Content Metadata StandardsContent Metadata StandardsCataloging as an ExampleCataloging as an Example

Spring 2006, 6 February

Bharat MehraIS 520 (Organization and Representation of Information)

School of Information SciencesUniversity of Tennessee

““Critical Reflection Assignment 2”Critical Reflection Assignment 2”

Each group will be given an “information object” and the Each group will be given an “information object” and the group task is to create a bibliographic card of eight group task is to create a bibliographic card of eight fields. Each group has to choose the eight fields fields. Each group has to choose the eight fields according to their perception of the importance of according to their perception of the importance of those fields in searching for that particular item and those fields in searching for that particular item and rank the fields in the order of importance. Identify rank the fields in the order of importance. Identify what you did and what you learned from the process. what you did and what you learned from the process. What thoughts did you have before, during or after What thoughts did you have before, during or after the exercise? What did the process help you the exercise? What did the process help you understand about the process of organization and understand about the process of organization and representation of information?representation of information?

Bibliographic Database for Critical Reflection Assignment 2

““Google”Google” 1Name1Name=Google=Google

2Object2Object 3Identifier=3Identifier=google.comgoogle.com

8Usage8Usage==

5Descrip5Descriptiontion==online online search search engineengine

6Language6Language==

7Headi7Headingsngs==

4Corpo4Corporation=ration=GoogleGoogle

““Devdas”Devdas” 1Title=1Title=Devdas:aSDevdas:aSanjayBhananjayBhansaliFilmsaliFilm

2Genre=2Genre=soundtracsoundtrackk

3Format=3Format=cassettecassette

5Date=5Date=20022002

6Descrip6Description=tion=

4Language4Language==

7Produ7Producer=Bhcer=Bharat arat ShahShah

8Creato8Creator=r=

““Map of Map of Nashville”Nashville”

1Title=1Title=Greater Greater Nashville Nashville Area/Area/Nashville Nashville Downtown Downtown

2Publisher2Publisher=Nashville =Nashville ConventioConvention and n and Visitors Visitors BureauBureau

3Other3OtherCharacterisCharacteristics=tics=Downtown Downtown and and Citywide Citywide Attractions Attractions

5Date=5Date=NotNotGivenGiven

4Mediu4Medium=Paperm=Paper

7Language7Language=English=English

8Prese8PresentationntationTechniTechnique=que=PictoralPictoral

6Corpo6CorporateSporateSponsor=Gnsor=Gray-ray-LineToLineTours urs (distrib(distributor)utor)

““AbsoluteAbsolutePower”Power”

1Title=1Title=AbsoluteAbsolutePowerPower

2Director=2Director=ClintEastwClintEastwoodood

3Performer3Performers=Eastman/s=Eastman/Hackman/Hackman/HarrisHarris

4Studio=4Studio=WarnerWarnerBrothersBrothers

5Distrib5Distributor=Cautor=CastleRockstleRock

8=Languag8=LanguageeOptions=Options=English/English/Spanish/Spanish/FrenchFrench

7Lengt7LengthOfFeathOfFeature=1hure=1hour21mour21minutesinutes

6Year=6Year=19961996

What does this activity reveal in terms of information organization and representation?

Bibliographic ControlBibliographic ControlChan Definition: Chan Definition: Operations by which recorded info is

organized or arranged according to established standards and thereby made readily identifiable and retrievable

Activities: Indexing, Classification, Descriptive and subject cataloging

Tools: [Bibliographic lists/files, bibliographic databases] Bibliographic records

Bibliographic Authority Control: Uniform terms are used for names/topics as access points so that records pertaining to the same entity are not dispersed among synonyms or variant name forms

Apply to Critical Reflection Assignment 2

Bibliographic RecordsBibliographic RecordsEach biblio. record pertains to one item in the collection; Each biblio. record pertains to one item in the collection;

contains 2 types of infocontains 2 types of info

– Enough data for item to be identifiable in the file and collectionEnough data for item to be identifiable in the file and collection– At least one access point At least one access point

ACCESS POINTS: Searchable terms enabling the searcher ACCESS POINTS: Searchable terms enabling the searcher to identify the records in an information system to identify the records in an information system

In a library catalogs, users can search multiple access In a library catalogs, users can search multiple access points to records of the collectionpoints to records of the collection

Types of access points: name, title, subject headings, etc. Types of access points: name, title, subject headings, etc.

