SLIDE 1IS 257 – Fall 2009 Organization of Information in Collections: Introduction University of California, Berkeley School of Information IS 245: Organization of Information In Collections

SLIDE 2IS 257 – Fall 2009 Lecture Contents Course Introduction Organization of Information Metadata Dublin Core Controlled Vocabularies Discussion

SLIDE 3IS 257 – Fall 2009 Lecture Contents Course Introduction Organization of Information Metadata Dublin Core Controlled Vocabularies Discussion

SLIDE 4IS 257 – Fall 2009 Course contents Metadata and Metadata Schemas Bibliographic Description Access Points and Vocabulary Control Topical/Subject Description Thesaurii Ontologies Other Metadata/Description/Organization topics

SLIDE 5IS 257 – Fall 2009 COURSE OUTLINE Among the topics that will be covered during the semester are a number of “traditional” library-related topics: BIBLIOGRAPHIC DESCRIPTION –Introduction to the use of standards and codes for description of bibliographic materials including the International Standard Bibliographic Description and the Anglo- American Cataloging Rules.

SLIDE 6IS 257 – Fall 2009 COURSE OUTLINE ACCESS –1. Access by names--Issues and problems including name authority control –2. Access by subject a. Types of access: descriptors; index terms-- including types of indexes (e.g. KWIC, KWOC); subject headings; relational indexes (e.g. PRECIS) b. Vocabulary control--role of the thesauri and their use (e.g. Library of Congress Subject Headings; Medical Subject Headings; the Art and Architecture Thesaurus)

SLIDE 7IS 257 – Fall 2009 COURSE OUTLINE ACCESS (cont.) c. Classification schemes and their uses: shelf arrangement; organization of printed lists; thesaurus hierarchies d. Subject authority control –3. Access by other attributes a. Physical attributes of documents: title, text b. Other attributes: language, uniform title

SLIDE 8IS 257 – Fall 2009 COURSE OUTLINE ACCESS (cont.) –4. Use of multiple access points: e.g. subject and date –5. Evaluation of different access points within systems (e.g. Purposes served by access through classification scheme and alphabetical subject terms within a catalog or index)

SLIDE 9IS 257 – Fall 2009 COURSE OUTLINE Metadata and Metadata Schemas –MARC –MODS –METS –EAD –EAC –Dublin Core –OWL –RDF –FRBR (which isn’t really a schema, but a model)

SLIDE 10IS 257 – Fall 2009 Course Requirements Assignments and exercises (30%) Final Paper/Project (60%) –Can be a traditional research paper on an organizational topic or a project such as construction of a Thesaurus or Ontology for a particular topical area. –Could be part of a MIMS final project Class Participation – including class reports (10%)

SLIDE 11IS 257 – Fall 2009 Lecture Contents Course Introduction Organization of Information Metadata Dublin Core Controlled Vocabularies Discussion

SLIDE 12IS 257 – Fall 2009 Organization of Information Is there a basic human need to put things into some sort of order? –Much of natural language concerns categories of things rather than individual things –Why do we organize things and information? Why do spoons go in THAT drawer in the kitchen and not in a can in the garage? Why do your favorite books go on one shelf and not-so-favorite on another?

SLIDE 13IS 257 – Fall 2009 Why Organize Information? The main reason –So that you can find things more effectively I.e., effective retrieval is predicated on some sort of organization applied to information resources Historically there have been many institutions and tools devoted to information organization –Libraries –Museums –Archives –Indexes and catalogs, dictionaries, phone books, etc.

SLIDE 14IS 257 – Fall 2009 Why Organize Information? A question of scale –Using your own ad hoc set of categories and methods to organize your own collection of books or CDs seems to work fine… –What if your collection grew to 10 Times the size? How would you organize it? 100 Times? 1000 Times? times? What if it wasn’t physical objects, but electronic?

