The existence or size of a library, or the scale of its collection, does not determine whether it needs policies. Any standard library—particularly one led by trained librarians—must operate within the framework of clear policies. While many African libraries are not devoid of policies, the major issue lies in the fact that these policies are often unwritten. And just like oral traditions, unwritten policies tend to disappear with the individuals who formulated them. That is why this piece strongly advocates for written library policies.

There are key messages I want readers to take away from this discussion. First, library policies in the Global South must be written and consistently updated. Second, such policies do not have to be voluminous; even a small committee of one to three people can develop functional library policies. Finally, it is important to note that library policies are relative—they vary based on the peculiarities and needs of each institution.

Library policies are numerous, and we were taught most of them during our time at the Ibadan Library School. Although space will not allow me to list them all, I will highlight several that every modern, progressive library should consider implementing. These include collection development or acquisition policies (including journal subscription guidelines, donation rules, and weeding procedures), cataloguing policies, institutional repository policies, open access policies, electronic information resource policies, research policies, plagiarism policies, library ethics policies, library use regulations, reference service policies, and institutional policies on artificial intelligence. Though some of these policies may overlap, none is sufficient to replace another entirely.

One of the most fundamental policies for any new library is the collection development policy. This policy outlines the processes and criteria for acquiring resources, whether through donation, gift, legal deposit, bequest, or purchase. It also describes the format of resources—whether print, non-print, or electronic—the quality (e.g., paperback or hardcover), the number of copies to acquire, payment methods, and weeding procedures for unused materials. There is an ongoing semantic debate around whether the term “collection development” or “collection management” is more appropriate. While both refer to similar practices, older or more established libraries may prefer to use “collection management” to reflect the continuous process of handling existing collections.

A related but more focused policy is the acquisition policy, which deals specifically with the operations of the acquisitions department. It may overlap with the broader collection development policy, but it can be updated more frequently and with fewer bureaucratic hurdles. At the end of each year—or at regular intervals—revisions made in the acquisition policy are usually incorporated into the larger collection development framework. Issues like the suspension of book purchases for specific subject areas are addressed through this policy.

Another essential policy is the cataloguing and classification policy. Despite the existence of international classification systems such as the Library of Congress (LC), Dewey Decimal Classification, Medical Library Classification, BLISS, Colon, and the Oxford Scheme, cataloguing is not always universally consistent. Librarians sometimes use their professional judgment to reclassify materials based on the needs of their users, even when doing so conflicts with standard classification markings. When this happens, a clear written policy must explain the reason for such decisions. This ensures transparency and prevents confusion, especially in institutions where continuity matters and no individual is greater than the system.

With the growth of technology, libraries have emerged as early adopters of new tools and systems. A key example is the institutional repository, which archives all university-related publications for future access and use. There must be clear policies to guide what materials can be uploaded into such repositories, including the handling of grey literature and other unique resources. In academic literature, there are ongoing debates about what constitutes appropriate content for institutional repositories. To avoid constant arguments and delays, libraries should develop comprehensive and flexible repository policies that reduce ambiguity and protect institutions from legal risks or copyright infringement. Closely related is the open access policy. While this policy overlaps with the institutional repository policy, it should be independent to provide more focused attention to current concerns. This includes defining the level of open access (e.g., standalone vs federated databases), setting authentication and authorisation procedures, and clarifying access rights—specifically, who gets what, and how.

Given the library’s role in supporting teaching, learning, research, and community development—especially within university settings—there is also a need for a robust research policy. This policy guides ethical research conduct, detailing aspects such as methodology, referencing styles, thesis and project formatting, colour coding for covers, plagiarism testing, journal selection criteria, and publication assessment standards. A subsection of this is the plagiarism policy, which can stand alone to specify acceptable similarity percentages, testing tools, inclusion and exclusion criteria, and other key metrics. As professionals, librarians are trained to ensure adherence to global best practices in research ethics.

The library ethics policy and library use regulations focus on the conduct and responsibilities of both librarians and users. Library ethics policies may address dress codes, working hours, extended service times, and professional demeanour. Meanwhile, library use policies are especially visible in Global South institutions, which clearly outline acceptable behaviours such as eating and drinking zones, makerspace use, borrowing procedures, sanctions for violators, and access protocols. These regulations should be clearly displayed on the university library’s website and regularly updated to reflect changes in practice, ensuring fairness and non-partisan enforcement.

Reference service policy is another critical area that has been transformed by technology. Libraries now offer smart services, including digital reference support that may be synchronous or asynchronous. This policy should define the scope and limitations of reference services, such as how much help is appropriate (e.g., spoon-feeding vs. guidance), how long a user can be assisted, and the nature of questions handled.

Lastly, the artificial intelligence (AI) policy is increasingly essential. As AI becomes embedded in academic and research environments, libraries must strike a balance between innovation and intellectual integrity. While AI tools are now widely used for learning and research, overreliance risks diminishing originality and critical thinking. Libraries must therefore develop policies outlining acceptable AI use, such as limits on AI-generated content, appropriate referencing of AI outputs, and specific sections of academic work where AI can or cannot be used.

These various policies reflect the evolving role of libraries in the age of the Fifth Industrial Revolution. The library is not dying—it is rejuvenating. By embracing these roles and adapting through policy, the library continues to serve as the jewel in the crown of any academic institution.

As a professional in this field, I and my seasoned team run a consultancy firm known as EDUWISE, duly registered. The firm organises seminars, workshops, symposia, conferences, and training sessions aimed at producing globally competitive professionals who work locally but compete globally. We cover topics such as critical thinking, problem-solving skills, productivity, work-life balance, and more. And we also organise technical training for Librarians, Archivists and Information Scientists. For more information, feel free to contact me via email at adeoyeazeezphd@gmail.com.