• DOL/GLAB PAPER NO. 44DB

4.

TECHNICAL WRITING:A KEY TO COMPUTERIZEDINFORMATION RETRIEVAL

PREPARED mY

"SO JONES

CORPORATE LIBRARIANDOUGLAS AIRCRAFT COMPANY. INC.

PRESENTED '0

THE 14TH INTERNATIONAL TECHNICAL COMMUNICATIONS

CONFERENCE OF THE SOCIETY OFTECHNICAL WRITERS AND PUSLISHERS

"CHICAGO. ILLINOIS

24 - 27 MAY 1967

JUN 2b 1967

DOUGLAS CORPORATE OFFICE

Best Available Copy

TECHNICAL WRITING:A KEY TO COMPUTERIZED INFORMATION RETRIEVAL

by

Shirli 0. JonesCorporate Librarian

Douglas Aircraft Compainy, Inc.

ABSTRACT

The future success of mechanized retrieval of information from published

material lies, in a large part, in the hands of the technical writer. The con-

text is only as usable as its format when current retrieval methods are used.

Examples are given of confusion arising through nondefinitive titles, particu-

larly where permuted indexes, such as Key-Word-In-Context (KWIC) and Key-

Word-Out-of -Context (KWOC), art used.

The appearance of an article in several different publications is another

source of difficulty for the information retrieval system. How the creation

of separate entries for the same item can damage the integrity of an informa-

tion system is shown.

A plea is made to the technical writers for understanding the needs of the

second generation of reader. Steps which can be taken without censoring the

language by replacing all synonyms and near-synonyms with a single term

are indicated. The use of meaningful titles, standardization of citations, and

several other areas are explored from the viewpoint of the information

specialist.-

4 FIGURES

I KWIC and KWOC Indexes 4

2 Title Repetition by Word 5

3 KWOC Index With Terms Repeated 6

4 List of Words Prevented From Indexing 7

5 Effects of Hyphen Usage Upon Computer Sort

6 Effects of Singular-Plural Usage Upon Computer Sort 9

7 Index Card With Multiple Corporate Authors Iz

8 Variations of Single Corporate Author 14

9 Automatic Index 16

Preceding Page Blank

INTRODUCTION

Each year, more and more persons decry the proliferation of the printed

word. Available statistics prove that unless restraint is applied, mankind

will be submerged in published information by 1975. Concern over how to

obtain essential information from this vast amount of material results in a

rash of papers such as this. Information specialists involved with the

retrieval of necessary data bemoan the unnecessary generation of papers,

but of more importance is more careful consideration in both the preparation

and *he publication of all papers. Such a specialist is not in a position to

determine the relative value of one document in comparison with another, but

he is in a position to help establish guidelines suitable for advanced computer

techniques that will provide the keys to necessary storage and retrieval capa-

bilities for the future. Although information retrieval systems covering all

degrees of complexity have been introduced, none can produce a product bet-

ter than the original material. Therefore, authors and technical writers

must cooperate with the information specialist to ensure the rapid and effec-

tiv,. retrieval of valuable data.

Information retrieval, in general, relies on two forms of index--subject head-

ings and concept coordination. The more familiar form of the subject heading

index is the public library card. The concept coordination system uses "uni-

terms" or "descriptors"--a single term or concept for every major topic in

a document. These terms can then be coordinated with other terms or con-

cepts for flexible, specialized retrieval. Bibliographic information, such as

personal author, corporate author, and title, is handled in much the same way,

regardless of the type of retrieval system used. The equipment used in creat-

ing and manipulating the index can range all the way from a typist typing on

3 x 5 file cards to a fully computerized system for storage and automated

retrieval in various formats. In every case, the technical writer's impor-

tance is evident, but it is never so obvious as in the computerized storage

and retrieval system. Thus, the problems associated with this area require

special emphasis.

