Metadata

1. Ontologies Knowledge Organization Indexing Information Architecture Metadata Information Organization Categories Bibliographic Control Taxonomies Classification Dr. Sherry Vellucci Information Organization Documentation Concept Maps Knowledge Representation Cataloging ? Abstracting U B C

2. “In the colossal labor, which exhausts both body and soul, of making into an alphabetical catalog a multitude of books gathered from every corner of the earth there are many intricate and difficult problems that torture the mind.” Thomas Hyde. Catalogue for the Bodleian Library, 1674.

3. Why Organize Information? Connect User & Document User has information need Document exists that meets the information need

4. What is Information Organization? • The process of creating, arranging, and maintaining systems for bibliographic information retrieval • Organization of the materials and information that we collect or provide access to in libraries, museums, archives, and information centers • Information Organization differs depending on environment

5. Functions of Information Organization • Primary: • Provide access to recorded information for the purpose ofretrieval • Bring together related documents • Distinguish between similar documents • Secondary: • Keepinventoryof what we have and where it is located • Keep recorded information usable for posterity

6. Subsets of Information Organization • Cataloging & metadata • Classification • Indexing and abstracting • Database design • Information architecture • Content management • Knowledge management

7. Trends in Catalog Creation • Ancient times - Simple lists • Middle Ages - Inventories • Sixteenth & Seventeenth Century - Finding lists • Eighteenth Century - Codification begins • Nineteenth Century - Collocating Devices • Twentieth Century - Expanded codification & mechanization • Twenty-first Century - ?

8. What Is a Catalog? “A retrieval tool that provides access to individual items within collections of information packages” Taylor, 1999 “An organized set of bibliographic records that represent the holdings of a particular collection.” -- Wynar

9. Bibliographic (Metadata) Records • Surrogates for information packages in the collection • Include standardized descriptions • Form a catalog when arranged or accessed systematically • (Also called bibliographic records, catalog records, entries)

10. Access Points • Any term in a metadata record that may be used to locate that record • A Controlled access point • An authorized (preferred) form of access point • Constructed with information in a certain order • Maintained under authority control

11. Types of Bibliographic Control • Control of a Body of Literature • Indexes (& Abstracts) • Bibliographies • Control of Collections • Catalogs • Finding Aids • Museum Registers • Control of Knowledge • Knowledge Management

12. Macro level access Broad in scope entire book complete serial complete archival collection Macro level tools Catalogs Micro level access Narrower in scope of description Chapter in book Article in serial Individual items in archive or museum Micro level tools Indexes Abstracting services Databases Levels of Access

13. Cutter’s Objects of the Catalog • 1) To enable a person to find a book when one of the following is known: • The author • The title • The subject • 2) To show what the library has: • By a given author • On a given subject • in a given kind of literature

14. 3) To assist in the choice of a book • As to the edition (bibliographically) • As to its character (literary or topical) From Rules for a Dictionary Catalog, 1876, 4th ed., 1904 1. Find 2. Collocate 3. Evaluate

15. FRBR User Tasks • Find (locate) • Relate/Navigate (Collocate [Svenonius]) • Identify • Select • Obtain • Other possible tasks: • Attribute Royalties to • Preserve

16. Assumptions • Objective 1:User can express the information need & translate into language of the system • Objective 2: Users need requires looking at related sets of information (all documents by a given author, on a given subject, in a certain genre) • Objective 3: User finds multiple manifestations of work and need to evaluate the surrogate in order to select the appropriate document

17. Problems • How do we operationalize open-ended objectives? • Success of objective must be measurable • To be measurable, must be specific

18. Intellectual Issues • Representation – concise depiction of complex information • Document surrogates • Describe attributes of the document • Classification -- a scheme for organizing information packages or concepts

19. Problem: What are We Organizing? • Recordedinformation -- meaningfulsymbols (letters, numbers, etc.), sounds or images created or collected to convey a message • Why do we use the term “recorded information” instead of just information? • Document – An information package • Often associated with text printed on paper • Broader context includes videos, sound recordings, graphics, computer files, etc.

