Metadata

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Ontologies
Knowledge Organization
Indexing
Information Architecture
Metadata
Information Organization
Categories
Bibliographic Control
Taxonomies
Classification
Dr. Sherry Vellucci Information Organization
Documentation
Concept Maps
Knowledge Representation
Cataloging
?
Abstracting
U B C
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• In the colossal labor, which exhausts both body
  and soul, of making into an alphabetical catalog
  a multitude of books gathered from every corner
  of the earth there are many intricate and
  difficult problems that torture the mind.
• Thomas Hyde. Catalogue for the Bodleian Library,
  1674.

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Why Organize Information?
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What is Information Organization?

• The process of creating, arranging, and
  maintaining systems for bibliographic information
  retrieval
• Organization of the materials and information
  that we collect or provide access to in
  libraries, museums, archives, and information
  centers
• Information Organization differs depending on
  environment

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Functions of Information Organization

• Primary
• Provide access to recorded information for the
  purpose of retrieval
• Bring together related documents
• Distinguish between similar documents
• Secondary
• Keep inventory of what we have and where it is
  located
• Keep recorded information usable for posterity

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Subsets of Information Organization

• Cataloging metadata
• Classification
• Indexing and abstracting
• Database design
• Information architecture
• Content management
• Knowledge management

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Trends in Catalog Creation

• Ancient times - Simple lists
• Middle Ages - Inventories
• Sixteenth Seventeenth Century - Finding lists
• Eighteenth Century - Codification begins
• Nineteenth Century - Collocating Devices
• Twentieth Century - Expanded codification
  mechanization
• Twenty-first Century - ?

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What Is a Catalog?

• A retrieval tool that provides access to
  individual items within collections of
  information packages Taylor, 1999
• An organized set of bibliographic records that
  represent the holdings of a particular
  collection. -- Wynar

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Bibliographic (Metadata) Records

• Surrogates for information packages in the
  collection
• Include standardized descriptions
• Form a catalog when arranged or accessed
  systematically
• (Also called bibliographic records, catalog
  records, entries)

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Access Points

• Any term in a metadata record that may be used to
  locate that record
• A Controlled access point
• An authorized (preferred) form of access point
• Constructed with information in a certain order
• Maintained under authority control

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Types of Bibliographic Control

• Control of a Body of Literature
• Indexes ( Abstracts)
• Bibliographies
• Control of Collections
• Catalogs
• Finding Aids
• Museum Registers
• Control of Knowledge
• Knowledge Management

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Levels of Access

• Macro level access
• Broad in scope
• entire book
• complete serial
• complete archival collection
• Macro level tools
• Catalogs

• Micro level access
• Narrower in scope of description
• Chapter in book
• Article in serial
• Individual items in archive or museum
• Micro level tools
• Indexes
• Abstracting services
• Databases

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Cutters Objects of the Catalog

• 1) To enable a person to find a book when one of
  the following is known
• The author
• The title
• The subject
• 2) To show what the library has
• By a given author
• On a given subject
• in a given kind of literature

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• 3) To assist in the choice of a book
• As to the edition (bibliographically)
• As to its character (literary or topical)
• From Rules for a Dictionary Catalog, 1876, 4th
  ed., 1904
• 1. Find
• 2. Collocate
• 3. Evaluate

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FRBR User Tasks

• Find (locate)
• Relate/Navigate (Collocate Svenonius)
• Identify
• Select
• Obtain
• Other possible tasks
• Attribute Royalties to
• Preserve

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Assumptions

• Objective 1User can express the information need
  translate into language of the system
• Objective 2 Users need requires looking at
  related sets of information (all documents by a
  given author, on a given subject, in a certain
  genre)
• Objective 3 User finds multiple manifestations
  of work and need to evaluate the surrogate in
  order to select the appropriate document

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Problems

• How do we operationalize open-ended objectives?
• Success of objective must be measurable
• To be measurable, must be specific

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Intellectual Issues

• Representation concise depiction of complex
  information
• Document surrogates
• Describe attributes of the document
• Classification -- a scheme for organizing
  information packages or concepts

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Problem What are We Organizing?

