The Organization of information: Part 1

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I T J LIBRARY AND INFORMATION SCIENCE TEXT SERIES T H E O R G A N I Z A T I O N O F I N F O R M A T I O N THIRD EDITION 1 < * Arlene G.Taylor • Daniel N . Joudrey
Recent Titles in Library and Information Science Text Series Library of Congress Subject I leadings: Principles and Lots Mat Chan Developing Library and Information Center Collection G. Edward Evans and Margaret Zarnosky Saponaro Metadata and Its Impact on Libraries Sheila S. Inlner, Susan S. {jainger, andjean Weiks Organizing Audiovisual and Electronic Resources fo Ingrid Hsieh*Yee Introduction to Cataloging and Classification. Tenth E Arlme G. Taylor Library and Information Center Management. Sevent Robert I). Stueart and Barbara IS. Maran The Collection Program in Schools: Concepts, Practi Kay Bishop Children's Literature in Action: A Librarian's Guide Syhiia Vardell The School Libra IT Media Manager. Fourth Edition Blanike Wmlb Young Adult Literature in Ac tion: A Librarian's Guide Rosemary Chance Introduction to Library Public Services, Seventh"Ectii G. Edward Evans and Thomas L Cum Internet Technologies and Information Services Joseph B. Miller Số hóa bởi Trung tâm Học liệu – ĐHTN http://www.lrc-tnu.edu.vn
THE ORGANIZATION OF INFORMATION Third Edition Arlene G. Taylor and Daniel N. Joudrey Library and Information Science Text Series LIBRARIES 'UN 'UNLIMITED Westport, Connecticut • London Số hóa bởi Trung tâm Học liệu – ĐHTN http://www.lrc-tnu.edu.vn
Library of Congress Cataloging-in-Publication Daat Taylor. Arlene G„ 1941- Thc organization of information / Arlene G. Taylor and Daniel N. foudrey. — 3rd ed, p. cm. — (Library and inloriuaion science text .series) Includes bibliographical references and index. S IBN 978-1-59158-586-2 (alk. paper) — S IBN 978-1-59158-700-2 (pbk :alk. paper I. Information organizaion. 2. Metadata. I. [oudrey, Daniel N II Tide Z6665.T . 39 2009 Q25-dc22 200803744b British Libran-Cataloguing in Publication Data is ava Copyright © 2009 by Arlene G, Taylor. All rights reserved. No portion of this book may be reproduced, by any process or technique, without the express writen consent of the publisher. Library of Congress Catalog Card Number: 2008037 ISBN: 978-1-59158-586-2 978-1-59158-700-2 (pbk.) First Số hóa bởipublishedTrung tâm Học in liệu 3)09 – ĐHTN http://www.lrc-tnu.edu.vn Libraries A Printed Hie gr IP [() neformrm Manae9tm ionn paper tber6 PSaop tafn e7rdin thaerS d6m ls.Unlimited, G ihe used dO re5 aeid nrgw an o 4 isso izud United aetiod3 nin PuI"(b !Zlist3 h(bis 9 Iien4 .g8N -1G 9 88 aSlates 8 tioro4nu bonk )a.pl,Post Inc. of complies Road America West. withWestport, the C
CONTENTS List of Figures Preface Acknowledgments by Arlene G. Tayl Acknowledgments by Daniel N. Joud 1 Organization of Recorded Information The Need to Organize The Nature of Information The Nature of the Organization of Recorded Information . Organization of Information in Different Contexts Libraries Archives Museums (Art and Object Collections) The Internet Digital Libraries and Archives Information Architecture Indexing and Abstracting Indexing Abstracting Records Management Knowledge Management Conclusion Notes Suggested Readings 2 Retrieval Tools V Thtâm Số hóa bởi Trung e NeHọc ed for liệuRetrieval – ĐHTN Tools http://www.lrc-tnu.edu.vn The BBibliographies asic Retrieval Tools, Their Formats, and Their Functions ..
