members of Standing manuscripts that have survived in Timbuktu, which Committees of IFLA. may otherwise perish. The National Library intends to have more international The South Africa-Mali project is an initiative to utilise relations with other international libraries, as this will

National Library of South Africa - Annual Report 2006/07 12 CONTRIBUTION OF THE NLSA TO INTERNATIONAL IMPERATIVES open the gateway to strengthen the links between visibility of the National Library and its influence within the national libraries and will also enhance skills the LIS and information heritage sector, articulation among staff. Apart from valuable networking and institutionalisation of the operational planning opportunities, this promotes the image, influence, process within the National Library, and lastly reviewing and visibility of the National Library and provides library and information services best practice and, in leadership in the promotion and development of library the light of this, articulating a new National Library and information services in South Africa and in the human resources strategy and associated plans for SADC. This also ensures that the National Library adoption. of South Africa truly becomes a leading national library and centre of excellence in Africa and the Together with our colleagues in the library and world. information services (LIS) sector, we welcome the world to the World Library and Information Congress Conclusion (WLIC) and IFLA General Conference and Council in Durban 2007. We celebrate all the significant achievements of the National Library during the 2006/07 fiscal year. The National Library has also progressed well with transformation through employment equity. We are, indeed, achieving our strategic focus areas, namely, a continued transformation programme, increased

Architects northern elevation of the New Library in Tshwane Metropolitan Municipality.

13 National Library of South Africa - Annual Report 2006/07 REPORT OF OPERATIONS - CORE PROGRAMMES

In terms of section 4 of the National Library of South The Centre for the Book is governed through a Africa Act, the Library is tasked with seven statutory partnership between the National Library and the functions. These are all focused on building up a Book Development Foundation, which manages the comprehensive collection of published documents Centre’s donor-funded projects and staff. These produced in South Africa or relating to South Africa projects include the Isiqalo/First Words in Print, the and ensuring optimal access to the documents, Writers’ Network, the World Book Day booklet and nationally and internationally. The Library must events, and the Community Publishing Project. provide reference and information services, nationally and internationally, as well as act as the national Most staff members of the Centre for the Book fall preservation library and provide conservation services under the National Library and offer information and on a national basis. In addition, the National Library advice to writers and on writing, books, reading, and promotes awareness and appreciation of the national publishing. The Centre also coordinates various published documentary heritage and of information events and functions such as poetry readings, awareness and information literacy. conferences, book launches, writing groups such as “Out to Lunch” and writing workshops for teachers, The National Library’s core activities are structured the youth, and children, writers’ visits to libraries, and into national programmes and the Centre for the so on. The Centre for the Book’s website, the Small Book, with infrastructural services provided by a Publishers’ Blog, the Writers’ Network Blog, and the number of support departments. two email discussion groups and newsgroups provide daily sites for the gathering and dissemination of Centre for the Book information on books, reading, writing, publishing, libraries, book-selling, and related issues. Becoming the book development catalyst The building The Centre for the Book in Cape Town is a specialist Since the appointment of Vanessa Davidson as unit of the National Library. It is also becoming the Operations Manager, revenues generated by the book development catalyst in South Africa. The building have increased by 100% from R350 000 for Centre advocates the importance of reading for the the year ending March 2006 to R700 000 for the year nation and is involved in coordinating, promoting, and ending March 2007. The floor and carpet in the Main encouraging all book-related activities in South Africa Hall have been upgraded, and building maintenance in all local languages. The Centre manages several has been closely monitored. initiatives that provide new ways of promoting a culture of reading, such as the international award-winning A permanent exhibition documenting the history of project Isiqalo: First Words in Print, the Writers’ the building was launched at a centenary celebration Network, the Community Publishing Project, on 7 December 2006, to which 200 people came, involvement in the Cape Town International Book and included speakers from the National Archives Fair, and the South African component of the and Andre van Graan, an authority on vernacular international World Book Day in April each year. architecture. Vanessa has opened a small shop at

National Library of South Africa - Annual Report 2006/07 14 REPORT OF OPERATIONS - CORE PROGRAMMES

reception in which relevant publications are on sale, Research at UWC such as the Isiqalo books, A Rough Guide to Small- • An exploratory meeting on the establishment scale and Self-publishing, information pamphlets for of a National Environmental Crime Forum by writers, and the PASA Directory. The shop officially the Department of Environmental Affairs and opened in February 2007. Tourism • Tibetan Buddhist, Lama Yeshe Rinpoche, in Our tenants, The Publishers Association of South conversation with Rob Nairn Africa and Cape Town Book Fair, moved out of the building in September 2006 to larger premises in Visitors Greenpoint. They have been replaced by Pianoforte There has been a steady increase in the number of (Pty) Ltd, the sole distributors of Steinway pianos in people using the building. The total number of South Africa. The acoustics in the Main Hall has business visitors recorded for this period was 2 130. proven to be ideal for piano music, and regular recitals The tourist visitors increased from 43 in the first and soirées are planned for the future. quarter of the year to 119 in the last quarter of the year. The permanent exhibition, the art installations, In April and May 2006, the Centre hosted “Brief and the piano showroom have contributed to a Chronicle of Light”, an exhibition by Mexican significant increase in visitors and their overall photographer Alfredo de Stefano, in conjunction with experience of the building. the Mexican Embassy. The Centre participated in the Cape 07 art exhibition in March 2007. The works Publishers’ showcase of South African artist Peter Clark and the The Centre for the Book continues to exhibit a Ghanaian/Swiss artist Senam Obudzeto were on comprehensive collection of recent South African display in the passageways and in the Committee publications in the bookcases of the Main Hall. Both Room. larger and smaller publishers are represented, and the display allows members of the public to get an In addition to our book-related functions, the venue immediate feel for South African publishing. It has has been hired for conferences, public discussions, always been managed with the help of volunteers, workshops, member meetings, public hearings, gala and currently, Barbara Erasmus, well-known South dinners, weddings, musical evenings, presentations, African writer, is kindly doing this important work. fashion shows, and charity events. The building is The showcase is an important resource and a lively also hired out to film companies, and in 2006, the addition to the building. Main Hall was used for the closing scenes of the Warner Bros production of Blood Diamond. Public and school library advocacy The Centre for the Book’s lobbying, advocacy, and The Centre participates in the Cape Town Youth research played a role in the Cabinet decision to Festival annually, running creative writing workshops transform and significantly expand community library for young people over the course of a week in services over the next several years. The Head of February. the Centre for the Book sat on the Department of Arts and Culture’s Reference Committee to plan this Some other notable events: process. In addition, the Head of the Centre for the • The Picasso and Africa seminar, attended Book participated in the Ministerial Mdantsane Library by over 200 people in May 2006 Project. The Head of the Centre for the Book is also • An address by United States Senator Barack a trustee of the Jagger Bequest, which donates money Obama on “New threats and new promises to school libraries nationally. in the 21st century”, attended by over 200 people The Centre for the Book coordinated a Department • A public lecture by Benedict Anderson in of Arts and Culture Ministerial Project that sourced partnership with the Public Intellectual Life donations of books to Mbuzini Community Library in Project at Wits and the Centre for Humanities Mpumalanga.

15 National Library of South Africa - Annual Report 2006/07 REPORT OF OPERATIONS - CORE PROGRAMMES

Advocacy of reading for pleasure in schools considerable time with community leaders, crèche The Centre for the Book has been centrally involved and pre-school teachers, as well as caregivers and in the Department of Education’s 100 Books Project, parents, training them on the importance of books including the Head of the Centre for the Book’s role and reading for pleasure for very young children. A in the Reference Committee and other staff’s training video and a DVD, which include training involvement in the selection of books for this project. worksheets, have been developed and are widely used. Further longitudinal research was The Centre for the Book, Biblionef, and the SA commissioned and was published in February 2007. Children’s Book Forum have established Ukufunda Kungca! a “reading for pleasure” initiative that has First Words in Print was nominated for a prestigious come to involve a large consortium of interested Swedish literary award, the Astrid Lindgren Memorial parties. This partnership has resulted in publishers Award (ALMA), which is the world’s most important of children’s books collaborating for the Cape Town children and youth literature award. In January 2007, Book Fair in showcasing their wares in an Exclusive two ALMA jury members came to Cape Town to meet Books-sponsored space especially for children. the First Words in Print team. They were then taken to visit two projects: Kgalakgadi in the Northern Cape Isiqalo/First Words in Print and Mount Ayliff in the Eastern Cape. Here the jury Prior to 1999, virtually no books for children under members met with families that had benefited from the age of six were written or published in South the project. Africa. As a result of the Centre for the Book’s First Words in Print/Isiqalo Project, 12 picture books and In February 2007, the Centre for the Book hosted a storybooks were chosen by the Centre for the Book small event where First Words in Print released its to be published. These books in 11 languages have research report and where Lorato Trok, the Project been distributed to 40 000 children and their families Coordinator, discussed how she had embarked on in seven regions of South Africa. The pleasure and comparative research into how the Isiqalo books were pride of ownership in the books that the families and used by children and families who received them and children have experienced are invaluable. how their attitudes towards books and reading changed. Isiqalo/First Words in Print is geared toward the development of South African children’s literature in Three more books are to be published and distributed all languages. The Project Coordinator spent to the previous areas from July 2007 onwards.

First Words in Print books: all available in all South African languages

Abongi’s Journey, Kerry Saadien-Raad, Tasia Rosser (Ampersand Press) Thandeka’s Gift, Fatima Dada, Gcina Mhlope, Leoni Hofmeyr, Pandora Alberts (Maskew Miller Longman) Khushu-Khushu, Ann Walton, Jean Fullalove (Juta Gariep) Horns Only, Fatima Dada, Gcina Mhlope, Leoni Hofmeyr, Heather Moore, Jiggs Snaddon-Wood (Maskew Miller Longman) What’s Down that Hole?, Clea Berge (Centre for the Book/Sappi) Now Mama!, Catherine Kraetschmer (Centre for the Book/Sappi) Lindi and Gogo, Sheila Verner (Centre for the Book/Sappi) Three Friends and a Taxi, Maryanne Clegg, Shayle Bester (Centre for the Book/Sappi) I could be Anywhere, Catherine Groenewald (Centre for the Book/Sappi) A Very Nice Day, Ann Walton and Natalie Hinrichsen (Tafelberg) Can You?, Carole Bloch, Wendy Hardie (New Africa Books) Remembering Mommy, Carole Bloch, Boyce Boulex Mgcina, Rafeekah Patel, Juliana Seleti, Ethel Sithole, Robert Hichens (New Africa Books)

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Concomitant with the distribution of these books has Townships by Omoseye Bolaji (Bloemfontein) been the development of local area teams who are • Bhala Qomani, Mandla Matyumza (ed.) beginning to ask for libraries as the logical next step (Umtata Umzimkhulu) towards developing a reading community. In • Willem Fransman and Afrikaanse partnership with the Raith Foundation, the Centre for Skrywersvereniging: Palawer van die Woord the Book is training and mentoring a library worker (Western Cape) and Deur die Oog van ’n and building the infrastructure for a small community Perd by Edwina Fransman library in Mount Ayliff as a pilot project. If successful, • Angifi Dladla (ed.) Africa Reads Forum Erton the model will be further replicated. The impact of Press (Ekhurhuleni): Walala Wasala the project has been widespread, and Rotary has • Aerial Publishing produced the following four bought copies of Abongi’s Journey to be given to all poetry chapbooks over two years: The babies born at the Mowbray Maternity Hospital. Peeling of Skies by Rosamund Stanford, Bodies of Glass by Crystal Warren, The Community Publishing Project Exposures by John Forbis, and As Each New The Community Publishing Project, launched in 2001, Year Opens by Paulette Coetzee as a partnership between the Centre for the Book (Grahamstown) and Via Afrika, is thriving. The project aims to make • Elizabeth Magakoa: Mamolelang Basadi it possible for individuals, community groups, and Stop Woman Abuse (Limpopo) community-based organisations to publish books that • Zodwa Skeyi and Christina Russell: The are of interest to a particular community, but not cost- Princesses’ Journey (Port Elizabeth) effective for a commercial publisher. In 2005, Nasou • Matowane Tsotso (ed.): Words of Attrition, Via Afrika came on board with funding of R150 000 poems in English (Johannesburg) for three years. The project also received R500 000 • (Swii Amendment/Uitenhage Writers Group): funding from the MAPPP Seta to extend its work to Impepho Yomphefumlo, poems in isiXhosa further grants, publishing of the self-publishing booklet, by Monde Ngonyama ten pamphlets for writers, a pilot manuscript • Arik Reiss: The Book of Magic (Cape Town) development/writers’ mentoring project, as well as a • Asanda Gonya: Blinding Mirrors (Cape Town) database and catalogue of small publishers in South • Thabiso Madiehe: Mafube, poems in Sesotho Africa. All of these projects have been successfully (Free State) completed. • Ashraf Johaardien: Salaam, a play in English (Johannesburg) The Mpumalanga Provincial Library Services • Phillipa Yaa de Villiers: Taller than Buildings, approached the Centre for the Book with an offer of poems in English (Johannesburg) ongoing funding if we could assist with providing a • Mary Magdalena Tal (ed.): On the Fence, focused Community Publishing Project for poems from refugee women (Cape Town) Mpumalanga. They have given R100 000.00 in the • Edmond Simon: In the Middle of the Storm first instance. (Limpopo) • Annah Mpule Mehlape: Mogopo wa Rakgadi By March 2007, 24 books had been published with (Limpopo) grants from the project. Below is a complete list of all books published with grants and advice from the The second edition of A Rough Guide to Small-scale project: and Self-publishing was published. This book is now • Kholeka Sigenu/Bhala writers: Ezakowethu also available in Afrikaans, isiZulu, isiXhosa, and – in isiXhosa and in English translation Sesotho. It is being distributed by Blue Weaver and (Queenstown) by the Centre for the Book. • Disabled People’s Project: On the Road to Hope (Khayalitsha) The Centre for the Book compiled a South African • Eclectic Writers Club: People of the Small Publishers’ Catalogue in time for the first Cape

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Town International Book Fair in 2006. The Catalogue the opening of a new library. Other provincial and showcases, for the first time, the wonderful variety municipal library services arranged readings and richness of small publishing in South Africa. The programmes and talks at the various locations. Catalogue has been well received and reviewed, and it has been ordered by prestigious Africana libraries Preparations are already in place for the celebration such as the ones at Harvard, Yale, and the British of World Book Day 2007. 25 000 posters with the Library. This highly acclaimed publication has been theme “Reading is the key” have been printed and turned into a blog, and since its inception towards will be distributed to primary schools and libraries the end of 2006, it has had over 10 000 hits. around the country.

