Grey literature

GREY LITERATURE
By Abdul Latef bin Alhadri

Introduction

There are various types of information sources available online and offline for interested parties. However, it is not necessary for anybody to just browse any sources to look for needed information. Every field has their own major information sources. For instance, students of psychology department may not consult maps for his study while students of geology faculty, consulting a map are a must. Therefore, in serving their clientele, reference librarian must be familiar with the resources as well as to know the background of his clientele.
Grey literature, one type of information sources, is a source that is always consulted by clientele of science and technology background. This source, for them, is considered as a major reference material.

What is grey literature?

Mason stresses that grey literature is highly intellectual and significant for research and development in various subject areas (Mason M.K., 2006, para.1). He also emphasizes that it is a literature that is not attainable through usual channel such as publishers but it is usually original and recent. According to Hargis Library, GL refers to,
“…papers, reports, technical notes or other documents produced and published by governmental agencies, academic institutions and other groups that are not distributed or indexed by commercial publishers. Many of these documents are difficult to locate and obtain (Hargis Library, n.d., grey literature section, para 1).”
In addition, Irwin emphasizes that grey literature refers to publications that issued by government, academia, business, and industry, both in digital and printed formats, and is not controlled by profit interest where publishing is not the primary business activity of the organization (2000, para. 1). Grey literature also is referred to as semi published publication and all non-conventional material that is not obtainable through the conventional, commercial distribution channel (Vilma et al, 1990, p. 358). However, for some countries, there are some agencies that offer distribution of grey literature on request with some fees (Vilma et al, 1990, p. 358).
Many have perceived grey literature as a part of the primary sources of information and it has become an accepted method of non-conventional communication in the sciences and technology (Nancy and William, 2003). It seems like information and communication technology has made it available for almost everybody connected to online. As stressed by Nancy and William, Grey Literature was “grey” and “fugitive” and it has become as importance as journals, books, serials, and specifications because of improvement in term of speed and flexibility of dissemination (2003, p.435). According to Vilma et al, in 1990, all producers and users of grey literature have considered it as an important source but librarian not includes it in their catalog (1990, p. 358).
Attempts to have a uniform definition of Grey Literature have been made several times. In 1997, international conference of Grey Literature has been held in Luxemburg and in 2004, it was held in New York. The conferences defined Grey Literature as:
"Information produced on all levels of government, academics, business and industry in electronic and print formats not controlled by commercial publishing i.e. where publishing is not the primary activity of the producing body." (Grey Literature International Steering Committee (GLISC), 2006, p.1)

Brief history

Grey literature used to be a second over journal articles and books. Its characters as difficult to retrieve, poor in formal quality, produced in limited number of copies and addressed only to small groups or invisible colleges made it less important than others (De Castro P, Salinetti S., 2005, p. 1). However now, it has been considered as a major reference (De Castro P, Salinetti S., 2005, p. 1).
Historically, grey literature was tantamount to report literature (Mason, 2006, para 5). At that time, scientific communication is very important as for research and development (Mason, 2006, para 6). Consequently, World War Two has transformed the literature into a major means of communication (Mason, 2006, para 6). Beside that, development in advance weapon technology requires accurate and speedy communication. Hence, Grey Literature became attractive as the communication needs security and confidential (Mason, 2006, para 6).
By 1970s, most institutions over the world recognized dissertation as an important readings even it is difficult to acquired (Mason, 2006, para 8). In 1978, the term was collectively accepted in York Seminar and confirmation of the vitality of Grey Literature was sought (Vilma et al, 1990, p. 359). As a result, Commission of the European Communities and the British Library Lending Division cooperate to form special database for grey literature called “SIGLE or System for Information on Grey Literature in Europe” (Mason, 2006, para 8 and Vilma et al, 1990, p. 359). As well, with the production and diffusion of a specific standard for technical reports, the ISO 5966/82, application of formal requirement for a correct presentation of Grey Literature has been adopted by issuing organizations (De Castro P, Salinetti S., 2005, p. 1). . This leads to the improvement of quality of documents and their retrieval through bibliographic databases (De Castro P, Salinetti S., 2005, p. 1). Italian Library Association, in 1985, recognized the importance of Grey Literature and European initiative and formed a study group to cater issues about Grey Literature (Vilma et al, 1990, p. 359).
In 1990s, Grey Literature further improved in term of quality and availability, through the wide use of Desk Top Publishing and the internet (De Castro P, Salinetti S., 2005, p. 1). Recently, in 2005, there is a called from specialist to further improve the Grey Literature in term of uniformity (De Castro P, Salinetti S., 2005, p. 2). The uniformity is believed to totally change the physical look of grey literature into black and white literature, in which it is before, distinguishable through its physical attributes (De Castro P, Salinetti S., 2005, p. 5).

What comprise grey literature?