SLIDE 15IS 257 – Fall 2009 What is Information Organization? Identifying the existence of all types of information-bearing entities as they are made available Identifying the works contained within those information-bearing entities or as parts of them Systematically pulling together these information-bearing entities into collections in libraries, archives, museums, Internet communications files and other such depositories From Hagler via Taylor, Chap. 1

SLIDE 16IS 257 – Fall 2009 What is Information Organization? Producing lists of these information- bearing entities prepared according to standard rules for citation Providing name, title, subject and other useful access to these information-bearing entities Providing the means of locating each information-bearing entity or a copy of it

SLIDE 17IS 257 – Fall 2009 Key Issues in This Course How to describe information resources or information-bearing objects in ways so that they may be effectively used by those who need to use them –Organizing How to find the appropriate information resources or information-bearing objects for someone’s (or your own) needs –Retrieving

SLIDE 18IS 257 – Fall 2009 Key Issues Creation UtilizationSearching Active Inactive Semi-Active Retention/ Mining Disposition Discard Using Creating Authoring Modifying Organizing Indexing Storing Retrieval Distribution Networking Accessing Filtering

SLIDE 19IS 257 – Fall 2009 Organizing/Indexing Collecting and integrating information Affects data, information and metadata “Metadata” describes data and information –More on this shortly Organizing information –Types of organization? Indexing

SLIDE 20IS 257 – Fall 2009 Accessing/Filtering Using the organization created in the O/I stage to –Select desired (or relevant) information –Locate that information –Retrieve the information from its storage location (often via a network)

SLIDE 21IS 257 – Fall 2009 Structure of an IR System Interest profiles & Queries Documents & data Rules of the game = Rules for subject indexing + Thesaurus (which consists of Lead-In Vocabulary and Indexing Language Storage Line Potentially Relevant Documents Comparison/ Matching Store1: Profiles/ Search requests Store2: Document representations Indexing (Descriptive and Subject) Formulating query in terms of descriptors Storage of profiles Storage of Documents Information Storage and Retrieval System

SLIDE 22IS 257 – Fall 2009 Lecture Contents Course Introduction Organization of Information Metadata Dublin Core Controlled Vocabularies Discussion

SLIDE 23IS 257 – Fall 2009 Metadata Metadata is –“Data about Data” (database systems) –Information about Information First used (to the best we can discover) in 1978 (meta-data) Used for databases in (Meta-Data Base) –“a data base which itself contains the structural and semantic data of other data bases” »Thomas R. Cousins & Wayne D. Dominick, “The Management of Data Bases of Data Bases” ASIS Proceedings, 1978.

SLIDE 24IS 257 – Fall 2009 Metadata Structures and languages for the description of information resources and their elements (components or features) “Metadata is information on the organization of the data, the various data domains, and the relationship between them” (Baeza-Yates p. 142)

SLIDE 25IS 257 – Fall 2009 Metadata Often two main types of metadata are distinguished –Descriptive metadata Describes the information/data object and its properties May use a variety of descriptive formats and rules –Topical metadata Describes the topic or “aboutness” of an information/data object May include a variety of vocabularies for describing, subjects, topics, categories, etc.

SLIDE 26IS 257 – Fall 2009 Types of Metadata Element names Element description Element representation Element coding Element semantics Element classification

SLIDE 27IS 257 – Fall 2009 Metadata Systems and Standards Naming and ID systems Bibliographic description –Texts Music Images and objects Numeric data Geospatial data Collections Video and motion pictures

SLIDE 28IS 257 – Fall 2009 The Same Item in Different Metadata Systems ISBD RFC 1807 TEI Header MARC Record Dublin Core (a bit later)

SLIDE 29IS 257 – Fall 2009 ISBD Punctuation Title Proper (GMD) = Parallel title : other title info / First statement of responsibility ; others. -- Edition information. -- Material. -- Place of Publication : Publisher Name, Date. -- Material designation and extent ; Dimensions of item. -- (Title of Series / Statement of responsibility). -- Notes. -- Standard numbers: terms of availability (qualifications).

SLIDE 30IS 257 – Fall 2009 Bibliographic Record Introduction to cataloging and classification / Bohdan S. Wynar. -- 8th ed. / Arlene G. Taylor. -- Englewood, Colo. : Libraries Unlimited, (Library science text series).