World Book Day A creative writing workshop training programme for language and literature educators in the Western Cape was jointly organised by the Western Cape Language Committee, the Centre for the Book, and the Western Cape Education Department. The workshops took place on the following dates: Saturday 28 October 2006 and Saturday 4 November 2006 at the Cape Teaching Institute, Western Cape Education Department, Kuils River. A total of forty educators attended the programme.

The Writers’ Network The Writers’ Network is part of the writer development work of the Centre for the Book. Writer development activities included: World Book Day in April 2006 was again a hit, with the theme “Books talk: are you listening?”. The • responding to queries from writers across Centre was the hub of the events in Cape Town, with the country in person, telephonically, via a writing workshop for learners and poetry readings email, via fax, and through correspondence by Arthur Attwell, Gabeba Baderoon, Finuala Dowling, and weekly face-to-face consultations; and Petra Muller. A booklet of stories and poems • maintaining the website and suggesting to written by Grade 7 and 8 learners in English, Afrikaans, writers that they sign up for the Books e- and isiXhosa, entitled On My Page, was published. group; On My Page is a comprehensive publication bringing • researching and identifying the appropriate together many of the young people published in our resources for which writers are looking in previous four World Book Day books and serves, in their queries (primarily advice about some way, as a monitor of the progress of the young publishing, funding, and writers’ groups); writers we have encouraged in the past. 1 500 copies • initiating a Manuscript Development Pilot of On My Page were distributed to participating Project in which three mentors engaged with schools, libraries, and other interested parties. Each over 30 writers in English, Afrikaans, and year, the Centre for the Book takes responsibility for isiXhosa; the project highlighted the need an annual poster campaign in which up to 50 000 that writers have to get their work read and posters are distributed to schools and libraries around responded to as an essential part of the country. Every aspect of the poster’s development, developing as a writer; production, and distribution is donated. In other parts • starting a blog for writers that includes useful of the country, events to celebrate the day took place, resources and frequently asked questions such as in the Free State where the Library Service as well as key information that appears on hosted writer Chris van Wyk at a special event marking the Books e-group – such as publishing

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opportunities and competitions and events. ‘The End’. What now? Turning a first draft The blog has already proved extremely into a manuscript, Chanette Paul * popular and, in its first two weeks of operation, Publishing opportunities for new writers, Alan has had over 2 000 hits. See ; Finlay * • organising visits to public libraries by writers Finding your way around a publishing in the greater Cape Town area; contract, Karen Press • publishing ten advice and information Legal issues that concern writers, Karen pamphlets for writers. They are available in Press five languages electronically and in hard ISBN and places of legal deposit: What do copy. Several publishers such as Kwela, they mean for a writer?, Karen Press Oshun (an imprint of Struik), and Maskew • hosting an extremely successful festival Millar Longman have bought the rights to programme for new and emerging writers for these pamphlets, and they use them in their the Cape Town Book Fair in June 2006. work with writers answering frequently asked questions; Book development advocacy and networking The Head of the Centre is a member of the National Pamphlets series for writers Council for Library and Information Services. The edited by Colleen Higgs and Karen Press. Programme Manager sits on the Publishing Chamber of the MAPPP Seta. Getting started as a writer, Rosamund Stanford * Staff of the Centre presented papers at and attended Start a writing group and make it work, various conferences, gave workshops and talks to a Makhosazana Xaba * range of groups, and published papers, chapters, Writing Practice: Keeping your writing alive, and articles in a range of publications, both print and Anne Schuster * electronic, firmly establishing the National Library’s Editing your own writing, Robert Berold * presence as a role player and stakeholder in the Advice from an editor, Helen Moffett Southern African book and publishing world.

Books e-group is an online information exchange for anyone who wants to keep up with what is happening - big or small - in the wonderful world of books, writing, publishing, and libraries in South Africa. The e-group has over 600 members. To subscribe, email to: [email protected].

Children's Literature Network e-group has over 300 members, including librarians, teachers, booksellers, academics, writers, illustrators, publishers, and the public. The e-group has been active since 2001 and is still going strong. It disseminates information about anything to do with books and children, such as workshops, courses, conferences, advice, suggested reading lists, and so on. Contact: [email protected].

South African Small Publishers' blog: an interactive and dynamic resource blog focusing on small publishers and independent publishing in South Africa: http://thesouthafricansmallpublishersblog.wordpress/.

19 National Library of South Africa - Annual Report 2006/07 REPORT OF OPERATIONS - CORE PROGRAMMES

The Centre for the Book at the Cape Town Book classroom”. These were well reported in the media Fair during the Book Fair.

The Centre for the Book was responsible for a The South African Small Publishers’ Catalogue was substantial part of the programme of events such as launched, as were the ten Writers’ Information the hosting of 13 writers from outside of Cape Town, Pamphlets. These publications have been well including winners of the Caine Prize for African Writing, received and received positive reviews from Hans namely, Segun Afolabi from Nigeria, Doreen Baingana Zell in the African Publishing Book Review and Jane from Uganda, and Yvonne Adhiambo Owuor from Raphaely in O Magazine. Kenya. The list of South African writers from outside of Cape Town whom we hosted included Illustrators’ Pilot Project Makhosazana Xaba, Ike Mboneni Muila, Mphutlane There are virtually no black artists who work as book wa Bofelo, Siphiwe ka Ngwenya, Muthal Naidoo, illustrators in South Africa. In 2007, the Centre for Vonani Bila, Elinor Sisulu, Michelle McGrane, and the Book is piloting an Illustrators’ Training programme, Allan Kolski Horwitz. The Centre organised a poetry which will target “working” black artists to make them and prose readings programme, which happened aware of the opportunity to work as book illustrators. every hour on the hour from 11:00 to 17:00 daily, two An Illustrators’ Pilot Project is in the planning stages. panel discussions, and a public lecture. The readings So far, fund-raising, meeting with publishers, and programme consisted of 32 writers doing public curriculum development are in process. The course readings of their work over the four days of the Fair, is to run from the beginning of August 2007 to the while the panel discussions consisted of six panellists beginning of December 2007. So far, R600 000 has each and happened on the Saturday and the Tuesday. been raised. South African publishers are being The public lecture was done in association with the invited to participate as partners in this exciting Public Intellectual Life Project at Wits University and initiative. entailed liaising with their Director, Dr Xolela Mangcu, and their guest, Professor Emeritus Martin Bernal Bibliographic Services from Cornell University in the US.

The panel discussion on Saturday, entitled “Autobiography, biography, memoir: restoring the authority of the personal”, had an audience of approximately 80 people, while the discussion on Tuesday, entitled “Poetry 2006: the dividing lines”, attracted an audience in excess of 40 people.

The public lecture by Martin Bernal on the Sunday evening attracted an audience of 60 people. Audiences at the various readings varied from well over 50 for writers such as Lebogang Mashile and Chris van Wyk to smaller audiences for others.

The Kidzone space, which was sponsored and Bibliographic Services is the national bibliographic organised by Exclusive Books, at the Book Fair was agency, which provides leadership to the South African the result of Centre for the Book initiatives. The library and information sector through international Centre for the Book arranged for the National partnerships. It creates useful national and Departments of Education and Arts and Culture to international databases with easy access to, and give press briefings on their initiatives of extending retrieval of, South African materials and strives to be public libraries to all and “100 books in every the primary source for data on the South African

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imprint. Bibliographic products and services are of this year. However, refresher training on Milcat compiled in adherence to international standards, (the cataloguing module) eased the transition from thereby saving other South African libraries money Guicat (the old cataloguing module) to Milcat. All in preventing duplication of cataloguing. The key cataloguers are now conversant with Milcat. performance areas of Bibliographic Services are as follows: During August, SANB stopped assigning Dewey decimal classification numbers to the SANB material. • Making all collections in all media retrievable This decision was taken due to limited staff resources on OPAC and the large backlog of material that had • Improving access to own bibliographic tools subsequently built up. This decision was adopted by and databases the Acquisitions staff for the material that they • Ensuring that all South African publications catalogue for the closed stacks. All material that is are provided with International Standard to be shelved in the Information Services section will Numbers (ISNs) still receive Dewey decimal classification numbers. • Improving standard of bibliographic control in South African libraries through advice, In order to alleviate some of the backlog, a library training, and accessibility of bibliographic assistant from the Foreign Official Publications section control tools was transferred to SANB. This assistant is responsible • Retrospective cataloguing to make all for processing all the reprints received on legal deposit. collections accessible on WebOPAC • Developing national partnerships with other SANB staff attended the ASAIB Conference, IGBIS places of legal deposit, further public/private Workshop, LIASA Conference, and IUGSA partnership for ISAP, and continuously Conference during the course of the year. SANB improving the bibliographic, information, and staff also served on the Sabinet Online Standards documentation standards infrastructure Committee and the Interest Group for Bibliographic • Developing an integrated bibliographic control Standards Committee. Both these committees are policy national committees and enable SANB staff to interact professionally at a national level. SANB participation South African National Bibliography (SANB) in these conferences and committees ensures that SANB is the key project of Bibliographic Services the visibility of the National Library, as a leader in and is the definitive database of current South African bibliographic standards, is promoted. publishing output. The database is available on the National Library’s website, via Sabinet Online, the The South African book production statistics had South African Studies and Africa-Wide: NiPAD always been published in the printed SANB annual. databases of NISC, and on WorldCat, an international The statistics for 2000-2005 were never published database managed by the Online Computer Library due to the printed SANB no longer being published. Center (OCLC). These statistics were published on the National Library’s website during the course of this year. During this year, SANB staff adopted a new South Future book production statistics will also be published African cooperative cataloguing work flow. The on the website. change included updating all SANB work flows to match the South African work flow. The changeover In preparation for the implementation of the consortium was smooth and did not interrupt the usual SANB of places of legal deposit, the National Library’s activities. cataloguing manual, which had been extended to include Mangaung Library Services’ cataloguing The National Library had already implemented the practices, was made available to the other places of Millennium system, but very few cataloguers had legal deposit via the National Library’s website. SANB changed over to the new software by the beginning has supported and advised the other places of legal

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deposit regarding their record conversion. The loading international journals, and some popular magazines. of Msunduzi Municipal Library records took place It provides access to current and retrospective during the last quarter of this year. Other places of information in periodical articles covering most fields legal deposit that will be part of the consortium are of knowledge, including science, technology, law, Mangaung Library Services and the National Film, medicine, humanities, administration, religion, etc. Video, and Sound Archives. Additional periodicals are added for indexing based on user needs, existing database coverage, funding, The loading of the Msunduzi Municipal Library records and available indexing expertise. has resulted in more duplicate records on our database; thus the integration and deletion of duplicate ISAP is compiled on a basis of contracted indexing records continue. As a result of this activity, the done by a team of freelance indexers and institutional quality of the SANB is enhanced continuously, adding indexing partners. Unisa Law Library and The National value to the key information resource about South Institute for Theology and Religion (NITR) are Africa’s national published output. Database cleanup examples of indexing partners. Indexing is done of all records, SANB and non-SANB records, is according to a quota structure based on the approved ongoing. ISAP budget.

Other projects relating to SANB include the compilation 27 380 records were added to ISAP during 2005/6. of the Tswana bibliography and the retrospective At the end of February 2007, records on ISAP conversion of SANB records. The Tswana numbered 526 397. bibliography has reached the stage where cataloguing and editing of records are taking place. Once this Following the changeover to NISCBase software process is complete, the bibliography may be during March 2006, records for ISAP were produced published. The retrospective conversion of SANB and processed on NISCBase from the end of March records is funded by the Carnegie Corporation, and 2006. Fewer records were produced due to indexers the work done by this project is invaluable in making getting acquainted with the inputters system and SANB records accessible through the National ISAP staff with the management system. The stricter Library’s online catalogue. standard of inputting and more comprehensive editing demanded more time and effort from both indexers Index to South African Periodicals (ISAP) and ISAP staff. The additional ISAP editor appointed ISAP is a unique national subject index to articles in in February 2006 proved to be of the utmost necessity South African periodicals. It is the most used indexing and help with checking and editing on NISCBase. database as reported by database providers Sabinet Only after July did runtime errors and software bugs (South African Bibliographic and Information Network) start to be phased out. NISC staff members were and NISC (National Inquiry Services Centre). The very supportive and provided the professional database is available on the Internet as the expertise needed to ISAP and NLSA IT. Updated ISAPOnline subscription database. Users can obtain versions of both the server and inputters systems complete articles of the indexed ISAP records in were installed. electronic or paper format from the Information Services or Document Supply programmes, which An additional meeting was held with indexers in illustrates the interactive and supportive roles between November 2006 to clarify or provide training on issues ISAP and these NLSA programmes. ISSN numbers regarding language, keywords, geocodes, abstract for periodicals on ISAP were again updated on the language, taxonomy, and adhering to standards for ISAP periodicals list to support document delivery by ISAP on NISCBase. NLSA. An additional NLSA/NISC agreement on NISC More than 800 periodicals are indexed on ISAP. It providing a maintenance, back-up, and disaster covers mostly scholarly journals, a few appropriate recovery plan for the ISAP on NISCBase server and

