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THEME ARTICLE

Use of geographical informationsystem (GIS) in the cataloging

of documentsA case study of earthquake documents

collections

Mehri-e-SedighiIranian Research Institute for Scientific Information and Documentation

(IRANDOC), Tehran, Iran

Abstract

Purpose This article seeks to demonstrate the use of geographical information system (GIS) incataloging of documents, such as earthquake related documents.

Design/methodology/approach This research was descriptive-analytic and its steps aresummarized as follows: collecting the data, entering information into the GIS, system managementand finally producing outputs.

Findings The investigative result shows that: by using of GIS, all types of data available in thevarious databases can be illustrated, analyzed and reviewed simultaneously and easily. Furthermore,data geographical dispersion can be easily studied and the geographic positions from the view point ofearthquake and other related issues have been studied, identified and introduced to the users for doingstudies.

Practical implications There are numerous implications for current and future use of GIS incataloging of documents. In addition to updating and editing functions, access to available data couldbe tailored to the various requirements of the users.

Originality/value The system not only provides a tool for spotting numerous capabilities andpotential but is also useful for identifying research gaps in different geographic regions.

Keywords Geographic information systems, Cataloguing, Earthquakes, Document handling, Iran

Paper type Research paper

1. IntroductionThe major task of an information system includes doing some operations upon the datain order to make decision on their more quick, exact and optimized use for the issues

related to this data. This process begins with gathering, changing, amending andsaving the information and includes the management issues, analyzing and modelingthem. This will help us in searching and providing the space for queries upon the largeamount of data and presenting the attribute data in a short time.

A geographic information system (GIS) holds all information technologyresponsibilities upon the geographical data. Use of this tool along with capability ofbeing used in a world wide information network is deemed as the favorite and requiredground for introducing the countrys capabilities and talents in international levels.

The current issue and full text archive of this journal is available at

www.emeraldinsight.com/0737-8831.htm

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Received 2 June 2008Revised 4 June 2008Accepted 6 June 2008

Library Hi Tech

Vol. 26 No. 3, 2008

pp. 454-465

q Emerald Group Publishing Limited

0737-8831

DOI 10.1108/07378830810903364

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Increasingly an expansion of user of this system is one of the key issues which canresult in increase of the capabilities and capacities of this system.

As the GIS can pave the ground for accessing and analyzing the large amount ofinformation based on the geographical spatial, at the present situation, use of this

system depends on the requirements of the regions or countries and is used in varioussections such as environmental studies, city and municipal planning, city safetyservices, transportation and city traffic management, preparing the basic maps, landuse management, banking services, mail services, population studies and cityinstallations management (electricity, water, gas, etc.). Through passing time anddeveloping the systems, use of GIS will be expanded to all the sections related to land.

Accordingly, for introducing some parts of the ability and the merits of this systemfor quick access to the data, assess analyzing and evaluating the data wholly, thepresent study is done with aim of survey of use of GIS in cataloging of documents:a case study of earthquake documents collections.

For reaching such an aim, all the attribute and spatial information related to theearthquake sciences from the accessible databases have been classified, controlled,separated and codified in order to be entered into the GIS. In order to establish adatabase for the above-mentioned information, the data has been entered to the systemby means of Arcinfo software and the data layers have been formed here. Then, inorder to show, explain and analyze the data sufficiently the Arcview software has beenused.

In this way, in addition to quick and correct access to the data required in abundantvolume, the spatial and attribute data about earthquake can be depicted in forms ofmap, table and diagram and also can be edited and updated and used based on thevarious use and targets. Also the way can be paved for identification and introductionof the various potentials and capabilities and the study related gaps in the differentgeographical areas.

Finally, in order to generalize the use of this system concerning the other information(related to the spatial position in some aspects); a model of the plan is presented.

2. The major elements of GISsGIS structure is composed of a hierarchy with four fundamental levels:

(1) Hardware. Various hardwares are used in GIS.. The hardware related to entering the data (keyboard, digitizer, and scanner).

