Catalogues and Keywords

8/13/2019 Catalogues and Keywords

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Catalogues and Keywords

A Library Perspective

Karen Stone,State Library of Queensland

April 2009


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Organising your information

Where does the catalogue fit within todays

information environment?

What part do classification and descriptive

schema play in organizing information today?

How to build the ideal 21st century catalogue?

Where does the catalogue fit within todays information environment?

Are they still relevant with the likes of Google, Wikipedia and online databases?

What part do classification and descriptive schema play in organizing information

today?

What is out there and are they useful or relevant?

How to build the ideal 21st century catalogue?

How do you organise your information in a way that makes it more attractive than

the web?

And if you build it, how to make sure that they will come and use it?


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Relevant

Current

Comprehensive

Cost-efficient

How to make it -

There are many factors that need to be considered in determining how to makeyour catalogue

relevant to your clientele

Current

Comprehensive

cost-efficient.


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Client focus

Clients basic needs + Added value

Client focus should be at the heart of all the decisions that are made when

organizing your information and building your catalogue

Determining your clients needs will guide you in making decisions on how yourinformation should be organized and described.

Always remember who will be using the information that you provide? Is it your

library staff or is your clientele? Make sure you are building a system that meets

your clients needs and not just your own.

Find out what your clients basic needs are

What is it that they must have

What is it that they want to access from the catalogue.

Then you can work out ways to provide for these needs and how you can build

on these needs through value added services or resources. Give them more than

they want


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Client expectations

Remote access

Instant access

One stop shop

Wide range of material

Hard copy

Soft copy

Online resources

In-house collections

Corporate records

Off-site collections

As well as needs, clients will have certain expectations. These may include -

Remote access

Instant access

One stop shop including online doc del requestsOnline delivery requests

Wide range of material

Each set of clients will have a different set of expectations.


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Client experience

Digital natives or digital immigrants?

Looking for the Google search box or a

traditional library search?

Keyword users or subject heading savvy?

Every set of clients will also have a different set of experiences.

Digital natives or digital immigrants?

Looking for the Google search box or a traditional library search?

Keyword users or subject heading savvy?

These will also help to determine how the catalogue should be structured to meet

clients needs and expectations and provide the capacity for value adding


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Building the catalogue

What

How

When

Who

Access

Clear plans for

Take the identified needs, expectations and experiences and use these to develop what role your

catalogue will play.

Once this is established you can start to develop a plan for organizing your information and

building your catalogue

This plan or strategy should include

what you will catalogue formats, sources

How will it be catalogued -

when will it be catalogued setting priorities

who will catalogue it inhouse, outsourced, purchased records

how will you provide access to the resulting data

At State Library we have developed a cataloguing strategy that starts with a statement of

principles outlining what we are trying to achieve with our catalogue and then sets out how that

will be done, the standards and schema that we use, the levels of cataloguing that we apply and

the priorities we assign to all types of resources.

This provides the backbone to our catalogue management. Specific guidelines, procedures and

protocols are developed based on the strategy and it gives us a solid base for the efficient

processing of material and for our quality management


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Building the catalogue

Points to consider

LIMS capability

OPAC capability

Metadata scheme

Cataloguing rules/standards

Descriptive schema

Classification scheme

Along with your clients needs there are a number of points to consider when

developing your plan -

LIMS capability what can it do, what type of data can it handle, what can youmanipulate

OPAC capability display options, access options, search options

Metadata scheme to employ MARC, DC, other

Cataloguing rules/standards to apply

Descriptive schema to employ one or more, free or controlled

Classification scheme that suits your needs


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What to catalogue?

Points to consider

Audience

Research depth

Coverage

Formats

One of the main considerations will be what to catalogue. This will be the driver

behind many other decisions as you need to tailor your catalogue to suit the type

of information your are organisingDetermine audience of catalogue who will search and what will they be looking

for?

Depth Intensive research, ready reference,

Full coverage of the organisational knowledge or as a resource for additional

information or both?

Formats will you be concentrating on physical resources, online resources,

equal measures of both

Have clients expressed a need for AV resources or access to photos?


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Online resources

Wide variety

Online versions of print journals

E-journals

Online versions of publications

E-books

Databases free & subscription

Websites

Online resources

More and more resources are becoming available online and increasingly only

available online.Decision on what to include.

Which formats to include,

Online versions of print journals

E-journals

Online versions of publications

E-books

Databases free & subscriptionWebsites

How much to include (individual records for serials indexed in aggregated

databases

Decision should be driven on clients needs - what will they be looking for or

expect to find within the catalogue. How far do you want to make it a one-stop

shop without cataloguing the entire web?


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Cataloguing rules

The past

Catalog rules: author & title entries (1908)

Vatican Code (1931)

Prussian Instructions (English translation)

ALA Catalog rules: Author & title entries (1941)

ALA Catalog rules for Author & title entries (1949)

AACR (1967)

AACRII (1978)

Once you have decided on the metadata scheme that you wil use, the next step

is to decide what rules you will need to follow.

