LIS 512: Introduction to Knowledge Organisation

Tools and Applications for Description

Margaret Kipp margaret.kipp@gmail.com http://myweb.liu.edu/~mkipp/

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Notes and Readings

Readings:

Taylor. Chapter 8 Coyle, K. & Hillman, D. 2007, Resource Description and Access (RDA): Cataloging Rules for the 20th Century. D-Lib Magazine, 13(1/2). http://dlib.org/dlib/january07/coyle/01coyle.html http://myweb.liu.edu/~mkipp/512/512notesdescription_tools.html http://myweb.liu.edu/~mkipp/512/512assignoclc.html
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Course Notes:

Assignment:

Outline

Important Points in Resource Description AACR2 and MARC Bibliographic

examples of AACR2 and MARC

Access Points and MARC Bibliographic Authority Control and MARC Authority Using OCLC LibraryThing
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Metadata Revisited

Metadata is "data about data"

used to describe methods and schemas designed to help control and organise information on the web includes bibliographic information about an item as well as technical information and characteristics of the data just like a bibliographic record

Metadata vs Bibliographic Control

can both describe data at various levels of granularity

e.g.

AACR2 can describe a monograph (book), a single essay in a monograph, a series of monographs, a single web page, an entire web site, etc. can be separate from the item or included within its text

e.g.

CIP (cataloguing in publication) data, website keywords (meta name tag)

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Metadata Schemas
metadata schemas are rules designed to standardise the content and structure of the metadata

e.g.

title, author, format schemas can be created for general information organisation or for highly specifc forms of information (e.g. maps)

Objectives of an Information System

5 objectives which such a system should satisfy:

fnd identify select obtain navigate

(browse)

Creating Metadata

3 steps:

description

(providing a description of the information package and any information necessary for use) encoding (providing the syntax for the metadata) access (providing access to the metadata)

Bibliographic Record Defnitions

bibliographic record or surrogate record description of the information package

the a

surrogate for the item being described and not the actual item, in the case of electronic resources not the entire item
function

is to assist the user in locating information by providing a concise description of an item

standards

ensure that it is easy to recognise parts of a surrogate

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Defnitions (cont.)

descriptive data derived from the information package Element

data

metadata feld which contains content (a value) from the descriptive data access point used for retrieval of a surrogate record
term

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Creating Surrogate Records

select unit to be described: monograph, series, essay/ work versus item

select important descriptive information from the intellectual content of the item

determine important format characteristics of the item

place this information in a standard format for easy retrieval

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ISBD (International Standard Bibliographic Description)

Area 1: Title and Statement of Responsibility Area 2: Edition Area 3: Material (type of publication) Area 4: Publication, distribution, etc. Area 5: Physical Description Area 6: Series Area 7: Notes Area 8: Standard number and terms of availability

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AACR2 Examples

Book CD DVD

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Access Points and Authority Control

Access Points
search terms of terms used in access points

expected

Authority Control

standardisation

Authority control is used to control the form of access points and provide lists of variant forms

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Access Control

Last week we covered Part 1 of AACR2 This week we look at Part 2

Part 2 covers access control or main entry and added entries

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Why Access Control?

studies show users/authors do not use the same terms to refer to the same things

words may have multiple unrelated meanings

authors or organisations may have diferent name forms or acronyms

want to improve search experience by controlling the vocabulary and format of terms so items are indexed under the same form of terms 16

Access Points
an access point allows users to locate information under various forms of author names, corporate names and titles by controlling the ofcial form and ofering pointers to it from older/colloquial forms

if a consistent form is used, users can search more easily if they know the rules used to create access points

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Access Points
access points are a staple of library bibliographic control and newer metadata schemas are beginning to add them as well

a Dublin Core committee is examining the creation of agent records to store information about the creator of an item so creators with similar names can be distinguished

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Access Points
access points represent the intellectual content of an item

these may include Author, Title, Editor and Series as well as Subject Headings

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Main Entry
main entry is the access point which appeared at the top of the old catalogue cards

other entries are called added entries

this distinction is still maintained in MARC records main entry is intended to be the most obvious description of the item

e.g.

title, author or a combination of title and author for a book

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Subject Headings
from a controlled vocabulary such as Library of Congress Subject Headings

used to index items by topic

classifcation systems also index by topic but use combinations of numbers or letters rather that words call numbers are built from a classifcation system

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Simple Classifcation

Apples

AD Golden Delicious AG Granny Smith AM Macintosh

Using this system all apples will be collocated even though the specifc names do not fall next to each other alphabetically

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Bibliographic Relationships
information packages may have the same author, the same publisher, be manifestations of the same work, be a commentary on the work, a review, an adaptation, a teacher's kit, etc.

bibliographic control should include these relationships since users seeking an item are likely to be interested in related items

e.g.

Seen the movie? Read the book.

