Catalogue & Index Periodical of the Chartered Institute of Library and Information Professionals (CILIP) Cataloguing & Indexing Group Issue 158 Editorial Contents
2 - 3 Retrospective Welcome to Issue 158 field (that could be used records and 25% of new authority control, of Catalogue & Index. for added entries for additions come from H K Williams This issue covers the series) redundant in outside the US. main topics of authority favour of using the 490 4 - 5 Series authority control and indexing. and 8XX fields, Colin Keeping with the control and MARC21, With the onslaught of Duncan, Inverclyde international flavour, Colin Duncan digital information, the Libraries discusses the Jennine Knight of the 6 - 9 Wikipedia and need for a controlled implication and includes University of West Indies cataloguing, semantic value of citing some information on highlights both the Kathleen Menzies people and places ever other library services strengths and weaknesses of pre and increases. This issue and how they will deal 10 - 11 Cooperative name post coordinate demonstrates how our with the change. authority data – the LC/ indexing. profession is, and can NACO Authority File, be, at the forefront. Kathleen Hugh Taylor Menzies, Researcher at Information 12 - 16 Pre and post professionals are the Centre for coordinate indexing: practitioners of a Digital strengths and weaknesses, tradition that spans Library Jennine Knight hundreds of years but is Research at Strathclyde 17 - 20 Spelling it all out: ever more prescient in this time and age. University FRAD, ISNI, RDA, VIAF: offers a automation and the future Helen Williams of the precise of authority control, London School of account of the many Alan Danskin of the Alan Danskin Economics and Political ways the online service British Library, Chair of Science gives us an Wikipedia uses the CIG, takes us through 21 - 23 Using WebDewey, insightful and practical practices of classification, some new and exciting Elly O’Brien guide in how to plan and categorisation and meta- developments in the process any data to organise its site world of authority control retrospective authority and allow varied access and the possible benefits plus... control project and how and navigation to its and challenges facing CIG authority control a balanced blend of legions of users. the information sector. seminar report human and Elly O‟Brien rounds off Hugh Taylor discusses technological this issue‟s articles with intervention can reap the importance of the an account of using globally renowned NACO Book reviews by CIG(S) great reward. OCLC‟s online members authority files, maintained WebDewey service. With the relatively recent by the Library of change in MARC21 by Congress. The file Penny Robertson, Editor MARBI to make the 440 exceeds 7 million
Retrospective authority control H K Williams, London School of Economics and Political Science
We began considering an authority copy of our catalogue to verify all on all our bibliographic records. control project at the LSE Library at name, subject and series headings Had we received records with the beginning of 2006. By this time against Library of Congress errors or corrupted data back into the loading of all retro-converted authority files using automated our catalogue it would have a records was complete and an processes. Bibliographic records hugely detrimental impact on our authority control group was would be amended to contain users. convened in order to assess user corrected headings. We would needs. Authority control receive corrected records and new Our checking did reveal a number procedures had varied somewhat authority files for loading as well as of queries which we submitted to over the years, primarily because reports of unmatched headings. Marcive. They provided a speedy each library management system This makes the process sound and detailed response, though this had offered different methods of simple, but we discovered various indicated that we had higher verifying headings. As well as the complexities along the way. expectations of the automated legacy of system migrations, process than was actually records had been imported from a Preparing to send the file to achievable. Fortunately the things variety of sources, and practices Marcive required some in-house we had hoped would be corrected had become particularly unclear planning. In particular we needed through automated processing following the migration from to be aware that any changes we appeared in accompanying error Unicorn to Voyager in 2004. Only made to our bibliographic records reports thus reassuring us that we the Library of Congress Subject while the file was with Marcive would still be able to clean the Headings file was purchased and would be overwritten when their catalogue to the degree we had so all new name authorities had to corrected data was supplied. We originally intended, albeit that it be authorised by manually therefore excluded order records would involve more staff time than importing the record from the from the data we sent so that we we anticipated. could continue to accession books Library of Congress. It became A few weeks later we received all apparent that some staff were during the project. These records were sent to Marcive for checking our corrected data and checking against existing entries to accompanying authority records. achieve consistency, others were after the initial data clean, as part of our ongoing services. We kept a Our IT department began loading importing Library of Congress files into our test server. records, while others were creating spreadsheet of existing bib records requiring changes during the Unfortunately the test server in-house authority records where suffered under the strain of so none was available. This meant course of the project so that they could be corrected afterwards. much data and we had to wait for there were a number of variant Ex Libris to carry out a regeneration headings in the catalogue. This built up into quite a considerable amount of work of the indexes before we could The decision was taken to because the project took longer proceed. After this it was outsource a retrospective clean-up than we had anticipated. unsurprising to find that loading one of all authority headings (subjects, million bibliographic records and series, and names) from a In May 2007 we exported 500,000 authority records into the company who could also provide a approximately one million live server was not without regular ongoing check of the bibliographic records to Marcive problems either. Having started the catalogue. At the same time, clear and two weeks later received a test process, IT estimated that loading authority control guidelines were file of 10,000 records for checking. the files and regenerating the established for staff to ensure as We checked one in ten of these, a keyword indexes would take 30 few inaccurate headings in the very time consuming process. We days because it was such a slow catalogue as possible. undertook such thorough checking process. One option was to take aware that we had exported our the live server offline, but downtime Tenders were assessed and the entire catalogue to Marcive, and is inconvenient to staff and project was awarded to Marcive. that the methods which had been students alike so this was not a Marcive would receive an electronic used on this sample would be used particularly practical option. The
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other option was to re-index in straightforward to use as we report. We designated reports on large batches at the end of the file envisaged. We discovered corporate names, meeting names loading. This meant that for about eventually that this was due to a and series names as lower priority. a week there would be bug in the system meaning that we Once the temp had completed high inconsistencies in OPAC searches were unable to link new authority priority work we carried out a cost whereby the search facility used records to related bibliographic benefit analysis on the merits of the old indexes but records records. We had to wait for completing the outstanding reports. contained new data. This seemed Ex Libris to resolve this and in the Our sample testing suggested that the most practical way forward, meantime had to stockpile reports authority records would not be however, and 143 hours later all received from Marcive. Once this available for over 90% of the the data was loaded and the was resolved another bug meant remaining headings (those not re-indexing completed just before we had „orphaned headings‟ which already corrected by Marcive) so the end of 2007. would never clear from our list. measurable benefits would be few After more work from Ex Libris this in relation to the amount of work As 2008 began it was time to think was sorted out and we were able to required in terms of time and cost. about the ongoing processes work on the backlog of reports. Marcive would be providing for the The project could not have been Library. We send files of new In addition to these ongoing completed without the hard work of records to Marcive on a monthly services from Marcive we still those in the Bibliographic Services basis and they clean them and continue with our existing authority team who took part in testing data, send them back along with any guidelines for in-house work. our senior library assistant who necessary authority records. Authority work is far simpler with oversaw the work of the temp and Supplied with this is a report of the item in hand as it prevents contributed in many other ways, anything unrecognised or with further work in terms of unmatched and our IT team who persevered multiple matches and therefore or possible duplicate headings with the technological challenges. requiring human intervention. This which would often require retrieving is worked through by a member of the item from the shelf in order to We have been delighted with the staff to tidy up outstanding correct the record at a later stage. result of all our hard work. The headings. profile of authority control has been As well as embedding the ongoing raised within Bibliographic services, Running in parallel with this is a services there was some tidying up combined with our ongoing notification service whereby work to be done on the headings services from Marcive means we Marcive have a copy of all our Marcive had been unable to are in a strong position to keep the authority headings and notify us if a change and had notified us of in catalogue in good condition as we relevant record is added to Library unrecognised headings reports. move forwards. As a result of the of Congress, or if there are The personal names report alone project our catalogue is now a great changes to any of our existing had 250,000 lines and was so big it deal more consistent and has authority records. These are dealt would not fit into one single excel considerably less errors. In a with through the Global Headings spreadsheet. We employed a library this size the catalogue is the Change facility in Voyager. A temporary member of staff and primary way in which users identify member of staff can approve or asked him to create a separate file the material we hold and so disapprove changes and this is of names appearing on this report anything which makes that easier applied to all related records. This more than three times. This was and improves accuracy is surely list is generated automatically by on the assumption that we have worth the effort involved. Marcive and we have found it some unusual material at LSE and requires manual intervention rather that name authority records were A fuller write up of the project will than automatically approving all less likely to be available from the be available in a forthcoming issue changes, as some incorrect Library of Congress for names of CILIP’s Update magazine. headings are suggested and we occurring only once in our would not want these to be applied catalogue. As well as dealing with - based on the presentation given to all related bibliographic records. these multiple occurrences he was at CIG authority control workshop The Global Headings Change also able to work on the 2009, London) facility in Voyager was not as unrecognised subject headings