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system was also concluded to ensure ongoing African authority files, after the bibliographic databases software maintenance and protection of the ISAP of the legal deposit libraries in South Africa were database. merged with the existing SANB database. A consequence of the changeover to the 13-digit ISBN The supply of downloads to database providers was was the redesign of the existing manual ISBN service sporadically interrupted during April to December to a Web-based ISBN Management System. 2006, mainly due to sorting out a problem with the Discussions with representatives of the ISSN record download format. The problem was International Centre kicked off regarding an ISSN successfully solved with downloads from January National Centre for South Africa, in view of the huge 2007. Sabinet was supportive in its patience for the extent of South African serial information contributed download problem to be fixed. A copy of the full ISAP to the ISSN database by ISSN International Centre database was sent to database providers in February personnel on behalf of South Africa. 2007 to ensure that all database providers had a complete and updated copy of ISAP on NISCBase. International (ISO) and South African (SANS) standards on information and documentation were The official launch of ISAP on NISCBase was held distributed for input, and the ISSN (International on 29 March 2007 at the MacFadyan Hall, Pretoria Standard Serial Number) and ISMN (International campus, following NLSA’s accepting NISC’s offer to Standard Music Number) international standards were sponsor ISAP with the use of their NISCBase software commented on. Apart from the Web-based ISBN in October 2003, including preparation since then Management System, various supporting activities and the live changeover since March 2006. took place during 2006 to assist publishers in their preparedness for ISBN-13 – as specified by ISO The past year involved intense learning and 2108: International Standard Book Number, effective adjustment for ISAP staff and indexers. ISAP on 1 January 2007. This included a paper delivered by NISCBase provides a better standardised product the BibSA Project Leader at the 4th Southern African and increased data integrity produced within a Library Acquisitions Conference, entitled The new relational system with powerful editing and database identifier for books: 13 questions and answers about cleaning potential. the 13-digit ISBN, which was published on the website of YBP Library Services – A Baker & Taylor Company. Bibliographic Standards in South Africa (BibSA) In a collaborative effort between StanSA (Standards This section is engaged in international standardisation South Africa, SABS) and BibSA, representative and accuracy, which are vital for the accessibility of working groups for the three StanSA subcommittees information. BibSA activities, involved with various were convened, of which SC 46 C: Identification and bibliographic and information and documentation Description is chaired by the Project Leader: BibSA standards, are seldom apparent to general users or for the next term of three years. Preparations for the even librarians and yet are essential to ensure that TC 46 Plenary Meeting in Spain in May 2007 also authoritative forms are established for South African kicked off. authors, series, and subjects. These forms are used by cataloguers and researchers alike, making it easier With reference to the continuing education and to find the right publication and to find it quickly. Two professional development scene, the online teleMARC other key BibSA activities are acting as South African bibliographic (basic) and teleMARC bibliographic broker for international standard numbers in (beyond books) courses were presented during May publications and providing training and information and October. This was expanded with face-to-face about MARC 21 – a widely used machine-readable cataloguing and MARC 21 training for archivists at cataloguing (or bibliographic metadata) format. the National Film, Sound, and Video Archives who are members of the so-called Legal Deposit The development of products and services Consortium. The National Library was, once again, progressed, with the current attention to the South visibly associated with bibliographic standards, not

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only in providing sponsorship to LIASA’s Interest 2007 are under way. Personal professional Group for Bibliographic Standards, but in committed development was rewarded when the Project Leader: staff time during the annual IGBIS Workshop on BibSA was awarded LIASA Gauteng North’s Librarian Bibliographic Standards and bibliographic standards of the Year 2006 and, overall, the second runner-up forums such as the Sabinet Online Standards in the Sabinet/LIASA Librarian of the Year 2006 Committee. Arrangements for the 5th IFLA Meeting contest. A challenging few study years await Ms of Experts on an International Cataloguing Code in Magret Kibido, who enrolled for her BA (Culture and the Africa Region – and for which the National Library Arts – Societal Information) at Unisa, and Mrs MAD is the host •'2d also progressed well: the Programme de Klerk, who enrolled for her MIS at the University for Bibliographic Services appointed a conference of Pretoria. organiser to prepare this event, a Web design company was appointed to create the Web-based Foreign Official Publications forum for information exchange, a comprehensive This section is still being held in abeyance, as, as list of potential delegates to the meeting was compiled, reported in the previous annual report, the two most and the Planning Committee will start to convene senior staff members left the section and the remaining online working groups shortly to deal with specific two library assistants were transferred to other cataloguing topics. Resulting from the ISN assistant’s sections. As no appointments have been made, the attendance of the International ISBN Agency’s annual backlogs are building up even more. meeting in Paris in November 2006, preparations to host an ISBN training session for Africa during August

Information Services

Mission: the Information Services programme is the and quality research assistance on all aspects of public face of the National Library and a key on-site South Africa’s heritage and national identity. entry point to its unique heritage and knowledge resources and collections. Skilled reference librarians Key objective and assistants enable patrons to access the knowledge held within the National Library through · Provide comprehensive reference and education, interpretation, and repackaging of research services to clients. information. · Provide effective access to the collections through retrieval and reproduction within the The programme contributes to the socio-economic, bounds of copyright. cultural, educational, and innovative development of Southern Africa by providing effective and efficient on-site access to the information in the collections

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Cape Town Reference section: • Reference staff to conduct library instruction. April 2006 to March 2007 (Totals) • National Library course packs to assist staff Reference queries: 20 331 in presenting training courses. Material retrieved: 10 554 • Clients trained in how to search for information in the library and on the Internet. Pretoria Reference section: • The Programme Executive began work on April 2006 to March 2007 (Totals) this project in consultation with the University Reference queries: 11 720 of Cape Town, but the project was placed on Documents supplied: 4 286 hold until the redefinition process and job * Note that the building renovations in Pretoria reduced grading are complete and the status of the the number of queries up to the end of May 2006. programme has been clarified. This process began in June 2006 and is still not complete. Cape Town Reader Services: In the interim, Reference staff continue to April 2006 to March 2007 (Totals) give library instruction sessions on an ad hoc Retrievals: 64 131 basis, and this has been included under the Photocopies: 142 730 aspect of information literacy in the new Microfilm printouts: 6 782 strategic plan.

Pretoria Text Retrieval section Annual overview and highlights April 2006 to March 2007 (Totals) Retrievals: 4 878 1. Staffing Photocopies: 73 302 The freeze on new appointments and filling of * Note that the building renovations in Pretoria reduced vacancies, announced at the beginning of this financial the number of queries up to the end of May 2006. year, had an unwelcome impact on the sections needing posts to be filled. It led to the closure of one Cape Town Special Collections of the Reference desks in Pretoria, and while new April 2006 to March 2007 (Totals) staff were employed in Pretoria at the very end of Reference queries: 3 457 this financial year (they will begin on 1 April 2007), Material retrieved: 19 021 they still have to be trained before they can assist Photocopies: 2 679 clients on their own, without the support of their Digital scanning: 3 773 colleagues. Material processed: 935 Of the other vacancies in Cape Town, the one vacant Promoted Special Collections material at the Cape post in Special Collections was filled by an internal Town International Book Fair; installed the exhibition applicant from the Reader Services section. The two for the public lecture held in February 2007 and for vacant posts in Reference Cape Town still need to the Sunday Times/SAHA Heritage Project. be filled. As a result of many advertisements for librarians and library assistants by other institutions The Cape Town Heritage Trust has used our historical such as City Libraries, Iziko Museums, Stellenbosch, photographs of Cape Town and erected them around and Peninsula Technikon, all of whom were offering St George’s Mall, where they are prominently at least double the salaries and benefits that the displayed with the National Library’s logo. National Library offers, two more staff members from the Reader Services section resigned to take up posts • Provide library instruction and information at City Libraries and Stellenbosch. literacy training to the National Library’s clients. This has left this financial year-end with five vacant • Design and develop courses at different levels posts in Cape Town and one in Pretoria. and in different languages. Priority will be given to filling these posts as soon as

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possible in the new financial year. The Text Retrieval 2006 and the midterm business meeting in Lisbon, section in Pretoria remained stable in terms of staffing Portugal, in February 2007 and also presented a and service delivery and had no vacancies. The “Country report on resource sharing in Southern Programme Executive for Document Supply continues Africa” to a seminar of Portuguese librarians. to manage and direct the Information Services programme as well as the Document Supply Preparations for IFLA in Durban are well under way, programme. as well as pre-planning for the IFLA Interlending and Document Supply Conference to be held in Singapore 2. Carnegie African Literature Database – in October 2007 and IFLA in Quebec in August 2008. Reference Pretoria Under the direction of the Programme Executive, the The Programme Executive was invited to attend the team in Reference Pretoria undertook a project to DAC/NCLIS Workshop on Copyright, held on 20 to identify as many South African literature titles in all 21 July 2007, and was requested to present a paper. eleven official languages as possible, to assist the The title of the paper was “Digital copyright issues Collections Management programme with their part and the National Library of South Africa”, and it was of the Carnegie Project. presented to the workshop on 21 July. All Information Services staff in Pretoria attended at least one day The Reference team identified some 4 000 titles, and or more of the LIASA Conference held in Pretoria in this work has also formed the foundation for other September 2006. Two staff members from Cape initiatives such as the National Lottery-funded African Town attended the LIASA Conference this year. Literature Project to build on in order to ensure that the National Library of South Africa houses a complete The Programme Executive wrote a paper entitled collection of literature in all of South Africa’s languages “International trends in document supply and resource and will greatly assist in filling the gaps, especially in sharing”, and this was presented on her behalf by a the nine indigenous languages. staff member to the LIASA Interlending Interest Group.

3. Conference paper included in BBibl honours Three staff from Cape Town attended the SAPCON curriculum and listed on A2K resources website Conference held in Kimberley in July 2006. In addition, The paper that the Programme Executive presented staff attended a number of training courses, including to the Bibliophiles Conference in the previous year, training in middle management skills for the section entitled “The economics of access to literature and heads, as well as Photoshop training for staff in Cape information”, was included in the curriculum of the Town in preparation for taking over the function of Sociology of Information module of the BBibl honours providing digital images to the public from the course at the University of Cape Town, and the Preservation Services programme. Programme Executive presented a seminar on the topic to the BBibl honours students at the University 5. Reader Services in Cape Town of Cape Town on 31 May 2006. The paper has also The very busy Reader Services section in Cape Town, been included on the South African A2KSA (Access which accounts for almost two thirds of the total to Knowledge South Africa) website as a key resource. retrieval statistics in the whole of the Information The link to the website is: Services programme, has, in addition, taken over the http://www.access.org.za/Resources.htm. function of producing microfilm printouts for the public. Problems were experienced with service delivery 4. Conferences and events attended and papers time by staff in the Preservation Services programme presented (clients had to wait up to two weeks). The turnaround The Programme Executive, who serves as a time is now down to one or, at most, two days to committee member on the IFLA Document Delivery deliver to clients. The public have expressed their and Resource Sharing Standing Committee, attended appreciation of the improvement in the service. the IFLA Conference in Seoul, South Korea, in August

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6. Reference and Special Collections in Cape Library’s collections. Town • (National Interlending) Fulfil national Both of these sections gave many tours to various interlending requests. visitors, including the new Board and schools and • Provide a free teleholdings service to local community initiatives, over the year. Researchers financially disadvantaged communities (80% requesting information were local as well as fill rate, 24-hour turnaround time). international, and clients ranged in origin from Portugal, the USA, the UK, Germany, Brazil, Spain, Belgium, National Interlending: New Zealand, Angola, Namibia, Canada, and (Average percentage April 2006 to March 2007) Australia. Local institutions who used our services Filled requests: 48% included Robben Island/Mayibuye Archives, the Unfilled requests: 52% Library of Parliament, the Universities of the Western Cape, Stellenbosch, Pretoria, Cape Town, It is usual for an average of 20% of incoming requests Johannesburg, Rhodes, Fort Hare, and Unisa, the to have incorrect bibliographic details supplied. This District Six Museum, Iziko Museums, Wits University is an external factor originating from the requesters; Press, SA History Online, HSRC Press, a full thus the target fill rate is 80%. delegation from the United Kingdom Heritage sector, Irma Stern Museum, a number of publishers, the The fill rate is alarmingly low, and consequently, an SABC, eTV, and the BBC, to name but a few. investigation was undertaken to determine the main factors for the low fill rate. A table and summary are The unique Cape-based collections, pictures, and produced at the end of this report. manuscripts built up in Cape Town over the years since 1818 provide a rich source of information on Teleholdings: the Cape heritage and are a local and international (Total: April 2006 to March 2007) drawcard for many researchers, publishers, authors, 156 Ariel electronic scans: artists, academics, and film-makers. The prime Sent: 300 location of the Cape Town campus means that many Received: 204 tourists include the National Library in their tour itineraries of museums, Parliament, and galleries in • Facilitate access by clients of South African the Company Gardens, and the National Library gains libraries to materials held in foreign libraries. great visibility through this. • Facilitate access by clients of foreign libraries to materials. Document Supply • Fulfil interlending requests by foreign libraries for material from South African libraries. Mission: the Document Supply programme ensures • Fulfil interlending requests from 80% fill rate, equitable remote access to National Library and other 24-hour turnaround time. library collections through the Southern African Interlending Scheme (SAIS). This programme is the International Interlending: main link between over 600 libraries in the SADC (Average percentage April 2006 to March 2007) region that agree to share their information resources. Filled requests: 57% It connects local libraries to the international network Unfilled requests: 43% of lending libraries and serves as a portal for international clients to access its own and other Key objective libraries. • Collections held in local South African libraries for material from foreign libraries. Key objective • Maintain and develop systems that support • Provide clients throughout South Africa with resource sharing, including interlibrary access to documents held in the National lending, among South African libraries (SAIS).

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• Accurate address lists and interlending yield valuable statistical information on manual. interlending in Southern Africa. The Principal • Advisory committee to set interlending policy Librarian is to be commended for this initiative. and tariffs nationally. • SAIS Online: members will be able to self- 1. Staffing update; this directory will be used by The Document Supply programme remained stable, international clients as well. and there were no vacancies to fill in this financial • Number of member libraries coordinated. year. • More cost-effective and efficient interlending services nationally and internationally. 2. Conference paper included in BBibl honours • A well-used Directory of Southern African curriculum and listed on A2K resources website Libraries that provides interlending services The paper that the Programme Executive presented (an online directory will phase out the high to the Bibliophiles Conference in the previous year, costs of printing the list annually). entitled “The economics of access to literature and information”, was included in the curriculum of the At financial year-end (March 2006), there were 612 Sociology of Information module of the BBibl honours member libraries of SAIS. course at the University of Cape Town, and the • Address lists were sent out in good time. Programme Executive presented a seminar on the Currently in abeyance – this needs to be topic to the BBibl honours students at the University taken up at a very senior level – as of Cape Town on 31 May 2006. The paper has also governance issues are becoming a problem. been included on the South African A2KSA (Access • A report with recommendations has been to Knowledge South Africa) website as a key resource. submitted to the CEO and DNL to take the The link to the website is: matter further in forums such as COSALC http://www.access.org.za/Resources.htm. and NCLIS, since a SAIS governing body will require buy-in from the heads of all the 3. Conferences and events attended and papers major institutions belonging to SAIS. presented • Good progress on this project has been The Programme Executive, who serves as a made, with several new facilities being committee member on the IFLA Document Delivery developed, including the ability to peruse the and Resource Sharing Standing Committee, attended address list online, purchase interlending the IFLA Conference in Seoul, South Korea, in August products using the “shopping cart” method, 2006 and the midterm business meeting in Lisbon, and feedback forms. The project was to be Portugal, in February 2007 and also presented a launched in late 2006, but ICT experienced “Country report on resource sharing in Southern a problem with the e-commerce aspect and Africa” to a seminar of Portuguese librarians. The wished to put in a global solution for all NLSA paper was very well received, and Portuguese databases, which would be expensive. The colleagues were very interested to hear about the project has, therefore, not been able to be unique situation in South Africa ahead of the IFLA completed. The SAIS clients have had the Conference in Durban in 2007. Preparations for IFLA expectation and, thus, have been in Durban are well under way, as well as pre-planning disappointed. The matter has been raised for the IFLA Interlending and Document Supply at the ICT Steering Committee, and the Conference to be held in Singapore in October 2007 Executive head of ICT is looking into the and IFLA in Quebec in August 2008. matter. • Staff began a new project: data input in a The Programme Executive has provided guidance statistics database for retrospective annual and advice to South Africans wishing to submit papers national interlending statistics 2000 to 2006. of a suitable standard for these events, and their This project is now almost complete and will papers were selected.

