1. 8/28/97Information Organization and Retrieval Controlled Subject Vocabularies and Thesauri University of California, Berkeley School of Information Management and Systems SIMS 202: Information Organization and Retrieval

2. 8/28/97Information Organization and Retrieval Review Controlled vocabularies Choice of names Form of names Name Authority files

3. 8/28/97Information Organization and Retrieval Controlled Vocabularies Vocabulary control is the attempt to provide a standardized and consistent set of terms (such as subject headings, names, classifications, etc.) with the intent of aiding the searcher in finding information.

4. 8/28/97Information Organization and Retrieval Name Authority Files ID:NAFL8057230 ST:p EL:n STH:a MS:c UIP:a TD:19910821174242 KRC:a NMU:a CRC:c UPN:a SBU:a SBC:a DID:n DF:05-14-80 RFE:a CSC: SRU:b SRT:n SRN:n TSS: TGA:? ROM:? MOD: VST:d 08-21-91 Other Versions: earlier 040 DLC$cDLC$dDLC$dOCoLC 053 PR6005.R517 100 10 Creasey, John 400 10 Cooke, M. E. 400 10 Cooke, Margaret,$d1908-1973 400 10 Cooper, Henry St. John,$d1908-1973 400 00 Credo,$d1908-1973 400 10 Fecamps, Elise 400 10 Gill, Patrick,$d1908-1973 400 10 Hope, Brian,$d1908-1973 400 10 Hughes, Colin,$d1908-1973 400 10 Marsden, James 400 10 Matheson, Rodney 400 10 Ranger, Ken 400 20 St. John, Henry,$d1908-1973 400 10 Wilde, Jimmy 500 10 $wnnnc$aAshe, Gordon,$d1908-1973 Different names for the same person

5. 8/28/97Information Organization and Retrieval Name Authority Files ID:NAFO9114111 ST:p EL:n STH:a MS:n UIP:a TD:19910817053048 KRC:a NMU:a CRC:c UPN:a SBU:a SBC:a DID:n DF:06-03-91 RFE:a CSC:c SRU:b SRT:n SRN:n TSS: TGA:? ROM:? MOD: VST:d 08-19-91 040 OCoLC$cOCoLC 100 10 Marric, J. J.,$d1908-1973 500 10 $wnnnc$aCreasey, John 663 Works by this author are entered under the name used in the item. For a listing of other names used by this author, search also under$bCrease y, John 670 OCLC 13441825: His Gideon's day, 1955$b(hdg.: Creasey, John; usage: J.J. Marric) 670 LC data base, 6/10/91$b(hdg.: Creasey, John; usage: J.J. Marric) 670 Pseuds. and nicknames dict., c1987$b(Creasey, John, 1908-1973; Britis h author; pseud.: Marric, J. J.)

6. 8/28/97Information Organization and Retrieval Name authority files ID:NAFL8166762 ST:p EL:n STH:a MS:c UIP:a TD:19910604053124 KRC:a NMU:a CRC:c UPN:a SBU:a SBC:a DID:n DF:08-20-81 RFE:a CSC: SRU:b SRT:n SRN:n TSS: TGA:? ROM:? MOD: VST:d 06-06-91 Other Versions: earlier 040 DLC$cDLC$dDLC$dOCoLC 100 10 Butler, William Vivian,$d1927- 400 10 Butler, W. V.$q(William Vivian),$d1927- 400 10 Marric, J. J.,$d1927- 670 His The durable desperadoes, 1973. 670 His The young detective's handbook, c1981:$bt.p. (W.V. Butler) 670 His Gideon's way, 1986:$bCIP t.p. (William Vivian Butler writing as J.J. Marric) Different people writing with the same name

7. 8/28/97Information Organization and Retrieval Categorization Summary Processes of categorization underlie many of the issues having to do with information organization Categorization is messier than our computer systems would like Human categories have graded membership, consisting of family resemblances. Family resemblance is expressed in part by which subset of features are shared It is also determined by underlying understandings of the world that do not get represented in most systems

8. 8/28/97Information Organization and Retrieval Today Origins and Uses of Controlled Vocabularies for Information Retrieval Types of Indexing Languages, Thesauri and Classification Systems Process of Design and Development of Thesauri

9. 8/28/97Information Organization and Retrieval Origins Very early history of content representation –Sumerian tokens and “envelopes” –Alexandria - pinakes –Indices

