512notes description tools slides

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Tools and Applications forDescription

LIS 512: Introduction to KnowledgeOrganisation

Margaret [email protected]://myweb.liu.edu/~mkipp/



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Notes and ReadingsReadings:

− Taylor. Chapter 8

− Coyle, K. & Hillman, D. 2007, ResourceDescription and Access (RDA): Cataloging Rulesfor the 20th Century. D-Lib Magazine, 13(1/2).http://dlib.org/dlib/january07/coyle/01coyle.html

Course Notes:

− http://myweb.liu.edu/~mkipp/512/512notes-description_tools.html

Assignment:

− http://myweb.liu.edu/~mkipp/512/512assign-oclc.html



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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 OCLCLibraryThing



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Metadata Revisited

Metadata is "data about data"

used to describe methods and schemasdesigned to help control and organise

information on the webincludes bibliographic information about anitem as well as technical information and

characteristics of the data just like abibliographic record



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Metadata vs BibliographicControl

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 website, etc.

can be separate from the item or included within

its text−e.g. CIP (cataloguing in publication) data, websitekeywords (meta name tag)



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Metadata Schemas

metadata schemas are rules designed tostandardise the content and structure of themetadata

−e.g. title, author, formatschemas can be created for generalinformation organisation or for highly

specic forms of information (e.g. maps)



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Objectives of an InformationSystem

5 objectives which such a system shouldsatisfy:

−nd

−identify

−select

−obtain

−navigate (browse)



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Creating Metadata

3 steps:

−description (providing a description of theinformation package and any information

necessary for use)−encoding (providing the syntax for themetadata)

−

access (providing access to the metadata)



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Bibliographic Record Denitions

bibliographic record or surrogate record

−the description of the information package

−a surrogate for the item being described and not

the actual item, in the case of electronic resourcesnot the entire item

−function is to assist the user in locatinginformation by providing a concise description of

an item−standards ensure that it is easy to recognise partsof a surrogate



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Denitions (cont.)

descriptive data

−data derived from the information package

Element

−a metadata eld which contains content (a value)from the descriptive data

access point

−

term used for retrieval of a surrogate record



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Creating Surrogate Records

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

select important descriptive information from theintellectual content of the item

determine important format characteristics of theitem

place this information in a standard format for

easy retrieval



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ISBD (International StandardBibliographic 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: NotesArea 8: Standard number and terms of availability



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AACR2 Examples

Book

CD

DVD



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Access Points and AuthorityControl

Access Points

−expected search terms

Authority Control

−standardisation of terms used in access points

Authority control is used to control the formof 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 entryand added entries



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Why Access Control?

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

words may have multiple unrelated

meaningsauthors or organisations may havedierent name forms or acronyms

want to improve search experience bycontrolling the vocabulary and format of terms so items are indexed under the sameform of terms



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Access Points

an access point allows users to locateinformation under various forms of authornames, corporate names and titles by

controlling the ocial form and oeringpointers to it from older/colloquial forms

if a consistent form is used, users cansearch more easily if they know the rules

used to create access points



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Access Points

access points are a staple of librarybibliographic control and newer metadataschemas are beginning to add them as well

a Dublin Core committee is examining thecreation of agent records to storeinformation about the creator of an item socreators with similar names can be

distinguished



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Access Points

access points represent the intellectualcontent 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 whichappeared at the top of the old cataloguecards

other entries are called added entriesthis distinction is still maintained in MARCrecords

main entry is intended to be the mostobvious description of the item

−e.g. title, author or a combination of title andauthor for a book



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Subject Headings

from a controlled vocabulary such asLibrary of Congress Subject Headings

used to index items by topic

classication systems also index by topicbut use combinations of numbers or lettersrather that words

call numbers are built from a classicationsystem



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Simple Classication

A Apples

AD Golden Delicious

AG Granny Smith

AM Macintosh

Using this system all apples will becollocated even though the specic names

do not fall next to each other alphabetically



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Bibliographic Relationships

information packages may have the sameauthor, the same publisher, bemanifestations of the same work, be acommentary on the work, a review, anadaptation, a teacher's kit, etc.

bibliographic control should include theserelationships 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

−exact copy in various formats

derivative

−modications to a work, editions, etc.descriptive

−reviews and criticisms of the work

sequential

−serials, sequels



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Choice of Access Points

access points should allow works by the sameauthor, publisher or subject to be collocated andallow links between dierent manifestations of awork

AACR2 uses the Paris Principles of 1961 to selectaccess points

name, title or name/title are candidates foraccess points

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



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Main Entry

formerly a reference to the primary accesspoint which was represented by a fullsurrogate (catalogue card) with abbreviatedbibliographic information for other accesspoints

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

now all surrogates are full surrogates



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Main Entry (cont.)

main entry is used today solely torepresent the primary access point

all other access points are added entries

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



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Abolish Main Entry?

two schools of thought:−main entry is important and should be retained tostandardise bibliographic control elements

−

main entry is obsolete and no entry is moreimportant than others

now that full surrogates are available forevery entry main entry is often considered

to be obsolete



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Justications for Main Entry

citation purposes−when citing a work you select a main entry (authorusually)

subarrangement

−useful for sorting search results

−this is harder to justify since a computer canpotentially sort on any eld

collocation

−related works can be collocated if they have the samemain entry

−again electronic surrogates can be linked by addedentries, 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 addedentries 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.