• Recorded information -- meaningful symbols
  (letters, numbers, etc.), sounds or images
  created or collected to convey a message
• Why do we use the term recorded information
  instead of just information?
• Document An information package
• Often associated with text printed on paper
• Broader context includes videos, sound
  recordings, graphics, computer files, etc.

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Functional Requirements for Bibliographic Records

• What FRBR is
• a logical framework
• a conceptual model
• a "generalized" view of the bibliographic
  universe
• Available at http//www.ifla.org/VII/s13/frbr/frbr
  .htm
• What FRBR is not
• a data model
• an implementation model
• a conceptual model for authority records
• A conceptual model for subjects

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FRBR Functions

• Specifically identify what is being described
• Improve catalog displays
• Provide common conceptual model language

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Entity-Relationship Model
Attributes
Attributes

• Title
• Creator
• Subject

• Title
• Creator
• Subject

Entity 1
Entity 2
Relationship

• Group 1 Entities Products of intellectual or
  artistic endeavour
• Group 2 Entities Those responsible for the
  intellectual artistic content, physical
  production, or custodianship
• Group 3 Entities Entities that serve as subjects
  of intellectual or artistic endeavour

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Group 1 Entities Their Relationships
An Expression realizes A Work
A Work Is realized
through An Expression
An Expression Is embodied in A Manifestation
A Manifestation embodies An Expression
An Item exemplifies A Manifestation
A Manifestation Is exemplified by An Item
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LS vs. IS Terminology Comparison
FRBR Terms
I. S. Terms
Work Expression Manifestation Item
Message Text Document Instantiation
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Tolkien
W1
The Lord of the Rings
Work/Expression/ Manifestation/Item Relationships
E3 Spoken Word Performance
E1 English Text
E2 German Text
The Lord of the Rings
Der Herr der Ringe Translated by Margaret
Carroux
The Lord of the Rings Read by Ian Holms
M1 Sound Recording
M1 English
M2 English
M1 German
M3 English
The Lord of the Rings Read by Ian Holm BBC
Audiobooks 2003 13 compact discs
The Lord of the Rings London Harper
Collins 1998, 3 v.
Der Herr der Ringe Translated by Margaret
Carroux Stuttgart Ernst Klett 1968, 3 v.
The Lord of the Rings New York Facsimile
Reprints 1965
The Lord of the Rings London Allen
Unwin 1954-55, 3 v.
I1 VUW Library
Copy 1, signed by the author
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Bibliographic Relationships

• Equivalent
• Derivative
• Descriptive
• Whole-part
• Sequential
• Accompanying
• Shared characteristics

• Barbara Tillett
• Richard Smiraglia
• Sherry Vellucci
• Allyson Carlyle

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Barbara B. Tillett, Bibliographic
Relationships. In Relationships in the
Organization of Knowledge, edited by Carol A.
Bean and Rebecca Green, 19-35. Dordrecht Kluwer
Academic Publishers, 2001
Family of Works
Same Expression
New Work
New Expression
B. Tillett Dec. 2001
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Equivalent Relationships

• Multiple manifestations with identical content
• W1 The Lord of the Rings
• E1 English language text
• M1 Allen Unwin, 1954-55.
• M2 Facsimile Reprints, Inc., 1965.
• M3 Harper Collins, 1998.
• Tolkien, J.R.R. (John Ronald Reuel), 1892-1973.
  The Lord of the Rings
• BooksEnglish
• London Allen Unwin, 1954-55.
• New York Facsimile Reprints, Inc., 1965.
• London Harper Collins, 1998.

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Derivative RelationshipsSame work

• Editions
• Translations
• Performances
• Tolkien, J.R.R. (John Ronald Reuel), 1892-1973.
  The Lord of the Rings
• E1 BooksGerman
• M1 Trans. by Margaret Carroux. Stuttgart
  Ernst Klett, 1968.
• E2 Spoken word recordingEnglish
• M1 London BBC Audio Books, 2003.