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Series Authority Control and MARC21 Colin Duncan, Inverclyde Council
Introduction and background for retrieval purposes a uniform by series in catalogue displays. As The control of series titles as title could be created and the added entry fields 440s could be access points in a library catalogue 490/830 pair used in the hyperlinked in Web-based serves as a useful means of bibliographic record: catalogues to series authority collocating related works, similar to records, enabling series headings the use of uniform titles for works in 490 1_ #aDK eyewitness travel browsing in OPACs. translation or classics such as 830_0 #aEyewitness travel guides For example : those by Dickens and Changes to Library of Congress Shakespeare. The principles of Works and British Library policies 128 Teach yourself books series authority control may be set This situation changed on 1 June out as follows: 1 Teach yourself history library 2006 when the Library of 7 Teach yourself literature Ensure that all works in a Congress decided that it would no guides series are retrievable with a longer create and update series 5 Teach yourself revision single heading. authority headings and thus would guides no longer provide series access Ensure that the heading points in bibliographic records it (Source: Inverclyde Libraries OPAC) (uniform title) for each created after that date. It would series is unique. only use the 490 field (first 490 fields have no such hyperlinks indicator 0 – series not traced to because they do not serve as Save the catalogue user 830 field) for all new LC records. access points. Retrieval of series time and effort by So a series title on a record would can now only be done by series consistently using the only be used for description. Thus title keyword so the actual series heading established for the the collocation provided by series will no longer display in a series. headings would be lost. browse able index as was possible before. While the 490 field can be AACR2 (2002 edition) allows for The LC decision was followed 2 used to trace series to the 830 series titles be given added entries years later by the decision by field, this should not be done if the (Rule 21.30L) as well as being part MARBI to make the 440 field series statement requires no of the descriptive elements of a redundant in favour of using the amendments for retrieval or bibliographic record. Many series 490 and 8XX fields for traced additions such as the issuing could, until recently, be given series. The British Library also body: added entries using the 440 field: announced in 2008 that it would 490 0_#aTeach yourself books 440_0 #aStudies in modern history change its policy on recording series information in the records it Many series in new books, If qualifiers needed to be added to creates. Its practice now is to particularly those acquired by distinguish between series with record the series appearing on public libraries, require no identical titles the 490 and 830 books in a 490 field and use the additions to distinguish them from fields could be used. 830 field only when a series title is other series. As a possible „generic‟ i.e. 2 identical series titles alternative solution, some library 490 1_ #aStudies in modern history but different issuing bodies e.g. management systems may allow 830 _0 #aStudies in modern history Occasional papers, Research for the 490 field to be suppressed (Oxford University Press) reports. from the OPAC but this may have
Implications of these change to be done at a charge from the LMS vendors. 490 1_ #aStudies in modern history The above changes to how series 830 _0 #aStudies in modern history are recorded in MARC21 will be Practical applications of the (Yale University Press) followed by libraries who wish to new rules in libraries avoid changing bought-in records Libraries have reacted in different Also, if a series title appearing on a from cataloguing agencies but the ways to the LC, BL and MARBI book did not appear to be suitable result will be a lack of collocation
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decisions on series headings. authorised series headings see what effect the changes to Some continue to use the 440 field whenever they are available. The series authority control policies for series titles, presumably 490 field is not indexed on Voyager have had on the retrieval of maintaining their own headings LMS so is of little use to users bibliographic records. in-house without an external source attempting a series search on the of authority headings such as LC NLS catalogue. Colin Duncan, Electronic Services Authorities to check. Librarian, Inverclyde Council St. Andrews University Library e: [email protected] Below are examples of series St. Andrews University Library‟s headings policies in libraries: policy is to use a 490 1the series statement should be indexed in its Inverclyde Libraries authoritative form i.e. an 830 At Inverclyde we have decided to should be supplied. For new use the 490 field (first indicator 0) downloaded records cataloguers for all fiction series to avoid the are required to exercise judgement extra work of changing records on how much editing of a series obtained from cataloguing should be done. It still accepts agencies. For non-fiction series we records with 440 fields as well as trace titles to the 830 field if they those with 490/830 pairs. need to be altered to improve retrieval or to distinguish between Conclusion generic series titles, adding the After following debates on various publisher/issuing body in professional email discussion lists/ parentheses. blogs it appears that the consensus is to use 490 1 and 830 wherever National Library of Scotland possible to enable libraries to NLS continues to index 440 fields. display series titles as headings in If it is necessary to add a series their OPACs and thus continue to entry to an existing MARC record, collocate related books. The then either a 490 0 or a 490 1 and alternative is to rely on series title 8XX field will be added. When keyword searching. Since creating a new MARC record the catalogues are designed for the NLS will use either a 490 0 or 490 benefit of library customers, 1/8XX pair of fields. It uses cataloguers need to consult them to
Post notes of interest, feedback and suggestions for topics to be covered by C&I at the CIG blog: http://communities.cilip.org.uk/blogs/catalogueandindex/default.aspx
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Wikipedia and Cataloguing
Kathleen Menzies, Centre for Digital Library Research, University of Strathclyde
Cataloguers are increasingly time as it instantiates clearly- A focus on the definite problems of moving away from the familiarities defined, hierarchical organisation 'folksonomies' (often confused of tradition to embrace (or at least, schemes which offer multiple entry with 'social tagging') - where they work within) a technology- points and which freshen up the are seen as unregulated, dominated world of digital records, utility of hypertext. spontaneous and individual-centric online cataloguing consortia and enterprises with little new models of resource storage, Wikipedia makes strong use of terminological control - as description and access. Clearly this categorisation, classification and potential players in the should not mean leaving behind the metadata elements; some of its development of a Semantic Web, skills built up over generations at content is exportable via the has obscured awareness of more the portal to a 'library without walls'. Resource Description Framework positive steps taken by the It should involve emphasizing them, (RDF); a number of its projects internet's informal metadata using them (and adapting them) wrestle with controlled practitioners. In 2005 Deutsche with open minds, in new contexts. vocabularies, encouraging authors Nationalbibliothek (DNB) With OPAC records now commonly to use 'utility templates' and 'info contacted the volunteers of the considered alongside electronic boxes' with set metadata fields German Wikipedia's and online resources, at both local (such as, to list a few examples - 'Personendaten' (Personal data) and international levels, expertise 'alternative names' and 'date of project group to suggest that the in organisational systems of all birth' for biographical entries, national library's kinds should be productively 'geographical co-ordinates' for 'Personennamendatei' (PND) shared between librarians and countries, or 'founder', 'main name authority record numbers be computer scientists (who after all, ecclesiastical polity' and incorporated into the site's are not such different beasts). 'congregations' for Christian biographical articles. This bold These dialogues are beneficial both Denominations). Its editors move illustrated the growing for information professionals and constantly strive to increase relevance of Wikipedia and its the users whose needs they serve. reliability, neutrality and commonality with professionals standardisation. In practice, the working in the LIS sector. At the same time, the popularity site has much in common with and development of 'social tagging' libraries offering digital content. In another illustration, Wikipedia's websites - such as del.icio.us, special 'Book sources‟ page reddit.com and flickr - encourages If the World Wide Web and 'Web locates books using their ISBN members of the public to engage in 2' are to be fully engaged with by and links to the catalogues of a form of mass, manual subject libraries and treated by them as libraries, booksellers and indexing. Some are better collaborators rather than publisher's databases as well as organised and more conscious of competitors (or simply promotional providing bibliographical the benefits of tradition and tools), it is worth developing some information via OttoBib. It also has standards than others. The online knowledge of how a major online a virtual 'reference desk' to answer encyclopedia Wikipedia is often information provider like Wikipedia enquiries, on a topical basis. criticised both for its ubiquity in catalogues its content. This is Google search results and for the especially true at a time when How do the challenges facing fact that it 'undermines' peer- internet search engines are the 'Wikipedians' overlap with those review. Often overlooked is the fact first port of call for the majority of facing traditional cataloguers in an that Wikipedia has developed a information seekers. electronic environment? How has unique 'folksonomy' - at the same Wikipedia approached cataloguing