vi / Contents Pathfinders 43 Catalogs 43 Purposes of Catalogs 44 Forms of Catalogs 4' Book Catalogs 4/ Card Catalogs 48 Microform Catalogs 49 OPACs 49 Arrangements within Catalogs 49 Classified SO 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 Số hóa bởi Trung tâm Học liệu – ĐHTN http://www.lrc-tnu.edu.vn ('(inclusion SM Verbal pecihaA Classification M S T Library alu h nrcu Materials eb izhsjaeiv u tD ciom sS etn cuuof oAut sA bc(Art mcjoeeBibliography csestntaA mat totiocd in o ncnS esObject psM ecioavlem Materials Collections) ent 8 87 780317 8 0 18801
Contents / Notes Suggested Readings 4 Metadata The Basics of Metadata Metadata Schemas Metadata Characteristics Categories of Metadata Administrative Metadata Technical Metadata Preservation Metadata Rights and Access Metadata Meta-Metadata Structural Metadata Implementations of Structural Metadata METS (Metadata Encoding & Transmission Standard) Descriptive Metadata Metadata Models Functional Requirements for Bibliographic Records (FRBR) User Tasks FRBR Entities and Attributes FRBR Relationships Resource Description Framework (RDF) DCMI Abstract Model (DCAM) Metadata Management Tools Application Profiles Metadata Registries Crosswalks Harvesting Tools and Templathttp://www.lrc-tnu.edu.vn Số hóa bởi Trung tâm Học liệu – ĐHTN es Mu ceteo 5 Encoding S E Concl Nnog tasd g usiantsietA eM agonaC dR ndeC ofR R Cataloging Standards (aM dh eicn aA orgarsd cchsteinres-Readab1le Cataloging)
viii / Contents 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 Svstems 172 Số hóa bởi Trung tâm DispHọc lay liệu – ĐHTN 173 http://www.lrc-tnu.edu.vn Fesdeer-rC U Truncation, Z B Initial Punctuation ate 3ad n 9 sic.t5e0rS D eS Articles d eiseaparS clrachy vhisnB teof eaedrncitero Guidelines g mQ ooaR ulenD iseZ vdn irg esd 9.50Resultsand Proximity IS Operators, 3 111 8 O71 7 3197 6 4 1 3 877 19
Contents , Universal Design Multiple Languages/Scripts. Other Aids for Users Authority Control Integration.... Conclusion Notes SuggestedDescription 7 Metadata: Readings 1 Units to be Described \ Finite versus Continuing Resources ' FRBRs' Entities \ Creation of Surrogate Records I Bibliographic and General Metadata Schemas \ International Standard Bibliographic Description (ISBD) \ Anglo-American Cataloguing Rules, Second Edition, 2002 Revision (AACR2R) \ The Dublin Core (DC) c . Metadata Object Description Schema (MODS) \ Domain-Specific Metadata Schemas \ General International Standard Archival Description (1SAD(G)) £ Describing Archives: A (Content Standard (DACS) \ Encoded Archival Description (EAD) \ TEI (Text Encoding Initiative) Headers ^ FGDC (Federal Geographic Data Commitee) Content Standard for Digital Geospatial Metadata (CSDGM) \ VRA (Visual Resources Association) Core \ Categories for the Description of Works Số hóa bởi Trung tâm Họcofliệu Art –(CĐHTN DWA) http://www.lrc-tnu.edu.vn % Conclusion N SuoctevseOther sted OCataloging Index RSN enau -ItX d hrrien o-g F a(ONline n salvdteR Cultural Bibliography ReeccoorInformation drds T OybpjesR ctsecoe(C rX dC scO ha)nge) S\\51\
x / Contents 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 Số hóa bởi Trung tâm CatalogingHọc liệu Cultural – ĐHTN Objects (CC O) 288 http://www.lrc-tnu.edu.vn 9 Subject Nu S W C eh om g hn ateaglctsaelu nsIs tseg ico den SC Reaof eatecS Analysis sW V u Rin b jb A dgArt no(Visual tiu risjens(cC g b A lyfor atD A sW the is303 R ?nA ael)y sDescription sosiu of WoC rces Association) rkosre 22993 49 13 0265 92