10. 8/28/97Information Organization and Retrieval Origins Biblical Indexes and Concordances Journal Indexes “Information Explosion” following WWII –Cranfield Studies of indexing languages and information retrieval –Development of bibliographic databases Index Medicus -- production and Medlars searching

11. 8/28/97Information Organization and Retrieval Origins Communication theory revisited Problems with transmission of meaning Noise SourceDecodingEncodingDestination Message Channel StorageSource Decoding (Retrieval/Reading) Encoding (writing/indexing) Destination Message

12. 8/28/97Information Organization and Retrieval What is a “Controlled Vocabulary” “The greatest problem of today is how to teach people to ignore the irrelevant, how to refuse to know things, before they are suffocated. For too many facts are as bad as none at all.” (W.H. Auden) Similarly, there are too many ways of expressing or explaining the topic of a document. Controlled vocabularies are sets of Rules for topic identification and indexing, and a THESAURUS, which consists of “lead-in vocabulary” and an limited and selective “Indexing Language” sometimes with special coding or structures.

13. 8/28/97Information Organization and Retrieval Structure of an IR System Search Line Interest profiles & Queries Documents & data Rules of the game = Rules for subject indexing + Thesaurus (which consists of Lead-In Vocabulary and Indexing Language Storage Line Potentially Relevant Documents Comparison/ Matching Store1: Profiles/ Search requests Store2: Document representations Indexing (Descriptive and Subject) Formulating query in terms of descriptors Storage of profiles Storage of Documents Information Storage and Retrieval System Adapted from Soergel, p. 19

14. 8/28/97Information Organization and Retrieval Uses of Controlled Vocabularies Library Subject Headings, Classification and Authority Files. Commercial Journal Indexing Services and databases Yahoo, and other Web classification schemes Online and Manual Systems within organizations –SunSolve –MacArthur

15. 8/28/97Information Organization and Retrieval Types of Indexing Languages Uncontrolled Keyword Indexing Indexing Languages –Controlled, but not structured Thesauri –Controlled and Structured Classification Systems –Controlled, Structured, and Coded Faceted Classification Systems

16. 8/28/97Information Organization and Retrieval Indexing Languages An index is a systematic guide designed to indicate topics or features of documents in order to facilitate retrieval of documents or parts of documents. An Indexing language is the set of terms used in an index to represent topics or features of documents, and the rules for combining or using those terms.

17. 8/28/97Information Organization and Retrieval Indexing Languages Library of Congress Subject Headings Yellow Pages Topics Wilson Indexes (“Reader’s Guide”)

18. 8/28/97Information Organization and Retrieval Thesauri A Thesaurus is a collection of selected vocabulary (preferred terms or descriptors) with links among Synonymous, Equivalent, Broader, Narrower and other Related Terms

19. 8/28/97Information Organization and Retrieval Thesauri (cont.) National and International Standards for Thesauri –ANSI/NISO z39.19--1994 -- American National Standard Guidelines for the Construction, Format and Management of Monolingual Thesauri –ANSI/NISO Draft Standard Z39.4-199x -- American National Standard Guidelines for Indexes in Information Retrieval –ISO 2788 -- Documentation -- Guidelines for the establishment and development of monolingual thesauri –ISO 5964-- Documentation -- Guidelines for the establishment and development of multilingual thesauri

20. 8/28/97Information Organization and Retrieval Thesauri (cont.) Examples: –The ERIC Thesaurus of Descriptors –The Art and Architecture Thesaurus –The Medical Subject Headings (MESH) of the National Library of Medicine

21. 8/28/97Information Organization and Retrieval Classification Systems A classification system is an indexing language often based on a broad ordering of topical areas. Thesauri and classification systems both use this broad ordering and maintain a structure of broader, narrower, and related topics. Classification schemes commonly use a coded notation for representing a topic and it’s place in relation to other terms.

22. 8/28/97Information Organization and Retrieval Classification Systems (cont.) Examples: –The Library of Congress Classification System –The Dewey Decimal Classification System –The ACM Computing Reviews Categories –The American Mathematical Society Classification System

23. 8/28/97Information Organization and Retrieval Automatic Indexing and Classification Automatic indexing is typically the simple deriving of keywords from a document and providing access to all of those words. More complex Automatic Indexing Systems attempt to select controlled vocabulary terms based on terms in the document. Automatic classification attempts to automatically group similar documents using either: –A fully automatic clustering method. –An established classification scheme and set of documents already indexed by that scheme.