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Derivative Relationships New works

• Parodies
• Adaptations
• Beard, Henry N. Bored of the Rings a Parody of
  J.R.R. Tolkiens the Lord of the Rings. New York
  New American Library, 1969
• Strachey, Barbara. Journeys with Frodo an Atlas
  of J.R.R. Tolkiens The Lord of the Rings.
  London Grafton, 1992.
• The Lord of the Rings. Screenplay by Fran Walsh,
  Phillipa Boyens and Peter Jackson based on the
  books by J.R.R. Tolkien produced by Barrie M.
  Osborne, Peter Jackson, Fran Walsh, Tim Sanders
  Directed by Peter Jackson. London? New Line
  Cnema, 2002.
• Knizia, Reiner. The Lord of the Rings Board Game.
  Illustrations by John Howe. Cambridge
  Sophisticated Games, 2001.

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Whole-Part Relationships

• Components
• Aggregates
• The Lord of the Rings aggregate work work of
  works
• The Fellowship of the Ring component part
  work
• The Two Towers component part work
• The Return of the King component part work
• The Lord of the Rings Game
• contains 2 books, 2 map sheets, 9 character
  sheets, rules, contents sheets, 4 red dice,
  cardboard counters, map errata

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Sequential Relationships

• Part to part (or chronological) Relationship
• Part 1 The Fellowship of the Ring
• Part 2 The Two Towers
• Part 3 The Return of the King
• The Lord of the Rings Official Fan Club Magazine
• Vol. 1, no. 1 vol. 1, no. 2

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Accompanying Relationships

• Manifestation is accompanied by additional
  material
• Shore, Howard. The Lord of the Rings the Motion
  Picture Trilogy Instrumental Solos. Music
  arranged for trombone by Tod Edmonsen. Miami
  Warner Bros, 2004. 1 part (25 p.) 1 sound disc
  (4 ¾ in.)
• The Lord of the Rings. Extended edition includes
  4 DVDs 1 Part One 2 Part Two 3 Appendices
  Part One From Book to Vision 4 Appendices Part
  Two From Vision to Reality. 1 booklet with
  explanation of the extended edition documentary
  appendices on the making of the movie complete
  listing of scenes, with new scenes and extended
  scenes identified and diagrams detailing how the
  book was transformed into visual form.

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Descriptive RelationshipsNew works

• Commentaries
• Evaluations

• Criticisms
• Reviews

• Simpson, Dale. Modernized Myth Beowulf, J.R.R.
  Tolkien and the Lord of the Rings.
• Miesel, Sandra. Myth, Symbol and Religion in the
  Lord of the Rings.
• Smith, Jim E. The Lord of the Rings The Films,
  the Books, the Radio Series.
• Fisher, Jude. The Lord of the Rings Location
  Guidebook.
• Astin, Sean. There and Back Again
  Behind-the-Scenes on the Lord of the Rings.

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FRBR Group 2 Entities

• The Group 2 entities represent those responsible
  for the intellectual or artistic content, the
  physical production and dissemination, or the
  custodianship of the entities in the first group
  (FRBR, p.13)
• Group 2 entities include
• Persons
• Corporate bodies

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Group 1 Entities
Relationships of FRBR Group 1 Entities to FRBR
Group 2 Entities (FRBR p. 14)
Group 2 Entities
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Group 1 Group 2 Relationships

• w1 The Lord of the Rings
• created by
• p1 J.R.R. Tolkien
• e1 The Lord of the Rings spoken word recording
• performed by
• p2 Ian Holm
• m1 The Lord of the Rings. motion picture, 2002
• distributed by
• cb1 New Line Cinema Home Entertainment
• i1 The Lord of the Rings published English text
  1965
• owned by
• cb1 Victoria University Library

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FRBR Group 3 Entities

• The Group 3 entities serve as the subjects of
  works
• The group includes
• concept (an abstract notion or idea)
• object (a material thing)
• event (an action or occurrence)
• place (a location)
• In addition, all entities in Groups 1 and 2 can
  serve as subjects for a work

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FRBR Relationships of a Work to entities that can
serve as the subject of a work (FRBR, p. 15)
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Group 1 Group 3 Relationships