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Bibliographic Relationships

equivalence copy in various formats to a work, editions, etc. derivative descriptive and criticisms of the work sequels sequential

exact

modifcations

reviews

serials,

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Choice of Access Points

access points should allow works by the same author, publisher or subject to be collocated and allow links between diferent manifestations of a work

AACR2 uses the Paris Principles of 1961 to select access points

name, title or name/title are candidates for access points

other access points may include publisher, corporate bodies, geographic names, actors or performers, etc.

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Main Entry
formerly a reference to the primary access point which was represented by a full surrogate (catalogue card) with abbreviated bibliographic information for other access points

main entry was a shortcut to cut down on duplication of information by hand

now all surrogates are full surrogates

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Main Entry (cont.)

main entry is used today solely to represent the primary access point

all other access points are added entries

in a MARC record main entries are in felds numbered 100-199 and added entries are in felds numbered 700-899

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Abolish Main Entry?

two schools of thought:

main main

entry is important and should be retained to standardise bibliographic control elements entry is obsolete and no entry is more important than others

now that full surrogates are available for every entry main entry is often considered to be obsolete

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Justifcations for Main Entry

citation purposes

when

citing a work you select a main entry (author usually)

subarrangement for sorting search results

useful this

is harder to justify since a computer can potentially sort on any feld

collocation

related again

works can be collocated if they have the same main entry electronic surrogates can be linked by added entries, but this requires systems changes
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Access Points in AACR2 Part 2

21. Choice of access points.

dictates

the choice of main entry and which added entries should be added

22. Form of personal name. 23. Form of geographic name. 24. Form of corporate name. 25. Form of uniform title. 26. References.
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these

chapters discuss the syntax or form of the entries to use

Principles for Choosing Access Points in AACR2

individual reponsibility
author, main entry is the author's name

single

synchronous responsibility

frst if

2-3 responsible parties constitute the main entry more than 3 responsible parties, main entry is the title
note

that the choice of 3 as the cutof is due to the constraints of print environments
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Principles for Choosing Access Points in AACR2

asynchronous responsibility

involved

parties have made diferent contributions, e.g. author versus translator

responsibility

varies over time

main entry is the author unless later authors have made signifcant changes responsibility varied during creation of the work main entry is the party deemed to have done the most work responsibility is difuse, corporate authorship

main entry generally under title, but may be the corporate body

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Corporate Authorship
main entry is the corporate author if the work falls into one of 6 categories:

administrative some

in nature

legal, governmental or religious works thought of the body activity of a conference activity of a performing group materials published by a corporate
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collective collective collective

cartographic

body

otherwise main entry is the title

Title Main Entry

used when:
work is anonymous work has more than 3 primary authors

a a a a a

work compiles the work of several authors under editorial direction work has been produced by a corporate body work is accepted as sacred scripture by a religious body
serials

entry

are generally entered with a title main

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Additional Access Points

these are additional access points consisting of authors not listed as main entry, titles not listed as main entry, corporate bodies, performers, actors, etc.

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Authority Control
process of determining the authorised form for every entry with variant forms

e.g.

authors with middle initials, pseudonyms, name of corporate body (which may change), serial names (also change)

all access points should be under authority control so they collocate and so users can fnd documents by typing in any of the variant forms of the access points

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Headings for Access Points

authority controlled formats of an access point for use in library catalogues

e.g.

Gorman, Michael, 1941-

this form allows Michael Gorman the librarian to be distinguished from author Michael Gormans
Gorman, Gorman, Gorman,

Michael, 1952Michael E., 1952Michael M.

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Authority Files
identifes the authority controlled form of a name

provides lists of variant forms which point to the authority controlled form

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Choice of Headings

name main entry

of which name to use of which form of the name to use of entry word

choice choice choice choice

of what additions need to be made to distinguish the name from other names
e.g. initials, date of birth, etc.

title main entry

of which title to use

choice choice

of format of the title including whether to 39 add language or date

Principles for Choice of Personal Name

use the latest form of the name use the predominant form of the name

use the pseudonym if this is used for all works

this

means that writers who write diferent works under diferent names would have multiple entries
e.g.