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The Programme Executive was invited to attend the Fill rate: reasons for being unfilled DAC/NCLIS Workshop on Copyright, held on 20 to 0 21 July 2007, and was requested to present a paper. 50 The title of the paper was “Digital copyright issues 100 and the National Library of South Africa”, and it was 150 presented to the Workshop on 21 July. 200 250 All Document Supply staff in Pretoria attended the 300 LIASA Conference this year, either for the full 350 conference or for two-day registrations. 400 1 2 3 4 5 6 7 8 9 10 The Programme Executive wrote a paper entitled Fill rate: reasons for being unfilled “International trends in document supply and resource Fill rate key to chart: sharing”, and this was presented on her behalf by the Principal Librarian: Interlending and SAIS to the Reasons for unfilled requests: LIASA Interlending Interest Group. 1 Non-circulating (not available for loan – high-risk material) The Principal Librarian presented a paper entitled 2 Not yet available/not received (new titles recently “Best practices and guidelines”, based on the IFLA published) Guidelines for Best Practice in Document Supply, to 3 Not in stock/not owned (South African titles that the LIASA Interlending Interest Group meeting on 7 should be in stock) August 2006. 4 Not on shelf/missing 5 Lacks copyright compliance The Principal Librarian and one Senior Librarian both 6 Information incomplete/not found as cited serve on the LIASA Gauteng North Branch Committee 7 Out on loan and attended a number of meetings in this regard. 8 Bindery 9 Part discontinued 4. Reappointment of Programme Executive as a 10 Other (duplicate or cancelled requests) committee member of the IFLA Document Delivery and Resource Sharing Standing Committee 2007 The results reflect the expected percentage for factor to 2011 6 – Information incomplete/not found as cited. This The Programme Executive has received a letter from is where other requesters do not fill in the correct IFLA headquarters confirming reappointment to this bibliographic details, and it is always an external standing committee for a second term of office, running factor beyond the control of the National Library or from 2007 to 2011. any supplying library that has to be taken into account in assessing the fill rate for any library that provides 5. Appointment of the Principal Librarian: an interlibrary loan service. Interlending and SAIS as Chairperson of the LIASA Interlending Interest Group 2006 to 2008 3 – Not in stock/not owned (South African titles that should be in stock) shows a possible problem in the The Principal Librarian was elected as Chairperson Legal Deposit area. These were titles that we should of the LIASA Interlending Interest Group for the period have received on legal deposit. Legal Deposit staff 2006 to 2007. Given that she has been in her post are alerted when these instances occur, but this was, for only a year, this is an excellent achievement. consistently throughout the year, each month, the highest-rated reason for not being able to fill requests. 6. Fill rate investigation As mentioned above, the reasons for the low fill rate The second highest reason was factor 4 – Not on are cause for concern. An investigation was shelf/missing, which reflects a problem in the undertaken to examine the matter further. The reason Preservation Programmes’ Stacks Management each time a request was not able to be filled from operations in Pretoria – the disruptions from the our collections was recorded, and the results are renovations are possibly a factor. The Programme displayed below. Executive has been alerted to the matter, as the

29 National Library of South Africa - Annual Report 2006/07 REPORT OF OPERATIONS - CORE PROGRAMMES

Pretoria collections need to be in good order for a The investigation has proven useful, enabling us to stock take before the move to the new building. alert other programmes, such as Collections Interlending staff check thoroughly, and when they Management and Preservation, to possible problem cannot locate a title, they pass it on to the Stacks areas. The investigation will continue as a permanent Management staff to do a further search, and these feature to test reliability and also to see whether these results were recorded as “not on shelf/missing” after patterns continue or improve now that they have been a thorough search by both Interlending and Stacks identified. Management staff.

Preservation Services

Preservation Services is mandated with the care of in the work of almost every library unit. The effective the collections of the National Library of South Africa. integration of preservation activities into all library Preservation management is a fairly new field in the services and operations was of critical importance. library profession. It involves those managerial and That implied continued library-wide preservation financial considerations that refer to storage and training as well as focusing on coordinated accommodation provisions, policy making, and preservation policy formulation and integration of techniques and methods of preserving library preservation functions. materials. Although these activities, to some extent, have been part of library operations all the time, Managerial activities were executed in three distinct recent years have seen growing concern for the areas of responsibility, namely, continuation of physical media of information. Libraries have seen operations, strategic planning and research, and valuable information resources deteriorating faster involvement in national and international preservation than they could be identified and saved. Risk projects. The past year saw, to some extent, an management, a recent development in audit theory, unplanned move in the right direction. Major drivers also highlighted the impact of physical damage to during the year were the construction of the new collections and the disastrous consequences of building at Pretoria campus, the IFLA World Library irrevocable loss of content. Added to that, the rapid and Information Conference planned for Durban in introduction of new information technology and 2007, the Manuscript Libraries Project in Timbuktu, electronic media placed extremely high demands on the Digital Imaging South Africa Project, the Kimberley strategic preservation planning. Conference of the South African Preservation and Conservation Group, a digital preservation research Since the establishment of the programme, it had project by UNESCO, and the Book Hospital been clear that services could not be continued in a Community Project. A high level of creativity and business-as-usual way. Some form of radical smart work was required to manage these within transformation would be required to meet the limited resources and with few staff. challenges that lay ahead. In a time of library budget cuts, Preservation Services had to compete with other External funding from private foundations provided library priorities. It was out of the question to command a basis for major grant-supported preservation a large budget with significant staff resources. It was projects. A large collection of press cuttings, donated also evident that preservation aspects were embodied by the Cape Times and Cape Argus newspapers

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some years back, was relocated and organised with preparations for the new building gathered momentum. a grant received from the Andrew W Mellon Final floor plans for the photographic, binding, Foundation. The contents of a number of selected deacidification, and stack rooms were discussed and files with topics covering the broader theme of the approved. Means of storage of the microfilm and South African liberation struggle were indexed. These map collections were finalised. The architect was included clippings on Robert Sobukwe, the 1956 consulted on stack, conservation, and photographic Treason Trial, the Anti-pass Campaign, and District equipment that was required for the new building. Six. The results will be compared with other press cuttings databases to establish a need for digitisation. Much attention was given to the newspaper collections A celebratory grant was received from the Carnegie at Cape Town campus. A policy and procedure were Corporation of New York for the purchase of South drafted for the use of original newspapers by readers African newspapers on microfilm to fill critical gaps and for photographic purposes. Extensive quality in the collections of the library. Regular microfilming control and corrections were done to the database of The Citizen, Natal Witness, EP Herald, Mail & of newspapers stored at Metrofile. Staff members Guardian, Daily Dispatch, Die Burger, Rapport, and were trained to use the Metronet record management the Government Gazette was undertaken by the system for requesting newspapers stored off-site at library. Namibian newspapers were filmed on contract Metrofile. for the National Library of Namibia. Requests were received from various publishers to microfilm and In-house preservation operations included collection publish historical collections and archival material at repair and maintenance. Book repairs and restoration the library. The library would consider such projects were undertaken at both campuses. Funds were in exchange for some form of support for the approved to purchase critical required conservation maintenance of the originals. Unfortunately, these materials. Binding of periodicals and newspapers had to be turned down due to unresolved issues was mostly contracted out to commercial bookbinders. around copyright and intellectual property. This The Conservation Department assisted with the situation also had a negative effect on plans for valuation and insurance of collection items used for digitisation of collections in general. an exhibition at the Cape Town International Book Fair. Claims were processed for books damaged Preservation activities included the maintenance of during renovations at Pretoria campus. Specifications collections in line with in-house stack management were obtained for using smoke during a film shoot at policies and practices. These tasks included the the library. Reading Room temperatures at Cape regular shelving of current and used collections, the Town campus were discussed and agreed to be set preparation of periodicals and newspapers for binding, between 22 and 23 degrees Celsius maximum. Due and the relocation of library collections. The total to problems with the air-conditioning system, it was Reference Gallery collection at Cape Town campus not possible to keep temperatures at a constant level. had to be moved to the Centre for the Book building to enable repairs to walls, which had been damaged Much attention was given to the promotion and by leaking. The library was unofficially informed that development of national preservation efforts in South the Slotzboo building at Cape Town campus had Africa. Preservation is not an activity limited to the been sold to new owners. The building, which is National Library of South Africa and a few prestigious mainly used to house the library’s journal collections, research institutions, special libraries, and archives. is leased by the Department of Public Works. The It should be a priority for every librarian, archivist, Cape Town campus was already experiencing a and individual concerned with South Africa’s national shortage of growth space for certain collections. The heritage and the accumulated knowledge of critical long-term accommodation and storage needs humankind. A new website for the South African of Cape Town campus were discussed with the Conservation Group (SAPCON) was developed and Department of Public Works. hosted by the National Library of South Africa. Regular SAPCON branch meetings and training sessions Serious problems were experienced with the state of were attended. Staff attended the annual SAPCON stack rooms and collections after the renovations that Conference that was held in Kimberley. had been undertaken at Pretoria campus. Extensive shelf reading and stocktaking would be required after The National Library continued participation in the proper cleaning and removal of dust. In the meantime, Digital Imaging South Africa (DISA) Project. The

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Reprographic and Digital Services section completed On the international front, the National Library assisted a microfilm-scanning project. Due to lack of with the planning of a preservation workshop, which experience and staff shortages, required metadata will be held at the World Library and Information records could not be provided as planned. The Conference in August 2007 in Durban. A staff member Programme Executive participated in strategic of the Conservation Department was invited to join planning and other activities of the DISA Governing a group of South African paper conservators to do Committee. Annual DISA back-up tapes were received fieldwork on ancient manuscript libraries in Timbuktu for storage at the National Library. (Mali). The group assisted with planning of a new library building. A staff member presented a paper Research on digital preservation policy development on preserving photographic collections at a training in South Africa was undertaken on behalf of UNESCO workshop in Windhoek (Namibia). A junior staff in cooperation with DISA. The report was presented member was invited and sponsored by King’s College at a workshop, which was attended by various South London to attend a Memories, Communities, and African role players. The National Library participated Technologies Conference in Prato (Italy). The central in the last phase of a digital preservation research theme of the conference was the formation/ project (SA LOCKSS) initiated by the library of the transformation of memory. Tours of paper University of Stellenbosch. Digital preservation conservation facilities were organised for visitors from involves a variety of technical approaches or strategies Angola and Namibia. for ensuring that publications in digital form are retrievable, readable, and consistently usable over Various opportunities for book and paper conservation time, for as long as they are needed. It requires a training were offered to staff. Two staff members long-standing institutional commitment and significant attended a book conservation workshop by the South leadership in developing appropriate definitions and African Museum Association held in Port Elizabeth. standards for digital preservation. A paper on the Two staff members attended a two-week paper challenges of digital preservation was delivered at conservation course at the National Archives and the annual LIASA Conference and submitted for Records Service in Pretoria. Staff from various publication. A preservation policy document was sections attended disaster management training at drafted for the purpose of internal auditing. The new the Paper Conservation Unit of the University of Cape building at Pretoria campus made provision for a Town. Staff attended a presentation on archival deacidification room built according to specifications. products at the Cape Town Archives. Other training A report and motivation were submitted for the actual activities included a seminar and launch of banned equipment and facilities needed for mass books exhibition on Robben Island, the annual LIASA deacidification. An article was written and published Conference, and a visit to colleagues at the Academic on library cooperation and partnerships in South Information Service of the University of Pretoria. Africa. Recognition of prior learning assessment was done for two staff members. Bursaries were approved for A community project was undertaken on the Cape three staff members. Staff assisted with and attended Flats. Unemployed people were trained in book- master classes on digital imaging essentials by Africa mending techniques to enable them to work at a book Media Online. hospital that was operated at Wesbank. The book hospital would undertake book repairs for local public On the human resources side, sections had to cope libraries. Unfortunately, the project had to be with staff shortages. Due to existing vacancies, casual discontinued due to a lack of funding. In another and contract workers were employed in Stack community project, the donation of surplus shelving Management, Reprographic and Digital Services, to public and school libraries was investigated. Due and the Conservation Department. A number of to a lack of storage facilities, the library was advised serious and long staff illnesses were experienced. to write off a considerable amount of shelving that During the year, one staff member retired, two would not be used for some time. Requests for resigned, and one was transferred to Administration shelving were received from various community and Procurement Services. A start was made with libraries. the recruitment of new staff when restrictions were lifted by management.

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Corporate Services

Marketing and Corporate (NLDTF), as well as the Carnegie Corporation of New Communications York Project.