How you catalogue and classify these resources will be determined by the rules

and standards that you employ as well as your clients needs.

History of cataloguing rules shows us that there were different rules once upon a

time

The past

Catalog rules: author & title entries referred to as AA 1908)

Vatican Code (1931)

Prussian Instructions (English translation)

ALA Catalog rules: Author & title entries (1941

ALA Catalog rules for Author & title entries (1949)

AACR (1967)

AACRII (1978)


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Cataloguing rules

The present

AACRII used extensively in the English speaking world

While most libraries use the same set of rules, there are choices that can be

made.

How strictly you apply the rules is a decision that you make locally.

If you are using AACRII, you decide locally what level of description you want to

apply to your records. Different records can be described at different levels

depending on their use, value, format, and retention period

State Library

HC rare and valuable fullest extent with extensive notes as resource will be

kept forever

Ephemera collection level record top group many items together

Public library fiction basic record to allow clients to choice; only kept for a few

years


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Cataloguing rules

The future

RDA (2010?)

FRBR (Functional Requirements for Bibliographic

Records)

FRAR (Functional Requirements for Authority Records)

cataloguing rules,

The future

RDA (2010?) Resource Description and Access; updating AACRIi for the digitalworld?

FRBR, entity relationship model as a generalized view of the bibliographic

universe, intended to be independent of any cataloguing code or implementation.

FRAR relating the data recorded in library authority records to the needs of the

users

Again application at local level driven by local needs

The decision on what rules to apply will give you the structure you need to record

general information about the resource

Next step is to decide what you will use to describe the resource how to provide

the best access points for clients to find it and use it


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Descriptive schema

What to use?

free text vs thesaurus

Keyword - a list of uncategorised words or phrases

associated with an object

Thesaurus - a list of categorized words or phrases

associated with an object

keyword - a list of uncategorised words or phrases associated with an object

thesaurus - a list of categorized words or phrases associated with an object


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Descriptive schema

What to use?

controlled vocabulary vs natural language vs free indexing

Controlled vocabulary Predefined, authorised terms preselected by the designer of the vocabulary

Only approved terms can be used by the indexer to describe the document

Natural language No restriction on the vocabulary. Any term from within the document can be used to describe it.

Free indexing language Any term can be used from within or outside the document.

Controlled vocabulary sch emes - predefined, authorised terms preselected by the designer of the vocabulary- Onlyapproved terms can be used by the indexer to describe the document

Examples

LCSH

Keyword AAAAPT

AAT

In-house thesaurus

controlled vocabulary can

increase the performance of an information retrieval system, if performance is measured by precision

enhance recall once the correct authorised term is searched, you don't need to worry about searching for other terms thatmight be synonyms of that term.

Claim to improve the accuracy of free text searching, by reducing irrelevant items in the retrieval list.

lead to unsatisfactory recall, in that it will fail to retrieve some documents that are actually relevant to the search question.

quickly out-dated and in fast developing fields of knowledge, the authorised terms available might not be available if theyare not updated regularly.

not as specific as using the words of the text itself

Subject to erroneous allocation if the indexer misinterprets the authors intentIndexers understanding of the controlled vocabulary may differ from the users understanding.

not tagged by the indexer because indexing exhaustivity is low. For example an article might mention football as asecondary focus, and the indexer might decide not to tag it with "football" because it is not important enough comparedto the main focus.

Free indexing language - Any term (not only from the document) can be used to describe the document.

free text searches have

high exhaustivity potential for high recall but will have much lower precision.

No risk of misinterpretations

Not as precise

Less accurate

The decision will depend again on client needs and expectations but also on the type of material you are describing

Is there a controlled vocabulary that suits the type of resources that you collect?

How do your clients like to search?what they are more comfortable with using keywords/buzzwords or specific headings

Best solution may be a combination of types using a thesaurus but also including some free text. Will also depend onwhat your LIMS indexes. The more fields that are indexed the more descriptive terms will be available.

State Library

We use LCSH on our catalogue records but our LIMS allow searching across the whole record. Pick up the words used


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Classification Schemes

Two roles

Allow subject access

Provide shelf position

Once you have described the resource, the next step is to apply a suitable

classification scheme.

Classification schemes have two roles -facilitate subject access by allowing the client to find resources on a particular

subject

Provide a known location for the information source (e.g where it is shelved).

Some classification systems are more suitable for aiding subject access, rather

than for shelf location.

For example, UDC uses a complicated notation system that is more difficult for

shelf arrangement but is more expressive compared to DDC in terms of showing

relationships between subjects.


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How they work -

One place on shelf One class per resource

unlike subject heading or Thesauri where multiple terms can be assigned to the

same work, in library classification systems, each work can only be placed in one

class.

A book can have only one physical place.

So how do you go about selecting the right scheme for your use?


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How they differ

Type of notation

Expressiveness

Mnemonic support

Expansion capacity

Brevity

Currency and support

Simplicity

can differ in the following ways

Type of Notation - Notation can be pure (consisting of only numerals for example)

or mixed (consisting of letters, numerals, and other symbols).Expressiveness - This is the degree in which the notation can express

relationship between concepts or structure.

mnemonics support using the same notation for the same concept throughout -

For example DDC 44 always represents France.