Library CatalogLibrary Catalog• Contain set of records that provide data about the items in the collectionContain set of records that provide data about the items in the collection

• Data on each record include:Data on each record include:– Bibliographic description giving ID, publication, phy. characteristics of the Bibliographic description giving ID, publication, phy. characteristics of the

documentdocument– Call number (consisting of classification number based on subject content + book Call number (consisting of classification number based on subject content + book

number based on author, title, or both): indicate location of item in collectionnumber based on author, title, or both): indicate location of item in collection

• Multiple-access files: Allow many ways to retrieve particular recordMultiple-access files: Allow many ways to retrieve particular record

• For same document, many cards for the same item, based on different For same document, many cards for the same item, based on different access pointaccess point

• Reasons for main entry: efficient ways to manage lists that are maintained Reasons for main entry: efficient ways to manage lists that are maintained manually; standard convention in citationsmanually; standard convention in citations

• More specialized a library is (material or clientele), more its catalog will vary More specialized a library is (material or clientele), more its catalog will vary form other libraries form other libraries

• Variations in catalogs: physical form; access points provided; principle Variations in catalogs: physical form; access points provided; principle governing how records are sequenced; individual records are formatted governing how records are sequenced; individual records are formatted

Library CatalogsLibrary Catalogs A bibliographic file contains records of items in A bibliographic file contains records of items in

libraries and where they can be found (call libraries and where they can be found (call number—subject and book): bibliographic file, number—subject and book): bibliographic file, shelflist, authority fileshelflist, authority file

Union catalogs Union catalogs

Chief access point or main entry (author) and added Chief access point or main entry (author) and added entriesentries

Forms: Card catalog (3x5), book catalog, microform Forms: Card catalog (3x5), book catalog, microform catalog, CD-ROMs, online catalog (MARC catalog, CD-ROMs, online catalog (MARC records: basic unit) records: basic unit)

Arrangement of records: Alphabetical (interfiled) Arrangement of records: Alphabetical (interfiled) and systematic (classified: system of and systematic (classified: system of classification and shelflist: call number order); classification and shelflist: call number order); accession order: chronologically with index accession order: chronologically with index cards cards

Milton, Ohmer.Making sense of college grades / Ohmer Milton, Howard R.

Pollio, James A. Eison ; foreword by Laura Bornholdt. -- 1st ed.-- San Francisco : Jossey-Bass, 1986.

xxii, 287 p. : ill. ; 24 cm. -- (Jossey-Bass higher education series)

Half-title: Making sense of college grades : why the gradingsystem does not work and what can be done about it.

Includes bibliographical references (p. 271-280) and index. 0-875-89687-1

1. Grading and marking (Students). 2. College credits.I. Pollio, Howard R. II. Eison, James A., 1950- III. Title.IV. Series.

Main Entry Card / Shelflist Card

LB2368.M571986

Copy and Original Cataloging Copy and Original Cataloging

Copy cataloging is the practice in Copy cataloging is the practice in which local libraries use the existing which local libraries use the existing records in Online Computer Library records in Online Computer Library Center (OCLC). Center (OCLC).

Original cataloging is the practice in Original cataloging is the practice in which local libraries produce new which local libraries produce new records in OCLC. records in OCLC.

A matching record means the records A matching record means the records representing an information object in representing an information object in the Online Public Access Catalog the Online Public Access Catalog (OPAC) corresponds to the same (OPAC) corresponds to the same record in WorldCat. record in WorldCat.

Exercise 1 (Due 15 February) Exercise 1 (Due 15 February) IR systems and Intellectual AccessIR systems and Intellectual Access

OBJECTIVES OBJECTIVES

To observe an OPAC and the OCLC To observe an OPAC and the OCLC bibliographic network/utility and bibliographic network/utility and searchable fields. To compare the searchable fields. To compare the searchable fields by the interfaces searchable fields by the interfaces with traditional card catalog; and to with traditional card catalog; and to illustrate how records represent illustrate how records represent information objects at the level of information objects at the level of work-expression-manifestationwork-expression-manifestation

Exercise 1 (Due 15 February) Exercise 1 (Due 15 February) IR systems and Intellectual AccessIR systems and Intellectual Access

I.I. Observations of Interface of Two Observations of Interface of Two Bibliographic Retrieval SystemsBibliographic Retrieval Systems

IA. Searchable fields in the UTK Online CatalogIA. Searchable fields in the UTK Online CatalogIB. Searchable fields in OCLC FirstSearch/WorldCatIB. Searchable fields in OCLC FirstSearch/WorldCat: : To searchTo searchOCLC, select WorldCat from the UTK Library Homepage. FromOCLC, select WorldCat from the UTK Library Homepage. Fromamong the among the threethree search options, you should use either advanced search options, you should use either advancedor expert. Read the online help to see if the help is helpful.or expert. Read the online help to see if the help is helpful.