Staff members are updated on a regular basis about Development and Marketing is a support department National Library activities by means of weekly internal providing networking and liaison services to the office e-news, meetings, the intranet, and also an internal of the National Librarian and all National Library newsletter published quarterly, highlighting the service programmes. Its areas of expertise comprise Library’s achievements. Team-building and interaction monitoring the visibility of the National Library, creating among the staff are encouraged by organising social awareness, facilitating corporate communication both events. The Marketing and Communication internally and externally, public relations, marketing, Department has also taken responsibility for the staff international relations, media relations, promotions, orientation programme to introduce new staff to and compilation and production of corporate existing staff and to the organisation in general. publications, including brochures, newsletters, annual Human Resources take further responsibility for the reports, and the strategic plan document. staff induction programme. The role of the Marketing and Communication Department is to enhance the National Library’s profile The Marketing and Communication Department nationally, in its regional context, and internationally assisted staff in Pretoria in organising the celebration and to develop strong external partnerships with key of Heritage Day during September 2007, sharing players, such as partnerships with the Government, traditional dishes for each ethnic group. particularly the Department of Arts and Culture, the library and information services (LIS) sector, the Staff meet regularly for meetings to share feedback business sector, foreign embassies, the public, and from management and on other corporate activities. other role players and stakeholders. The Marketing Staff events are organised in collaboration with and Communication Department strives to create Human Resources Department in terms of diversity visibility at a national and an international level in management. The Marketing and Communication order to enhance access to its resources. Department supports the office of the National Librarian in building partnerships and networking in Marketing and Communication supports all National order to enhance the profile of the National Library Library programmes to showcase and create of South Africa and to pursue the vision to become awareness of the National Library’s services through the leading national library in Africa and the world. exhibitions and other media. The Department renders Some of the highlights include the following: advice on corporate branding, website design/revamping, and website and intranet content. • The Department of Marketing and The Marketing and Communication Department also Communication organised an open day to compiles grant submissions for specific projects, celebrate World Book Day on 23 April, including coordination and project management of focusing on the history of the National Library National Library-funded projects. The Department is and showcasing its services. currently responsible for coordination and project • Active participation through an exhibition at management of the African Literature Project, funded the Cape Town Book Fair, in collaboration by the National Lottery Distribution Trust Fund

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with other National Library programmes. officials as part of its contribution to The exhibition served to promote legal deposit NEPAD. and showcase the National Library’s services • We also hosted visitors from the and special collections. National Library of Korea in • Biblionef book launch on HIV/Aids. The event November 2006 following the signing was organised as part of the commemoration of the memorandum of of Youth Month. understanding. We utilised this • Active participation at LIASA Annual opportunity to present the National Conference and in Library Week. Library of South Africa and to discuss • The Marketing and Communication issues of mutual cooperation. Department was invited to participate in the Department of Arts and Culture’s Conference • In promoting closer relations with national on Information Ethics. The National Library libraries internationally, Marketing and exhibition at this conference was outstanding. Communication accompanied the National • The Marketing and Communication Librarian to SCECSAL in Dar es Salaam, Department also worked with PANSALB in Tanzania, and IFLA in Seoul, Korea, to organising a highly successful language expo showcase the National Library internationally and gala event at Tshwane Conference and to promote the forthcoming IFLA Centre. This event was organised to Conference to be hosted in South Africa for celebrate International Mother Tongue Day the first time. in February 2007. The National Library • The Marketing and Communication showcased its “mother tongue” collections Department coordinated the signing of the in eleven official languages to promote African memorandum of understanding with the literature, especially in indigenous languages. National Library of Cuba and gained wide • Participation in the UNESCO Memory of the publicity through local media. World Committee meetings in preparation • Marketing and Communication also for the forthcoming workshop to be hosted coordinated a strategic planning session. in Pretoria, South Africa, in 2007. • As part of promoting visibility, the National Friends of the NLSA is a strong support and advocacy Library hosted several high-profile visitors to group for the Library. Marketing and Communication the National Library; these included foreign was mandated by the National Librarian to start embassy diplomats, government officials, the working on building renewed friendships with a new media, and other important role players. The image and increased membership and benefits. hosting of international visitors to the National Library included the following: The Friends runs a well-established Quarterly Bulletin. The Marketing and Communication Department is • Sudanese senior government ensuring continuation of this very important journal officials visited the NLSA to share and encouraging and involving other role players and learn what role national libraries through the submission of articles that relate to the played in a country. The National National Library. This could be utilised as a very Library of South Africa utilised this important marketing tool for the Friends and the opportunity to share its expertise with National Library of South Africa. the Sudanese senior government

National Library of South Africa - Annual Report 2006/07 34 REPORT OF OPERATIONS - CORPORATE SERVICES

Information and Communications were also replaced with gigabit switches. This makes Technology our network effectively a one-gigabit-per-second network, which ultimately improves efficiency of the network system. ICT is a support department providing the ICT infrastructure and services framework to enable The firmware as well as the boot image of all the operations to exploit ICT services. cards from our telecommunications system (PABX) was upgraded. All the cards were outdated, except ICT risk management for Cape Town. The firmware was updated to R6A The ICT risk management plan was addressed and and the boot image to R3A. Each speech call was actions added to the plan. System administrator given a little more bandwidth, increasing it from manuals for the Millennium system have been 20 k to 28 k per channel. completed. The ICT Steering Committee, with its terms of reference, has been established. The The previous telephone management workstation at Information Security Policy and Regulations was the Centre for the Book was replaced by a workstation revised and approved. The policy was workshopped with more memory, a faster processor, and one able at both the Pretoria and Cape Town campuses, to run Windows XP. The telephone management including Pretoria West and the Centre for the Book, database was transferred to this workstation. A before implementation. connection was established from this workstation to the network printer. An audit on the network is continuously done by our network service provider to determine risks and bugs The ICT helpdesk was implemented to enable proper in the network. The Microsoft Internet Security and management and responses to ICT queries. Novell Access (ISA) software has been acquired and loaded Netware Enterprise and Zenworks upgrade protection on the server. This will see authentication to the was extended for another two years. GroupWise Internet by way of login script. Authenticating users email service was upgraded to the latest 7.0.1 version. to the network will also help enforce the Information The content management system was also Security Policy and Regulations, which will ultimately implemented. lead to responsible use of the network infrastructure. Configuration for Pretoria campus has been done, Several obsolete workstations were replaced. These and we are in the process of finalising the settings included some of the workstations used by staff and for Cape Town campus. Implementation of this service OPAC workstations both at the Pretoria and Cape will be rolled out in the first half of 2007. Town campuses. Implementation of ISA will help minimise unauthorised access to the Internet, thereby improving the speed, Website revamp efficiency, and effective use of the bandwidth. The revamped NLSA website was launched at the LIASA Conference. The previous Centre for the Book Network infrastructure and hardware upgrade website was redesigned and incorporated into the The existing network cable infrastructure of the Pretoria main NLSA website. This is constituted of a total of campus was upgraded. The network was redesigned forty HTML pages and fifty-one images. The look- to utilise optical fibre links between the cabinets. The and-feel of the intranet is being redesigned to reflect old cables were replaced with the Cat 5 standard. the main website design. The current 10 and 100 Mbps hubs and switches

35 National Library of South Africa - Annual Report 2006/07 REPORT OF OPERATIONS - CORPORATE SERVICES

Millennium system Library efficiently and effectively. The department The old Millennium server was moved from Unisa to strives to maintain healthy and peaceful working NLSA premises. This was after a new server had conditions within which a motivated workforce can been purchased. The new server is hosted by Sabinet perform. at the CSIR premises. Data for NLSA as well as that of other legal deposit libraries has been migrated to Of the 157 approved positions on the staff structure, this server. a large number have not been filled with permanent appointments. Some have been vacant for a Hubs have been provided at Pretoria West for access considerable period due to budgetary constraints. to the Millennium system for direct connection to the Good progress was made with updating records and network to support the Cataloguing Project. This maintaining the flexitime system, with the services of provides an alternative to wireless connection, as a contract worker. The absence of good permanent this mode is prone to interferences and, therefore, staff and the Head: Human Resources impacted on causes access to the network to be unstable. Six the service delivered to staff by the Human Resources computers for each campus were purchased in lieu office. of the Millennium upgrade. The specifications of the existing computers could not meet the minimum The Joint Bargaining Forum met regularly throughout requirements for Millennium version 2006. Upon the year. This forum presents management and installation of these new PCs, an upgrade was representatives of the three unions with the opportunity successfully installed. to discuss matters of mutual interest. Wage negotiations were concluded successfully, and the The digital connectivity to other legal deposit libraries new salary structure was implemented after approval running Millennium system has been maintained. by the Board. The number of staff not belonging to The Library of Parliament is not connected to a union is on the increase, and management Millennium yet, as there are still some decisions to investigated the necessity of entering into an agency be made. The remaining data for Mangaung Library shop agreement to accommodate this. Negotiations was finally extracted by Universal Knowledge Systems with the three unions on the matter have not been (UKS), and it was loaded on the Millennium server. concluded and will continue. Training on Millennium modules for legal deposit libraries was done. As agreed with the unions, the salary structure of the National Library would be aligned with the structure Tertiary Network (Tenet) upgraded the bandwidth of of the public service. Alignment of the National Library all the Gen2 sites, which include legal deposit libraries. salary structure with that of the public service depends This increase in bandwidth resulted in a decrease on the grading of the positions according to the Equate in the cost, except for Msunduzi Library where there post grading system. It was anticipated that the was an overall increase of R52.47. Department of Arts and Culture would provide the expertise and assistance to enable the National Human Resources Library to translate its Paterson job grading to the Equate system. It emerged that this would not be The Human Resources Department aims to recruit feasible, as had been contemplated and foreseen, and maintain suitably qualified staff to perform the but that all the positions would have to be graded. tasks required to fulfil the functions of the National This was confirmed by the Department of Public

National Library of South Africa - Annual Report 2006/07 36 REPORT OF OPERATIONS - CORPORATE SERVICES

Service and Administration (DPSA). The knowledge that the staff who attended the job The Department of Arts and Culture indicated that it grading course have acquired would be put to good could no longer provide the anticipated assistance. use, however, in the finalisation of the grading of all A number of staff members, including union the positions and the review of the structure. At the representatives, thus attended a job grading training end of the financial year, the review was not yet session at the DPSA to enable the NLSA to do its complete, but good progress had been made, and it own grading. However, it appeared that the burden is contemplated that the work will be finalised within on the line functions of the National Library would be the first half of the new financial year. enormous, and it was decided, after consultation with the unions and with approval of the Board of the Progress with employment equity is still unsatisfactory National Library, that an expert consultant, with as a result of the vacancies not being filled, a very extensive experience in both translating job grading small staff turnover, and new positions not being from the Paterson to the Equate system and in grading created. The requirements of new financial legislation positions on the Equate system, would be contracted place a heavy burden on the National Library and to grade all the positions. similar small institutions in order to comply. The contract positions in the Finance Department have The wisdom of this decision was confirmed after the thus all been replaced with permanent appointments. consultant had graded a sample of all the positions. The consultant had gained considerable insight into, Donor money was obtained to perform certain and understanding of, the structure of the National essential line function projects. The project tasks are Library and its workforce, and it was decided to extend performed by temporary and project workers under the grading into a full consultation on the structure of contract to the funding body, the Foundation for positions at the National Library. Five years after the Library and Information Services Development amalgamation of the South African Library and the (FLISD). The appointment of the contract workers, State Library into the National Library of South Africa, the administration of their work time, and contracts such a review of the structure appears necessary and payment are managed by the Human Resources and should finally resolve the issues around the office and the Payroll office of the National Library, combination of the staff structures of two such as beneficiary of the projects. completely diverse organisations.

Tables 4 to 7 provide statistical information on the resources management of the National Library.

Table 1: Personnel costs 2006/07

Total Personnel Training Casual Pension Personnel Average expenditure expenditure expenditure labour/contract fund cost as a personnel R R R workers contribution percentage cost per R R of total employee expenditure R 34 520 224 18 924 406 1 642 494 725 556 54.8 152 616

Table 2: Salaries, overtime, housing allowance, and medical assistance 2006/07

Salaries Overtime Housing allowance Medical assistance Amount Salaries Amount Overtime Amount Housing Amount Medical R as a R as a R allowance R assistance percenta percentage as a as a ge of of percentage percentage personnel personnel of of costs costs personnel personnel costs costs

13 132 406 69.0 34 503 0.001 244 706 0.012 223 800 0.012

37 National Library of South Africa - Annual Report 2006/07 REPORT OF OPERATIONS - CORPORATE SERVICES

Table 3: Employment and vacancies: 31 March 2007

Number of posts Number of posts filled Vacancy rate (including contract posts) 157 124 19.08%

Table 4: Annual turnover rates: 1 April 2005 to 31 March 2007

Number of Appointments Terminations and Turnover rate Number on 31 March employees and transfers into transfers out of 2006 1 April 2005 the institution the institution 124 18 11 11

Table 5: Reasons for staff leaving the institution

Termination type Number Percentage of total departures Death 1 Resignation 8 Expiry of contract 7 Dismissal – operational 0 0 Dismissal – misconduct (theft) 2 Dismissal– inefficiency 0 0 Discharged: ill heath 0 0 Retirement 4 Other 00 Total 22100 Total number of employees who left as percentage of 11% total employment

Table 6: Staff per post level: 31 March 2006

Post level Male Female Total African Coloured Indian White African Coloured Indian White Management3 0 01 1 00 49 Middle 0 1 003 0 02 6 management and high- level specialist Supervisor 2 1 065 3 023 40 and high- level skilled/clerical Lower-level 3 4 03 2 5 06 23 skilled/clerical Very low 2612 0 07 6 0 556 skilled Total 34 18 0 1018 14 0 40134

National Library of South Africa - Annual Report 2006/07 38 REPORT OF THE AUDIT COMMITTEE

Report of the Audit Committee

We are pleased to present our report for the financial year ended 31 March 2007.

Membership and attendance

Until 30 September 2006 the Audit Committee of the National Library of South Africa consisted of the following members:

• Goolam Manack (Specialist Member and Chairperson) • Dube Tshidi (Specialist Member) • John Van Niekerk (Specialist Member) • John Tsebe (National Librarian: ex officio)

The term of office of the previous Audit Committee expired with the termination of the term of office of the previous Board. The new Board was retrospectively appointed by the Minister of Arts and Culture for the period 1 October 2006 to 30 September 2009. The new Board appointed Mr Dube Tshidi and Dr Khomotso Kganyago as Board members to the AC and Mr Denga Ramuedzisi and Mr Gavin Jelley as non Board members to serve on the Audit Committee.