20. Functional Requirements for Bibliographic Records • What FRBR is: • a logical framework • a conceptual model • a "generalized" view of the bibliographic universe • Available at http://www.ifla.org/VII/s13/frbr/frbr.htm • What FRBR is not: • a data model • an implementation model • a conceptual model for authority records • A conceptual model for subjects

21. FRBR Functions • Specifically identify what is being described • Improve catalog displays • Provide common conceptual model & language

22. Entity-Relationship Model Attributes Attributes • Title • Creator • Subject • Title • Creator • Subject Entity 1 Entity 2 Relationship • Group 1 Entities: Products of intellectual or artistic endeavour • Group 2 Entities:Those responsible for the intellectual & artistic content, physical production, or custodianship • Group 3 Entities: Entities that serve as subjects of intellectual or artistic endeavour

23. Work Expression Manifestation Item Group 1 Entities & Their Relationships An Expression “realizes” A Work A Work “Is realized through” An Expression An Expression “Is embodied in” A Manifestation A Manifestation “embodies” An Expression An Item “exemplifies” A Manifestation A Manifestation “Is exemplified by” An Item

24. LS vs. IS Terminology Comparison FRBR Terms I. S. Terms Work Expression Manifestation Item Message Text Document Instantiation

25. W1 Tolkien The Lord of the Rings Work/Expression/ Manifestation/Item Relationships E3 Spoken Word Performance E1 English Text E2 German Text The Lord of the Rings Der Herr der Ringe Translated by Margaret Carroux The Lord of the Rings Read by Ian Holms M1 Sound Recording M1 English M2 English M3 English M1 German The Lord of the Rings Read by Ian Holm BBC Audiobooks 2003 13 compact discs The Lord of the Rings New York Facsimile Reprints 1965 The Lord of the Rings London Harper Collins 1998, 3 v. Der Herr der Ringe Translated by Margaret Carroux Stuttgart Ernst Klett 1968, 3 v. The Lord of the Rings London Allen & Unwin 1954-55, 3 v. I1 VUW Library Copy 1, signed by the author

26. Equivalent Derivative Descriptive Whole-part Sequential Accompanying Shared characteristics Barbara Tillett Richard Smiraglia Sherry Vellucci Allyson Carlyle Bibliographic Relationships

27. Barbara B. Tillett, “Bibliographic Relationships.” In Relationships in the Organization of Knowledge, edited by Carol A. Bean and Rebecca Green, 19-35. Dordrecht: Kluwer Academic Publishers, 2001 Family of Works Same Expression New Work NewExpression B. Tillett Dec. 2001

28. Equivalent Relationships • Multiple manifestations with identical content W1 The Lord of the Rings E1 English language text M1 Allen & Unwin, 1954-55. M2 Facsimile Reprints, Inc., 1965. M3 Harper Collins, 1998. Tolkien, J.R.R. (John Ronald Reuel), 1892-1973. The Lord of the Rings – Books—English + London: Allen & Unwin, 1954-55. + New York: Facsimile Reprints, Inc., 1965. + London: Harper Collins, 1998.

29. Derivative Relationships:Same work • Editions • Translations • Performances Tolkien, J.R.R. (John Ronald Reuel), 1892-1973. The Lord of the Rings • E1 Books—German + M1 Trans. by Margaret Carroux. Stuttgart: Ernst Klett, 1968. • E2 Spoken word recording—English +M1London: BBC Audio Books, 2003.

30. Derivative Relationships: New works • Parodies • Adaptations Beard, Henry N. Bored of the Rings: a Parody of J.R.R. Tolkien’s the Lord of the Rings. New York: New American Library, 1969 Strachey, Barbara. Journeys with Frodo: an Atlas of J.R.R. Tolkien’s The Lord of the Rings. London: Grafton, 1992. The Lord of the Rings. Screenplay by Fran Walsh, Phillipa Boyens and Peter Jackson based on the books by J.R.R. Tolkien; produced by Barrie M. Osborne, Peter Jackson, Fran Walsh, Tim Sanders; Directed by Peter Jackson. [London?]: New Line Cnema, 2002. Knizia, Reiner. The Lord of the Rings Board Game. Illustrations by John Howe. Cambridge: Sophisticated Games, 2001.

31. Whole-Part Relationships • Components • Aggregates The Lord of the Rings= aggregate work = work of works • The Fellowship of the Ring= component part = work • The Two Towers= component part = work • The Return of the King= component part = work The Lord of the Rings Game • contains 2 books, 2 map sheets, 9 character sheets, rules, contents sheets, 4 red dice, cardboard counters, map errata

32. Sequential Relationships • Part to part (or chronological) Relationship Part 1: The Fellowship of the Ring Part 2: The Two Towers Part 3: The Return of the King The Lord of the Rings Official Fan Club Magazine Vol. 1, no. 1; vol. 1, no. 2 …

33. Accompanying Relationships • Manifestation is accompanied by additional material Shore, Howard. The Lord of the Rings: the Motion Picture Trilogy: Instrumental Solos. Music arranged for trombone by Tod Edmonsen. Miami: Warner Bros, 2004. 1 part (25 p.) + 1 sound disc (4 ¾ in.) The Lord of the Rings. Extended edition includes 4 DVDs: 1: Part One; 2: Part Two; 3: Appendices Part One: From Book to Vision; 4: Appendices Part Two: From Vision to Reality. + 1 booklet with explanation of the extended edition; documentary appendices on the making of the movie; complete listing of scenes, with new scenes and extended scenes identified; and diagrams detailing how the book was transformed into visual form.