• What are the searchable fields provided by the system?What are the searchable fields provided by the system?• Identify the searchable fields that are identical with those in the cardIdentify the searchable fields that are identical with those in the card

catalog system (Cutter’s model) and their derivatives. (Note: Cutter’scatalog system (Cutter’s model) and their derivatives. (Note: Cutter’smodel defined three types of searchable fields: author (last name first),model defined three types of searchable fields: author (last name first),title, and subject.) title, and subject.)

• Identify the other searchable fields that did not exist in card catalog, butIdentify the other searchable fields that did not exist in card catalog, butare made available by the online catalog. Group them into Expression andare made available by the online catalog. Group them into Expression andManifestation.Manifestation.

• Examine how the interface arranges these searchable fields (includeExamine how the interface arranges these searchable fields (includebrowsing) and the assumptions about the users.browsing) and the assumptions about the users.

Exercise 1 (Due February 15) Exercise 1 (Due February 15) IR systems and Intellectual AccessIR systems and Intellectual Access

II. Intellectual access (Searching Tasks)II. Intellectual access (Searching Tasks)Search the two systems (see above) to identify known items toSearch the two systems (see above) to identify known items toillustrate: (1) a work can have more than one expression; and (2) aillustrate: (1) a work can have more than one expression; and (2) awork can have more than one manifestation. The record from thework can have more than one manifestation. The record from thetwo systems should match, although they will not be identical. Seetwo systems should match, although they will not be identical. Seethe following about what matching records are from differentthe following about what matching records are from differentsystems. systems.

III. ReportIII. ReportSummarize your observation based on the bulleted tasks above (IASummarize your observation based on the bulleted tasks above (IAand IB). You should report each system separately and add aand IB). You should report each system separately and add asummary paragraph for comparison. (All fields must be examined:summary paragraph for comparison. (All fields must be examined:total number of searchable fields, the fields derived from each typetotal number of searchable fields, the fields derived from each typein Cutter’s model, the fields that became searchable as a results ofin Cutter’s model, the fields that became searchable as a results ofautomation.)automation.)Number your output records in pairs (such as Number your output records in pairs (such as Record 1aRecord 1a for OPAC for OPACand and Record 1bRecord 1b for WorldCat and so on). Be sure the two records for WorldCat and so on). Be sure the two recordsare matching records. List the work(s), its different expressionsare matching records. List the work(s), its different expressions(refer to your record numbers), and its different manifestations(refer to your record numbers), and its different manifestations(refer to your record numbers). Identify the output records in terms of (refer to your record numbers). Identify the output records in terms of

works, expressions and manifestations separately. works, expressions and manifestations separately.

Cataloging Procedures for One Cataloging Procedures for One Bibliographic Record Bibliographic Record Descriptive cataloging: prep of biblio. descriptions Descriptive cataloging: prep of biblio. descriptions

and determination of access points (AACR2)and determination of access points (AACR2)

Subject accessSubject access• Subject cataloging: selection of subject access Subject cataloging: selection of subject access

points (LCSH/SLSH/MSH)points (LCSH/SLSH/MSH)• Classification: assignment of class numbers and Classification: assignment of class numbers and

book numbers (LCC/DDC/NLMC)book numbers (LCC/DDC/NLMC)

Authority workAuthority work

MARC TaggingMARC Tagging

AACR2R--A Brief IntroductionAACR2R--A Brief Introduction

Part I Part I how to describe documentshow to describe documentsBased on International Standard(s) Based on International Standard(s) Bibliographic Description (G, M, S, ...); Bibliographic Description (G, M, S, ...); rules on each type of documents rules on each type of documents