Preceding Page Blank1

DISCUSSION

Since 1959, when Douglas actively began to design its mechanized information

retrieval pro.-am, many different systems have been developed. Government

agencies, such as NASA's Scientific & Technical Information Division and

DOD's Defense Documentation Center. have built massive systems utilizing

the most sophisticated of computer equipment. Several private industries

have expended vast quantities of time and money to provide their personnel

with retrieval capabilities. Organizations such as the American Society for

Metals and the American Chemical Society have called upon their professional

talents to produce systems designed to cope with the complexities of their

scientific disciplines. These are all major efforts, but the needs of the

smaller systems are of equal importance. And either type of system must

face much the same problems. Some of these problems, which will be

described in detail, ere the responsibility of the technical writers and/or

publishers.

One of the most common forms of mechanized index is the Key-Word-In-

Context or KWIC index, and a variation called KWOC, or Key-Word-Out-of-

Context (Figure 1). As can be seen, these indexes consist of a sorting of the

title with each word repeated in alphabetical order. The title will appear as

many times as there are significant words in the title (Figure 2). The KWOC

index provides a more readable format (Figure 3) but follows the same princi-

ple. To prevent listings of insignificant terms (such as "the" and "of"), a

stop list is input to the computer. Chemical Titles employs a stop list of

1, 335 "insignificant" words (Figure 4). Examination of this list indicates that

titles ruch as "Laboratory Systems & Procedures" would- be completely

eliminated.

Another problem occurs with the inconsistent use of hyphens. In Figure 5,

chere are several interesting entries. Under "low," the "irst inconsistency

occurs with "low energy"--two entries are unhyphenated, three hyphenated. jNext is "low molecular weight"--two entries without hyphens, one with.

3

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Figure 2. Title Repetition by Word

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NYLMEN.w L1o-TiPvENATURC JOLYE•IRIATI Or EST NCE-0t64-0955

Figure 5. Effects of Hyphen Usage Upon Compluter Sort

One of each appears under "low pressure." Following this is one of the most

common: "low temperature," with eight unhyphenated entries to three

hyphenated- -an overwhelming verdict for abandoning the hyphen in this case.

An additional factor for consideration is that most computer sorting treats a

hyphenated word as one word--that is, where "low temperature" appears as

two separate words, the citation will appear under both "low" and "tempera-

ture." Where the hyphen is used, the citation will appear under "low," but

not under "temperaturL."

Such details as the use of singular and plural word forms also can cause diffi-

cu~ty (Figure 6). "Line" and "lines" hwve been separated by seven entries of

"linear" and "linearity." This may seem insignificant in the examplt,, as

shown, and it is, because the eye i.an scan enough of the page at one glance

PENTRILISAION. LING AND P PLACEMENT EFFECTS ON *$$A-*4J•-T4NRACVIrowS IN "GATED LINe-ALUZNA mjgAXtiUagS.., A&C1OiAli

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OD NUNDER Op MONOMERIC LINKS. FONRME IN THE TNMNIMMA WfYVhIEI D0MmK-O-iD76ACOUCTIISOLATION Of PURI LIMOLEHATE AS I11T ERCURIC ACETATE A JAOC-0iO.T-o67E*URia PRACTIONATION OF LINSED OIL 01PATTY ACIDS*. COMPAR*TIV IJAC-OP9I-41O•mC 2IVITY Op LIPO PROTEIN LIPAS4E i VARIOUS TISSUE SLICES*=* A O8-41- 1 DIOS16"IN ACTION OF PUOSP"WO LIPASS ON A NAMST. CELLS. TN AIPT-I140--11?PAM IN * LIPO PROTEIN LIPASE. ACTIVITY OF LIPO 1ROTEI1 LI IOSS-O054'241CCC¢RIOES YV PANCREATIC LIPASe.t # ENZYMIC HYDROLYSIS Op 4 ANmKK-#3S-ISD04I INTEISTINAL & PHOSPI40 LIPID COMPOSITION AM TURMNOVEN iM NA NATU-0I87-*419O

LIPID COMPOSITION OF TUMO• CLLS.•. aI JO-*O*OO6JFigure 6. Effects of Singular-Plural Usage Upon Computer Sort

to see both entries even though they are separated. If this index covered

5, 000 to 6. 000 items, these terms could appear so far apart that the searcher

would not see them both, and thus would miss a portion of the indexed

information.