• c1 Mythology
• w1 J.R.R. Tolkien The Lord of the Rings
• is the subject of
• w2 The Lord of the Rings An Examination of
  Mythical Elements by M.C. Stone

FRBR, p. 63
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Information Representation

• Organized by a special purpose language
  (ontologies taxonomies)
• Many such languages exist
• Linnaeus Taxonomy of living things
• Educational resources thesaurus
• Bibliographic language
• Subject language
• Document language

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Information Organization in Libraries

• Traditional processes
• Organize items on shelf by classification
• Create maintain catalog that provides access to
  information resources (surrogate records)
• Create indexes databases
• Create bibliographies
• New processes
• Create library portals
• Provide access to variety of resources through
  unified interface
• Catalog, databases, resource links, archives,
  digital libraries, etc.
• Customize for personal information (my library)
• Create and organize digital libraries

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Information Organization in Archives

• Organize arrange in groups by provenance
  (originator) and original order (closed stacks)
• Create accession record (information about
  collection source and physical content) finding
  aid (contents of collection)

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Information Organization in Museums

• Organize describe objects in collection
• Create accession/field records (info. _at_ source of
  object) and register (similar to catalog)
• Description of visual objects is more complex
  than text
• May also have libraries (include textual
  material) and archives in museums

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Information Organization on the Internet

• Libraries
• Web bibliographies (Subject, Classification)
• Metadata (MARC, Dublin Core)
• Non-Libraries
• Search engines
• Subject directories
• Automatic indexing classification
• Visual Organization
• Concept maps
• Ontologies
• Taxonomies

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Information Organization for Digital Libraries

• Provides digitized resources with architecture
  and retrieval service
• Design of retrieval description system part of
  creating the digital library
• Increasing demand with distance education

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Information Organization with Library Portals

• Provide access to variety of resources through
  unified interface
• Catalog, databases, resource links
• Customizable for personal information

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Information Architecture

• Process of designing, implementing and
  evaluating information spaces that are humanly
  and socially acceptable to the intended
  stakeholders (Andrew Dillon)
• Determine information needs of users
• Create structural patterns for finding
  information
• Develop user interface for information retrieval
  and display
• Evaluate success of architecture for retrieval
  and display

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Records Management

• Originally involved keeping, filing, maintaining
  paper records
• Computer files on individual PCs created
  organizational problems
• Various systems used across organization
  (payroll, general ledger, accounts payable,
  inventories)
• Data modeling used to create conceptual model of
  records management activities (directories,
  files, programs, database field values)

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Knowledge Management

• Who knows what in an organization and capturing
  that knowledge using technology
• Expanded into managing the information explosion
  in organizations
• Tacit knowledge vs. explicit knowledge
• Software used to create knowledge repositories,
  improve knowledge access, enhance the knowledge
  environment, manage knowledge as an asset

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Metadata

• Data about data
• Structured data that describes the attributes of
  a resource, characterizes it relationships,
  supports its discovery, management, and effective
  use, and exists in an electronic environment

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The Structure of Information

• Unstructured Data

• Structured Data
• Data has Context Description

Q7 Timetable Manhattan to Queens. Weekends only. Q7 Timetable Manhattan to Queens. Weekends only. Q7 Timetable Manhattan to Queens. Weekends only.
Departs Times Square Departs Queens Plaza Arrives Jamaica Station
658 715 713 730 732 749
Queens Plaza
658
Jamaica Station
732
Q7
Times Sq.
713
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Model of an Information Retrieval System
Lancaster
Major function of an IR System is to act as an
interface between a particular population of
users and the universe of information resources
in printed or other form.

• Activities of IR Systems
• Acquire store documents (or surrogates)
• Organize control documents (or surrogates)
• Distribute documents (or surrogates)

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Subject Analysis Is . . .

