THE ORGANIZATION OF INFORMATION Third Edition

Arlene G. Taylor and Daniel N. Joudrey

Library and Information Science Text Series

f U N U N L I M I T E D A Member of the Greenwood Publishing Group

Westport, Connecticut • London ч Y , ,,

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CONTENTS

List of Figures xv

Preface xix

Acknowledgments by Arlene G. Taylor xxiii

Acknowledgments by Daniel N. Joudrey xxv

1 Organization of Recorded Information 1 The Need to Organize 1 The Nature of Information 3

The Nature of the Organization of Recorded Information . . . 4 Organization of Information in Different Contexts 8

Libraries 8 Archives 11 Museums (Art and Object Collections) 13 The Internet 15 Digital Libraries and Archives 17 Information Architecture 20 Indexing and Abstracting 21

Indexing 22 Abstracting 23

Records Management 24 Knowledge Management 27

Conclusion 29 Notes 29 Suggested Readings 33

2 Retrieval Tools 39 The Need for Retrieval Tools 39 The Basic Retrieval Tools, Their Formats, and Their Functions . . . 40

Bibliographies 40

4 V Y . 4, . . . .

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Pathfinders 43 Catalogs 43

Purposes of Catalogs 44 Forms of Catalogs 47

Book Catalogs 47 Card Catalogs 48 Microform Catalogs 49 OPACs 49

Arrangements within Catalogs 49 Classified 50 Alphabetical 51 Chronological and Other 52

Indexes 52 Finding Aids 57 Registers and Other Museum Databases 59 Search Engines and Directories 60

Conclusion 62 Notes 62 Suggested Readings 65

3 Development of the Organization of Recorded Information in Western Civilization 67

Inventories, Bibliographies, Catalogs, and Codification 67 Antiquity 67 Middle Ages 69 European Renaissance 70 From Inventories to Finding Lists to Collocating Devices. . . . 71 Period of Codification 73

Twentieth Century 75 Description 75 Subject Access 77

Verbal Subject Access 77 Classification 78

Special Materials 80 Archives 80 Museums (Art and Object Collections) 80 Subject Access to Special Materials 81

Mechanization of Bibliography 81 The Documentation Movement 81 Library Automation 83

Conclusion 84

Contents / vii

Notes 84 Suggested Readings 85

4 Metadata 89 The Basics of Metadata 91 Metadata Schemas 94 Metadata Characteristics 95 Categories of Metadata 96

Administrative Metadata 96 Technical Metadata 98 Preservation Metadata 98 Rights and Access Metadata 99 Meta-Metadata 99

Structural Metadata 100 Implementations of Structural Metadata 101

METS (Metadata Encoding & Transmission Standard) 101

Descriptive Metadata 102 Metadata Models 103

Functional Requirements for Bibliographic Records (FRBR) 103

User Tasks 104 FRBR Entities and Attributes 106 FRBR Relationships 107

Resource Description Framework (RDF) 109 DCMI Abstract Model (DCAM) 113

Metadata Management Tools 114 Application Profiles 114 Metadata Registries 116 Crosswalks 116 Harvesting Tools and Templates 117

Metadata and Cataloging 117 Conclusion 120 Notes 121 Suggested Readings 125

5 Encoding Standards 129 Encoding of Characters 130 Encoding of Records 131

• MARC (MAchine-Readable Cataloging) 132 w v \ <

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MARC 21 137 UNIMARC 140 The Future of MARC 141

SGML (Standard Generalized Markup Language) 142 HTML (HyperText Markup Language) 143 XML (Extensible Markup Language) 144

TEI (Text Encoding Initiative) Schema 147 EAD (Encoded Archival Description)

DTD and Schema 147 ONIX (Online Information eXchange)

DTD and Schema 149 MARCXML Schema and MODS 153

Conclusion 153 Notes 155 Suggested Readings 157

6 Systems and System Design 159 Systems 159

Databases 161 Bibliographic Networks 163 Integrated Library Systems (ILSs) 164

History of the ILS 164 ILS Developments 165 Development of Online Public Access

Catalogs (OPACs) 166 System Design 169

Organization of Information and System Design 169 Searching Methods 170 Retrieval Models 171 Standardization and Systems 172

Display 173 Display of Retrieved Results 173 Display of Records 174 Display Guidelines 176

Basic Search Queries 177 Initial Articles 179 Truncation, Boolean Operators, and Proximity 179 Punctuation 180

Federated Searching and Z39.50 181 Z39.50 183

User-Centered System Design 184

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Universal Design 185 Multiple Languages/Scripts 185 Other Aids for Users 186

Authority Control Integration 187 Conclusion 190 Notes 191 Suggested Readings 196

7 Metadata: Description 199 Units to be Described 200

Finite versus Continuing Resources 201 FRBR's Entities 202

Creation of Surrogate Records 203 Bibliographic and General Metadata Schemas 205

International Standard Bibliographic Description (ISBD) 205

Anglo-American Cataloguing Rules, Second Edition, 2002 Revision (AACR2R) 209

The Dublin Core (DC) 213 Metadata Object Description Schema (MODS) 219

Domain-Specific Metadata Schemas 220 General International Standard Archival

Description (ISAD(G)) 220 Describing Archives: A Content

Standard (DACS) 222 Encoded Archival Description (EAD) 224 TEI (Text Encoding Initiative) Headers 225 FGDC (Federal Geographic Data Committee)