A new Audit Committee was appointed in March 2007 and the Audit Committee of the National Library of South Africa consists of the following members:

• Denga Ramuedzisi (Specialist Member and Chairperson) • Dube Tshidi (Specialist Member) • Gavin Jelley (Specialist Member) • Khomotso Kganyago (Specialist Member) • John K Tsebe (National Librarian) Ex Officio

During the year under review the committee met three times.

Members attended meetings in the year under review as follows:

Goolam Manack 2 Meetings John Tsebe 3 Meetings Dube Tshidi 0 Meetings John Van Niekerk 2 Meetings Denga Ramuedzisi 1 Meeting Gavin Jelley 0 Meetings Khomotso Kganyago 1 Meeting

Audit Committee Responsibility

The Audit Committee reports that it has complied with its responsibilities arising from Section 51(1) (a) of the Public Finance Management Act (PFMA) as well as Treasury Regulation 3.1.13. The Audit Committee also reports that it functions in accordance with the terms of reference as contained in its Audit Committee charter, regulated its affairs in compliance with this charter and discharged all its responsibilities as contained therein.

39 National Library of South Africa - Annual Report 2006/07 REPORT OF THE AUDIT COMMITTEE

The Effectiveness of Internal Controls

Based on our review and evaluation of the work of the Internal Auditors and of the Auditor-General, as reported to us for the year under review, the Audit Committee is of the opinion that the system of internal control operated only partially effectively during the past year. We have noted a number of areas of weakness reported by the Auditor-General; we will monitor Management’s responses thereto during the forthcoming year. Where weaknesses in internal control were identified, corrective action has been or is in the process of being taken to reduce the concomitant risks.

Quality of quarterly management reports

As noted before, the new members of the Audit Committee were appointed at the end of the last quarter of the financial year under review, the new members were not able to review the quarterly management reports prior to the commencement of the final audit by the Auditor-General.

Evaluation of Draft Financial Statements

The Audit Committee has: • reviewed and discussed with the Auditor-General and the Chief Financial Officer the audited annual financial statements to be included in the annual report, • reviewed the Auditor-General’s management letter and management’s response thereto, • reviewed the appropriateness of accounting policies and practices, and • reviewed significant adjustments resulting from the audit.

The Audit Committee concurs with and accepts the disclaimer in the audit report of the Auditor-General on the annual financial statements and recommends that the audited annual financial statements, read together with the report of the Auditor-General thereon, be accepted.

V D Ramuedzisi Chairperson: National Library of South Africa Audit Committee

National Library of South Africa - Annual Report 2006/07 40 ANNUAL FINANCIAL STATEMENTS for the year ended 31 March 2007

The reports and statements as indexed hereunder are presented in compliance with the requirements of the generally accepted accounting practice:

INDEX PAGE

Auditor's Report 42 - 45

Chief Executive Officer's Report 46 - 47

Statement of Financial Position 48

Statement of Financial Performance 49

Statement of Changes in Net Assets 50

Cash Flow Statement 51

Accounting Policies & Notes 52 -61

Schedule to the Financial Statements 62 -64

The financial statements on page 46 to 61 have been approved on the 29th May 2007 and signed

______Mr John Kgwale Tsebe (National Librarian & CEO)

______Prof Gessler Muxe Nkondo (Chairperson: NLSA Board)

41 National Library of South Africa - Annual Report 2006/07 REPORT OF THE AUDITOR-GENERAL TO PARLIAMENT ON THE FINANCIAL STATEMENTS AND PERFORMANCE INFORMATION OF THE NATIONAL LIBRARY OF SOUTH AFRICA FOR THE YEAR ENDED 31 MARCH 2007

REPORT ON THE FINANCIAL STATEMENTS Introduction 1. I have audited the accompanying financial statements of the National Library of South Africa which comprise the statement of financial position as at 31 March 2007, statement of financial performance, statement of changes in net assets and cash flow statement for the year then ended, and a summary of significant accounting policies and other explanatory notes, as set out on pages 46 to 60. Responsibility of the accounting authority for the financial statements 2. The accounting authority is responsible for the preparation and fair presentation of these financial statements in accordance with Generally Accepted Accounting Practice and in the manner required by the Public Finance Management Act, 1999 (Act No. 1 of 1999) (PFMA). This responsibility includes: • designing, implementing and maintaining internal control relevant to the preparation and fair presentation of financial statements that are free from material misstatement, whether due to fraud or error • selecting and applying appropriate accounting policies • making accounting estimates that are reasonable in the circumstances. Responsibility of the Auditor-General 3. As required by section 188 of the Constitution of the Republic of South Africa, 1996, read with section 4 of the Public Audit Act, 2004 (Act No. 25 of 2004), my responsibility is to express an opinion on these financial statements based on my audit in accordance with the International Standards on Auditing. Because of the matters discussed in the basis for disclaimer of opinion paragraphs, however, I was not able to obtain sufficient appropriate audit evidence to provide a basis for an audit opinion. Basis of accounting 4. The public entity’s policy is to prepare financial statements on the basis of accounting determined by the National Treasury as set out in note 1 to the financial statements. Basis for disclaimer of opinion 5. The following balance sheet components, which are fundamental to the presentation of the financial statements, could not be verified as appropriate supporting documentation could not be obtained: • Trade and other receivables R1 007 383 • Trade and other payables R 968 001 • Finance lease liability R1 395 781

National Library of South Africa - Annual Report 2006/07 42 In addition, the following material unadjusted errors were identified: • Leave and bonus provisions were calculated on the incorrect daily rates, resulting in a possible understatement of provisions amounting to R413 513; • Unexplainable differences amounting to R592 573 exist between the general ledger and fixed asset register; and Disclaimer of opinion 6. Because of the significance of the matters described in the basis for disclaimer of opinion paragraphs, I was unable to obtain sufficient appropriate audit evidence to provide a basis for an audit opinion on the financial statements of the National Library of South Africa. Accordingly, I do not express an opinion on the financial statements. Emphasis of matter I draw attention to the following matter: 7. Highlighting of a matter affecting the financial statements which is included in a note to the financial statements Post-retirement medical aid benefits are provided for qualifying employees and retirees. The NLSA liability in this regard amounted to R14,8 million based on a valuation conducted as at 31 March 2007. The NLSA recognised the importance of providing for this liability. However, it did not have the required level of funds to match the liability.

OTHER MATTERS I draw attention to the following matters that are ancillary to my responsibilities in the audit of the financial statements: 8. Internalcontrol Riskassessment Non-compliance with Generally Accepted Accounting Practice (GAAP) on various account balances emanates from insufficient risk assessment processes regarding the impact accounting pronouncements have on the entity and as a result the financial statements had to be amended. 9. Material non-compliance with applicable legislation 9.1 Non-compliance with PFMA and Treasury Regulations • Section 51(a) of the PFMA: Important policies and procedures including the asset management policy and supply chain management policy were not regularly compiled, updated and implemented; and • Treasury Regulation 31.1.2(j): Bank reconciliations were not prepared on a weekly basis but on a monthly basis. 9.2 Non-compliance with Generally Accepted Accounting Practice • IAS39 (AC 133) Financial Instruments requires that receivables and payables be initially recognised at fair value, taking into account the effect of the time value of money. This accounting treatment was not adhered to; and

43 National Library of South Africa - Annual Report 2006/07 • IAS 19 (AC 116) Employee benefits, the fair value adjustment to the liability for medical aid benefits were not disclosed in line with IAS19 requirements. 10. Internal audit Section 51(1)(a)(ii) of the PFMA requires that an accounting authority for a public entity must ensure that the public entity has and maintains a system of internal audit under the control and direction of an audit committee. As identified in our preliminary assessments of the internal audit function, no reliance was to be placed on the work of internal audit as audits undertaken was only finalised during May 2007. 11. Material corrections were made to the financial statements submitted for audit purposes on 31 May 2007, as follows: Provisions were incorrectly raised for certain expenses amounting to R2 742 165 and were subsequently reversed; and Provisions were correctly classified as accruals amounting to R321 250. 12. Supply chain management Non-compliance with the Supply Chain Management Framework, was noted during the audit. 13. Unaudited supplementary schedules I draw attention to the fact that the information set out on pages 62 to 64 do not form part of the annual financial statements and is presented as additional information. I have not audited these schedules and accordingly I do not express an opinion on them. OTHER REPORTING RESPONSIBILITIES Reporting on performance information 14. I have audited the performance information as set out on pages 14 to 38. Responsibility of the accounting authority 15. The accounting authority has additional responsibilities as required by section 55(2)(a) of the PFMA to ensure that the annual report and audited financial statements fairly present the performance against predetermined objectives of the public entity. Responsibility of the Auditor-General 16. I conducted my engagement in accordance with section 13 of the Public Audit Act, 2004 (Act No. 25 of 2004), read with General Notice 646 of 2007, issued in Government Gazette No. 29919 of 25 May 2007. 17. In terms of the foregoing, my engagement included performing procedures of an audit nature to obtain sufficient appropriate evidence about the performance information and related systems, processes and procedures. The procedures selected depend on the auditor’s judgment. 18.I believe that the evidence I have obtained is sufficient and appropriate to provide a basis for the audit findings reported below.

National Library of South Africa - Annual Report 2006/07 44 Audit findings The National Library of South Africa does not have a proper policy and procedure framework to manage the process to finalise their performance information for audit purposes and as a result:

• There is no system in place to report against predetermined objectives in the annual report; • The format and presentation of the performance against predetermined objectives are not clear in the annual report; and • The information presented in the annual report could not be compared to the relevant source nor could the calculations be tested. APPRECIATION 19.The assistance rendered by the staff of the National Library of South Africa during the audit is sincerely appreciated.

AH Muller for Auditor-General

Pretoria

31 July 2007

45 National Library of South Africa - Annual Report 2006/07 NATIONAL LIBRARY OF SOUTH AFRICA Chief Executive Officer's Report for the year ended 31 March 2007 I have pleasure in submitting my report as Chief Executive Officer in respect of the public entity's activities for the financial year ended 31 March 2007

STATEMENT OF RESPONSIBILITIES OF THE BOARD The Board is responsible for the maintenance of adequate accounting records and the preparation and integrity of the annual financial statements and the additional information in this report. The financial statements were prepared in accordance with the generally accepted accounting practice. This encompasses responsible disclosure in accordance with the accounting policies of the public entity, consistently applied and supported by conservative and reasonable judgments and estimates.

The annual financial statements were prepared in terms of the going concern principle, and the Chief Executive Officer and Board members are not aware of any reason to doubt that it would not continue as such as the entity has adequate resources in place to continue its operation, alternatively envisages no problem in seeing adequate reasons for its continued operation

The Board is responsible for an effective system of internal control to ensure the integrity and reliability of the accounting records and annual financial statements and to adequately safeguard and maintain accountability of assets and to prevent and detect misstatement and loss. Nothing has come to the attention of the Chief Executive Officer and Board members to indicate that any irreparable material breakdown in the functioning of these controls and systems has occurred during the year under review.

The annual financial statements are audited by the Auditor-General, who has unrestricted access to all financial information, including minutes of meetings of the Board and Committees.

INCORPORATION

National Library of South Africa, a science council established by Act No. 92 of 1998, is classified as a schedule 3A public entity.

NATURE OF ACTIVITIES

Contributes to socio-economic, cultural, educational, scientific and innovative development by collecting, recording, preserving and making available the national documentary heritage and promoting an awareness and appreciation thereof, by fostering information literacy, and by facilitating access to the world's information resources.

FINANCIAL RESULTS 2006/2007 2005/2006 R R The financial results are set out in the financial statements and can be summarised as follows:

State grant 33,358,000 30,530,168 Other income 2,961,416 1,891,894 Total income 36,319,416 32,422,062 Total expenditure (31,678,059) (49,267,817) Net surplus (loss) for the year 4,641,357 (16,845,755) Accumulated surplus/deficit funds beginning of the year (8,880,208) 8,065,547 Total accumulated surplus/deficit end of the year (4,238,851) (8,880,208)

National Library of South Africa - Annual Report 2006/07 46 NATIONAL LIBRARY OF SOUTH AFRICA

Chief Executive Officer's Report for the year ended 31 March 2007 (continued)

MANAGEMENT OF THE ENTITY

During the year under review the entity was managed by an autonomous and representative Board of 9 members

BOARD MEMBERS

Prof Gessler Nkondo (Chairperson) Ms Fatima Darries Ms Busisiwe Dlamini Mr Haffy Haffajee Dr Khomotso Kganyago Mr Andrew Mestern Ms Ntsundeni Phosiwa Mr Dube Tshidi Dr Martie van Deventer

POSTAL ADDRESS: P O Box 390 PRETORIA, 0001

BUSINESS ADDRESS: 228 Proes Street PRETORIA, 0001

EVENTS SUBSEQUENT TO YEAR END

No significant material post balance sheet events occurred between the year-end and the date of this report.