• The part of indexing or cataloging that deals
  with, first, the conceptual analysis of an
  information package
• and with translating the conceptual analysis
  into the conceptual framework of the
  classification or subject heading system (Taylor,
  p. 132)

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Step 1 Conceptual Analysis

• determining what the information package is
  about
• and/or determining what an item is
• An indexer experienced with a controlled
  vocabulary may think of aboutness in the terms
  available

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Problems in Determining Subject

• Deciding aboutness is subjective
• Predominance?
• Frequency?
• Deciding aboutness may depend on culture,
  background and knowledge of cataloger
• Behaviorially private
• Socially common ideas
• Gramatically different terms concepts
• Deciding interpretive, thematic, or iconographic
  significance for non-textual material requires
  specialist

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Determining Form

• Form data are terms and phrases that designate
  specific kinds of genres or materials (Taylor, p.
  255)
• Types of form
• Physical character
• Videocassettes, photographs, maps
• Type of data contained
• Text, visual, audio, numeric
• Arrangement of information contained
• Excyclopedias, dictionaries, indexes, diaries,
  outlines
• Style, technique, purpose or intended audience
• Drama, romance, cartoons, algebra text

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Exhaustivity

• The number of terms that will be assigned by the
  cataloger/indexer
• Determined by local policy desired level of
  bibliographic control

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Dimensions of Exhaustivity

• Summarization Level
• Describes the overall subject content of the work
  as a whole, i.e., the dominant subject
• Cataloging is at summarization level
• Assign fewer more general terms

• Depth Level
• Describes all main concepts of subject, including
  smaller units of information, i.e., chapters,
  articles, etc.
• Indexing is at depth level
• Assign more specific terms

Information Retrieval
Document Retrieval
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Specificity

• The level of subject analysis provided for by a
  particular controlled vocabulary
• The closeness of fit between the meaning of an
  index term and the documents themes and/or
  subthemes
• The Care Feeding of Siamese Cats
• Low specificity Felines
• High specificity Siamese cats

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Classification

• Oldest form of information organization
  (Aristotle)
• Based on thought process
• Mental models
• classify
• associate
• bring like things together
• Differentiate among things
• Primary types hierarchical, faceted
• Often associated with coding of some type
• Symbols (numbers, letters, punctuation)

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Theories of Categories

• Classical theory of categories based on
  commonalities
• 20th Century theories
• Family resemblance (Wittgenstein Austin)
• Fuzzy Set Theory (Zadeh)
• Distinct categories/cultural and linguistic
  differences (Lounsbury Berlin Kay)
• Basic-level Categories (Brown)
• Universal level of human naming (Berlin)
• Prototype Theory (Rosch)
• Musical instruments

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Bibliographic Classifications Differ from
Taxonomic Groupings

• Documents are complex
• Have combinations of topics, not just mutually
  exclusive, generic relationships
• Documents classified based on literary warrant
• Document arrangement can only be
  one-dimensional-linear order, i.e., show one kind
  of relationship
• Need catalogue to supplement shelf-order

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For Whom are We Organizing Information?

• Users--people who have an information need
• Users vary
• Experts
• librarians, information professionals,
  researchers
• people who know a domain and have some idea of
  vocabulary and the kind of information thats
  likely to be available
• Novices
• people who never learned to use retrieval tools
• people who only have a vague idea of what theyre
  looking for, e.g., a student assigned a research
  topic or a person who just found out that their
  relative has an obscure disease

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Problems with Information Organization

• Catalogers focus on bibliographic and authority
  control and languages
• Accurate description does not always lead to
  successful query results
• Does not link cataloging process with knowledge
  base of information retrieval

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Understanding Users Perspectives

• Move from system-centered to user-centered views
  of information systems
• Designed for the user based on user input
  bottom up rather than top down
• Needs research into user needs, user modelling,
  and catalog information-seeking behavior

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Broadened Perspective

• Metadata has brought information organization
  onto center stage
• Provides information that goes beyond description
  (administrative, structural, etc)
• Focuses primarily on digital information
• Adopts/integrates use of search engines
• Objectives can be operationalized, connected and
  measured
• Representation
• Visualization
• Searching
• Interface usability

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• Metadata has become important to businesses
• Part of knowledge management
• Often used in proprietary systems