Contents / Cultural Differences 3( Consistency 3< Nontextual Information 3( Exhaustivity 3 Objectivity 3 Differences in Methods Used 3 Langridge's Approach 3 Wilson's Approaches 3 Use-based Approaches 3 Conceptual Analysis Process 3 Item Examination 3 Content Examination 3! Identification of Concepts 35 Topics Used as Subject Concepts 3' Names Used as Subject Concepts 3! Chronological Elements 3! Content Characteristics 35 Research Methods 35 Point of View 31 Language, Tone, Audience, and Intellectual Level 35 Form and Genre 35 Content Examination Strategies 35 Stages in Aboutness Determination 35 Next Steps in Subject Analysis 3! Conclusion 35 Notes 35 Suggested Readings 3; 10 Systems for Vocabulary Control 33 Controlled Vocabularies 3! Controlled Số hóa bởi Trung tâm Học Vocliệu abular–yĐHTN Chalenges http://www.lrc-tnu.edu.vn 3; W Abbre\iations Subdivision Specific S H Qualification P y e oon q opm o ru dunelo y anF g rm co reavrom psuh a.sn sofTechnical Gdfor C of aT eno F nd eT noO erm crem areH n A m lp se-o ctW sT rm for oT enroo ey m rp m dMul h ssosTneetirw smord s Terms and Phrases33; 3 3'55 33 *535
xii / Contents Pre coordination 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 T heory of Categorization Số hóa bởi Trung tâm Học liệu – ĐHTN 37 http://www.lrc-tnu.edu.vn 9 T hrof oeaodarR Bibliographic Classification Hierarchical, B isParticular Classification Maj C Pvs.oaeC taCnplcd rBibliographic Classification ctoko y sn o in eE ofenFall esp T tthe sK uheoeof ryalatethe Classification Collection mn C w ssegic,eaC rClassification ivd nlsaT alv d.shsClassification iF ecoaalrS cyecTeh thdeoClassifications em rys of Categorie3s8 e 3.... 930 28 9884 380 00
Contents / x Integrity of Numbers vs. Keeping Pace with Knowledge .... 35 Fixed vs. Relative Location 3* Closed vs. Open Stacks ${ Location Device vs. Collocation Device 35 Classification of Serials vs. Alphabetical Order of Serials ... 35 Classification of Monographic Series (Classified Separately vs. Classified as a Set) 31 Systems for Categorization and the Internet 35 Categories and Taxonomies on the Web 35 Classification on the Internet 4( Clustering Search Results 4( Conclusion 4( Notes 4( Suggested Readings 41 Conclusion 41 Note 41 Appendix A: An Approach to Subject Analysis 4 Example 4S Appendix B: Arrangement of Physical Informati Resources in Libraries 4S Notes 41 Appendix C: Arrangement of Metadata Displays Filing History 42 General Rules for Arrangement 41- Filing/Display Dilemmas 41 Notes 41 Glossary 44 Selected Bibliography 4' Index 45- Số hóa bởi Trung tâm Học liệu – ĐHTN http://www.lrc-tnu.edu.vn
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L1ST0FFICURES Figure 2.1. Sample entries from the printed version of the index Library Literature & Information Science: 2002 2.2. Short view of Gilliland-Swetland entry from Figure 2.1 as it appears in the online index for Library Literature 6 s Information Science 5 2.3. Long view of Gilliland-Swetland entry from Figure 2.1 as it appears in the online index for Library Literature 6 s Information Science 5 2.4. First part of a finding aid found on the Web at: http://www. albertein.stein.info/finding_aid/ 5 4.1. Basic conceptual RDF model II 4.2. A simple RDF statement using Dublin Core 11 4.3. Graphical representation of the RDF description 11 5.1. Record in the MARG communications format 5.2. Formated display of the record in Figure 5.1, as displayed in the Library of Congress Online Catalog 13 5.3. Formated display of the record in Figure 5.1, as displayed byOCLC '. 13 5.4. Components of a MARC record 13 5.5. MARC Community Information Format as used in the Gail Borden Public Library District in Elgin, Illinois 14 5.6. TEI Lite encoded record 14 5.7. EAD encoded finding aid 15 5.8. Part of an ONI'X message 15 5.9. A MARCXML-encoded record XV 15 6.1. Số hóa bởi Schematic Trung tâm Học liệu representation – ĐHTN of Authority File/B http://www.lrc-tnu.edu.vn File linkage 18