______Mr John Kgwale Tsebe (National Librarian & CEO)

Date: 29 May 2007

47 National Library of South Africa - Annual Report 2006/07 NATIONAL LIBRARY OF SOUTH AFRICA STATEMENT OF FINANCIAL POSITION as at 31 March 2007

Notes 2006/2007 2005/2006 ASSETS R R

Non-Current Assets 5,158,734 5,733,457

Property, Plant & Equipment 2 5,154,615 5,714,254 Intangible Assets 4 4,119 19,203 Current Assets 25,052,795 7,956,978

Investments 5 6,219,143 6,554,352 Trade and Other Receivables 6 2,713,609 799,140 Cash and Cash Equivalents 7 16,120,043 603,486

Total Assets 30,211,529 13,690,435

NET ASSETS AND LIABILITIES

Total Net Assets (4,238,851) (8,880,208)

Accumulated Loss (4,238,851) (8,880,208)

Total Liabilities 34,450,380 22,570,643

Non-Current Liabilities 9,684,945 759,889

Deferred Income 8 8,568,320 - Finance Leases 9 1,116,625 759,889

Current Liabilities 24,765,435 21,810,754

Trade and Other Payables 10 2,261,645 2,753,100 Provisions 11 3,216,410 2,158,010 Deferred Income 8 4,220,217 - Finance Leases 9 279,156 387,703 Defined Benefit Obligation 12 14,788,007 16,511,941

Total Net Assets and Liabilities 30,211,529 13,690,435

National Library of South Africa - Annual Report 2006/07 48 NATIONAL LIBRARY OF SOUTH AFRICA STATEMENT OF FINANCIAL PERFORMANCE for the year ended 31 March 2007

Notes 2006/2007 2005/2006 R R

Revenue 15 33,358,000 30,530,168

Gross Profit 33,358,000 30,530,168 Other Operating Income 2,329,906 1,441,759

Total income from operations before investment income and finance costs 35,687,906 31,971,927 Income from Investments 14 631,510 450,135 Interest paid on Finance Leases (85,890) (98,085) Administrative and Operating Expenses (31,592,169) (49,169,732)

(Deficit)/Surplus from ordinary activities for the year 4,641,357 (16,845,755)

49 National Library of South Africa - Annual Report 2006/07 NATIONAL LIBRARY OF SOUTH AFRICA STATEMENT OF CHANGES IN NET ASSETS for the year ended 31 March 2007

2006/2007 2005/2006 R R

Opening Balance (8,880,208) 8,065,547 Prior Year Adjustments - (100,000) Net surplus (deficit) for the year 4,641,357 (16,845,755)

Closing Balance (4,238,851) (8,880,208)

National Library of South Africa - Annual Report 2006/07 50 NATIONAL LIBRARY OF SOUTH AFRICA CASH FLOW STATEMENT for the year ended 31 March 2007

Notes 2006/2007 2005/2006 R R Cash flows from operating activities

Cash receipts from customers 49,183,843 33,028,335 Cash paid to suppliers and employees (33,494,039) (30,075,228)

Cash generated from operations 17 15,689,804 2,953,107 Interest received 631,510 450,135 Interest paid (85,890) (98,085)

Net cash inflow from operating activities 16,235,424 3,305,157

Cash flows from investing activities

Acquisition of property, plant & equipment 2 (1,302,264) (1,519,948)

Additions to property, plant & equipment (1,054,076) (957,618) Acquisition of assets on lease (248,188) (562,330) Proceeds on disposal of property, plant & equipment - 81,959 Decrease/Increase in investments 335,209 (2,102,844) Decrease/Increase in lease amounts - 153,701

Net cash outflow from investing activities (967,055) (3,387,132)

Cash flows from financing activities

Increase (decrease) in long term borrowings 248,188 -

Net cash inflow from financing activities 248,188 -

Net increase/(decrease) in cash and cash equivalents 15,516,557 (81,975) Cash and cash equivalents beginning of period 603,486 685,461

Cash and cash equivalents end of period 16,120,043 603,486

51 National Library of South Africa - Annual Report 2006/07 NATIONAL LIBRARY OF SOUTH AFRICA ACCOUNTING POLICIES for the year ended 31 March 2007

1. ACCOUNTING POLICY

The financial statements have been prepared in accordance with the South African Statements of Generally Accepted Accounting Practices (GAAP), including any interpretations of such Statements issued by the Accounting Practices Board, with the prescribed Standards of Generally Recognised Accounting Practices issued by the Accounting Standards Board replacing the equivalent GAAP as follows

1.1 Standard of GRAP Replaced Statement of GAAP

GRAP 1: Presentation of financial statements AC101: Presentation of financial statements GRAP 2: Cash flow statements AC118: Cash flow statements GRAP 3: Accounting policies, changes in accounting AC103: Accounting, changes in accounting estimates estimates and errors. and errors

The recognition and measurement principles in the above GRAP and GAAP Statements do not differ or result in material differences in items presented and disclosed in the financial statements. The implementation of GRAP 1, 2 & 3 has resulted in the following significant changes in the presentation of the financial statements:

Terminology differences:

1.2 Standard of GRAP Replaced Statement of GAAP

Statement of financial performance Income statement Statement of financial position Balance sheet Statement of changes in net assets Statement of changes in equity Net assets Equity Surplus/deficit Profit/loss Accumulated surplus/deficit Retained earnings Contributions from owners Share capital Distributions to owners Dividends Reporting date Balance sheet date

The cash flow statement can only be prepared in accordance with the direct method. Specific information has been presented separately on the statement of financial position such as: (a) Receivables from non-exchange transactions, including taxes and transfers; (b) Taxes and transfers payable; (c) Trade and other payables from non-exchange transactions. Amount and nature of any restrictions on cash balance is required.

1.3 Taxation No provision for income tax was made as the entity is incorporated as a company not for gain and listed as a schedule 3A public entity. The entity is exempted from income tax.

1.4 Retirement benefits

The National Library operates both a pension fund (Associated Institutions Pension Fund) and a provident fund (National Library Provident Fund). The National Library has no control over the assets and liabilities of both funds and therefore acknowledges the contributions to the funds as expenses in the statement of financial performance. Actuaries appointed by Sanlam, the fund managers of the Provident Fund evaluate the fund every three years. The members of the Provident Fund are required to indicate to the fund managers how their contributions should be invested.

National Library of South Africa - Annual Report 2006/07 52 NATIONAL LIBRARY OF SOUTH AFRICA ACCOUNTING POLICIES for the year ended 31 March 2007 (continued)

1.5 Revenue Recognition

Revenue is recognised when it is probable that future economic benefits will flow to the enterprise and these benefits can be measured reliably.

Revenue from the sale of goods is recognised when significant risks and rewards of ownership of the goods have been transferred to the buyer.

Revenue from letting out of equipment and space is recognised when the service has taken place. In the case of space letting, revenue is recognized when it is earned.

Interest income is accrued on a time proportion basis, taking into account the principal outstanding and the effective interest rate over the period to maturity.

Dividend income from investments is recognised when the right to receive payment has been established.

Government transfer payments are recognised when the income is received.

1.6 Basis of Preparation

The financial statements have been prepared on the historical basis, except as modified for the revaluation of furniture equipment, motor vehicles and computer equipment.

1.7 Currency

The financial statements are presented in South African Rand since it is the currency in which the majority of the National Library's transactions are denominated.

The following are approximate values of R1,00 as at the balance sheet date for selected currencies.

2006/2007 2005/2006 Euro 0.1027 0.1330 Pound Sterling 0.0697 0.0921 US Dollar 0.1373 0.1602 Transactions in currencies other than the National Library's reporting currency (Rand) are initially recorded at the rates of exchange ruling on the dates of the transactions. Gains and losses arising from the settlement of such transactions are recognised in the income statement.

Monetary assets and liabilities denominated in foreign currencies are retranslated at the rates of exchange ruling as at the balance sheet date. Unrealised differences on monetary assets and liabilities are recognised in the income statement in the period in which they occurred. In order to hedge its exposure to foreign exchange risks, the National Library enters into forward contracts and options. Unrealised gains and losses arising from currency forward contracts and options designated as hedges of identified exposures are deferred and matched against gains and losses arising from the specified transactions. 1.8 Property, Plant and Equipment

Other items of property, plant and equipment are stated at cost less accumulated depreciation.

Depreciation is charged so as to write off the cost or valuation of assets using the straight-line method as follows:

Computer Hardware 33% Computer Software 50% Furniture, Fittings and Equipment 20% Motor Vehicles 20%

Gains and losses arising from the disposal or retirement of an asset is determined as the difference between the sales proceeds and the carrying amount of the asset, and is recognised in income.

53 National Library of South Africa - Annual Report 2006/07 NATIONAL LIBRARY OF SOUTH AFRICA ACCOUNTING POLICIES for the year ended 31 March 2007 (continued) 1.9 Books and Other Collections

The National Library of South Africa, like all heritage institutions has a problem of placing a monetary value on items which are kept for posterity. Some have an increase in value, others have a fluctuating value, depending on demand which may vary and some have a decreasing value. It is unlikely that heritage assets will ever be sold and therefore the remain assets whether or not the cost is written off, and irrespective of their decreasing, fluctuating or increasing value The Accounting Standard Board of South Africa is investigating the problem of putting value to heritage assets. The National Library of SA awaits the outcome of this investigation to develop policy.

1.10 Leasing

Some leases are classified as finance leases for accounting purposes and assets relating to these leases are depreciated over the expected lease period at a fixed depreciation rate to a residual value of nil.

1.11 Trade Receivables

Trade receivables are stated at their nominal value as reduced by appropriate allowances for estimated irrecoverable amounts.

1.12 Investments

All investments are initially recognised at cost, transaction costs included. At subsequent reporting dates, the following categories of investments are measured at amortised cost by using the effective interest rate method if they have a fixed maturity or at cost if there is no fixed maturity:

* Loans and receivables originated by the Library and not held for trading; * Held to maturity investments; and * An investment in a financial asset that does not have a quoted market price in an active market and of which the fair value cannot be measured reliably.

Costs and amortised costs are inclusive of any impairment loss recognised to reflect irrecoverable amounts. The financial assets are subject to to review for impairment at each balance sheet date. The annual amortisation of any discount or premium on the acquisition of a held-to-maturity security is aggregated with other investment income receivable over the term of the instrument so that the revenue recognised in each period represents a constant yield on the investment.

1.13 Trade Payables

Trade and other payables are stated at their nominal value.

1.14 Provisions Provisions are recognised when the National Library has a present obligation as a result of a past event and it is probab that this will result in an outflow of economic benefits that can be estimated reliably.

1.15 Government Grants

Government grants are recorded as deferred income when they become receivable and are then recognised as income on a systematic basis over the periods necessary to match the grants with related costs which they are intended to compensate. * Income-related grants subsidising expenses are credited to the statement of financial results as other income when the related expense is recognised; and * Capital contributions on computer equipment is credited at 33% per annum on a straight-line method to the statement of financial results based on the estimated useful life of computer equipment.

1.16 Going Concern

Currently the library has a negative liquidity ratio and this is due to the liability created by the post retirement medical aid benefits. At present, this liability does not have an impact on the going concern but the library might be unable to settle this liability without the assistance of the Department of Arts & Culture in the highly unlikely event that all library's employees go on retirement at once. Except for the reason mentioned above, there is no reason to doubt that the NLSA will not continue to operate and fulfill its obligation for the duration of its existence.

National Library of South Africa - Annual Report 2006/07 54 NATIONAL LIBRARY OF SOUTH AFRICA ACCOUNTING POLICIES for the year ended 31 March 2007 (continued) 1.17 Intangible Assets

Computer software costs are capitalised provided that all the assets recognition criteria are met. These costs have a finite useful life and are carried at cost less accumulated amortisation and accumulated impairment losses. Amortisation on computer software is calculated at 50% on a straight-line basis.

1.18 Change in Accounting Policies

Last year's figures have been restated on items like trade and other receivables, other receivables, trade and other payables, other payables, sundry creditors and property, plant and equipment (computer software) due to change in accounting policies as a result of compliance to GAAP in terms of classifications and disclosure.

(continues on next page)

55 National Library of South Africa - Annual Report 2006/07 l R 362,000291,000284,000274,000 277,494 311,000 - 299,000 277,078 - 235,682 256,142 352,583473,000372,000 490,973 427,497 357,492 558,000 503,541 9,745,225 (3,629,999) 1,503,748 (1,535,529) (369,191) (5,165,528) (6,999,195) (5,138,596) (1,860,599) - R (577,177) (873,153) (295,976) - (853,153) (380,327) (1,233,480) 21,000 21,000 - - 14,000 - - R A (1,697,858) (343,722) (19,383) (2,041,580) ) (2,030,867) (374,766) (2,405,633) 29,000 40,000 23,503 35,979 21,000 21,000 7,984 - 18,000 - 30,000 - - R (1,168,062) (833,694) (286,808) (2,001,756) - - - (continued 132,000 (2,005,537) (993,447) (2,998,984) 122,000 - 73,333 64,622 40,667 - - NATIONAL LIBRARY OF SOUTH AFRIC LIBRARY NATIONAL NOTES - - R 2007 2006 2007 2006 2007 2006 2007 2006 2007 2006 (112,059) (186,902) (62,137) (63,000) (249,039) - 272,304 709,686 320,806 344,390 348,308 248,188 562,330 1,302,264 Motor Vehicles Furniture & Equipment Motor Vehicles Computer Equipment R Copiers on Lease Total R R R R 16,000 26,000 - R to the annual financial statements as at 31 March 2007 to the annual financial statements 2007 2006 2007 2006 2007 2006 2007 2006 2007 2006 2007 2006 1,959,000 2,091,115 216,583 140,201 888,333 221,734 309,667 253,809 203,000 119,040 3,576,583 2,825,899 Salary Bonus Payments Allowances Pension/Provident Fund Other Benefits Tota Executive Head: Human ResourcesProgramme Executive: Preservation ServicesProgramme Executive: Bibliographic ServicesProgramme Executive: Information Services 131,000 239,000 195,858 97,000 220,000 195,858 20,000 195,858 22,000 - 16,321 18,000 16,321 86,000 16,321 - 4,488 - 16,000 35,979 21,000 24,432 Programme Executive: Centre for the BookExecutive Head: ICT 166,000 262,998 27,000 21,917 163,000 128,000 4,488 - 30,000 48,313 21,000 19,776 Executive Head: Marketing & Communications 104,000 195,858 12,000 16,321 135,000 4,488 19,000 35,979 21,000 24,848 Deputy National Librarian 284,000 263,497 31,000 23,000 105,000 92,000 32,000 28,000 21,000 21,000 2. PROPERTY, PLANT & EQUIPMENT 2. PROPERTY, Carrying amount beginning of year Gross carrying amount 498,167 351,000 3,512,169 4,311,865 747,206 654,140 537,902 5,517,706 668,937 5,479,927 1,048,474 2,685,007 762,119 2,366,795 5,714,254 1,901,627 1,339,296 6,115,226 10,851,546 Accumulated Depreciation (249,039) Chief Executive Officer 335,000 354,837 40,000 30,000 107,000 51,648 55,000 46,056 21,000 21,000 Chief Financial Officer 220,000 426,351 4,583 - Additions Depreciation Disposal of Assets Net Carrying amount end of yearCost or ValuationAccumulated Depreciation 386,108 498,167 3,228,408 3,512,169 (361,098) 623,764 747,206 747,206 654,140 6,227,392 916,335 5,513,925 1,048,474 3,029,397 5,154,615 2,695,720 5,714,254 2,149,815 1,901,626 12,153,810 10,879,782 Net Carrying amount end of year remuneration) 3. EXECUTIVES' EMOLUMENTS (included in staff 386,108 498,167 3,228,408 3,512,169 623,764 654,140 916,335 1,048,474 5,154,615 5,714,254