. The hardware related to data management (sub hardware such as mouse).

. The hardware related to outputs (printers, drawers).

(2) Software. GIS needs a computerized program to be initiated. The most well

known ones include Arc/Info, Map/Info, Spans, Arc/View having variousoperational functions for analyzing the problems and statistical calculationsand are generally manufactured by the large computer companies.

(3) Information. No aim and suggestion exist without information. In fact, most ofthe activities are allocated to the information, because information is the heartof GIS. Quality of the information is one of the considerable and major issues. Itis directly related to the exactness, preciseness, scientific principals, datacomposition, analyzing and modeling.

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(4) Organization and human resources. It is the major part of GIS, becauseorganization and human resources control the GIS operations. Powerful GIS,hardware and software cannot work effectively without support of the skilfulstaff. Organizing the effective staff playing role in executing, optimising and

finally directing the systems is necessary for successful implementation of thesystem.

3. Data analyzing process in GISGIS is the computerized system with four major capabilities about land-reference data:

(1) Input of data.

(2) Data management.

(3) Processing and analyzing data.

(4) Output of data.

So, the system can be considered as GIS whose software system includes fourabove-mentioned functions. As a result, most of the digital systems making maps,remote sensing systems, and thematic maps making systems are not regarded as theGIS.

4. Method and model of the researchThis study is descriptive analytic and its steps are summarized as follows:

(1) Collecting the data.

(2) Entering information into the GIS.

(3) Managing and analyzing the data.

(4) Producing outputs.

5. Collecting the dataThe data to be entered into GIS is of two types:

(1) Attribute data specifying the characteristics of the features.

(2) Spatial data specifying the situation and form of the features.

Attribute dataIn this study, the data required to be entered into the system, based on the documentbeing studied are as follows:

Document number; writer; geographic coordinates; year in which the studyconducted; university or organization which done the study; document code.

After being separated, controlled and classified, the available document information(including Persian thesis, non-Persian thesis, conferences proceeding, papers, researchprojects and reports) have been recognized favorite.

Other available earthquake related documents have not been worthy of being usedand illustrated in the system due to the reasons as follows:

. Lack of spatial data in some of documents.

. Lack of access to the considerable part of the documents such as researchprojects, reports information, and etc.

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. Lack of exact geographic information (spatial) in some texts.

. Repetition of some documents.

Spatial dataSpatial data is the data concerning the place, form and the relations between thegeographic features in the earth surface on the map and generally saved as thecoordinates. The quality of this information will have considerable impacts onanalyzing the data in formation of the databank.

The spatial information required for entrance in this system are:

. Geographic coordinates of the studied areas (registered in the documents)transferred to the system by keyboard.

. Information layers including the maps of provinces, towns, cities, lakes,provinces centers and geological map of Iran, all with the scale of 1 : 250,000 wereavailable in standard form and can be used for reaching to various goals.

In a number of documents that geographical coordinates of the research place wereindefinite, the geographical area being studied have been defined.

The above data layers were provided by the Ministry of industries and mines ofIran and then were entered to the system for the required operation.

Data entry methods into the system. Based on data types, i.e. descriptive data andspatial data; there is various ways for data entry to the system. In this research, threemethods were used as follows:

(1) Recording by keyboard. Attribute data were recorded by the keyboard and theyare generally recorded as tables provided in Windows system, or as thedescriptive information about an area or a phenomenon.

In this research the collected attribute data were entered into the system bythis method and were based on the available spatial data.

(2) Manual digitizing. In this research after entering the attribute data by keyboardsome of the spatial data were entered by the manual digitizing method. Thespatial data that were entered by this method are as follows: the geographicalcoordinates recorded for any of documents (place of doing researches).

After entering all of the available coordinates in ArcInfo software, thedesired topologies created by clean and build orders for the layers. By thismethod in addition to achieving the automated calculating of the perimeter orsurface, topological relation between maps components were created. Thus, thelayers based on type can be represented as points, lines or polygons. In thisresearch, in order to facilitate the representation of six data layers (coverage),using of pointed topology is recommended.