Part IIPart II how to set up access points how to set up access pointsBased on Paris Principles; rules on how Based on Paris Principles; rules on how to (1) provide to (1) provide access pointsaccess points and (2) form and (2) form headings, uniform titles, and referencesheadings, uniform titles, and references

AACR2r--A Important NoteAACR2r--A Important Note

AACR2r guides the descriptive part of a AACR2r guides the descriptive part of a

bibliographic record (bibliographic record (8 areas)--Part I8 areas)--Part I

AACR2r also guides establishing AACR2r also guides establishing bibliographic access points--Part IIbibliographic access points--Part II

Not guided by AACR2r are the following:Not guided by AACR2r are the following:

subject access points subject access points

classification numbersclassification numbers

Cataloging Records -- AnatomyCataloging Records -- Anatomy

Descriptive elements (Chan’s category: 2.a.)Descriptive elements (Chan’s category: 2.a.)8 areas (defined by ISBD and AACR2)8 areas (defined by ISBD and AACR2)Title, Statement of responsibility, Edition Title, Statement of responsibility, Edition

statement, Publication, Physical description, statement, Publication, Physical description, Series, Note, Standard numbersSeries, Note, Standard numbers

Access pointsAccess pointsbibliographic (author, title, series etc.) (Chan, bibliographic (author, title, series etc.) (Chan, 2.b.)2.b.)subjects (headings; descriptors) (Chan, 3.)subjects (headings; descriptors) (Chan, 3.)classification (physical organization) (Chan, 1.)classification (physical organization) (Chan, 1.)

OthersOthersrelationships between documentsrelationships between documentsadministrative dataadministrative data

Cataloging Level Cataloging Level (Bibliographic Unit)(Bibliographic Unit)

Monographic materialsMonographic materialssingle volumesingle volumemultiple volumes (a single work)multiple volumes (a single work)

Serial publicationsSerial publicationsthe continuous publication as a wholethe continuous publication as a wholeif change of titleif change of title

A work with different A work with different expression/manifestationexpression/manifestationbookbookmoviemovie

Cataloging StandardsCataloging Standards

International Standards for International Standards for Bibliographic Description (ISBD)Bibliographic Description (ISBD)

Anglo-American Cataloging Rules 2r Anglo-American Cataloging Rules 2r (AACR2r)(AACR2r)

Controlled vocabulary (Subject Controlled vocabulary (Subject Headings)Headings)

Library classifications (Shelving device)Library classifications (Shelving device)

Why so many Metadata Why so many Metadata Standards/Schemes?Standards/Schemes?

The various standards are developed to The various standards are developed to respond to the respond to the needsneeds for resource for resource sharing in specific contexts sharing in specific contexts

Specific scheme is a result of a Specific scheme is a result of a community-based initiative and activitycommunity-based initiative and activity

It often leads to national and international It often leads to national and international collaboration and adoption after being collaboration and adoption after being tested in practicetested in practice

Types of Metadata SchemesTypes of Metadata Schemes

• General vs. Domain specific General vs. Domain specific ISBD/AACR2 (library environment)ISBD/AACR2 (library environment)DC for Web objectsDC for Web objectsIDAD, APPM/DACS (archives)IDAD, APPM/DACS (archives)MPEG (digital video and audio)MPEG (digital video and audio)

• Content vs. EncodingContent vs. Encoding– covers one or the othercovers one or the other

What is in Common?What is in Common?

ContentsContentsspecifications of elements used to specifications of elements used to describe and manage information describe and manage information objects objects

SemanticsSemanticsdefinitions of meanings (and how to definitions of meanings (and how to extract data) for each elementextract data) for each element

SyntaxesSyntaxesrules how to structure data in a recordrules how to structure data in a recordmarkup or tagmarkup or tag

Citation Standards: Citation Standards: The StylesThe Styles

Garfied, Francis William, and Harry Horizan. “An Garfied, Francis William, and Harry Horizan. “An examination of fleeting moments.” examination of fleeting moments.” Journal of Journal of Temporal StudiesTemporal Studies 56.3 (1991): 1-19. 56.3 (1991): 1-19.

Garfied, F. W., & Horizan, H. (1991). An examination Garfied, F. W., & Horizan, H. (1991). An examination of fleeting moments. of fleeting moments. Journal of Temporal StudiesJournal of Temporal Studies 56(3), 1-19.56(3), 1-19.