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its content? How has its system lists; some are even lists of other List of centuries lists. evolved? This article presents a List of decades brief overview. Lists of topics - a comprehensive List of historical anniversaries list of article lists, arranged by Organisation of content and subject 2009 - major events this year entry points Portal: Current events - featured Wikipedia uses reference lists, Lists of basic topics - links to key current events and related project indices and content lists to topics on major subjects activities. organise its content (which is Category: Lists - a list of lists in the largely encyclopedic but which also category system, arranged Recent deaths - notable recent contains almanac type entries). alphabetically deaths, by month These are: Two of the broadest collections are: Category: Graphical timelines -
Overviews of Wikipedia Lists of countries and many lists by graphical timelines in the category country and subcategories, arranged Overviews survey what is covered alphabetically or included in an area Lists of people including by List of overviews - key articles or- nationality and by occupation Indices ganized by subject Glossaries Alphabetical Indices List of academic disciplines - List of glossaries - a list of Complete alphabetical index - Wikipedia arranged like a college |glossaries arranged by subject sorted by the first 2 letters of the course curriculum title, e.g. "Aa Ab Ac Ad..." Category: Glossaries - glossaries in
Featured content the category and subcategories, Categorical indices Representing the best of Wikipedia, arranged alphabetically Wikipedia's main categorical index featured content undergoes system is automatically generated vigorous peer review. Portals Portals are pages that feature from information (category tags) at Featured articles - What editors selected articles, images, and often the bottom of each article. The believe to be the best articles in news items about the Portal's category system has 3 top-end Wikipedia. theme subject. They also include pages, which are: Featured pictures - Shocking, topic lists, category lists, and to-do Categorical index – an index of ma- impressive, and informative lists which are used mostly by jor categories, arranged by subject images. Wikipedia's editors. Portals can be - that section of the page is an ex- found at: Featured lists - The 'best' lists in ception to the category auto gen- eration rule, as it is crafted by hand. Wikipedia. List of portals - a list of active portals Category: Categories - the highest Featured portals - Portals level or "root" category in Wikipedia regarded as being particularly Category: Portals - portals in the - its auto generated entries are useful, attractive, and well- category and subcategories, ar- listed at the bottom of the page. maintained. ranged alphabetically Category: Contents - the category Featured topics - Topics Timelines equivalent to this page. believed to have coverage which is Timelines are lists of articles both comprehensive and well organized chronologically. These Category: Articles - the category in written. are the top-level timelines and lists which all article category systems Featured sounds – Sounds of timelines: are located. deemed beautiful, impressive, and List of timelines - a selection of his- Wikipedia's other broad categorical informative. torical timelines, arranged by sub- indices are: ject. More can be found in List of Dewey Decimal classes - Lists lists the top two levels of this library Wikipedia has thousands of topic Category: Timelines
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classification system disambiguated where necessary useful strategy for Wikipedia. and, if a simple 'redirect' page is Library of Congress Classification These quotes from Charles R. not appropriate, hyperlinks to Matthews, co-author with librarian Wikipedia: Outline of Roget's probable relevant articles will be Phoebe Ayers, of the published Thesaurus - articles organised into presented. „How Wikipedia Works‟ (No Starch a system based on six classes, with Back in November 2001 the Press, publication date: June thousands of branches, following English language Wikipedia had 2008) and a mathematician who Roget's system only a very loose set of suggested sits on Wikipedia's Arbitration categorisation schemes, providing Board, are enlightening: an index of all pages on the site Spoken articles From my point of view, much of (just over 19,000 articles, Category: Spoken articles the criticism aimed at Wikipedia, compared with the 2,280,000+ and perhaps some of the praise it today). With a talk page to discuss Every article has a list at the bottom gets, is misconceived because it a variety of potential schemes, it of all the major categories it takes the "article" as the unit. belongs to. allowed users to organise pages according to Dewey Decimal, As in a search process where the Both lists and categories assume a LCSH, a complete list of reader: navigational role in Wikipedia, and Encyclopedia topics, a three-part 1. Searches for an article, having are continually being revised and category scheme attributed to a specific topic or title in mind; updated, providing a loose and Thomas Jefferson (inspired by varied mesh of entry points into the Francis Bacon) based around 2. Gets to the article by a rational collection. Wikipedia attempts to „Memory, Reason and search process; reflect different world views by Imagination‟ and a „This Day in 3. Reads down the whole article; offering multiple categorisations History‟ feature. There was a and classification schemes. It also suggestion that the UseNet dot 4. Decides what to do next. uses these schemes to encourage classification scheme be Wikipedia shows its strengths in growth and development by, for developed for Wikipedia. other ways, where readers: example, using red text to show At this stage, the present that an article does not yet exist but 1. Have a need for background or MediaWiki software (which that one would be useful. just a vague idea ("I need to know supports rich content generated Ranganathan‟s notion of the “library more about heart disease”) through specialized syntax to as a growing organism” is played render for example mathematical 2. Arrive by surfing and other out nicely here. To this we might formulae, graphical timelines over forms of navigation, for example add that Wikipedia strives toward a mathematical plotting, musical by moving up and down within certain transparency of process. scores and Egyptian hieroglyphs) Policies, guidelines and tutorials Wikipedia's category system had not been developed. The site introduce users to the site and sampling articles; relied on the older page-based explain how they can add and edit UseModWiki engine. 3. Skip out of articles as soon as articles. they find a promising link As Wikipedia grew, the need for As with libraries there is, on one (centrifugal motion); sophisticated software capable of hand, a well thought out, underlying handling its content and an 4. Work out as they go along organisation which helps increased user base were where they really need to be Wikipedia's cataloguers (i.e. its required. Similarly the need for a informed (centripetal motion). authors and editors) construct and straight-forward and consistent standardise articles, formalise how How you behave at point 3 tends classification and navigation they are dealt with and determine to differentiate adult learners (who scheme, familiar across the into which categories they are may put emphasis on thorough various Wikipedia language sites, placed and, on the other, the assimilation as the way forward), was apparent. The new model of simplified, intuitive, organisational and the Internet generation with information seeking created by the layer presented to users as they an attitude of speedily cutting internet‟s hypertext linking system, are guided towards content. Terms losses and backtracking any time and developed/extended by Wiki (most often names and places) are you are moving off-topic. technologies, began to suggest a
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Although Wikipedia attempts to There are many entry points into flatter ourselves that we know a democratically development its own the subject of Libraries/Librarians thing or two about organizing 'folksonomy' (where categorisation on Wikipedia. information. It's time we stepped up and keywords are developed by and contributed to Wikipedia: not Wikipedia's Library and Information users and approved by community just to its content but to its Science Portal is impressive and consensus) it is genuinely structures and technologies.” crying out for contributions: collaborative rather than simply Of course there are problems with collectivist as some 'social http://en.wikipedia.org/wiki/ Wikipedia - vandalism, articles networking' sites are. It includes Por- which lack proper citation, a lack in formal systems such as DDC, tal:Library_and_information_science some places of clearly-defined LCSH and Roget's Thesaurus in its This portal was recently starred as enforceable standards, issues of scheme (although admittedly these a „featured portal‟ and contains anonymity and un-verifiability. But are not fully developed). At the pictures, quotes, topics, news these are problems which same time major, separate projects articles and definitions. Wikipedia users actively work to such as Semantic MediaWiki work correct, something many in the alongside Wikipedia to allow the There is also the Topic list: online community do not even incorporation of Wiki records into http://en.wikipedia.org/wiki/ attempt, preferring the anarchic other sites through the encoding of List_of_basic_library_and_information_ approach which cataloguers dread; semantic data and RDF exporting. science_topics librarians and cataloguers may The main difference between where there are for example, have much to contribute, and much libraries and Wikipedia in the articles on Library 2.0, Social common cause with the Wikipedia present information landscape is Cataloguing and the History of community. not a philosophical but a legal one: Library and Information Science. Kathleen Menzies, Researcher, libraries do not, on the whole, A project established by librarian Centre for Digital Library Research create content; they do not have Michael Sauers and others is (CDLR) University of Strathclyde the luxury to work under a „copy designed to introduce Librarians to e: [email protected] left‟ system of licensing; however, Wikipedia and vice versa. the idea of enabling a free, open social dialogue is surely an ideal http://en.wikipedia.org/wiki/ with which many librarians would Wikipedia:WikiProject_Librarians find no fault. It opens with the line: “We librarians
Extras
CIG is pleased to have been able to make a donation of GBP100.00 to both Book Aid International and the CILIP Benevolent Fund. The group has made such donations in the past when its funds allow. Wendy Taylor, CIG Treasurer, is in the process of putting together the annual accounts and it looks like CIG has had a successful year. CIG receives its income from a capitation payment for each member by CILIP. It really does make a difference what CILIP special interest groups people subscribe to, so please encourage colleagues to join CIG.
CIG supplements this income with money made from events and the committee is in the process of planning events for 2010, including the CIG conference.
If you have any ideas for events please let us know by contacting a member of the committee, all suggestions welcome!