(3) Entering of the available digital files. Because of the existing difficulties and thetime-consuming procedure of the codification by keyboard and manual digitizing,using of the data as digital form is always considered in this area. If a digital copyfrom the required data is available, it is entered to system by this method.

In this research, the available data layers including maps of provinces, cities,towns, lakes, province centers and the geological map of Iran and sheeting of maps,all with the scale of 1 : 250,000, were used and thus are easily adaptable together, todirectly enter to system by this method and can be used in GIS.

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Establishment of attribute database. In order to establish a database from the attributedata, all the data available be it Persian and non-Persian thesis, conferencesproceeding, reports and so on selected and separated by Access software, entered tosystem and organized in form of dbf(data base field) in three groups of tables, reports

and forms.As it has been noted, each of the data were directed and related to the map, aimed at

regulating the data based on the scanned maps. As the result, the users can receive amap of the area being studied through clicking their desired code in the database whileobserving the document attribute information.

6. Summary of the measures taken by the available softwaresAs it was noted, six data layers had been formed included types of the documentsstudied namely, Persian and non-Persian theses, conferences proceeding, papers,projects and reports, by Arcinfo software. Geographic coordinates of the abovementioned documents were entered into the system by the same software.

The next step involves entering the information table concerning the abovementioned layers (provided already by Access software) into Arcinfo. Because theattribute information related to this study is the Persian language and no decision havebeen made for textual data and their linkage to the Persian graphic program in Arcinfo(v. 3.2), some parts of the information was changed into Persian language by theFoxPro software and then entered into Arcinfo.

Based on the data studied, the above mentioned database includes 6 fields asfollows:

Document number; writer (name and surname); geographic coordinates; year inwhich the study conducted; university or organization which done the study; documentcode.

Except the geographic coordinates field whose data is entered manually, all the

operations are applied on the all mentioned fields. Now, geographic coordinates cannotbe entered in mechanized manner by means of the available tools, but it will be possibleby programming.

Data layers are transferred into Arcview after being organized. The mentionedlayers are prepared for being analyzed by operation of GIS and also for extraction ofvarious uses.

7. Analytical functions on the spatial and attribute dataThe power of GIS is in integration of attribute analytical functions with the spatial one.For example, we can determine a specified area in graphic with desired particulars bymeans of attribute analytical functions and using spatial analytical functions. This

feature makes GIS systems distinct from automated mapping systems, which areallocated for work on spatial data. These functions are divided as follows:

Retrieval, classification and measurement. Retrieval functions. These functions retrieve the data available in attribute

database by the users based on the selected conditions. Optional search can beperformed in various layers and the results can be as the tables being saved andused for further studies.

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Two kinds of queries including spatial and aspatial are done by GIS. Aspatial queriesare questions about the features descriptions. For example, this question How manydocuments are there about earthquake? is aspatial query, because the questions andanswers are not required analyzing the spatial components. This type of search is done

solely by the software available in the database. The question How the spatialdistribution of the earthquake documents is in the country? is a query for spatial dueto relation to a location (Figure 1).

The way of search in GIS can be very interactive. The users can study the map on thecomputer screen or search by reminders or searchers. The user can select a feature on thecomputer screen and answer the question What are the particulars of this feature?

The searches are integrated and the features are shown adopted to two or morespatial or aspatial criteria.

Drawing area maps, receiving outputs from the data are considered as theoperations of these functions:

. Classification functions. Classification is one of the simplest functions used in

databases. This operation can be done on a single layer of data. As the result theclassification process includes finding layers attribute particulars andattributing features. Classification can be performed in the most complex formon some overlapped layers. In this study, a collection of available documents canbe classified and illustrated based on subject, location or year. An example willbe demonstrated in Figure 2 in the next pages.