National Library of South Africa - Annual Report 2006/07 56 NATIONAL LIBRARY OF SOUTH AFRICA NOTES to the annual financial statements for the year ended 31 March 2007

2006/2007 2005/2006 R R 4. INTANGIBLE ASSETS

Intangible assets consist of computer software

Carrying amount beginning of year 19,203 51,155

Gross carrying amount 596,441 580,332 Accumulated Amortisation (577,238) (529,177) Additions - 16,109 Amortisation for the year (15,084) (48,061)

Gross carrying amount 596,441 596,441 Accumulated Amortisation (592,322) (577,238)

Net Carrying amount end of year 4,119 19,203

5. INVESTMENTS The investments are summarised as follows:

Short-term Investment (32 - 356 days) held at ABSA Bank 6,168,410 6,552,739 Medium to Long-term Investments No. of Shares Board's Valuation SABINET Online 97,391 0.1724 16,792 974 SA Reserve Bank 200 3.0000 600 600 New Wits - Preference Shares 49 0.2041 10 10 Unisec 29 1.0000 29 29 Bequests 33,302 - 6,219,143 6,554,352

6. TRADE & OTHER RECEIVABLES

The debtors are summarised as follows:

Sundry 97,932 53,252 Trade debtors 686,870 696,941 Personnel debtors 25,383 25,383 Prepaid Expenses 1,650,909 - Income Receivable 10,991 - Other Receivables 241,524 23,564 2,713,609 799,140

7. CASH & CASH EQUIVALENTS

Cash at bank 1,151,640 567,174 Call deposits 14,957,697 21,293 Cash on hand 10,706 15,019 16,120,043 603,486

8. DEFERRED INCOME - GRANT RELATED TO ASSETS

Government grant received, to be recognised in future accounting periods

Computer equipment 12,788,537 - Less: Deferred grant to be recognised in the following year (4,220,217) - 8,568,320 -

57 National Library of South Africa - Annual Report 2006/07 NATIONAL LIBRARY OF SOUTH AFRICA NOTES to the annual financial statements for the year ended 31 March 2007 (continued)

2006/2007 2005/2006 R R 9. FINANCE LEASE COMMITMENT

The future minimum lease payments under non-cancelable leases for equipment are as follows: R YEAR 1 YEAR 2 YEAR 3 YEAR 4 YEAR 5 TOTAL

Due within one year 279,156 279,156 Due two to five years 279,156 279,156 279,156 279,157 1,116,625 Due after five years ------1,395,781

RECONCILIATION

Future lease payments 1,395,781 1,031,707 Present value of future minimum lease payments 1,481,671 1,129,792

Interest component 85,890 98,085

10. TRADE & OTHER PAYABLES

The creditors are summarised as follows:

Trade creditors 1,010,576 1,699,426 Sundry creditors 702,941 856,300 Expenses Payable 437,079 - Other payables 111,049 197,374 2,261,645 2,753,100

11. PROVISIONS

Opening carrying amount 2,158,010 - Additional provisions made during the year 3,216,410 2,158,010 Amounts used during the year (2,158,010) - Unused amounts reversed during the year - -

Closing carrying amount 3,216,410 2,158,010

12. EMPLOYEE BENEFITS

The health care benefits that the National Library of SA gives to its employees are provided by two medical scheme namely Discovery Health and Bonitas. On 31 March 2007, the membership of the funds was 99 permanent employees and 37 retired employees, a total of 136 employees. Arch Actuarial Consulting conducted a valuation of the post retirement liability on 31 March 2007 taking into consideration current service costs, interest costs and benefits payments.

Currently the library has a negative liquidity ratio and this is due to the liability created by the post retirement medical aid benefits. At present, this liability does not have an impact on the going concern but the library might be unable to settle this liability without the assistance of the Department of Arts & Culture in the highly unlikely event that all library's employees go on retirement at once.

National Library of South Africa - Annual Report 2006/07 58 NATIONAL LIBRARY OF SOUTH AFRICA NOTES to the annual financial statements for the year ended 31 March 2007 (continued)

2006/2007 2005/2006 The unfunded liability was valuated as follows: R R

12.1 Fair value of obligation

Obligation at year end 17,534,383 16,511,941 Unrecognised actuarial gain (2,746,376) - Balance as per Balance Sheet 14,788,007 16,511,941

12.2 Charge in the Income Statement

Contributions for the year (1,947,734) (1,849,472) Actual liability - 2007 (14,788,007) - Actual liability-2006 16,511,941 (16,511,941) (223,800) (18,361,413)

12.3 Reconciliation of Balance Sheet

Opening balance - 2007 16,511,941 - Net expense charged against profits 223,800 18,361,413 Contributions for the year (1,947,734) (1,849,472) Balance b/d - 2007 14,788,007 16,511,941

13. TAXATION

No provision was made for normal income tax as no liability is anticipated after taking into account that the entity incorporated not for gain and established by Act of Parliament, Act No. 92 of 1998. The entity is exempted from income tax.

14. NET SURPLUS/(LOSS) 2006/2007 2005/2006 R R Net surplus (loss) for the year after taking into account items detailed below DISCLOSABLE INCOME (included in revenue & other income)

Interest 631,510 450,135 Discount received - - Exchange rate gains 5,981 - State grant 33,358,000 30,530,168

DISCLOSABLE EXPENSES (included in administrative & operating expenses)

Auditor's remuneration - Audit fees: external 146,338 326,468 - Audit fees: internal 270,003 340,581 Depreciation 1,875,683 1,583,590 Exchange rate losses - 19,307 Interest paid 85,890 98,085 Loss on disposal of assets - 287,432 Staff remuneration 18,924,406 35,729,563 Rental - office equipment 603,399 317,789

59 National Library of South Africa - Annual Report 2006/07 NATIONAL LIBRARY OF SOUTH AFRICA NOTES to the annual financial statements for the year ended 31 March 2007 (continued)

2006/2007 2005/2006 15. REVENUE R R

An analysis of revenue is as follows:

15.1 Government grants

* Government grant related to income represents transfer payment received from the Department of Arts & Culture as 100% subsidy for carrying out normal business 33,358,000 30,530,168 operations of the NLSA. * Deferred income represents government grant related to assets (for the purchase of computer and IT equipment for the new building) 12,788,537 -

15.2 Other income

- Operating income 1,396,937 862,364 - Sundry income 1,564,479 579,395 49,107,953 31,971,927

15.3 Related parties (included in the revenue) R R

- The Department of Arts and Culture provides 100% funding to the National Library 33,358,000 30,530,168 of SA for its activities. - Donations for special projects were received from the National Lottery during the year under review. 553,999 -

16. COMMITMENTS

The following commitments were made during the financial year. Services and goods were secured but not yet rendered and delivered as at the end of the financial year: * Board Meetings and strategic Planning Sessions 100,000 - * Book Purchases (Oversees orders) 350,014 - * Audit Expenses (External & Internal 560,300 - * Information Technology Upgrade and Maintenance 830,000 - * Printing of Annual Report 100,000 * IFLA Conference - Durban 901,851 - 2,842,165 -

17. NOTES TO THE CASH FLOW STATEMENT

Cash flow from operating activities

Net income (loss) for the year 4,641,357 (16,845,755) Adjustment for:- Depreciation 1,875,683 1,583,590 Increase in provisions and benefits obligation 2,299,186 16,723,072 Loss on disposal of fixed assets - 287,232 Adjustments to prior years income - (100,000) Interest paid 85,890 98,085 Interest received (631,510) (450,135)

Operating profit before working capital changes 8,270,606 1,296,089

Working capital changes 7,419,198 1,657,018 (Increase)/Decrease in trade & other receivables (1,914,469) 1,036,408 Increase/(decrease) in trade & other payables 9,333,667 620,610

National Library of South Africa - Annual Report 2006/07 60 NATIONAL LIBRARY OF SOUTH AFRICA NOTES to the annual financial statements for the year ended 31 March 2007 (continued)

2006/2007 2005/2006 R R

Cash generated from operations 15,689,804 2,953,107 Interest received 631,510 450,135 Interest paid on finance leases (85,890) (98,085) Net cash flows from operating activities 16,235,424 3,305,157

Cash flows from investing activities Acquisition of property, plant & equipment (1,302,264) (1,519,948)

Additions to property, plant & equipment (1,054,076) (957,618) Acquisition of assets on lease (248,188) (562,330) Proceeds on disposal of property, plant & equipment - 81,959 (Decrease)/Increase in investments 335,209 (2,102,844) (Decrease)/Increase in lease amounts - 153,701

Net cash outflow from investing activities (967,055) (3,387,132)

Cash flows from financing activities

Increase(decrease) in long term borrowings 248,188 -

Net cash flows from financing activities 248,188 - Net increase/(decrease) in cash and cash equivalents 15,516,557 (81,975) Cash and cash equivalents at beginning of period 603,486 685,461

Cash and cash equivalents at end of period 16,120,043 603,486

61 National Library of South Africa - Annual Report 2006/07 NATIONAL LIBRARY OF SOUTH AFRICA SCHEDULE TO THE ANNUAL FINANCIAL STATEMENTS DETAILED INCOME STATEMENT for the year ended 31 March 2007

Notes 2006/2007 2005/2006 R R

INCOME

State Grant 1 33,358,000 30,530,168 Transfer Payments 33,358,000 30,530,168

Sundry Income 932,969 579,395 Commission on Third-party Payments 15,576 17,668 Fund-raising - 1,815 Parking 195,599 159,181 Royalties 98,802 84,207 Sundry Income 321,741 163,663 Venue Hire 301,251 152,861

Operating Income 1,396,937 862,364 Administration Fees 431 3,903 Bursary Recoveries 0 2,480 Document Supply 127,954 78,221 Donations 554,951 7,670 Imaging and Photography 60,857 49,436 Interlending Memberships 5,360 5,800 Internet Café 10,149 4,340 ISAP 113,938 181,711 Marc Office 25,260 28,640 Microfilm Sales 163,679 103,117 Photocopy Sales 151,642 167,768 Printing and Binding 16,876 6,568 Publication Sales 20,180 24,930 Pulping 1,829 3,935 Quarterly Bulletins 3,840 5,520 Reference Information Sales 7,281 7,856 SANB/SABINET 47,889 72,362 Tender Fees 8,250 21,165 Foreign Exchange Gains 5,981 0 Telephone Recoveries 70,590 86,942

Income Before Investment Income 35,687,906 31,971,927

Investment Income Interest Received 631,510 450,135

TOTAL INCOME 36,319,416 32,422,062

EXPENSES (As per schedule on page 63) (31,678,059) (49,267,817)

NET SURPLUS (LOSS) FOR THE YEAR 4,641,357 (16,845,755)

National Library of South Africa - Annual Report 2006/07 62 NATIONAL LIBRARY OF SOUTH AFRICA SCHEDULE TO THE ANNUAL FINANCIAL STATEMENTS for the year ended 31 March 2007 R R

EXPENSES Notes 2006/2007 2005/2006

Staff Remuneration 2 18,924,406 35,729,563 Administrative & Operating Expenses 12,753,653 13,538,254 Accommodation & Subsistence Allowance 170,323 265,200 Advertising & Promotion 199,775 186,928 Auditor's Remuneration 416,341 667,049 Bad Debts Written Off - 166,246 Bank Charges 86,049 76,355 Board Expenses 26,749 - Book Purchases 967,537 1,391,235 Bursaries/Skills Development 65,460 159,389 Cleaning Services 732,989 492,542 Computer Licenses 726,529 Conferences & Seminars 26,411 156,554 Depreciation 1,875,683 1,583,590 Exchange Rate Losses - 19,308 Hosting of Events 56,592 67,356 Insurance 390,152 302,792 Interest Paid 85,890 98,085 IT Expenses 69,888 968,357 Loss on Disposal of Assets - 287,432 Membership Fees 13,365 18,767 Motor Expenses 71,445 63,262 Network Maintenance 857,770 703,402 Other Services 275,353 393,125 Periodicals & Serials 691,694 383,095 Photocopying, Printing & Binding 251,639 339,463 Postage & Courier 108,350 109,825 Professional Services 521,548 990,837 Programmes 173,279 161,866 Protective Clothing 5,544 4,766 Regional Services Counci 22,983 57,864 Rental of Equipment 603,399 317,789 Repairs & Maintenance 367,297 310,062 SABINET - 11,767 Security Services 740,071 729,576 Stationery and General Printing 45,310 49,090 Sundry Expenses 28,555 20,253 Tattle Tapes 59,258 54,125 Telephone 813,387 766,367 Travel 460,015 419,913 Water & Electricity 747,023 744,622

TOTAL EXPENSES 31,678,059 49,267,817

63 National Library of South Africa - Annual Report 2006/07 NATIONAL LIBRARY OF SOUTH AFRICA NOTES to the detailed income statement for the year ended 31 March 2007

2006/2007 2005/2006 1. STATE GRANT R R

Department of Science and Technology 33,358,000 30,530,168 33,358,000 30,530,168

2. STAFF REMUNERATION

Bonuses 988,027 1,039,953 Contract Workers 1,642,494 1,207,062 Housing Subsidy 244,706 259,742 Long Service Grants 200 1,111 Medical Aid Contributions 223,800 18,361,413 Overtime 34,503 55,485 Pension Fund Contributions 725,556 708,397 Provident Fund Contributions 1,039,058 980,857 Provision for Leave Pay 417,284 388,423 Salaries 13,132,406 12,375,373 Travel Allowances 361,815 151,762 Unemployment Insurance Fund 114,557 115,376 WCA - 84,609 18,924,406 35,729,563

National Library of South Africa - Annual Report 2006/07 64

Contact Details

Head Office 228 Proes Street Private Bag X990 Pretoria 0001

Tel: +27 12 321 8931/401 9781 Fax: +27 12 326 7642

Centre for the Book 62 Queen Victoria Street P.O. Box 15254 Vlaeberg 8081

Tel: +27 21 423 1669 Fax: +27 21 424 1484

Cape Town Campus 5 Queen Victoria Street P.O. Box 496 Cape Town 8000

Tel: +27 21 424 6320 Fax: +27 21 423 3359/424 4848

Pretoria Campus 239 Vermeulen Street P.O. Box 397 Pretoria 0001

Tel: +27 12 321 8931 Fax: +27 12 325 5984

ISBN: 978-0-7961-0095-5 RP175/2007 IISN: 1681-2743