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Cooperative name authority data – the LC/NACO Authority File
Hugh Taylor, Cambridge University Library
It is a near certainty that the against the LC/NACO file. not be read as implying any majority of UK libraries make use particular hierarchy of of, and benefit extensively from, As its simplest, NACO is a importance!) Many of the smaller community effort that aims to the work that goes into creating contributors provide vital specialist and maintaining the LC/NACO provide most of the authority input; often these are grouped into Authority File; yet neither the records that will be needed to Funnel Projects, both to aid NACO programme (the name support authority control in library administration and to foster a authority component of the systems. Currently it‟s supplied sense of community within a Program for Cooperative only in MARC 21, but its release as particular group, whether it be Cataloging) nor its data enjoy a part of the Library of Congress subject- or language-based, or high profile on this side of the “Authorities and Vocabularies” simply organised around a specific Atlantic. Despite the many benefits service is expected shortly, and this geographic area. that accrue to UK libraries, many will extend the range of formats in which the LC/NACO file is made For all but the most specialised remain unaware of its existence. Its influence is, however, available. collections, the LC/NACO file pervasive, and its importance in should be able to meet the The origins of the file itself can be overwhelming majority of the the current environment hard to traced back to the development of over-emphasise needs of staff, end users and the MARC Authority format in 1976. library systems. One of the The work that the NACO partners Quickly, the Library of Congress difficulties in determining its put into creating authority data and started creating machine-readable effectiveness, though, is that there establishing authorised forms of authority records. In October 1977 is no formal list of expectations headings for persons, corporate/ the US Government Printing Office against which to measure conference names, jurisdictions, joined with LC in sharing authority “success”; nor is there even an work. Texas State Library joined in works and expressions (name/title, agreed definition of “authority title and series) has a ripple effect during 1979, and the start of the control”. on the whole of the bibliographic next decade saw what was to universe – or at least on that part become an explosion in Membership of NACO brings of it which is focused on library membership, with a total of ten obligations and expectations. catalogues and, in particular, the members by 1980, 24 by 1982, 37 Contributors are obliged to follow Anglo-American cataloguing by 1985, 55 by 1992, and so on. In standards, commit staff, undergo tradition. A library that sources Fiscal Year 2008 no fewer than 379 training, contribute through a most of its catalogue records from institutions contributed, of whom 51 utility, meet minimum contribution the British Library, the Library of created more than 1000 records. levels, and be capable of Congress, OCLC, RLUK, major achieving total independence from Participants come from a wide their assigned mentor within 12 vendors and other commercial range of backgrounds – everything months. The standards are not services is likely to be obtaining from national libraries, the libraries data in which most of the name just the obvious ones (AACR2, of other national institutions (such MARC 21), but also include those headings conform to authorised as the US Army), through various forms found in NACO authority less often encountered in UK tiers of education (albeit with higher cataloguing departments (LC Rule records. If you send out your education dominating), public, library catalogue for “cleaning up”, Interpretations, ALA-LC state, etc., libraries, organisations Romanization Tables). Indeed, it then the chances are again that such as OCLC, publishers, they will have been matched can sometimes seem as though vendors, and more. (This list should there‟s too much documentation to
Catalogue & Index 10
consider – or at least that there are “clean up” work required, just as when it comes to maintaining the too many places to look! most libraries are doubtless integrity of your local catalogue. themselves aware that work on However, nothing in life is perfect, The full training programme takes 5 maintaining their own databases is days, although it may be possible a task that can never said to be and many accept that the to compress this. More “completed”. But the NACO community – by which I mean all of problematically, there are currently programme aims to limit changes to us! – need to be looking at even no NACO trainers based in the UK. authorised forms of heading to more powerful and effective The PCC is actively looking at those that staff or users might solutions. These will more than online training to substitute for (or consider “important”; change for the likely not depend on an “enclosed” to supplement) more traditional sake of change is definitely not part community of contributors, and will means. Clearly, though, a would-be of the philosophy! surely take advantage of member is required to make a technological solutions that could significant investment of time and Some might ask why any library not have been dreamed of when effort. might want to become a member. LC first began to create authority Partly it‟s a recognition that the only records back in 1977. In the There are currently 8 UK members way of reducing cataloguing costs meantime, though, the plus one in the Irish Republic is through cooperation, locally, achievements over the years have (Trinity College Dublin); two of nationally and internationally. This been tremendous and are a firm these (Oxford‟s Bodleian Library is something that has been foundation to build upon for that and Cambridge University Library) recognised in the context of future. also contribute series authority bibliographic data for some Further information records (an activity which requires decades; but the same principle Program for Cooperative additional training). Since all of the applies equally to authority data. Cataloging UK legal deposit libraries are The more there are contributing to http://www.loc.gov/catdir/pcc/ members, virtually all headings in its creation, the less the overall cost non-CIP British National for any one of us. And, as indicated NACO Bibliography records conform to above, there are many who benefit http://www.loc.gov/catdir/pcc/naco/ authorised LC/NACO forms. Over from this work, even if they don‟t naco.html 25% of the non-LC additions to the even have authority records in their LC/NACO file come from outside library systems. Giving something Library of Congress Authorities the US – and of that number back to the community is a natural (free access to LC/NACO authority around half are contributed by our extension. records) own British Library, by a long way http://authorities.loc.gov/ the most productive contributor to Membership quickly pays the file apart from LC. The total dividends; and, whilst gritting of Library of Congress Authorities and size of the file now exceeds 7 teeth is occasionally required, it is a Vocabularies service million records. good discipline (cataloguers think http://id.loc.gov/authorities/ that extra bit more about what LC Cataloging Distribution Service Members not only establish new they‟re actually doing) as well as a http://www.loc.gov/cds/ headings, but also undertake rewarding activity (there‟s more selective maintenance on existing than enough satisfaction in the - based on a presentation given at authority records. The relative challenges to overcome the CIG authority control workshop antiquity (in machine-readable occasional frustration, and a 2009, London) terms, that is!) of some of the data genuine sense of achievement). Hugh Taylor, Head of Collection – the earliest records predate Plus contributing “your” form of Development and Description, AACR2, for example – means that heading has practical benefits Cambridge University Library e: there is rarely any shortage of [email protected] Catalogue & Index 11
Pre- and post-coordinate indexing: strengths and weaknesses Jennine Knight, University of the West Indies
The main focus of this essay lies The concept of „aboutness‟, which index terms. On the other hand, in highlighting the strengths and is the source of considerable assigned terms are not restricted weaknesses of pre-coordinate and inconsistency in indexing and to terms extracted from the post-coordinate retrieval systems, central to the entire process, is document but are terms assigned providing „real-life‟ examples of recognised at this stage. Concept at the indexer‟s discretion which each system, and explaining some selection entails establishing are representation of the of the ways in which these two aspects of the subject matter of a document‟s content. This ensures systems can be used and document that are of interest to the that concepts implied by the exploited. Thus, it is crucial that users of the IRS. In essence, after author that are not mentioned the broader system that these two it has been determined what the explicitly in the text are indexed. systems are part is discussed with document is about (content This requires greater judgement the aim of supplying clear analysis), it is time to take into on the part of the indexer and definitions, and an understanding account the requirements of the tends to be associated with the of the two systems under review. users of the IRS. Further policy use of index terms drawn from a decisions at this stage is concerned controlled vocabulary. A Indexing is defined as the process with exhaustivity, which is the depth controlled vocabulary is defined as of representing the subject of a of indexing, that is, how many of “an artificial language designed to document. Jones et al postulate the concepts mentioned in the overcome the variability and that indexing is twofold: „”o assist document are to be indexed ambiguity inherent in natural in the retrieval of relevant individually; and specificity, which language” 5. Basically, it is an documents in answer to a query; relates “to the exactness with which authority list. It serves to improve and, to suppress the retrieval of ”1 the index terms match the concepts the likelihood of a match between non-relevant documents‟ . in the document” 4. The consensus the terms used by the indexers Indexing in itself is generally an is that specific terms are to be and searchers. Both pre- intellectual process involving a preferred to more general terms, for coordinate and post-coordinate great amount of subjective example: „Chihuahua‟ rather than systems employ controlled judgement. As a result of this „dog‟. This practice avoids vocabularies. A controlled human input, it is extremely costly problems associated with retrieving vocabulary has the following to perform on anything other than large numbers of documents when advantages: a very small scale. Furthermore, indexing has been carried out using indexing can be responsible for a general terms. Concept translation i. It lists the range of terms that significant proportion of is concerned with providing „the must be used in indexing and information retrieval failures; appropriate terminology for searching, and refers the users hence, it is a major concern in representing the document subject from the non-preferred to the examining information retrieval in the IRS‟4. Thus, concept preferred terms. For instance, if systems (IRS). translation is the process of turning „cows‟ is the preferred term, Jones et al cite that “indexing is a the indexer‟s ideas about the indexers and users would be multi-stage process in which the subject or subjects of a document directed from „cattle‟ to „cows‟. into index terms. However, before success of each stage is ii. It makes ready-made compound dependent upon the preceding concept translation is delved into, 2 decisions regarding the source and terms available. These terms stages‟” . This process was comprise two or more elements or subdivided into the four stages: nature of the vocabulary have to be made. Source of terms in indexing facets, for example: “butter content analysis, concept production or 637.2”6. selection, concept translation, and are considered to be derived or assigned. Derived terms are those term combination. These iii. It distinguishes between extracted directly from the text of processes are the same for both homographs, for example, pitch the document. This involves the pre-coordinate and post- (Bitumen), pitch (football), pitch use of an uncontrolled vocabulary, coordinate systems. Content (music), and pitch (slope). analysis concerns itself with the which is, using the author‟s own subject or subjects of a document. words or „natural language‟ as iv. It links terms together that are