Figure 1.Dispersion within Iran ofsome earthquake studies

based on type ofdocuments

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. Measurement functions. Each GIS provides functions for measurement.Measurements include the distance between the points, lines length, perimeterand areas of the polygons.

Overlay operationThis operation is required for integrating and mixing the various layers and creatinglayers and new information. The operation for adapting the data layers is done inlogical or arithmetical form. The arithmetical operation includes the operation such asaddition, multiply, subtraction and division in each layer of data and the logicaloperation includes adapting the locations in which a specified collection ofrequirements for users or the other features exist. The options and queriesconcerning the various locations or layers with the common features necessitateapplying adaptation of the data layers. In this case, the system should search in the

layers topography tables and then select the desired points from many layers andillustrate them in form of overlapped layers. The common feature could be the locationof layers as seen in Figure 3. With layers adapted to each others, the database is inmost part completed and so much information can be extracted from selected layers.

8. OutputsA GIS should include the required software for illustrating the various maps, diagramsor tables in different ways. The cartographic skills should pave the ground in this

Figure 2.Dispersion of earthquakedocuments by date in theFars province

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regard in order to produce the maps illustrating the spatial distribution of phenomenasimply. Graphic products are worthy of being illustrated about studying the spatialanalysis results. Selecting the type of illustration of the outputs depends on the variousfactors such as the data nature, separation capacity, the required scale, software andhardware limitations and also the number of applicants for outputs. In addition, weshould be able to produce the non-graphic outputs in a GIS. These outputs are used fortransferring the data between the different processing systems and also for keeping thedata for a long term. The outputs are generally divided into two types including

(1) Hardcopy such as the thematic maps, diagrams, tables and statistic reportsprovided by printer or plotter.

(2) Softcopy illustrating the data produced on the screen. This type of output is

used for using the latest processes and analyses.

In the present research, the layout or output from the maps is produced in the Arcview,after analyzing the data. The guiding table, map title, symbol of geographic north andalso the maps scale are defined and printed in the latest step.

Thematic mapsIn the thematic maps, the structure of a data distribution illustrating the data featuresas the elements of internal relations of the various is drawn. The thematic maps can be

Figure 3.Overlay operation

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used for describing a large number of phenomena used. The maps illustratingthe dispersion of data are the example of thematic maps.

In this study, geographical dispersion of the earthquake documents can beillustrated based on the various parameters simultaneously in all provinces or in

different provinces separately. For example, Figure 2 shows the dispersion ofearthquake documents by date in the Fars province.

DiagramsThe results of the analysis by a GIS can be shown effectively by non-map graphics.The total aim is to create a relation simply for imaging of information. The quantityinformation available in the database can be changed into the different graphics. Barand circle diagrams are examples of diagrams of this system. These diagrams can bedrawn in form of vertical and horizontal ones. The circle one shows the information bydividing the circle and specifying the ratios. Furthermore, one part can be separatedand distinct from the others. For instance, Figure 4 shows a circle diagram ofearthquake conferences proceeding by date?.

TablesProviding tables for each features and attribute data or for all attribute data are theother outputs of the GIS. Special data can also be selected by means of query functionand different tables can be produced for illustrating the data.

Other outputsAs it has been stated, other outputs may be presented in form of image processing andillustration on the color monitors. The recent type of output is applied by the users whouse the system daily. The data is also supplied in CD, Diskette and so on.

Figure 4.Circle diagram ofearthquake conferencesproceeding by date

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In order to generalize the use of this system concerning the other information (relatedto the spatial position in some aspects), a model of the plan is presented (Figure 5).

9. ResultsAfter performing the various steps of collecting data, entering information into the GISand system management and finally producing outputs, considerable results came outand totally the study served its aims:

. With regard to the GIS capabilities for saving, analyzing and reviewing thespatial and attribute information, a complete and comprehensive database ofthe geographical sciences data about earthquake studies can be established. Thisdatabase can keep unlimited amount of spatial information including maps andpictures and attribute information including bibliography and the users canselect, remove, add and edit their desired data and analyze it and finally choosetheir desired output.