34. Commentaries Evaluations Criticisms Reviews Descriptive Relationships:New works • Simpson, Dale. Modernized Myth: Beowulf, J.R.R. Tolkien and the Lord of the Rings. • Miesel, Sandra. Myth, Symbol and Religion in the Lord of the Rings. • Smith, Jim E. The Lord of the Rings: The Films, the Books, the Radio Series. • Fisher, Jude. The Lord of the Rings Location Guidebook. • Astin, Sean. There and Back Again: Behind-the-Scenes on the Lord of the Rings.

35. FRBR Group 2 Entities • “The Group 2 entities represent those responsible for the intellectual or artistic content, the physical production and dissemination, or the custodianship of the entities in the first group” (FRBR, p.13) • Group 2 entities include: • Persons • Corporate bodies

36. Group 1 Entities Relationships of FRBR Group 1 Entities to FRBR Group 2 Entities(FRBR p. 14) Group 2 Entities

37. Group 1 : Group 2 Relationships w1 The Lord of the Rings “created by” p1 J.R.R. Tolkien e1 The Lord of the Rings [spoken word recording] “performed by” p2 Ian Holm m1 The Lord of the Rings. [motion picture, 2002] “distributed by” cb1 New Line Cinema Home Entertainment i1 The Lord of the Rings [published English text 1965] “owned by” cb1 Victoria University Library

38. FRBR Group 3 Entities • The Group 3 entities serve as the subjects of works • The group includes • concept(an abstract notion or idea) • object(a material thing) • event(an action or occurrence) • place(a location) • In addition, all entities in Groups 1 and 2 can serve as subjects for a work

39. FRBR Relationships of a Work to entities that can serve as the subject of a work(FRBR, p. 15)

40. Group 1 : Group 3 Relationships c1 Mythology w1 J.R.R. Tolkien The Lord of the Rings “is the subject of” w2 The Lord of the Rings: An Examination of Mythical Elements by M.C. Stone FRBR, p. 63

41. Information Representation • Organized by a special purpose language (ontologies & taxonomies) • Many such languages exist • Linnaeus’ Taxonomy of living things • Educational resources thesaurus • Bibliographic language • Subject language • Document language

42. Information Organization in Libraries • Traditional processes: • Organize items on shelf by classification • Create & maintain catalog that provides access to information resources (surrogate records) • Create indexes & databases • Create bibliographies • New processes: • Create library portals • Provide access to variety of resources through unified interface • Catalog, databases, resource links, archives, digital libraries, etc. • Customize for personal information (my library) • Create and organize digital libraries

43. Information Organization in Archives • Organize & arrange in groups by provenance (originator) and original order (closed stacks) • Create accession record (information about collection source and physical content) & finding aid (contents of collection)

44. Information Organization in Museums • Organize & describe objects in collection • Create accession/field records (info. @ source of object) and register (similar to catalog) • Description of visual objects is more complex than text • May also have libraries (include textual material) and archives in museums

45. Information Organization on the Internet • Libraries • Web bibliographies (Subject, Classification) • Metadata (MARC, Dublin Core) • Non-Libraries • Search engines • Subject directories • Automatic indexing & classification • Visual Organization • Concept maps • Ontologies • Taxonomies

46. Information Organization for Digital Libraries • Provides digitized resources with architecture and retrieval service • Design of retrieval & description system part of creating the digital library • Increasing demand with distance education

47. Information Organization with Library Portals • Provide access to variety of resources through unified interface • Catalog, databases, resource links • Customizable for personal information

48. Information Architecture • “Process of designing, implementing and evaluating information spaces that are humanly and socially acceptable to the intended stakeholders” (Andrew Dillon) • Determine information needs of users • Create structural patterns for finding information • Develop user interface for information retrieval and display • Evaluate success of architecture for retrieval and display

49. Records Management • Originally involved keeping, filing, maintaining paper records • Computer files on individual PCs created organizational problems • Various systems used across organization (payroll, general ledger, accounts payable, inventories) • Data modeling used to create conceptual model of records management activities (directories, files, programs, database field values)

50. Knowledge Management • Who knows what in an organization and capturing that knowledge using technology • Expanded into managing the information explosion in organizations • Tacit knowledge vs. explicit knowledge • Software used to create knowledge repositories, improve knowledge access, enhance the knowledge environment, manage knowledge as an asset