Garfied, Francis William, and Harry Horizan. “An Garfied, Francis William, and Harry Horizan. “An examination of fleeting moments.” examination of fleeting moments.” Journal of Journal of Temporal StudiesTemporal Studies 56, no. 3 (March 1991): 1-19. 56, no. 3 (March 1991): 1-19.

Garfied, Francis William, and Harry Horizan. 1991. Garfied, Francis William, and Harry Horizan. 1991. An examination of fleeting moments. An examination of fleeting moments. Journal of Journal of Temporal StudiesTemporal Studies 56 (March): 1-19. 56 (March): 1-19.

MLA

APA

Turabian Bib

Turabian RLTurabian RL

MLA

APA

Turabian Bib

Turabian RLTurabian RL

Turabian I: Note (N) plus Turabian I: Note (N) plus Bibliography (B)Bibliography (B)

Using footnotes + numbering in the textUsing footnotes + numbering in the textEach footnote is a full citation at bottom of Each footnote is a full citation at bottom of

the page the page 1 1 (see rule 11.3)(see rule 11.3)

2.2. Bibliography at the end of the paperBibliography at the end of the paperarranged by first author’s last name arranged by first author’s last name PY is placed at the end of the citation entry PY is placed at the end of the citation entry

------------------------------------------1 1 Kate L. Turabian. Kate L. Turabian. A Manual ……A Manual ……( …, 1996), 187.( …, 1996), 187.

Turabian II: Parenthetical Turabian II: Parenthetical Reference (PR) in text and Reference (PR) in text and

Reference List (RL)Reference List (RL)

Using parenthetical reference in text, Using parenthetical reference in text, e.g. (Smith, 1998)e.g. (Smith, 1998)

Reference list is at the end of the textReference list is at the end of the textarranged by first author’s last name arranged by first author’s last name PY is placed ?PY is placed ?

(What are other differences of these (What are other differences of these two methods of citing works?)two methods of citing works?)

Bibliographic Quality ControlBibliographic Quality Control The Framework of Guidance for Building Good Digital Collections articulates six

principles applying to good metadata and bibliographic control:• Good metadata should be appropriate to the materials in the collection, users of the

collection, and intended, current and likely use of the digital object.

• Good metadata supports interoperability.

• Good metadata uses standard controlled vocabularies to reflect the what, where, when and who of the content.

• Good metadata includes a clear statement on the conditions and terms of use for the digital object.

• Good metadata records are objects themselves and therefore should have the qualities of archivability, persistence, unique identification, etc. Good metadata should be authoritative and verifiable.

• Good metadata supports the long-term management of objects in collections.

Critical Reflection 4Critical Reflection 4

Look at the box of catalog cards that Look at the box of catalog cards that have been provided to you:have been provided to you:

• Identify what kind of arrangement is Identify what kind of arrangement is followed for sequencing the followed for sequencing the records?records?

Critical Reflection 4Critical Reflection 4

Select one card from the box. Identify Select one card from the box. Identify the following for that card:the following for that card:

• What are the main entry and added What are the main entry and added entries for the card?entries for the card?

• How many access points are there?How many access points are there?

Critical Reflection 4Critical Reflection 4

Select one card from the box. Identify Select one card from the box. Identify the following for that card:the following for that card:

• How many access points are there How many access points are there according to Chan’s model? Provide according to Chan’s model? Provide the values for Chan’s data elements.the values for Chan’s data elements.

• How many access points are there How many access points are there according to Dublin core? Provide according to Dublin core? Provide the values for the data elements.the values for the data elements.

Critical Reflection 4Critical Reflection 4

Select three other cards from the box Select three other cards from the box that have the same kind of main that have the same kind of main entry:entry:

• What are the differences in the What are the differences in the cards? Why are they different? cards? Why are they different?

• Identify variations to the cards for Identify variations to the cards for different expressions and different expressions and manifestations for the same work?manifestations for the same work?

Critical Reflection 4Critical Reflection 4

Select three other cards from the box Select three other cards from the box that have the same kind of main that have the same kind of main entry:entry:

• What would the card look like for a What would the card look like for a subject card for the same subject card for the same information package?information package?

Find examples of copy and original Find examples of copy and original catalogs? How do you know they are catalogs? How do you know they are examples of copy and original examples of copy and original catalogs?catalogs?