1. IMT530- Organization of Information Resources1 Feedback Like exercises –But want more instructions and feedback on them –Wondering about grading on these Like lectures –But sometimes too fast and too dense –Like slides but too much text not enough examples –Sometimes too abstract, not enough concrete –Guest lecture was good Readings mixed –Some like them, some say too hard and too difficult to place in context More class discussion, more office hours

2. Module 4b: Description and Access IMT530: Organization of Information Resources Winter 2007 Michael Crandall

3. IMT530- Organization of Information Resources3 Recap Metadata schemas are used to present a consistent view of an information object (content) to users and administrators Schemas are built to satisfy particular aspects of object management and description –Administrative, structural and descriptive The model has to be instantiated in syntax before it can be used, and the semantics have to be defined for use Mixing metadata elements is the norm rather than the exception –What’s important is documenting and managing your schema so your assumptions are visible

4. IMT530- Organization of Information Resources4 Descriptive metadata Format labels (headers) Content labels (under resources) Descriptive/ Administrative metadata Navigation labels Descriptive metadata Topic labels Descriptive metadata Facet labels Descriptive metadata Subject labels Administrative metadata Version Descriptive metadata Subject access

5. IMT530- Organization of Information Resources5 Module 4b Outline Description Description vs. Access Why is Access Important? Some Assumptions Decisions Examples

6. IMT530- Organization of Information Resources6 Description Metadata is used to describe information objects for use –May be for end users or administrators As we’ve seen, it’s important to think about that use prior to building your metadata schema The metadata elements you decide upon will provide the system and user’s view of your information objects It’s important to get these elements right, so that users can find what they need

7. IMT530- Organization of Information Resources7 What are you Describing? The question of what it is that you describe is a difficult one, and has impact on your metadata choice We mentioned FRBR in the first class- distinguishes four levels of abstraction surrounding an information object –The work: exists in the mind of the creator –The expression: a physical realization of the idea, may be multiple versions –The manifestation: a particular version of the expression in a physical format –The item: a specific instance of the manifestation Each of these levels can be described, and may have value for a user –In practice, usually deal with the item (e.g., a web page or a part of a web page, a particular copy of an edition of a book)

8. IMT530- Organization of Information Resources8 More Questions Is an object a single event or a series? –Important in the library world because of monographs and serials –In other environments may have continuous publication (blogs, wikis) –Describing these for use (through RSS or other services) depends on clear description and access points Does an object have multiple parts? –Do you describe the container or the items inside it? –Periodicals (academic journals, newspapers, etc.) are a good example in the library world –A web page (or a web site) is another example Each of these questions requires decisions about the metadata used for description and access –Need to make these decisions before designing your schema

9. IMT530- Organization of Information Resources9 Description vs. Access As we’ve seen, virtually any metadata element may hold descriptive data about an information object –Generally, metadata elements used for description derive their values from the object itself (intrinsic metadata) –Some elements provide a unique description of the object, so it is important to make sure that those values are distinctive and clear In library catalogs, these descriptive elements are called out for special treatment as access points –Important because a user needs to have some entry into the domain being managed –Facilitates retrieval or collocation of documents –Other descriptive elements give information about items after retrieval and aid user selection or choice –Can be equally important in non-library environments as well

10. IMT530- Organization of Information Resources10 Why is Access Important? Users don’t know what’s in your information system unless you make it explicit Information objects may have many manifestations (PDF file, Word doc, video, sound file) or components (multi-part web pages) of interest to a user Without a way to bring similar objects together under a single access point, it’s difficult for a user to know when they’ve gotten what they need For the most part, these access points are through names and subjects –Enabled through establishing rules for form and creating relationships between values in metadata elements

11. IMT530- Organization of Information Resources11 Libraries vs. the Wild Web In a library catalog, the access points are chosen to get users to the items they are looking for- Cutter’s Objects of the Catalog –To enable a person to find a book where the author, title or subject is known –To show what the library has by a given author on a given subject in a given kind of literature –To assist in the choice of a book as to its edition or its character On the web (used broadly as an interface to non- library information), these same objects still apply –But there are generally not consistent name or subject authorities to guide users –In fact, there may be no control over these values at all –So satisfying the objects becomes difficult without some form of controlled metadata in areas where this is important

12. IMT530- Organization of Information Resources12 Some Assumptions Users will look for objects based on information they have available –May not match what is in the system –May be starting with partial information Users will want to see all the information objects that relate to their search grouped together –They may not know that more is available –The item they are looking for may not be the most appropriate for their needs

13. IMT530- Organization of Information Resources13 Decisions to Make What are the most important access points for the user? –This will determine where you put your efforts For these access points, what do you know about the objects you’re managing? –This determines how you will build your control for the access point What do you know about user needs related to these access points? –This determines the relationships you will have to establish to meet the users needs for retrieval and collocation of objects

14. IMT530- Organization of Information Resources14 Some Examples in Practice Information Management Resource Center –http://www.tbs-sct.gc.ca/im-gi/index_e.asphttp://www.tbs-sct.gc.ca/im-gi/index_e.asp WebJunction –http://webjunction.orghttp://webjunction.org Monash University Library Web Content Management System –http://www.lib.monash.edu/metadata/cms- metadata.htmlhttp://www.lib.monash.edu/metadata/cms- metadata.html National Library of Australia –http://www.nla.gov.au/metadata.htmlhttp://www.nla.gov.au/metadata.html Canadian Health Network –http://www.canadian-health-network.ca/http://www.canadian-health-network.ca/

15. IMT530- Organization of Information Resources15 Questions? Take a break and spend a few minutes looking at the examples in the last slide, thinking about how the sites use metadata to facilitate access and management of the site content We’ll discuss your observations before launching into the exercise for today

16. IMT530- Organization of Information Resources16 Exercise 4 Purpose is to examine differences between library authority control and that used in other systems Spend the next 30 minutes exploring the examples in Exercise 4 Ask questions and talk!!! Be sure to hand in completed work at the end of class for credit

17. IMT530- Organization of Information Resources17 Next Week More on authority control and encoding schemes A start on subject analysis Remember to read assignments BEFORE class Next steps in building out your MSIM schemas