Charles Dodgson - mathematician who wrote children's books as Lewis Carroll

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Principles for Form of Personal Name

use the form most commonly used

C.S. Lewis not Clive Staples Lewis

e.g.

use the form used by the person in their country of residence

note

that this can be difcult when the form is in another alphabet and there are multiple transliterations in use

generally, the form is: family name, given name(s), and dates

use the name as it would be entered in a phone book

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Corporate Names
create a new heading and a new authority record for each name change since the new corporate body may not be the same as the old

provide connections between authority records

use the predominant form

use a subdivision's name if it stands alone, otherwise include the full corporate name and subdivision 42

Uniform Title
used for works with many variant titles (includes multiple languages)

e.g.

the Bible

a uniform title is chosen for the work and all items are entered with this as the main entry, other title forms would be listed as added entries

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MARC Bibliographic Coding for Entries

100-199 Main entries

240 Uniform title entered under a personal name

400-499 Series [uniform] title 600-600 subject headings 700-799 Added entries 800-899 Added entries for series
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MARC Bibliographic and Access Points

MARC Bibliographic

100/700 - Personal Name 110/710 - Corporate Name 111/711 - Conference Name http://www.loc.gov/marc/umb/

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Choice of Access Points

access points should allow works by the same author, publisher or subject to be collocated and allow links between diferent manifestations of a work

AACR2 uses the Paris Principles of 1961 to select access points

name, title or name/title are candidates for access points

other access points may include publisher, corporate bodies, geographic names, actors or performers, etc.

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Authority Files and Name Authority Control

identifes the authority controlled or standardised form of a name

e.g.

Lewis, C.S. SEARCH UNDER C. S. (Clive Staples), 1898-1963

Lewis,

provides lists of variant forms which point to the authority controlled form (see and see also references) includes additional notes of use in distinguishing similar names (sources)

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MARC Authority for Authority Records

Used to encode authority records

Similar to MARC Bibliographic but used for authority record data while MARC Bibliographic is used to encode AACR2 descriptions

http://www.loc.gov/marc/uma/

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ARN: 2889517 Rec stat: c Entered: 19910204 Type: z Upd status: a Enc lvl: n Source: Roman: Ref status: a Mod rec: Name use: a Govt agn: Auth status: a Subj: a Subj use: a Series: n Auth/ref: a Geo subd: n Ser use: b Ser num: n Name: a Subdiv tp: n Rules: c 1 010 n 91011484 2 040 DLC $c DLC $d DLC 3 005 19920702111848.3 4 100 1 Jackson, P. E. $q (Paul E.) 5 400 1 Jackson, Paul E. 6 670 The Physics and tech. of laser resonators, c1989: $b t.p. (P.E. Jackson, Dept. of Physics, Heriot-Watt Univ., Edinburgh) Brit. CIP (Jackson, P. E. (Paul E.)) This is a MARC authority record. Source: http://www.maag.ysu.edu/techsvs/cat/procman/cp360.html

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Fields and Tags

Fixed Fields
use:a 1XX/7XX felds 6XX felds 4XX/8XX felds use: a

Name Subj Ser

use: b

Code a - 1XX feld contains proper heading Code b - 1XX feld not a proper heading

Source: http://www.maag.ysu.edu/techsvs/cat/procman/c p360.html

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LOC Authorities Search

The Library of Congress authorities fles can be searched on the web

http://authorities.loc.gov/

How could you make authority control more useful?

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The Future of the Catalogue

MARC and AACR2 were developed long before the web and designed for linear presentation in a book catalogue or formatting of catalogue cards

As standards they are still in use because it is hard to convert old records and they work well enough

There is a principle in place called "good enough"

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Problems with AACR2 and MARC

Duplication of information
points for information already in record records for similar or same material

access

Multiple

Two felds merged into one

and statement of responsibility

title

Limited information compared to search engines

No

summary, author info, extracts, etc

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Brief History of OCLC

Begun in the 1970s

Originally the Ohio College Library Center, the frst major bibliographic utility Another major utility was RLIN (Research Libraries Information Network) which is now integrated with OCLC

Utility designed to allow libraries to share cataloguing data easily

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OCLC Records
Includes all records from Library of Congress, British Library, Library and Archives Canada, etc, as well as many public and academic libraries

Changed name to Online Computer Library Center (in order to keep the acronym)

Two interfaces to Worldcat: cataloguer's interface, public interface

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Using OCLC

Public Interface: http://worldcat.org/

Cataloguer's Interface: http://connexion.oclc.org/

Login

using id and password provided

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Using OCLC 2
Public interface can locate material and show holdings in libraries radiating out from your location (by zipcode)

Cataloguer's interface allows access to bibliographic records, authority records, holdings information, etc.

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Introduction to LibraryThing
LibraryThing: social tagging site for readers. Users enter titles and other metadata for books in their personal library and add descriptive tags

http://www.librarything.com/

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LibraryThing for Libraries

service for libraries allowing them to connect LibraryThing and OPACs

http://www.librarything.com/forlibraries

allows users to see and add tags to the records as well as locate translations and other formats of items

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LibraryThing Links

Blog: http://www.librarything.com/blog/

Danbury Library: http://www.danburylibrary.org/blog/reading/2007/0 5/hey_you_got_librarything_in_my.html

Bedford Public Library: http://catalog.lib.bedford.tx.us/search/i? SEARCH=0060928336

Waterford Institute of Technology: http://witcat.wit.ie/search/i? SEARCH=0140136282#LT_tag=engineering

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