Grey literature comprises materials that are produced by non-commercial entities such as educational centers and universities, research institutes, laboratories, professional societies, government and quasi-government organization (Nancy and William, 2003, p.435). According to Irwin, Grey Literature is produced by government agencies, professional organizations, research centers, universities, public institutions, special interest groups, associations and societies whose main interest is to circulate up to date information to an extensive audience (2000, para 2).
An example given by Irwin, for government agencies is United States Government Printing Office (GPO) who is responsible to publish and circulate information for the whole federal community in various format including printed, microfiche, CD-ROM, and online technology (2000, para 2). Professional organizations published and spread grey literature such as special publications, fact sheets, bulletins and conference proceedings.
Newsletter is one type of grey literature. It is a serial publication consisting of no more than a few pages that contains news, announcements, and current information of interest primarily to a specialized group of subscribers or members of an association or organization who receive it as part of their membership (ODLIS, 2004, section N).
Another type of grey literature is fact sheet which refers to a brief printed handout or publication, sometimes available online, giving basic information about a subject, organization, program, etc. and it stresses on currency (ODLIS, 2004, section F).
Bulletins spread research report of organization to members and subscribers. It is a periodical, usually in the form of a pamphlet, distributed by a government agency, society, or other institution, containing announcements, news, and information of current interest, usually more substantial than a newsletter (ODLIS, 2004, section B).
Society or association may organize conference, congress, symposium or other meeting and then published abstracts or reports of papers presented by participants. This publication is called proceeding and it is also a type of grey literature (ODLIS, 2004, section P).
Taxonomic keys, a grey literature that normally used in botanic sciences, refer to a written method of helping people to identify an unknown plant (Fernald, 1950). He further argues that the key provides a structure for sorting via a great deal of information that enable user to quickly skip over many species that do not resemble the plant. Taxonomy is also a science of classification which divided general principles into classes (ODLIS, 2004, section T).
Survey is a scientific study in which data is collected systematically from a selected group of sources (ODLIS, 2004, section S). Survey also is included in the family of grey resources.
Grey literature also includes report which is a published record of research findings, research still in progress, or other technical findings. It also refers to an official record of the activities of an organization or a group of committee, the proceedings of a government body or an investigation of an agency. It is issued on regular intervals (ODLIS, 2004, section R)
Patent is a legal document issued by an authoritative body to the inventor or originator of a new product or process that granted the exclusive right to manufacture, use, and sell it for a specific period of time (ODLIS, 2004, section P). It is also hard to acquired therefore it is included in grey literature.
A major part of grey literature is translation in which most scientists need it besides dissertations and meeting papers or preprints (Mason, 2006, para 4)
Handbook is a single-volume reference book of compact size that gives concise factual information on a specific subject, systematically organized for quick and easy access (ODLIS, 2004, section H).
Memorandum is an official note circulated internally to one or more persons in a company, society, organization, or institution, with a header indicating the date it was sent and stating to whom it is addressed, from whom it is sent, and the subject of the text (ODLIS, 2004, section M). Memoranda is also perceived as a grey literature as its exclusiveness.

How does grey literature benefit us?

Grey literatures provide students an introduction and overviews for them on their research interest (Irwin, para 4). It also plays a vital role in informing the public and providing the facts that is needed by citizens in order to involve in government and organization that are part of their daily life (Irwin, para 4). Many databases regard grey literature as an essential part of the body of literature for various disciplines as there are some information that cannot be found except in grey literature (Irwin, para 4).
According to a study conducted Velma et al, grey literature was cited mainly in the bibliographies of those journals that provided reliable data on research in progress or mainly deal with scientific developments as influencing regulatory government decisions (Vilma et al, 1990, p. 362).
Irwin states that people consult grey literature to make decision on their daily lives (2000, para 6). For instance, people use repair manual and user manual for home appliances, they also consult tour guide and brochures when they travels and read clinic’s brochure to cure minor illness (Irwin, 2000, para 6).

Conclusion

In short, it is necessary for librarians, especially reference librarians, to have at least basic knowledge on resources that is considered important by the library patrons. This knowledge is important to ensure excellent service that will indirectly contribute to the development of science and technology and other fields.

















References

De Castro P and Salinetti S (2005). Uniform Requirements for grey literature: proposal for the adoption of “Nancy style". Seventh International Conference on Grey Literature - Open Access to Grey Resources Nancy, 5-6 December 2005, Round Table: Quality Assessment of Grey Literature.
Fernald, ML (1950). Gray’s Manual of Botany. 8th ed., American Book Company, New York. Retrieved on September 13, 2006 from http://www.bookrags.com/research/taxonomic-keys-plsc-04/
Irwin W (2000). The Role of Grey Literature in Sciences. Retrieved on September 13, 2006 from http://library.brooklyn.cuny.edu/access/falllacc.html).
Mason KM (2006). Grey Literature: its history, definition, acquisition, and cataloguing. Retrieved on September 13, 2006 from MKM website: http://www.moyak.com/researcher/resume/papers/var7mkmkw.html
Nancy L. P and William H. W. (2003). Bibliometric Study of Grey Literature in Core Veterinary Medical Journals. Retrieved on September 13, 2006 from http://www.pubmedcentral.nih.gov/articlerender.fcgi?tool=pubmed&pubmedid=14566374
Reitz, JM (2004). Online Dictionary for Library and Information Science. Retrieved on September 13, 2006 from http://lu.com/odlis/odlis_n.cfm
Vilma A, De Casto P, and Maria Rossi MA (1990, October). The use of grey literature in health sciences: a preliminary survey. Bulletin of Med Libr Assoc 78(4) October 358-363.