CONTROLLED VOCABULARY IN INFORMATION ORGANIZATION F. MiksaTopics to be Covered1. General Concepts of Information Organization-IGeneral Concepts of Information Organization-IIGeneral Concepts of Information Organization-IIIInformation Object RepresentationInformation Object Representation in Library CatalogingLibrary Cataloging—MARC Tagging See MARC 21 Concise Format at <http://www.loc.gov/marc/bibliographic/ecbdhome.html>ENCODED ARCHIVAL DESCRIPTION (EAD) (See its TAG Library--http://www.loc.gov/ead/tglib/element_index.html)FULL TEXT INDEXING (Natural Language) (e.g., Google, for the term Controlled Vocabulary ) ( Queensland Univ. of Tech’y )2. DefinitionsDefinitions (cont’d)Definitions ComparedPurposes of Controlled Vocabulary (CV)Considerations when Creating a of Controlled Vocabulary (CV)Elements of Controlled VocabulariesRelationships between Terms & Examples—from Zeng—Kent State4Structures of CVs —from Zeng—Kent State3Establishing Terms and the Idea of “Warrant”Sources of CV termsEstablished Thesauri & Taxonomies1CONTROLLED VOCABULARY IN INFORMATION ORGANIZATION F. MiksaThe University of Texas at Austin, School of InformationINF 389K: Lifecycle Metadata for Digital ObjectsProfessor Pat Galloway, Instructor9 October 20062Topics to be Covered1. Background Concepts related to Information Organization2. Definitions3. Purposes of and Special Considerations when Creating Controlled Vocabularies4. Elements of Controlled Vocabularies5. Sample Tools of Controlled Vocabularies31. General Concepts of Information Organization-I1. Information organization—a broad term standing for the process of making information systems.2. Information systems are created to provide access to:a. Informational objects (visual, audio, tactile) found in or with a variety of different•material media (stone, skins, paper, celluloid, electronic, etc.)•production states (unique, reproduced; eye-readable, non-eye-readable requiring special mechanisms for reading, etc.)•production methods (hand-created, mechanically or electronically produced, etc.)•symbol systems (language, graphic, etc.)•genre or kinds (books, articles, poems, tracts, pictures, spoken word sound recordings, music sound recordings, motion pictures, electronic data bases, websites, email, etc.)b. Information inside informational objects (inside books, articles, music sound recordings, websites, databases, email, etc.) [i.e., “data strings”]“Information” as it is used in this lecture refers to either or both of these things.4General Concepts of Information Organization-IIInformation organization systems have been the product of modern social traditions, for ex.,a. Bibliography (15th c. +)b. Library cataloging (16th c. +)c. Indexing & abstracting (Late 19th c. +)d. Documentation (1890s-1960s)e. Archival organization (French Rev. +)f. Records organization (1900+, especially Post-WWII)g. Museum organization (19th c. +, especially 1990s +)h. Computerized Information Storage & Retrieval (1950s+)Convergence of information organization traditions5General Concepts of Information Organization-IIIInformation organization system components:•Environments-contexts•Content•Users (needs, desires, habits in searching for information)File types: Item files // Surrogate files (or combinations of these)System vocabulary: the set of terms in a system available for searching and to which information is linked (i.e., each given system has its own “vocabulary” used in searching. Note!—System vs. Entry vocabularyTerms: —Words, codes, & other metadata that represent attributes of information or information objects (names, titles, concepts, other attributes, etc.) and by means of which that information is searched in a given system.—Constitute metadata used in searching—Generated from or imposed on information or information objects to which they referSystem vocabularies and traditions of Information organization has to do with how information objects have been represented6Information Object RepresentationA system’s vocabulary pertains to the attribute terms used for searching. Shall it be “natural language” (NL)—i.e., i.e., strictly as found in the information or information object—or controlled (CV) in some manner?7Information Object Representation in Library Cataloging8Library Cataloging—MARC TaggingSee MARC 21 Concise Format at<http://www.loc.gov/marc/bibliographic/ecbdhome.html>9ENCODED ARCHIVAL DESCRIPTION (EAD)(See its TAG Library--http://www.loc.gov/ead/tglib/element_index.html)10FULL TEXT INDEXING (Natural Language)(e.g., Google, for the term Controlled Vocabulary )( Queensland Univ. of Tech’y )112. DefinitionsCONTROLLED VOCABULARY1. A controlled vocabulary is an established list of standardized terminology for use in indexing and retrieval of information. An example of a controlled vocabulary is subject headings used to describe library resources. –(Library & Archives Canada)2. A list of terms that have been enumerated explicitly. This list is controlled by and is available from a controlled vocabulary registration authority. All terms in a controlled vocabulary must have an unambiguous, non-redundant definition.—(ANSI/NISO Z39.19-2005)3. “[O]rganized lists of words and phrases, or notation systems, that are used to initially tag content, and then to find it through navigation or search.” (Amy Warner)4. “A controlled list of index terms is generally known as a controlled vocabulary or as an authority list.” (F. W. Lancaster, Vocabulary Control for Information Retrieval)12Definitions (cont’d)AUTHORITY CONTROL/AUTHORITY WORK1. Authority control is the means by which catalogers maintain consistency of form, or a controlled vocabulary, in catalog headings (names, places, titles, subjects). (Moving Image Collections [MIC] website)2. “[T]he consistent use and maintanence of the forms of names, subjects, uniform titles, etc. used as headings in a catalog.” An authority file is “a set of authority records listing the chosen form of a heading and its appropriate cross-references. Types of authority files include name authority files, series authority files, and subject authority files.” University of Buffalo Library. Central Technical Services Website13Definitions Compared1. Controlled vocabulary is ordinarily spoken of in terms of subject or topical indexing.2. Authority work is ordinarily spoken of in terms of the specially created headings constructed in library