SLIDE 31IS 257 – Fall 2009 RFC 1807 BIB-VERSION:: CS-TR-v2.1 ID:: UCB// ENTRY:: September 9, 1997 TYPE:: BOOK TITLE:: Introduction to cataloging and classification AUTHOR:: Wynar, Bohdan S. AUTHOR:: Taylor, Arlene G. DATE:: 1992 PAGES:: 633 COPYRIGHT:: Libraries Unlimited, 1992 SERIES:: Library Science Text Series END:: UCB//123456

SLIDE 32IS 257 – Fall 2009 Minimal TEI Header Introduction to cataloging and classification Bohdan S. Wynar 8th edition by Arlene G. Taylor Libraries Unlimited Introduction to cataloging and classification / Bohdan S. Wynar. -- 8th ed. / Arlene G. Taylor. -- Englewood, Colo. : Libraries Unlimited, 1992.

SLIDE 33IS 257 – Fall 2009 MARC Record (Display) ID:DCLC B RTYP:c ST:p FRN: MS:c EL: AD: CC:9110 BLT:am DCF:a CSC: MOD: SNR: ATC: UD: CP:cou L:eng INT: GPC: BIO: FIC:0 CON:b PC:s PD:1992/ REP: CPI:0 FSI:0 ILC:a II:1 MMD: OR: POL: DM: RR: COL: EML: GEN: BSE: (cloth) (paper) 040 DLC$cDLC$dDLC Z693$b.W $ Wynar, Bohdan S Introduction to cataloging and classification /$cBohdan S. Wynar th ed. /$bArlene G. Taylor. 260 Englewood, Colo. :$bLibraries Unlimited,$c xvii, 633 p. :$bill. ;$c24 cm Library science text series 504 Includes bibliographical references (p ) and index Cataloging Subject cataloging Classification$xBooks Anglo-American cataloguing rules Taylor, Arlene G.,$d1941-

SLIDE 34IS 257 – Fall 2009 Lecture Contents Course Introduction Organization of Information Metadata Dublin Core Controlled Vocabularies Discussion

SLIDE 35IS 257 – Fall 2009 Dublin Core Simple metadata for describing internet resources For “Document-Like Objects” 15 Elements (in base DC)

SLIDE 36IS 257 – Fall 2009 Dublin Core (original version) TITLE: Introduction to cataloging and classification CREATOR: Taylor, Arlene G. OTHER CONTRIBUTOR: Wynar, Bohdan S. DATE: 1992 FORMAT: BOOK LANGUAGE: ENG PAGES: 633 PUBLISHER: Libraries Unlimited SUBJECT: Cataloging. SUBJECT: subject cataloging. SUBJECT: Classification -- Books DESCRIPTION: Textbook on cataloging and classification RESOURCE TYPE: text.monograph RESOURCE IDENTIFIER: (ISBN)

SLIDE 37IS 257 – Fall 2009 Dublin Core (XML) Introduction to cataloging and classification Taylor, Arlene G. Wynar, Bohdan S BOOK ENG 633 pages Libraries Unlimited Cataloging. subject cataloging. Classification -- Books. Textbook on cataloging and classification text.monograph (ISBN)

SLIDE 38IS 257 – Fall 2009 Dublin Core Elements Title Creator Subject Description Publisher Contributor Date Type Format Identifier Source Language Relation Coverage Rights

SLIDE 39IS 257 – Fall 2009 Mega-Metadata Standards METS - Metadata Encoding and Transmission Standard ( –Developed by the Digital Library Federation as an implementation strategy for preservation metadata –"XML document format for encoding metadata necessary for both management of digital library objects within a repository and exchange of such objects between repositories (or between repositories and their users)” –Provides a flexible mechanism for encoding descriptive, administrative, and structural metadata for a digital library object, and for expressing the complex links between these various forms of metadata

SLIDE 40IS 257 – Fall 2009 Metadata Resources Check the Links section from the class home page Best site is the “Digital Library: Metadata Resources” page from IFLA at For another good source of information on metadata standards see

SLIDE 41IS 257 – Fall 2009 Lecture Contents Course Introduction Organization of Information Metadata Dublin Core Controlled Vocabularies (Introduction) Discussion

SLIDE 42IS 257 – Fall 2009 Controlled Vocabularies Next time…