. All types of data available in the various databases can be illustrated, analyzedand reviewed simultaneously. So, these inputs can be compared from differentaspects (subject, year, and so on).

. Data geographical dispersion can be easily studied and the geographic positionsfrom the view point of earthquake and the other related issues have been lessstudied, identified and introduced to the users for doing studies.

Figure 5.Process diagram and steps

of doing a study

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. By using the analysis functions and other logical and various applications(data management, selection of favorite models. . .), the database can be preparedto answer the questions raised by the users and meets their needs and whennecessary analyze the other issue regarding the data.

10. Executive suggestions concerning GIS related studiesSome executive issues paving the ground for GIS related more studies are outlined asfollowing:

. Collecting accepted standards for producing information and maps.

. Allocating required budget for establishing GIS in other organizations andinstitutes.

. Promoting computer skills and hardware technology.

. Taking appropriate measures for collecting and developing Persian softwareaiming at reducing the costs and promoting the users convenience.

.

Developing the culture of effective and correct use of the software and complyingwith the copy write rules.

. Specifying or promoting GIS course in the universities and taking advantage ofthe experts experiences.

. Publishing papers and bulletin on GIS.

. Holding seminar and conference for familiarization with different fields.

. Timely training of the experts prior to purchase and initiation of GIS technology.

References

Jingfeng, Xia (2004), GIS in the management of library pick-up books, Library Hi Tech, Vol. 22

No. 2, p. 209.Patrick, Florance (2006), GIS collection development within an academic library, Library

Trends, Vol. 55 No. 2, pp. 222-35.

Renata, Solar and Dalibor, Radovan (2005), Use of GIS for presentation of the map and pictorialcollection of the National and University Library of Slovenia, Information Technologyand Libraries, Vol. 24 No. 4, pp. 196-200.

Rhonda, Houser (2006), Building a library GIS service from the ground up, Library Trends,Vol. 55 No. 2, pp. 315-26.

Steven, P. Morris (2006), Geospatial web services and geoarchiving: new opportunities andchallenges in geographic information services, Library Trends, Vol. 55 No. 2, pp. 285-303.

Further reading

Abler, R.F. (1987), The National Science Foundation Center for geographic information andanalysis, International Journal of Geographic Information Systems, Vol. 1, pp. 26-303.

Alesheikh, A.A. (2000), Data Management and GIS Application Seminar Notes, Department ofGeodesy and Geomatics Engineering, K.N., Toosi University of Technology, Iran.

Delavar, M. (1997), Development of probability maps to assess the accuracy and reliability ofinformation in the output of a GIS system, PhD Thesis, University of New South Wales,School of Geomatic Engineering, Australia.

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Graaf, Gertjan et al. (2003), Geographic Information Systems in Fisheries Management andPlanning, technical manual, Food and Agriculture Organization of the United Nations,Rome.

Parhizkar, Akbar (1997), Presenting favorite pattern for city services center with study in urban

GIS models, PhD Thesis, Tarbiat Modarres University, Humanities Sciences College,Iran.

Parhizkar, Akbar and Gouli, Ali (2002), The necessity of using modern geographic informationsystem technologies in Iranian culture, (using geographic information system for knowingIranian culture), Summary of papers of first conference in knowing Iranian culture,Tehran, Iran, pp. 326-8.

Tomlin, C.D. (1990), Geographic Information Systems and Cartographic Modeling, Prentice-Hall,Englewood Cliffs, New Jersey.

Zarei Nejad, Mojgan (2002), Process of Change in the Geographic Information System Technologyin IRANs Geology and Exploration, available at: www.gisdevelopment.net/application/geology/mineral/techgi0072pf (accessed March 11, 2004).

Corresponding authorMehri-e-Sedighi can be contacted at: sedighi@irandoc.ac.ir

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