Catalogue & Index 12
in some way related, for example, suggested by Rowley and Farrow. able in well tried, „standard‟ „cows‟ and „milk‟: this should aid The simplest way to arrange terms systems, such as LCC, DDC and both indexers and searchers in is alphabetically as in a dictionary; LCSH in MARC records. The term selection by suggesting more nonetheless an alphabetical alphabetical order facilitates usage suitable terms. arrangement “cannot show any with little or no training. Rowley kind of relationship except bringing and Farrow cite that pre- Term combination is the final stage together words which have the coordination is the most powerful of the indexing process, and it is same stem, which at best can only device for improving the precision concerned with decisions relating cater for a very small part of the of a search – “far more precise than to the order of the index terms. problem”8. Foskett states that the the crude „AND‟ of Boolean This is determined by the type of answer to this problem is to insert searching”9. indexing system utilised. Indexing linkages, usually called cross- systems are divided into two references. These serve to bring Another strength of pre- categories: pre-coordinate and post semantic relationships to the coordination is that of citation order, -coordinate systems. Jones et al attention of the user. A cross which is one of two mechanisms posit that the distinction between reference is made from the non- employed to establish the context these approaches occurs on how preferred term to „USE‟ the of a term. Citation order is the fixed they handle compound subjects. preferred term, for example: “predetermined order in which footpaths USE trails. The second subject concepts are to be “Pre-coordination is the method of arrangement shows arranged when the indexer combination of index terms at the relationships by juxtaposition, 10 7 assembles them in strings” . indexing stage” . The indexer which is grouping related concepts Citation order traditionally has al- constructs a heading comprising as systematically to form a ways been based on significance many terms as are required to classification scheme. The order. It is applied to achieve the summarise as much of the subject arrangement highlights hierarchical desired consistency of indexing content of the document as the relationships as well as coordinate different documents and “to place indexing system permits. relationships. This eliminates a documents and document records Essentially, the subject access substantial part of the cross at a useful point in the overall points comprise strings in their reference structure required by an sequence” 11. Furthermore, the entirety. Rowley and Farrow alphabetical arrangement. Books strings of concepts assembled suggest that this approach reflects on the shelves of a library is according to the citation order and systematises our natural normally arranged in this order to serve as mini abstracts to tendency to think of subjects as title assist users in finding all the books documents. This facilitates -like phrases. For example: „skin they are interested in shelved in the browsing for users and highlights diseases in dogs‟. Rowley and same area. However, this system the relevance of the document. Farrow supplies the Library of forced the introduction of notation Bodoff and Kambil mention that the Congress Subject Headings or code vocabulary to show order enhanced precision and recall (LCSH) as an example of a pre- and enable users to find concepts benefits of pre-coordination result coordinate indexing system. Pre- among the systematic from “the standardisation of term coordination is used with shelf- arrangement. Hence, terms have orderings and from the selection of arrangement, library catalogues to be searched in the entry intelligent term orderings” 12. and bibliographies, classification vocabulary which will direct the However, a fixed citation order schemes, alphabetical subject user to the code used to denote promotes complications in catalogue, feature headings, card them, for example: electronic – collocation and searching since catalogue, book or printed forms, 621.381 DDC. (Foskett, p.93). only the first term in the index string and printed indexes as according to forms an access point, while Foskett. Pre-coordinate indexes One of the strengths of a pre- documents on concepts occurring are critical to manual searching, coordinate system is that is allows later in the string will be scattered, and traditionally two forms of for indexes that are familiar to thus promoting difficulty in retrieval. manually searched indexes have users since they present a more or used pre-coordination: dictionary less complete statement of the To offset this problem of scatter, a and classified indexes as subject. Pre-coordination is avail- number of possibilities exist, but
Catalogue & Index 13
according to Jones et al, none is KWIC and KWOC indexes as According to Bodoff and Kambil, without problems. Permutation, according to Rowley and Farrow. the LCSH heading „Art, Asian‟ is which is the method of the term phrase used to ensure “manipulating the strings so that Bodoff and Kambil state that an that the term „Asian‟ matches only every index term forms an access often overlooked advantage of pre- in the context of Art. With a point and every term combination coordination is that standardisation compound subject, the indexer 13 is catered for” . is impractical of order enhances precision when curb spurious partial matches by since it generates an enormous the same terms can express either forming a phrase or using number of entries. For instance, different ideas through different citation order between terms. the three terms „ABC‟ could be syntaxes. For instance, „oil crises permuted to give six strings; [in America] result in U.S. invasion The attempt to combat problems however, seven terms give 5040 [on Iraq]‟ is different form „U.S that relate to efforts to impose a strings. This illustrates the invasion result in oil crises‟ structure when forming a subject number of entries that are derived (although we know this was the index string, which is associated from permutation. Furthermore, case). In both instances, the same with the pre-coordinate system, producing this index would be too terms are related by a different saw the development of the post- costly, and the index would be too cause and effect relationship. Pre- coordinate system from 1940s huge to be used effectively. coordination, theoretically can onwards. Nonetheless, Foskett Moreover, not all the combinations define the standardised ordering of emphasises that the post- constructed by this type of concepts when two terms are coordinate system was mechanistic approach would be linked in such a semantic established to clarify the difference useful. Another possibility can be relationship. When this occurs, this while confirming the essential rotated indexing, which is a more effect term must always precede similarities of the pre-coordinate promising approach. The purpose the cause term. This ensures that system. Hence, the post- is to allow each term to form an the two aforementioned examples coordinate system is used “to de- access point but “the relative have entirely different meanings, note indexing in which concepts were coordinated at the time of position of the terms in the string and appropriately assigns 15 remains unchanged”14. Although documents to distant parts of the searching” . This method elimi- this approach is more flexible than card catalogue to avoid confusion nates the need for citation order, a single string and avoids wasteful on the subject. In post- facilitating faster and cheaper in- duplication, the main problem coordination, however, the dexing but loses “the element of arises when users require a term unordered list of query terms „oil meaning provided by the syntax of the string of pre-coordinated combination which is not provided crises, U.S. invasion‟ matches 16 by the index. documents on both subjects. terms” . The index terms may be Bodoff and Kambil further either single words or compound Another weakness of pre- emphasise that intelligent term terms consisting of two or more coordinate systems is that they orderings enhances precision since words. However, these compound can be excessively complex for similar documents are grouped terms represent single concepts the searcher, who has to together while un-grouping as in „dry cleaning‟. This system is anticipate both the correct terms dissimilar ones. referred to as thesauri. With post- and the correct combination of This eliminates improper partial coordination, the user does not terms under which to search. Pre- matches by clearly defining the have to accept the term coordinate indexes are only context of each heading term. combinations provided in advance effective at summarisation level Partial matches in pre-coordination by the indexer but can assemble because large numbers of terms in result when the searcher has terms at the search stage in any a string become very difficult to guessed the first term of a subject order as the need arises. Since handle. Therefore, they are not heading in the correct order but has terms are freely coordinated by well suited for exhaustive (depth) failed to guess all of the terms. the user at the output stage, it is indexing. Moreover, indexing in much easier to search for multi- controlled language systems is The second mechanism utilised to concept subjects. For instance, let slow and costly. However, this is establish the context for a term in us suppose the indexer used the not the case with title-derived pre-coordinate schemes is following terms in classifying a (inverted) term phrasing. document: Socio-linguistics,
Catalogue & Index 14