Content Standard for Digital Geospatial Metadata (CSDGM) 225

VRA (Visual Resources Association) Core 227 Categories for the Description of Works

of Art (CDWA) 229 Cataloging Cultural Objects (CCO) 230 ONIX (ONline Information eXchange) 231

Other Surrogate Record Types 232 Index and Bibliography Records 232 On-the-Fly Records 232

Conclusion 233 Notes 235 Suggested Readings 240

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8 Metadata: Access and Authority Control 245 Access 245 Bibliographic Relationships 246 Authority Control 249

Authority Work 252 Authority Files 254 International Authority Control 256

Models and Standards for Authority Control 258 General Bibliographic Models and Standards 258

Functional Requirements for Bibliographic Records (FRBR) 259

Functional Requirements for Authority Data (FRAD) 259

Anglo-American Cataloguing Rules, Second Edition, 2002 Revision (AACR2R) 262

Primary Access Point 262 Additional Access Points 273 Headings for Access Points 274

Statement of International Cataloguing Principles and RDA: Resource Description and Access 281

Dublin Core Agents 285 Metadata Authority Description Schema (MADS). . . . 285

Standards for Archives 285 International Standard Archival Authority

Record for Corporate Bodies, Persons, and Families (ISAAR (CPF)) 286

Encoded Archival Context (EAC) 287 Describing Archives: A Content Standard (DACS) . . . 287

Standards for Art and Museums 288 Cataloging Cultural Objects (CCO) 288 Categories for the Description of Works

of Art (CDWA) 291 VRA (Visual Resources Association) Core 292

Semantic Web 293 Conclusion 293 Notes 294 Suggested Readings 299

9 Subject Analysis 303 What Is Subject Analysis? 305 Challenges in Subject Analysis 306

Contents / xi

Cultural Differences 307 Consistency 307 Nontextual Information 308 Exhaustivity 310 Objectivity 313 Differences in Methods Used 314

Langridge's Approach 314 Wilson's Approaches 315 Use-based Approaches 316

Conceptual Analysis Process 317 Item Examination 317 Content Examination 320

Identification of Concepts 320 Topics Used as Subject Concepts 321 Names Used as Subject Concepts 321 Chronological Elements 322

Content Characteristics 322 Research Methods 323 Point of View 323 Language, Tone, Audience,

and Intellectual Level 323 Form and Genre 324

Content Examination Strategies 326 Stages in Aboutness Determination 326

Next Steps in Subject Analysis 327 Conclusion 328 Notes 328 Suggested Readings 331

10 Systems for Vocabulary Control 333 Controlled Vocabularies 334 Controlled Vocabulary Challenges 336

Specific vs. General Terms 336 Synonymous Concepts 337 Word Form for One-Word Terms 337 Sequence and Form for Multiword Terms and Phrases 338 Homographs and Homophones 338 Qualification of Terms 339 Abbreviations and Acronyms 339 Popular vs. Technical Terms 340 Subdivision of Terms 340

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Precoordination vs. Postcoordination 340 General Principles for Creating Controlled Vocabularies 341

Specificity 341 Literary Warrant 342 Direct Entry 342

General Principles for Applying Controlled Vocabulary Terms . . . 342 Specific Entry and Coextensive Entry 343 Number of Terms Assigned 344 Concepts Not in Controlled Vocabulary 345

Index Terms for Names 345 Mechanics of Controlled Vocabularies 345 Types of Controlled Vocabularies 349

Subject Heading Lists 349 Library of Congress Subject Headings (LCSH) 349 Sears List of Subject Headings (Sears) 349 Medical Subject Headings (MeSH) 352

Thesauri 354 Art & Architecture Thesaurus (AAT) 354 Thesaurus of ERIC Descriptors 356

Ontologies 357 Natural Language Approaches to Subjects 359

Natural Language Processing (NLP) 360 Keywords 363 Tagging and Folksonomies 364

Conclusion 367 Notes 368 Suggested Readings 371

11 Systems for Categorization 375 What Are Categories, Classifications, and Taxonomies? 376 Theory of Categorization 379

The Rise and Fall of the Classical Theory of Categories . . . . 380 Cracks in the Classical Theory 380 Prototype Theory 382

Bibliographic Classification 383 Hierarchical, Enumerative, and Faceted Classifications . . . . 384 Major Bibliographic Classification Schemes 388

Classification Concepts 390 Broad vs. Close Classification 390 Classification of Knowledge vs. Classification

of a Particular Collection 391

Contents / xiii

Integrity of Numbers vs. Keeping Pace with Knowledge . . . . 392 Fixed vs. Relative Location 394 Closed vs. Open Stacks 394 Location Device vs. Collocation Device 395 Classification of Serials vs. Alphabetical Order of Serials . . . 396 Classification of Monographic Series (Classified

Separately vs. Classified as a Set) 397 Systems for Categorization and the Internet 398

Categories and Taxonomies on the Web 399 Classification on the Internet 402 Clustering Search Results 404

Conclusion 405 Notes 407 Suggested Readings 410

Conclusion 417 Note 418

Appendix A: An Approach to Subject Analysis 419 Example 420

Appendix B: Arrangement of Physical Information Resources in Libraries 429

Notes 432

Appendix C: Arrangement of Metadata Displays 433 Filing History 434 General Rules for Arrangement 435 Filing/Display Dilemmas 436 Notes 439

Glossary 441

Selected Bibliography 479

Index 499