Many of the titles used today have meaningful terminology because the authors

were aware that the titles were likely to appear in KWIC or KWOC index for-

mats. But what becomes of a title such "A Look Ahead," or "Structures and

Economics," or "Pilot Studies and System Components Evaluation"? Each of

these papers is concerned with means of handling information, and each was

presented at a national symposium on Engineering Information, the theme of

which was "A Coordinated Engineering Information System." The difficulty

9

! !

* - I

*m I

in indexing titles such as these shows that even information specialists are

"not making their own jobs easier. This is why librarians must enlist the help

of societies and associations such as STWP in reminding others, and remem-

bering themselves, that each piece of documentation is not a unique bit of

printing destined to exist forever in its own little cubicle. The present store

"of documentation is so vast that it is almost incomprehensible, but every new

publication must be added to it after the first use. To provide recall from

this mass, the major subject or subjects of individual documents must be

indicated to tz-l indexer, whether this indexer is a machine or a man.

*; Examination of the growth of the application of the key-word indexes reveals

their importance and indicates the stress that must be placed upon them. In

1958, H. P. Luhn proposed the KWIC concept, Later in that year, Chemical

Abstracts Service received a National Science Foundation grant to apply

Luhn's concept to chemical information. By 1962. over 30 different permuted

indexes were in use, and by 1965 the number had grown to several thousand.

The current indexes include such products as "Chemical Titles," publishes

by the American Chemical Society, "Index to Legal Theses & Research

Projects," published by the American Bar Foundation, "Current Medical

Terminology," published by the American Medical Association, and

"Meteorological and Geo-strophysical Titles," published by the American

Meteorological Society. An tnnouncernent received recently by the Douglas

Library listed permuted indexes available to technical publications such as

the Military Electronics Conferences, National Telemetering Conferences,

Institute of Radio Engineers, and Institute of Electrical and Electronic

Engineers' Transactions, Snvironmental Sciences Proceedings, and others.

Many more of these indexes have been developed for use in .ndustry. Many

are produced for internal use only, as, for instance, at Douglas. The extent

of the influence of these indexe-s must be recognized, whether or not the form

is accepted ts a proper index.

Althogh the indexing requirement of a title should not take precedence over

its main purpose--to describe the contents of the document- -nor be con-

sidered the only important feature to an indexing system, its value in auto-

matic indexing cannot be overstressed. The Abstract, the Table of Contents,

10

the Introduction, and the Conclusion also are relied upon to provide guidance

for the indexer under almost all circumstances. However, under conven-

tional cataloging conditions, the human indexer is able to exercise some

judgment with regard to the relative merits of terms, descriptors, subjects,

and so forth. The major emphasis here is directed towards the mechanically

created index, where human judgment cannot be applied once the indexing

prograrr is established. So even those who question the value of permutedindexes should provide titles that can be used.

Another serious problem-, arises in relation to the publishing of all these

papers and documents. ivery author enjoys having his creation appear in

print, and without qualification, "the more the better." Certainly, each pub-

lication is directed toward 2 different audience and justification 'or duplica-

tion is easy. But what does 6cplication do to the cataloger, the reference

librarian, and the researcher? Imagine the frustration of finding five cita-

tions to a subject, only to discover tiat the five citations cover two articles

published in five different sources: Such multiple publication of the same

article causes problems for the s,:ienkist and engineer as well. Also, the

engineer's sources or references may be credited to a corporate author or

publication different from that used by the library for the same article.

Figure 7 shows an example of the many corporate authors possible for a

single article. For this particular item, the work was done by a member

of the staff of the California Institute of Technology, under funding from the

Air Force Aerospace Research Labs, and submitted for publication to the

"American Journal of Physics." The report was transmitted per contractualagreement to the Defense Documentation Center for dissemination throughout

the defense community. Because of its application to aerospace endeavors,

the National Aeronautics and Space Administration also acquired the document

for dissemination. Thus, there are five sources established, three of which

are primary and two (DDC and NASA) are secondary.