Jamaica, Creole Languages, Out of phrase terms - An example relevant documents. From Jamaican Creole, and Post-Creole of this is an individual term experience, a large number of Continuum. This is exactly where occurring within a phrase in the relevant documents go unnoticed the indexer‟s work ends as there is document heading, and in a very as the searcher may peruse the no need to impose citation order. different phrase or as an individual first few documents only, as time- The searcher can retrieve the term in the query or vice versa. constraints may hinder the viewing document by using one or a of all information retrieved. Post- combination of index terms. Exhaustivity: Secondary Topic coordinate systems are not Keywords - In this sense, “the browsable but most effective when Jones et al mention that the first matching terms are assigned un- users specify their search needs. post-coordinate systems were warranted prominence by an algo- designed for manual operation rithm which does not understand In summary, the pre-coordinate using cards. The approaches the primary topic or context of the approach arranges items in a employed were Uniterm Cards, document” 17 logical order, which is linear and Peek-a-boo cards, and edge mono-dimensional as exemplified by goods on supermarket shelves notched cards. Searching a Depth: Non-categorical terms - and correspondence files in filing manual post-coordinate index The false drop occurs when the cabinets. Printed information required skill and was time- narrower term matches out of the sources, because of their linear consuming. Post-coordinate context its intended broader nature, are usually pre-coordinate. systems became important with the category. advent of computerised IRS. However, this approach may be also implemented in an electronic These are all evident in the World- Like, pre-coordinate systems, the environment as seen in a menu of Wide-Wed phenomenon, the strengths of post-coordinate choices presented by a computer utilisation of search engines that systems are counterbalanced by a system which asks users to make return thousands or sometimes number of weaknesses. The most selections on a hierarchical basis. millions of irrelevant documents in obvious is the problem of false This method is quite popular in response to a query. coordination of search terms. With videotext systems such as false drops, the terms required are Due to the multi-dimensional nature CEEFAX, ORACLE and MINITEL. actually found in the document but of the post-coordinate system, the It may be also found in OPACs, the document is not on the required need for users to learn formal rules gophers, and internet search subject. This problem is due to the to construct searches such as engines such as Yahoo! and Ex- lack of syntax. False coordination citation order and vocabulary cite. Pre-coordination is useful for promotes information overload, standards is reduced. This method general searchers, who may be especially among computerised accommodates different types of vague about their information systems. Bodoff and Kambil search patterns to be facilitated needs and who may be making a mention that out-of-context through the use of Boolean general search rather than matches are the primary sources of operators, but „formulating Boolean comprehensive answers to false drops, and stress that searches and the protocols of complex questions. Different pre- understanding the types of out-of- machine searching can be coordinate arrangements may be context matches is critical to complicated, even in menu-driven employed within one collection, for improving search methods. The systems.‟ instance, entries in a printed five types of out-of-context matches directory may be presented in one are prominent in computerised IRS. Post-coordinate permits indexing to sequence (alphabetical by title), any level of exhaustivity, and a with additional indexes giving i. Ordered relationship among higher recall than pre-coordination different sequences (author, terms since all documents with the subject, and place). According to requested coordinates are Jones et al. pre-coordinate Polysemy - This occurs when a retrieved. Nonetheless, a higher indexing systems are best used: term in the document index differs recall diminishes precision. Hence, in meaning from the same term in searchers are faced with the for „mark and park‟, which is the query. onerous task of wading through all providing a shelf number, where a of the retrieved items to locate single place is required as the
Catalogue & Index 15
physical location. An example of strengths of the two subject Access to Information. 3rd Ed. this was mentioned with „butter approaches – pre-coordination as Aldershot: Gower, 2000. p 166 8. Foskett, A. C. The Subject production‟ which will be shelved in traditional card catalogues, and th at 637.2. post-coordination as in a Approach to Information. 5 Ed. Lon- computerised keyword search. don: Library Association, 1996.p 85 9. Rowley and Farrow. p 167 where depth indexing is not This method is aimed at a greater required. 10. Jones et al. Unit 3, p 17 precision for a given level of recall. 11. Lowe and Wheatley Glossary The post-coordinate approach In addition, it is supposed to 12. Bodoff, David and Ajit Kambil. does not attempt to utilise the alleviate the problems associate “Partial Coordination. I. The Best of logical sequence since there is an with all out-of-context matches Pre-Coordination and Post Coordina- except polysemy. Nonetheless, tion.” Journal of American Society for independent retrieval mechanism Information Science. 49.14 (1998): which allows for the combination research reveals that this notion of partial coordination is not popular 1251-1269. p 1255. of multiple search terms. 13. Jones et al. Unit 3, p 18. Browsing is not catered for unless among writers, so it is safe to assume that its popularity has not 14. Jones et al. Unit 3, p 19. some complementary retrieval tool 15. Foskett, A. C. p 97. is provided as constructed by spread. 16. Foskett, p 102. Burke. Document location is 17. Bodoff and Kambil. p 1259. irrelevant as the document is In conclusion, the theoretical 18.Rowley and Farrow, p 173 retrieved by linking various distinction between pre- coordination and post-coordination Bibliography descriptive components together. Aluri, Rao, D. Alasdair Kemp and John Access points provide the basis may seem clear cut; however, in practice this is not the case as J. Boll. Subject Analysis in Online for retrieval. These may be Catalogs. Colorado: Libraries Unlim- there is some grey area since the subject, date, or some other ited, Inc. 1991 characteristic. The document may two approaches borrow from each be arranged in some way which other in an attempt to overcome Burke, Mary A. Organization of Multi- may be convenient from an their weaknesses. For example, media Resources: Principles and administrative viewpoint, but does post-coordination is supposed to Practice of Information Retrieval. Al- dershot: Gower, 1999. not claim to be logical for the restrict itself to single terms in searcher. Post-coordination may theory but make use of compound Cleveland, Donald B. and Ana D. be applied to both the original terms to enhance precision. Let Cleveland. Introduction to Indexing items and their surrogates. An us consider the concept „group and Abstracting. 3rd Ed. Colorado: example of this is a library OPAC. dynamics‟ – if these two terms Libraries Unlimited Inc., 2001 were indexed individually a search Computers provide an efficient would retrieved many irrelevant Fugmann, Robert. Subject Analysis means of carrying out documents containing one or both and Indexing: Theoretical Foundation and Practical Advice coordination. However, post- of the terms. Hence, the practice . Frankfurt: Indeks Verlag, 1993. coordination may be implemented is not so clear cut but a continuum in any of the following systems – exists with pre-coordination at one Gredley Ellen and Alan Hopkinson. manual, mechanised, and comput- end of the pole and post- Exchanging Bibliographic Data. Lon- erised. Post-coordinate indexing coordination at the other. don: Library Association Publishing systems are best used as Ltd. 1990 according to Jones et al - References 1.Jones et al. Jones, Philip H., Lucy Large, Andrew, Lucy A. Tedd and R. J. where depth indexing is Tedd and Alan Wheatley. ILM 7820 Hartley. Information Seeking in the Online Age: Principles and Practice. needed, since it is possible to Principles for Information Retrieval. London: Bowker Saur, 1999. handle large numbers of index Aberystwyth: The Open Learning Unit, September 2000. Unit 3, p 2. terms when they are all indexed 2. Jones et al. Unit 3, p 3. Lancaster, F. W. Indexing and Ab- nd individually. 3. Jones et al. Unit 3, p 8. stracting in Theory and Practice. 2 4. Jones et al. Unit 3, p 9. Ed. London: Library Association, for highly specific search need. 5. Jones et al. Unit 3, p 10. 1998. 6. Jones et al. Unit 3, p 11. Jennine Knight, Librarian II Bodoff and Kambil propose a new 7. Rowley, Jennifer and John Farrow. University of the West Indies e: approach called Partial Organizing Knowledge: An Introduc- Coordination, that combines the tion to Managing [email protected]
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Spelling it all out: FRAD, ISNI, RDA, VIAF: automation and the future of authority control
Alan Danskin, British Library
In this article I want to discuss the The Statement of international the continuing high status attached future of authority control. cataloguing principles reiterates the to monographs and edited volumes Authority control is expensive and principle of comprehensiveness, in the humanities, and to is only applied to a relatively small but recognising that the computer is practice-based outputs in the arts. number of resources. While this not bound by the same physical Yet even in the humanities, journal was justifiable and useful in the constraints as the card catalogue, articles are now by far the largest context of an institutional extends the requirement to include publication format by volume. catalogue, the value of the any person, family or corporate investment is more questionable in body associated with a resource. In certain fields, data sets, the context of the hybrid library or From the perspective of the user preprints, conference proceedings the web. If the scope of authority this is absolutely right, but, I and web resources are the control has to be extended to a wonder how many of our currency of research. much wider range of resources, catalogues would satisfy this In computer science, for example, how can we achieve this at an criterion? the pace of change means that acceptable cost? How might our conferences are particularly processes and data be more In practice we make choices regarding authority control. The important, and these may attract scaled? To what extent might higher prestige than journal automation of the authority control choices vary between institutions. The British Library is probably articles…Repositories have process be possible? This paper achieved less traction in the evaluates the potential for new typical in that authority control is disproportionately allocated to humanities and social sciences models, standards and projects to than in many science and address these challenges. printed books and printed music. There is no formal authority control engineering subjects. The catalogue is an instrument to of article level literature and The uncomfortable conclusion is save the time of the information coverage of non-print resources is that delivery falls short of aims and seeker. Authority control is one of inconsistent. Inconsistencies also ambitions, as expressed through the syndetic structures which turn a persist between current and the International Statement of list of books into a catalogue. The retrospective practices, despite Cataloguing Principles. Names associated with resources at levels Paris Principles instructed that, much hard work by authority control of granularity lower than the book “The catalogue should be an staff over recent years, to reconcile or resources that are published or efficient instrument for headings in the integrated distributed through repositories are ascertaining…which works by a catalogue with the LC/NACO not effectively controlled, therefore I particular author are in the library.” Authority File. can‟t go onto Google and find all These principles were updated the resources associated with Mao As a recent survey by JISC earlier this year following a lengthy Tse -tung / Mao Zedong /毛澤東, confirms, printed books are not international consultation. irrespective of whether they are (and have not for some time) been held by a library, archive or The catalogue should be an the preferred means by which museum, or part of the full text or effective and efficient instrument academics and researchers publish metadata. Even if this were that enables a user …to find sets of their work. Even in the humanities, technically possible, I would need resources representing all journal articles are a key measure to conduct multiple searches to resources associated with a given of academic productivity. encompass the variant forms of name employed according to person, family, or corporate body sectoral, institutional or national Statement of International The only major exceptions to the dominance of the journal article is practices. Cataloguing Principles, 2009
Catalogue & Index 17
2008-9 Resources v Authorities
Total LC/ NACO
BL/NACO
UK Repositories Authorities
Type UK Legal Resources Deposit
ETOC Articles
UK Web Domain (Est.)