Expansion capacity - The degree in which the system is able to accommodates

new subjects

Brevity - Length of the notation to express the same concept

Currency & support - The best classification systems are constantly being

reviewed and improved.

Consistency

Simplicity level of difficulty for clients using the system to locate a resource and

for staff in allocating or building the class number


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Whats out there -

LC

Dewey

Moys

UDC

Boggs and Lewis

mark and park

Types of classification schemes (Moys, Dewey, etc),

LC

Dewey

Moys

Boggs and Lewis

UDC

"mark and park" reader interest classification (couple of wide classes (Travel,

Crime, Magazines etc). Think Borders

You can use one or more systems depending on what types if resources you

have. You can also choose how you apply a particular scheme.

DDC offers the user the choice of using full DDC or the abridged version. At the

local level you can choose how many decimal places you want to go to when

constructing a number.

We use DDC for the majority of our resources but B&L for the maps, and our

music scores have a DDC number, a locally created cutter number for the

composer and then a notation for the uniform title!


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Which one?

Browsing vs staff selection

Granularity

Physical vs virtual

You need to think about how your collection is used. How much browsing do your clients do? Dothey ever visit the shelves or do library staff find the resources for them?

You can use what you like and make it as complicated as you like if your clients never touch theshelves. If browsing is not a priority you could put everything in running order start at 1 and keepon going.

If you or your clients need to browse, pick a scheme that suits your subject area that gives youthe granularity that suits your resources but at the same time, makes it easy for the clients to findwhat they are after.

For soft copy resources, a classification system is not essential. If you dont have to shelve it, youdont need a shelf location. It can be useful if you want to produce lists of resources by classnumber and include your soft copy resources as well.

Again think about what you want to offer your clients at the basic level and as added value.


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Online resources

Creating records

Comply to same rules as other formats

Individual records

Supplied with resource by outsourcing vendor, or

Copy cataloguing from Libraries Australia, OCLC, or

Original cataloguing in-house

Bulk records Sourced from database vendor or

Serials Solutions or

Other third party supplier

Online resources should be treated in the same way as other formats - using the

same rules and the same descriptive schemes

The source for these records can differ

Individual records

Supplied with resource by outsourcing vendor purchase an e-

book from Bennett's with the MARC record included

Copy cataloguing from Libraries Australia, OCLC

Original cataloguing in-house

Bulk records

Sourced from database vendor - EBSCO provides MARC recordsfor all its titles

Serials Solutions or records from many databases supplied from

one source

Other third party supplier NAXOS records


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Online resources

Creating records

Smart cataloguing

Re-use records

Auto generate records

Should try and use Smart cataloguing for all resources

Re-use records through copy cataloguing, bulk creation, purchasing records

Automated generation of records system such as MARCEdit which takes a

URL and creates a basic MARC record, faster more cost effective method of

creating a record from scratch for a website


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Online resources at State Library

E-pubs

General websites

Pandora archive websites

E-pubs (online government reports, etc.)

E-books (free & subscribed)

E-journals (free, subscribed & individual titlesfrom aggregated databases)

At State Library includes

General websites

Pandora archive websites

E-pubs (online government reports, etc.)

E-books (free & subscribed)

E-journals (free, subscribed & individual titles from aggregated

databases)


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E-pubs

Aim provide 24/7 access from one interface

Full cataloguing with LC subject headings

No call number assigned

Aim provide 24/7 access from one interface

Full cataloguing with LC subject headings no difference in quality or level of

descriptionNo call number assigned not required as there is no physical shelf location.

Used to apply a pseudo call number using first 3 letters from title but this was felt

to be meaningless to clients and was the practice was stopped


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Netlinks

Authoritative websites selected by reference staff

Allocated to one or more topic areas

Catalogued with LC subject headings

Access via State Library website under topic

headings (now)

Plus Access via main catalogue (future)

No call number assigned


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Management

What next?

Quality control

Staff skills

Maintaining currency

Value add

Once you have built the ideal catalogue, you then need to manage it on an

ongoing basis.

This will involve

Quality control locally created records as well as outsourced or purchased

records

Skilling of staff do they have the necessary skills to create records, do they

need training on how to process newer formats of material, will they need training

on the changes to cataloguing rules.

Maintaining currency

keeping records up to date

If you have chosen to catalogue websites or online resources, maintaining live

links will become a ongoing task

If you have added records from an aggregated database, you will need a

strategy to manage changes, deletions and additions to the list of journals that

they index.

Value add once you have the essential covered, it is time to see what else can

be included to enhance your clients resource discovery experience. This will be

an ongoing task as more and more options, formats and resources become

available


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Field of dreams?

Is it possible?

Are we dreaming?

If we build it will the come & use it?

If you describe it, will they find it?


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Contact details

Karen Stone

Manager Database Services,

State Library of Queensland

E: [email protected]

P: 07 3842 9165

Catalogue http://onesearch.slq.qld.gov.au

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