Are not all of these sources entitled to claim this document as their own?

Certainly thev are. The Aerospace Research Lab paid for the research, the

California Institute of Technology prints its staff's output, the "American

11

PDL 56129

CALIFORNIA INST OF TECHNOLOGY TR 32-738JET PROPULSION LAB

AEROSPACE RE33AR-C LABS ARL 65-151AMEBICAN JCOrr-"::AL OF PHYSICS/DEFENSE DOCUMENTATION cT'P./ AD 62L/'NATIONAL AFRO AND SPACE ADM/ N65-31848

! PLASMA NONUJNIFORMITIY AND GRID PLASMAEROSION IN AN ELECTRON BOMBARD- NONUNIFORM1E.NT ION ENGINE. 7P. GRID

EROSICND. J. KERRISK, T. D. MASEK ELECTRON

ION30 JULY 1965 ENGINE

ELECTRON-C.1, C.2 -BOMBARDM-ENT

SEMISSIONSURFACEDENS ITYFLOWRATE

Figure 7. index Card with Multiple Corporate Aulfrs

Journal of Physics" agreed to publish the article for circulation among the

scientific community. Both DDC and NASA are obligated under their charters

to a•tiounce and disseminate all work performed through government funding.

Those responsible for the publication of material cannot solve this problem

oy limiting the number of times a report. is published, but they can ensure

that each publication makes note of the other sources in which it appears.

When previous or prospective publications are known, why should not this

information be included in a footnote? If the specific. report number or issue

number were not available, it would be helpful if a statement such as this

weee used: "Also published as Jet Propulsion Lab Technical Report and

Aerospace Research Lab Technical Report," or "Announcement is anticipated

in the Defense Documentation Center's Technical Abstract Bulletin and the

National Aeronautics and Space Administration's Scientific and Technical

Aerospace Reports Bulletin." Either of these statement, would provide both

cataloger and scientist with a warning that the document may appear under

anIy one of those various corporate authors.

12

I5

Often library users do not recognize the same material in different forms.

Having once seen a journal article, a user may not be aware that the grey-

cover ARL Report contains the same material--at least, not until he has

requested the document and has begun re-reading it. This can also be true

of the cataloger and librarian. Yet, with the tremendous quantity of informa-

tion published today, information specialists must do all they can to save the

reader from such circumstances. Libraries are given generous budgets.

professional staffs, and expensive computer programs to inform their clients

of material of interest to them. Inform~ing an individual over and over again

of the same material is not pleasing to either the individual or the reaponsible

information specialist. The integrity of the entire information handling sys-

tern ib downgraded by these occurrences. To help avoid this, the author and

the technical writer should give notice of the multiple publication of any docu-

ments he handles.

With the widespread use of mechanised systems has come another problem--

the variations used in individual corporate names. Some mechanized pro-

grams have avoided the problem to some degree b- coding the corporate

authors. However, this imposes another set of problems. The concern of

the information specialist is with the use of company names, agency names,

universities, and so forth, as they are input to a computer. Take. for exam-

ple. "IBM." In most communications, the use of "IBM' conveys the desired

message. But the name of the company is Internaticnal Business Machines,

so corporate source notations should appear with the full name. "International

Bustiess Machines." This is a simplified example, because most catalogers

would know that thc citation should use the full name. It is not always so

obvious, however, whether initials can constitute an acceptable corporate

entry. IBM is not acceptable, beca-ise this is not the legal name of the orga-

nization. lIT Research Institute is acceptable and correct, since this organi-

zation officially discontinued the use of the title "Illinois Institute of

Technology Research Center" and adopted ITT Research Institute as its

official name. These examples illustrate how confusing to new and

13

inexperienced catalogers abbreviations in corporate names can be. Stich

abbreviations should be avoided unless they constitute a legal designation.