0 400,000 800,000 1,200,000 Number
Whatever the reasons for the repositories. It is reasonable to they can and check for points of constraints, the consequence from assume that each of these coincidence. Cataloguers may the user perspective is that I don‟t resources must have at least one contact publishers or authors get what I want. Is authority control name associated with it. Not all of directly to substantiate information of printed books adequate? When these will be new names of course when all other sources fail. Current the web is breaking down physical and more research is needed for workflows are fundamentally based barriers to access can we afford to certainty in this area. The graph on human review and is therefore neglect the semantic obstacles also shows that the total number of inherently expensive and do not littering the information landscape? new names added to the LC/NACO scale well. Will administrators think that partial authority file over the same year, authority control is worth paying was just over 200,000. This An alternative approach would be for? represents a daunting shortfall. to capture authoritative information before a resource is published, so What is the size of the problem? In On receipt of a book, cataloguers that authoritative information is 2008-9 approximately 1.5 million will determine whether the creator, available throughout the value new resources were “published” in contributor or other names chain. This means involving the UK. The graph illustrated the associated with the book have publishers, creators, researchers breakdown by type of material. already been added to the authority and librarians. The realities of This includes an estimate of the file. Is the A. Rose PhD on the title (mis)identification on the web mean number of new websites in the UK page, the same person as Dr. Alex that benefits to other sectors and domain; the number of articles Rose.? The process by which individuals are much more evident added to the British Library‟s cataloguers do this is a than has previously been the case. Electronic Table of Contents; the combination of information The human factor can be number of new titles received gathering and matching. supplemented by automation. through legal deposit and the Cataloguers find as much number of resources deposited in information about two identifies as Automated or semi-automated
Catalogue & Index 18
approaches for derived cataloguing and has written papers with A.N. or an individual and an institution. are commonplace, but less well Other. To answer these questions, As well as facilitating machine developed for authority control. the matching, such relationships can Automation would be facilitated by focus of authority work has to shift support navigation and unique, persistent identifiers for to identification. presentation of results. persons, families or corporate bodies, just as the ISBN aids The Functional Requirements for As a consequence of these bibliographic record matching. The Authority Data (FRAD) is an developments, many new fields are International Standard Name extension of the FRBR model to being proposed for inclusion in the Identifier (ISNI), developed by tasks related to authority control. MARC 21 Authorities Format. libraries, trade and rights The FRAD model defines entities, These will make it possible to management organisations, is attributes and relationships needed explicitly record dates and events to support authority control tasks, associated with a person, family or currently a draft international including user tasks, such as FIND corporate body. standard. As well as being an identifier, the ISNI also defines and IDENTIFY. FRAD supports different implementations of Explicit authority data can be supporting metadata necessary for exploited by machines to match disambiguation and assignment. authority data. It looks ahead to an object oriented approach in which authority records more efficiently. Current authority control practice, attributes are recorded to create an This process has been exemplified as derived from AACR2, is that entity record that machines can by the Virtual International Authority disambiguation, not identification, is process. FRAD also defines File (VIAF), a collaborative project the governing principle. This relationships between entities. initiated by Library of Congress, means that a heading can be FRAD also supports the current OCLC and Deutsche Nationalbibliothek. VIAF has established so long as it can be model for authority control by successfully matched authority files distinguished from all other means of a controlled access point. headings. The consequence of this from different national libraries and is that data elements may not be A similar approach is also evident has also matched sample data explicitly specified. For example, if in RDA: Resource Description and provided by rights management not needed to disambiguate a Access. RDA has to maintain agencies involved with ISNI. compatibility with current name, the date of birth or an A really exciting application of unused forename, may be cataloguing based on AACR2, but also look ahead to linked data. automated matching is when rich recorded as a note; even when authority data can be reliably recorded in the heading, the data is RDA therefore makes provision for “authorised access points”, matched with bibliographic data. part of a complex string, not a equivalent to the current heading This is one of the potential distinct well defined attribute. strings used in bibliographic applications of VIAF. It is also Information buried in strings or fundamental to the approach taken records, but RDA also defines notes, may be accessible to attributes by which entities can be by the JISC funded Names Project. cataloguers, but not to machines. Names is led by MIMAS, at the It is also questionable how much identified and rich vocabularies for expressing the relationships University of Manchester in assistance it is to an end user to partnership with the British Library. distinguish between A. Rose, born between entities. As well as traditional “library” relationships, The project is investigating the in 1935 from A. Rose who died in provision of web services for 1970. It would be much more such as earlier/later names, or distinct bibliographic identities, deduplication and disambiguation useful to the user to know that A. RDA defines relationships more of names in the context of Rose is a woman, who has worked typical of archival practice, such as institutional repositories for Higher at the University of Somewhere Education and grant making those between members of a family
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bodies. Initial work has involved Useful links The knowledge network: British the deduplication of names Library annual report & ac-
Catalogue & Index 20
Using WebDewey Elly O„Brien –The Royal College of Surgeons of England
The Online Computer Library searching compound terms and for occasions where the actual class Center (OCLC) first published the name might not be known (e.g. "commercial" rather than “business" law). Dewey Decimal Classification (DDC) scheme online in 1993, with Searching the relative index using a simple keyword highlights some the launch of the current difficulties with the search, for example the term "dog" retrieves wider re- WebDewey interface in 2000. The sults than might be anticipated. Results include Management Measures site states that WebDewey is to be (including note refers to "yellow-dog contracts") and Pest control (relative used to „find a classification index terms include "Dog pounds"). number appropriate for the item you are describing [and to] identify additional subject terms to use as access points.‟. It offers value added features unavailable in the printed volume such as Library of Congress Subject Headings (LCSH) and is updated quarterly. A variety of pricing models are available which can make WebDewey a more economic option than the printed edition. The focus of this article will be the key features and drawbacks of using WebDewey for classification, and is written by a novice classifier. Searching The top-level class for dogs as domestic animals (636.7) is not retrieved The first problem encountered using this search term. Additional subdivisions and built numbers when using WebDewey is (indicated by the letter B) are retrieved in this search. The class number navigating the interface. The 636.7 is only retrieved using the keyword "dogs" (fifth result of 29) or headings for the different services using truncation dog* (where it is result 18 of 49). offered within OCLC‟s Connexion suite are not intuitive for a first time When using single, broad keywords the search retrieves results you user. WebDewey is accessed via might not expect. These results are appropriate to the search field used „Dewey Services‟ along a set of and reflect the wide scope of DDC, however, they could initially confound navigation tabs and directs you to a new user or novice cataloguer as it is not obvious (until you enter the the main search page. The main record itself) why they have been retrieved. Using more focused search search page offers a variety of terms (as is recommended in the quick tips) returns more accurate search field options and separate results, but is rather limited in its scope and will often return no results search boxes for building search when searching for more complicated concepts. This limitation is strings easily using Boolean common to all schemes, regardless of format and can be solved through operators. The search fields echo keyword reconfiguration. Greater familiarity with the scheme and its the printed version; although it is terminology would also reduce such erroneous retrieval. fairly obvious which field searches what, some practice is required to Dewey number searching is a useful feature, but is limited as it searches find the most appropriate search only main class numbers and added built numbers. On the results page field for the particular topic or item. the display segments the number to show where division has occurred, which is useful for interpretation of built numbers and adapting the given Searching all fields unsurprisingly built number. retrieves a large number of results. This approach is useful in Searching takes getting used to, especially regarding which fields to use
Catalogue & Index 21
to retrieve relevant results, wider perspective as the printed volume, especially for a novice classifier. getting accustomed to what level of detail in a search is necessary and The use of boxes means that notes, relative index terms and subject what will prove excessive. This headings are easy to distinguish. Added notation is clearly asterisked and problem may be due to the the notes box provides a hyperlink to the relevant section, making the medium, as it is all too easy to instructions easier to follow than the printed volumes. These hyperlinks forget that Dewey is a scheme open in new windows (or tab in Firefox), allowing simultaneous reference capable of multiple subdivision, to the original number and the notation. This is a definite improvement on therefore when searching online it the paper version. Notes also include hyperlinks to other related or more is imperative to employ the same appropriate class numbers. The individual record will also include any keywording principles as you would individual or institution notes which have been added. Such notes are when searching the printed volume, useful for maintaining consistency in local cataloguing policy, they are rather than assuming similar easy to create and integrate in to the main sequence as a written note functionality to a generic search would be in the printed volume. It is possible to create institutional notes engine. as well as notes for individual cataloguers. Browsing LCSH appear on the record page to aid subject heading assignment, Browsing offers a closer saving time and effort (it is worth noting that DDC-LCSH mapping was approximation to the searching suspended for some time). However, these are only a selection of subject process within the printed volumes. headings, so it probably does not match the DDC-LCSH mapping It proves very useful when using available through Classification Web (http://classificationweb.net/). simple keywords or approximate phrases, for example it retrieves precise results for “dog” and “business law” which are easier to interpret than within the search interface. Browsing for “dog” shows “dog family” whereas the search facility gives the Latinate class name. Business law maps to its commercial law, but displays business law on the browse results page. These examples show how browsing might be easier for either an individual without specific subject knowledge or a novice classifier. Browsing the relative index is straightforward as “page up” and “page down” function offers navigation through the index and echoes the printed version. Navigation Results The main navigation is not intuitive as it operates through a combination Individual record pages are Of tabs and drop down menus. As well as the format, the function of helpfully laid out, showing the these navigation menus is not obvious, for example viewing a table is the term‟s place in the hierarchy “show tables” option within the drop down menu labeled “show options”. including those class numbers Helpfully opens in a new window to allow simultaneous main class and above and below it. These num- table viewing, but is not easy to find. Although not obvious, it is a very bers are hyperlinked to enable easy system to use once the user is accustomed to it and OCLC has browsing. It offers a good snapshot created both quick and in-depth help documentation to support users. of the class number‟s position Navigation between search results records is straightforward, using the within the overall hierarchy, but "view record jump bar". might not offer quite the same
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Workspace The workspace is a temporary storage area to aid number building. Hyperlinks to tables and notation open in separate windows. The workspace sits at the top of the screen, in to which numbers from the main sequence and tables can be copied and pasted for building numbers. It makes keeping track of number building easier than in print. Conclusions The main stumbling block of WebDewey is that it is not an intuitive system to use, however, this is overcome through extensive help documentation and familiarity. The difficulties of searching (irrelevant results) are related to the problems of searching a complex classification system, rather than a fault of the interface as similar prob- lems are encountered when using Classification Web. It is a very useful classification tool, it simply requires some patience whilst building up familiarity with it. Further information on WebDewey: http://www.oclc.org/dewey/versions/webdewey/
Elly O’Brien, Information Resources Librarian , The Royal College of Surgeons of England.