24. 8/28/97Information Organization and Retrieval Clustering Aglomerative methods Doc

25. 8/28/97Information Organization and Retrieval Automatic Class Assignment Doc Search Engine 1. Search using document contents 2. Obtain ranked list 3. Assign document to N categories ranked over theshold.

26. 8/28/97Information Organization and Retrieval Development of a Thesaurus Term Selection. Merging and Development of Concept Classes. Definition of Broad Subject Fields and Subfields. Development of Classificatory structure Review, Testing, Application, Revision.

27. 8/28/97Information Organization and Retrieval 1. Preliminary Term Selection Select sources for the collection of terms. –Prearranged Sources –Open-ended Sources Assign codes to each source. Selection of terms –For part of pre- arranged and for all open-ended sources Enter terms into database with all information.

28. 8/28/97Information Organization and Retrieval 2. Merging and Development of Concept Classes Sort Term DB into alphabetical order. First Round: Merge information for Identical terms -- possibly pulling info from additional sources. Second Round: Merge synonyms or terms in the same concept class.

29. 8/28/97Information Organization and Retrieval 3. Definition of Broad Subject Fields and Subfields Define Broad Subject fields and sort terms into these broad fields Define subfields within each broad field and sort terms into these subfields. Work out the detailed structure –Select Preferred Terms –Merge information for terms in the same concept class Repeat these steps –for each subfield within a broad field –and for each broad field –Until all terms have been consolidated and preferred terms selected

30. 8/28/97Information Organization and Retrieval 4. Development of Classificatory Structure Produce preliminary version of classified index and update the working database. Improve classificatory structure Reality check: produce and distribute a version of the classified index. Distribute to users/experts.

31. 8/28/97Information Organization and Retrieval 5. Final Stages Review Testing Application Revision

32. 8/28/97Information Organization and Retrieval Review Discuss classified index with users/experts. –Select descriptors and checklist descriptors. Assign Notational Symbols Produce Main Thesaurus & Indexes

33. 8/28/97Information Organization and Retrieval Review (cont.) Check cross references and insert where needed Produce Test Version Test by Indexing Modify as needed Produce Production Version.

34. 8/28/97Information Organization and Retrieval Testing a Thesaurus Assign descriptors to a sample set of NEW documents (use enough to get an idea of any gaps in the thesaurus. Test retrieval using sample questions and seeing how effectively the thesaurus maps to the appropriate descriptor

35. 8/28/97Information Organization and Retrieval The Indexing Process Concept identification term selection (via thesaurus) term assignment

36. 8/28/97Information Organization and Retrieval Application: The Indexing Process (Manual) Is Term suitable NO Select Alternative term to represent Concept Would Concept be better represented by one of these terms Is There Another Concept Consider Preferred Term Select Preferred Term Establish Term Denoting Concept Examine Document and Identify Significant Concepts Consider First Concept Preferred Term? Start NO YES Does Thesaurus contain term for Concept Consider any associated terms in Thesaurus (NT,BT) Admit New Term Into Thesaurus Can Concept be expressed combining terms? Consider Each of These Terms Assign Terms to Document Prefer Alternative Term(s) End Adapted from ISO 5963, p.5

37. 8/28/97Information Organization and Retrieval Thesaurus Revision and Updates There will always be new concepts, products, or expressions that need to be added to the thesaurus. –Set a regular schedule of reviews and revisions. –Collect complaints, problems, etc. and fold into revision of the thesaurus

38. 8/28/97Information Organization and Retrieval References Soegel, D. Indexing Languages and Thesauri: Construction and Maintenance. Los Angeles : Melville Publishing Co., 1974 Foskett, A.C. The Subject Approach to Information. London: Clive Bingley, 1982. Standards: –ANSI/NISO z39.19--1994 -- American National Standard Guidelines for the Construction, Format and Management of Monolingual Thesauri –ANSI/NISO Draft Standard Z39.4-199x -- American National Standard Guidelines for Indexes in Information Retrieval –ISO 2788 -- Documentation -- Guidelines for the establishment and development of monolingual thesauri –ISO 5964-- Documentation -- Guidelines for the establishment and development of multilingual thesauri