Even such variations as abbreviating "company" one time and spelling it out

the next time can cause confusion. When a computer sorts, it sorts accord-

ing to standard computer rules. Douglas could appear at least four differeLt

ways (Figure 8), without couxting eliminating the periods or including divi-

sioral entities. The computer does not recognize all these names for the

same company--it recognizes only a change in the characters in each.

Authors, technical writers, and information specialists must all be certain

to use the corporate name in the same manner each time, so that the items

will all appear together in a computer printout. It is important for indexers

and catalogers to be precise about entries, but the tendency i5 to accept an

DOUGLAS AIRCRAFT COMPANY

DOUGLAS AIRCRAFT CO.

DOUGLAS AIRCRAFT COMPANY, INC.

DOUGLAS AIRCRAFT CO.. INC.

Figure 8. Variations of Single Corporate Author

14

Ia

entry as it appears on the document. For this reason, the careful use of the

corporate name can be of great help in facilitating the retrieval of valuable

nil formation.

Projections into the future indicate that, without doubt, the next major breik-

through in information systems will be total text input of some sort. Paper

tapes and optical scanning methods have been tried with varying degrees of

success but they reveal that there are several obvious questions to be

answered in relation to full text input. These are as follows:

1. What about the extent to which the "stop list" would have to beenlarged beyond that of the KWIG stop list?

2. What about synonyms and near-synonyms? In the interest of variety,the writer will a'rive for a variation in terms, perhaps using wordssuch as automobile, car, vehicle, sedan, all in reference to thesame subject. When retrieving from total text input, care musat betaken to ensure that each of these terms in used for recall.

3. What about antonyms? When a request arises for information onsafety in handling chemicals, will there by a reference also to"hazards in handling chemicais"?

4. What about adjectives and adverbs that lose meanir.g when taken outof context? These words create problems, not so much in retrievalas in clutter (Figure 9). They are a vital part of all writing for logi-cal communications, yet they are rarely used for retrieval. Oneinteresting exception is the term "orbital." When first entered into*he Douglas dictionary, the only term used vas 'orbital," althoughthe usual procedure was to enter both the piural arid singular formsof all terms. It seemed obvious that no one would ever use "orbital"by itself, much lest in plural form. Yet within no more than6 months, Douglas librarians were not only coping with "orbitalpaths," as expected, but also with "orbitals." The plural form hasnow become an accepted term in the aerospace industry.

Is

C._t i M5L

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€(051 0(3151! fATYi 05•.iAA.l Itil ICLl(IIlAIWO ple-Sl w'lP05£irl 1415 I(LOSIAIIIIM A&Ami PAIPIIO StiSltCOYTAil SAMABISO 951,15 SMll

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• i Figure 9. Automatic Index

'I HE

CASL N.MEA UCOL*CIO 'QL* "Di

CONCLUSIONS

The technical writer's key to computerized information retrieval is not the

restriction of all writing to a 10, 000-word vocabulary. Rather. the key is

the thoughtful selection and use of truly pertinent and descriptive terms,

especially in those portions of a report which serve as key tools for effectivestorage and retrieval of valuable information, and in fully documented publi-

cation notations. Those who feverishly embrace the new word, or the new

concept described by an old word, must consider the problems of the informa-

tion retrieval specialists, and must realize that the kind of vocabulary used

today must be retreivable tomorrow.

17

I

BIBLIOGRAPHY

M. Fischer. The KWIC Index Concept: A Retrospective View. An-1ricanDocumentation, April 1966, Pages 57-70.

A. G. Hoshovsky. How Technical Writers Can Use and Improve Tt ,hnical

Retrieval Systems. Office of Aerospace Research, 17 June 1966.

M. E. Stevens. Automatic Indexing: A State-of-the-Art Report. NationalBuieau of Standards, NBS Monograph 91, 30 March 1965.

Chemical Titles. American Chemical Society, No. 26, 19 December 1966.

Second National Symposium on Engineering Information. Engineers JointCouncil, March 1966.

Symposium on Materials Information Retrieval. Aeronautical Sys•temsDivision, ASD-TDR-63-445, May 1963.

is