CALL FOR PAPERS
The editor is accepting proposals for issue 159 of Catalogue & Index, which will be covering cataloguing, metadata and indexing within the film and image sector. We are looking for: short vignettes (300-600 words) case studies of specific projects / roles (600-900 words)
discursive essays on aspects of practice / experience (upwards of 900 words) Suggested topics could include, but are not limited to:
Ideally, we would like to represent all the major sectors of the LIS community: academic, commercial, public, and special. We would also be happy to hear from students, lecturers and para- professionals. This issue will be published electronically and be made available through the CILIP Cataloguing and indexing Group website http://www.cilip.org.uk/get-involved/special-interest-groups/cataloguing-indexing/Pages/default.aspx C&I is used as a promotional tool at future events, so if accepted, your work will reach not only the existing readership of C&I, but a wide range of others interested in cataloguing, indexing and metadata. In the first instance, please send your name, contact details and proposal to the editor, if accepted the final submission date for articles will be confirmed via email. Email the editor: [email protected]
Catalogue & Index 23
CIG Authority control A. Rose by any other name workshop 2009 Report Kate Bunting, Leeds Metropolitan University
I attended this workshop hoc basis! Helen concluded that passing on to our university‟s organised by the Catalogue and the project was very worthwhile, Repository Development Officer. I Index Group of CILIP on 23rd though extremely hard work in felt it was aimed at the October at Ridgmount Street. I spite of using an external experienced librarian rather than was particularly keen to attend as contractor. trainees and students, so fulfilling we are currently doing a lot of a need not met by the CILIP retrospective AC work at Leeds Hugh Taylor from the University of training courses in cataloguing. Met. I‟m also now involved with Cambridge spoke on the Library of My only criticism was the teaching the Organisation and Congress/NACO Authority File. description of the afternoon as a Retrieval of Information course to This was an entertaining and workshop, when it was actually a the Masters in Information Studies enlightening session, with a series of presentations – but none students at the University, and I welcome emphasis on the end the worse for that! I would felt I might need a refresher! user, not just the technical certainly be very happy to attend services staff. similar events on specific The workshop consisted of four Cataloguing subjects, and I hope presentations with time for The last speaker was Alan Danskin of the British Library, on some will take place in the North questions and discussion. It was of the country. well attended, with delegates “Automation and the Future”. Alan mainly from various academic highlighted the very large gap Kate Bunting, Senior libraries, but some from public and between the number of published Bibliographic Services Librarian, special libraries, which perhaps resources per year and the Leeds Metropolitan University. reflects where most “traditional” number of authority records e: [email protected] cataloguing is now done. produced, and the widening numbers and types of institutions The first speaker was Anne Welsh involved in controlling information. of University College London. Her He asked whether we need to presentation was titled “Resource rethink the process, and whether discovery: authority control from Authority Control is in fact being the user perspective”. The talk applied at the wrong point, i.e. at was bright and breezy, very much the end of the process instead of a personal view, and took the the beginning. He touched on concept of authority control developments in MARC, on RDA outside the library catalogue to the and the concept of the Internet, Amazon and Google, and International Standard Name institutional repositories. It was a Identifier, and asked how these good start to the workshop, would further affect our current reminding everyone that this ideas of AC. This session apparently abstruse and even probably raised more questions arcane discipline in fact has than it answered, but was wide-reaching application. fascinating. Helen Williams of the London I enjoyed the sessions very much School of Economics then spoke and have found them useful, about “Retrospective Authority especially as an update in where Control”. This was very much a AC seems to be going, and also report of the project recently giving me information which helps completed at LSE to tidy up their to emphasis the importance of authority files. I found this Authority Control in a large particularly interesting as I am collection – possible ammunition trying to do much the same thing for the future. There was also at Leeds Met, albeit on a very ad some information which I shall be 24
Book reviews
“E-Journal invasion: a cataloger‟s to show different schema. There is in the future – and some of the guide to survival” by Helen even a useful table to describe the other opportunities that the library Heinrich. Binghamton N.Y.: variations (and similarities) be- world needs to embrace so as not Haworth, 2007. tween a serial and an integrating to be superseded by the likes of resource – basic stuff, but useful to Google Scholar as the research This is a useful guide if you want to have lain out in one place. tool of choice. The shift in know a brief history of electronic emphasis in cataloguing from One major issue covered is that of description to accessibility is made journal cataloguing, coupled with a the ever increasing numbers of case-study as experienced by the clear, alongside the need for electronic serials that are available, comprehensive metadata to link author. Serials cataloguing is a e.g., through aggregators and fairly rarefied field of librarianship; through from any search to the bundled packages. It is made clear resource. electronic journals cataloguing, as that the traditional method of a subset, even more so. There are cataloguing any resource is simply This is a useful summary and guide more ways to catalogue a serial not able to keep up with the volume to have on the serial cataloguer‟s than ways to have hot dinners, of journals that are now available. bookcase. Despite the simple which is why there is such a This is where e-journal language used, the issues covered variation in catalogue records for management systems are de- are complex. The author has a firm the same title – if a definition of a scribed, such as TDNet and Serials grasp on the challenges faced serial can be agreed upon in the Solutions. These commercial when cataloguing electronic first place. products are taken in an impartial journals, which can aid not only the Heinrich steers through these manner, which allows the reader to cataloguer but also the acquisitions muddy waters with ease, offering a draw their own conclusions as to and the reference librarian. their worth. summary of the cataloguing basics Natasha Aburrow-Jones, for serials. She covers the The author‟s experience of SUNCAT Project Officer, EDINA MARC21, MARCXML, MODS, implementing Serials Solutions‟ Service Delivery - Bibliographic and Dublin Core and ONIX schema. MARC record service in her library Multimedia Services. AACR2 rules are also summarised, catalogue is given as a case-study. particularly chapters 9 and 12, This is detailed, starting with the which are concerned with preparation and testing, working electronic resources and continuing through the problems encountered, resources respectively. It is noted detailing the actual implementation, that AACR2‟s replacement, RDA, subsequent clean-up file and may offer a different cataloguing continuing updates. Questions solution. The pros and cons raised (and answered) include between the single record and mul- easily-overlooked details in the tiple record approaches are general plan, such as the amount discussed, along with the CONSER of time needed for the preparation standard. The cataloguing aspect is and ongoing maintenance. Another covered with reference to clear and case-study would have been succinct diagrams. This takes out useful, allowing for a different the headache of having to reconcile perspective. AACR2 with MARC21 and any local practices, for example, with The book finishes with a summary illustrations from different websites of the issues faced – and will face
Catalogue & Index 25
Book reviews cont‟d
Usage statistics of e-serials, David systems. provides a useful summary of both C. Fowler (ed.). Haworth Press, the potential and limitations of 2007. Simultaneously co-published The more theoretical articles usage statistics. as The Serials Librarian, 53 consider the advantages and (Supplement 9). 297p. 978-0-7890- disadvantages of relying on usage Anna Grigson, Assistant Digital 2988-1 reports, in particular looking at the Resources Librarian, University of „Lies, damned lies and usage extent to which usage can (or Westminster statistics – what‟s a librarian to cannot) be related to value. There do?‟ asks the title of one article in is discussion of the potential of this collection, and it is no doubt a combining quantitative usage data question that many a librarian has with more qualitative assessments found themselves asking when to gain better insight into user trying to make sense of an needs and behaviours, alongside overwhelming mass of usage warnings of how over-reliance on data. measurement could distort both libraries‟ collection management This volume attempts to provide decisions and the scholarly some answers in the form of communication supply chain itself. seventeen journal articles which cover a mix of case studies of how Although this volume aims to cover individual libraries manage usage a broad range of issues, the statistics and more theoretical perspective is largely that of US considerations of the potential and academic libraries, and the brevity limitations of usage data. of the articles means that some complex issues do not get the The case studies cover many of depth of treatment they deserve. the practicalities of implementing a There is considerable repetition usage statistics programme within between several of the case a library, including the cost and studies and as some of the articles time involved in collecting and are now a few years old much of processing usage data, and the the detail is out-of-date, although thorny issues of data reliability and the broader issues remain comparability. They also discuss pertinent. the measures which can be produced from usage data, such But despite these limitations, this as calculating cost-per-use for volume nevertheless provides a different resources, and how they useful introduction to many of the can be used to support collection key issues in collecting, analysing management. Whilst most and interpreting usage statistics for concentrate on the simple reports e-resources. Practitioners new to based on vendor-supplied this area should find the case statistics, there is also some studies useful, and for managers coverage of more sophisticated seeking an overview of how usage techniques such as deep-log statistics can support collection analysis of data from local library management decision-making, it 26
Catalogue & Index is electronically published by the Cataloguing and Indexing Group of the Chartered Institute of Library and Information Professionals (CILIP) (Charity No. 313014)
Subscription rates: free to members of CIG; GBP 13.50 for non-members.
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Submissions: In the first instance, please contact the Editor: Penny Robertson, Information Architecture Manager, Scottish Qualifications Authority (SQA) e: [email protected]
For book reviews, please contact the Book Reviews Editor: Neil T. Nicholson, Cataloguing & Metadata Services team Leader, National Library of Scotland, e: [email protected]
ISSN 0008-7629
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Catalogue & Index 27