xui / List of Figures 7.1. AACR2 first-level description 212 7.2. AACR2 second-level description 212 7.3. AACR2 third-level description 212 7.4. Dublin (lore record 2 '~ 7.5. MODS record 221 7.6. Typical on-the-fly records 234 8.1. Catalog card showing the title placed at the lop 8.2. Screen from the Library of Congress Online Catalog 253 8.3. Illustration of values found in the value-spaces of a controlled vocabulary, a classification scheme, and an authority file 255 8.4. Authority record for a name that has variants in each of several languages 257 8.5. Example of a main entry card and an abbreviated version of the main entry card 2 ^3 8.6. Metadata record for a work based on another work 266 8.7. Metadata record for a work that is about another work 267 8.8. Metadata record for a work that is part of a larger work 268 8.9. Metadata record for a work that contains a smaller work within it 2 ^9 8.10. Two metadata records showing two manifestations of a work 270 8.11. An authority record showing the "authoritative" heading for Princess Diana (in bold) and three variant forms of her name... 274 8.12. References necessary in order to connect all three names of an organization 278 8.13. Two metadata records for two works that pull together different groupings of George Eliot's novels 282 9.1. Web page table of contents for the proceedin conference in which the papers are about many different subtopics of the main theme 311 Số hóa bởi Trung tâm Học liệu – ĐHTN http://www.lrc-tnu.edu.vn 9.2.2 10.1. 10. Illustration 3. S d information in 1Sample o a9m cth Figure um ped., of 8the leenauthority entry t2 fromrceoacn 1retrieval 0retrieval 0.1 entries ncrd ep Sears od tfor fromthatList sdepth twsLibrary oumof mthe indexing of aSubject rizleah atiod enof asdilto neCongress ad g sshto sHeadings own 33152Subjec 12(Sears
List of Figures / 10.4. Sample entries from National Library of Medicine "Medical Subject Headings" 352 10.5. Sample entries from Art & Architecture. Thesaurus Browser 2008 35f 10.6. Sample entry from the online Thesaurus of ERIC Descriptors, 2008 35 10.7. Sample entry from WordNet® showing senses of the term hair 36C 10.8. A tag cloud compiled from the individually assigned tags for the second edition of The Organization of Informatio by Arlene G. Taylor 36.' 11.1. Illustration of hierarchical arrangement in the Decimal Classification (DDC) 11.2. Illustration of the hierarchical and enumerative arrangement of the Library of Congress Classification (LCC) 11.3 Example of use of Artificial Neural Network principles to provide visual representation of the subject matter in a collection of documents 40f A.l Homepage for JGarden: the japanese Garden D A.2 Introductory page from JGarden: the Japanese Garden Database 42$ A.3 Site index for JGarden: the japanese Garden Databa B.l Part of a page from a (hitter table 43f B.2 ('utter table used with the Library of Congress Classific Số hóa bởi Trung tâm Học liệu – ĐHTN http://www.lrc-tnu.edu.vn
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PREFACE The preface to thefirstedition of this book began as follows: As I began work on the ninth edition of Introduction aloging and Classification I became more and more aw that another work was needed that would precede the cataloging text. Core courses in many schools of library and information science now include a course in orga- nizing information. These courses typically cover much more than cataloging and classification. They discuss the concept of organization and its role in human endeav- ors; many kinds of retrieval tools, such as bibliographies, indexes,findingaids, catalogs, and other kinds of data- bases; encoding standards, such as MARC, SGML, various SGML DTDs, and XML; creation of metadata; all kinds of controlled vocabularies, including thesauri and ontolo- gies, as well as subject heading lists; classification theory and methodology; arrangement and display of metadata records and physical information-bearing packages; and system design. The Organization of Information add this need, leaving Introduction to Cataloging and Cl tion as a textbook for courses devoted to the specifics of cataloging and classification. 