−these chapters discuss the syntax or form of the

entries to use

Principles for Choosing Access



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Principles for Choosing AccessPoints in AACR2

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

synchronous responsibility

−rst 2-3 responsible parties constitute the mainentry

−if more than 3 responsible parties, main entry isthe title

−note that the choice of 3 as the cuto is due tothe constraints of print environments

Principles for Choosing Access



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Principles for Choosing AccessPoints in AACR2

asynchronous responsibility−involved parties have made dierent contributions,e.g. author versus translator

−responsibility varies over time

main entry is the author unless later authors havemade signicant changes

−responsibility varied during creation of the work

main entry is the party deemed to have done themost work

−responsibility is diuse, 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 thework falls into one of 6 categories:

−administrative in nature

−some legal, governmental or religious works−collective thought of the body

−collective activity of a conference

−

collective activity of a performing group−cartographic materials published by a corporatebody

otherwise main entry is the title



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Title Main Entry

used when:−a work is anonymous

−a work has more than 3 primary authors

−a work compiles the work of several authors undereditorial direction

−a work has been produced by a corporate body

−a work is accepted as sacred scripture by areligious body

−serials are generally entered with a title mainentry



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Authority Control

process of determining the authorised formfor 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 authoritycontrol so they collocate and so users can

nd documents by typing in any of thevariant forms of the access points



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Headings for Access Points

authority controlled formats of an accesspoint for use in library catalogues

−e.g. Gorman, Michael, 1941-

this form allows Michael Gorman thelibrarian to be distinguished from authorMichael Gormans

−Gorman, Michael, 1952-

−Gorman, Michael E., 1952-

−Gorman, Michael M.



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Authority Files

identies the authority controlled form of aname

provides lists of variant forms which point

to the authority controlled form

h i f di



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Choice of Headingsname main entry

−choice of which name to use

−choice of which form of the name to use

−choice of entry word

−choice of what additions need to be made todistinguish the name from other names

e.g. initials, date of birth, etc.

title main entry−choice of which title to use

−choice of format of the title including whether toadd language or date

Principles for Choice of Personal



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Principles for Choice of PersonalName

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

use the pseudonym if this is used for all

works−this means that writers who write dierent worksunder dierent names would have multiple entries

−

e.g. Charles Dodgson - mathematician who wrotechildren's books as Lewis Carroll



C t N



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Corporate Names

create a new heading and a new authorityrecord for each name change since the newcorporate body may not be the same asthe old

provide connections between authorityrecords

use the predominant form

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

U if Titl



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Uniform Title

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

−e.g. the Bible

a uniform title is chosen for the work andall items are entered with this as the mainentry, other title forms would be listed asadded entries

MARC Bibliographic Coding for



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MARC Bibliographic Coding forEntries

100-199 Main entries240 Uniform title entered under a personalname

400-499 Series [uniform] title600-600 subject headings

700-799 Added entries

800-899 Added entries for series

MARC Bibliographic and Access



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g pPoints

MARC Bibliographic100/700 - Personal Name

110/710 - Corporate Name

111/711 - Conference Name

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




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access points should allow works by the sameauthor, publisher or subject to be collocated andallow links between dierent manifestations of awork

AACR2 uses the Paris Principles of 1961 to selectaccess points

name, title or name/title are candidates foraccess points

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

Authority Files and Name



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yAuthority Control

identies the authority controlled orstandardised form of a name

−e.g. Lewis, C.S. SEARCH UNDER

−

Lewis, C. S. (Clive Staples), 1898-1963provides lists of variant forms which pointto the authority controlled form (see andsee also references)

includes additional notes of use indistinguishing similar names (sources)

MARC Authority for Authority



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y yRecords

Used to encode authority recordsSimilar to MARC Bibliographic but used forauthority record data while MARC

Bibliographic is used to encode AACR2descriptions

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

ARN: 2889517



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ARN: 2889517Rec stat: c Entered: 19910204

►Type: z Upd status: a Enc lvl: n Source:

Roman: Ref status: a Mod rec: Name use: aGovt agn: Auth status: a Subj: a Subj use: aSeries: n Auth/ref: a Geo subd: n Ser use: bSer 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

Fields and Tags



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Fields and Tags

Fixed Fields−Name use:a 1XX/7XX elds

−Subj use: a 6XX elds

−Ser use: b 4XX/8XX eldsCode a - 1XX eld contains proper heading

Code b - 1XX eld not a proper heading

Source:http://www.maag.ysu.edu/techsvs/cat/procman/cp360.html

LOC Authorities Search



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LOC Authorities Search

The Library of Congress authorities lescan be searched on the web

http://authorities.loc.gov/

How could you make authority controlmore useful?



Problems with AACR2 and MARC



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Problems with AACR2 and MARC

Duplication of information−access points for information already in record

−Multiple records for similar or same material

Two elds merged into one−title and statement of responsibility

Limited information compared to search

engines−No summary, author info, extracts, etc

Brief History of OCLC



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Brief History of OCLC

Begun in the 1970sOriginally the Ohio College Library Center,the rst major bibliographic utility

Another major utility was RLIN (ResearchLibraries Information Network) which is nowintegrated with OCLC

Utility designed to allow libraries to sharecataloguing data easily

OCLC Records



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OCLC Records

Includes all records from Library of Congress, British Library, Library andArchives Canada, etc, as well as manypublic and academic libraries

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

Two interfaces to Worldcat: cataloguer's

interface, public interface

Using OCLC



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Using OCLC

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

−Login using id and password provided



Introduction to LibraryThing



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Introduction to LibraryThing

LibraryThing: social tagging site forreaders. Users enter titles and othermetadata for books in their personal libraryand add descriptive tags

http://www.librarything.com/



LibraryThing Links



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LibraryThing Links

Blog: http://www.librarything.com/blog/Danbury Library:http://www.danburylibrary.org/blog/reading/2007/05/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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