1 This statement is as true now as it was when it wa Changes have come in degree, however. More schools of library and info mation science now include organizing information as a core course. E coding standards, metadata standxix ards, and systems continue to evolve, and new ones have been developed. New information organizing concepts (o Số hóa bởi Trung tâm Học liệu – ĐHTN http://www.lrc-tnu.edu.vn sing omthe to tionelibrarians, wdoisuT cldu hsessiaoay architecture, ndold goal kofn cothe others of lendcgeinterested oorganization w eptsmwith thirdanageniin edition of ew nm nren aam foorganizing erm t,m iens— tagging, tioan s) to hcinformation aovn aeen cnedab pbetstc laeoxsm o cehotom useful ustudents, n ausiens.d rsadditio informa- epractic- tand
xx / Preface the theory, principles, standards, and tools behind information organization in all types of environments. As with the first two editions there is still mor about libraries than about other types of environments. This is at least partly because the weight of history means that there are many centuries of accu- mulation of theory, principles, and practice behind organization of informa- tion in libraries, while archives have not quite two centuries of accumulation. and the other environments have only decades, or in some cases, less than decade, of history. In order to accomplish the book's goal effectively, it was neces- sary to make some rather major changes in the structure of the work. Th first three chapters continue to cover the same concepts as in the first an second editions but with extensive updating. Chapter 1 looks at our basic human need to organize and how it is approached in various contexts. A new section discusses indexing and abstracting, and all other sections have been updated. Chapter 2 is concerned with the formats and functions of basic retrieval tools. The sections on indexes, archival finding aids, and museum databases have been significantly expanded. In Chapter 3, we ask, "How di we arrive at this state of organization?" and we discuss the history of basi principles that have developed over the centuries. In this edition, there are amplifications of a few of the historical occurrences that were treated more briefly in earlier editions. In response to the growing importance of the omnipresent con- cept of metadata, the chapter introducing metadata has been moved forw in the third edition to Chapter 4. It has been restructured and updated, and a large section on metadata models has been added. "Encoding Stan dards," now Chapter 5, still deals with syntaxes used to format records, bu it is expanded to give much more attention to XML and XML schemas an includes a discussion on the future of MARC. The new Chapter 6, "System and System Design," (formerly Chapter 5) has been updated. The concepts discussed here permeate and underlie discussihttp://www.lrc-tnu.edu.vn Số hóa bởi Trung tâm Học liệu – ĐHTN on of concepts in later chap- tters. "sion scriptive aauthority pRDA: [Describing (IFLA. eA nlm sN adcecsem C of eeW )asD n w the n cheotaAuthority daFunctional tResource m nC control Adnof n dtctaeegeneration trap eInternational x{Categories p tsin Anglo-American cov aep sinArchives: 7C rteedrcatalogs. depth h aControl" Description n 8include dRequirements Federation 8in .continue for C hN Aa hesw tediscover)' athe p Content ofbem rCataloguing eLibrary nd eDescription 7, and interfaces tiasrestructurec d cuan tsfor asdiA oAccess sStandard), ntscovering asn o Bibliographic of d ciartm 1 id to osneRules, stis aincluded of adacn ac dtdinformation ea Works iss,csInstitutions' u Ccovering sC points sSecond e O seAr adre.' {Cata 1 Reco T of Dh aA n d y reesS C d --E