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Www.sims.monash.edu.au IMS9300 IS/IM Fundamentals Lecture 7 Information Management Issues.

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Presentation on theme: "Www.sims.monash.edu.au IMS9300 IS/IM Fundamentals Lecture 7 Information Management Issues."— Presentation transcript:

1 www.sims.monash.edu.au IMS9300 IS/IM Fundamentals Lecture 7 Information Management Issues

2 www.sims.monash.edu.au 2 Outline What Information Management is Documentation Managing less-structured information Metadata Key Issues –Volume –Management –Standards –Longevity

3 www.sims.monash.edu.au 3 References National Archives of Australia Recordkeeping Metadata Standard for Commonwealth Agencies http://www.naa.gov.au/recordkeeping/control/rkms/contents.html http://www.naa.gov.au/recordkeeping/control/rkms/contents.html Public Records Office Victoria. Management of Electronic Records PROS 99/007 (Version 2) The Victorian Electronic Records Strategy (VERS) http://www.prov.vic.gov.au/vers/standards/pros9907vers2/default.htm http://www.prov.vic.gov.au/vers/standards/pros9907vers2/default.htm Dublin Core Metadata Element Set http://dublincore.org/documents/dces/ http://dublincore.org/documents/dces/

4 www.sims.monash.edu.au 4 Reading Buckland, Michael J [1997]. What Is a ‘‘Document’’? Journal of the American Association for Information Science. 48 (9) 804- 809. [available as full text on-line via Monash Library catalog] Baca, Martha Introduction to metadata http://www.getty.edu/research/conducting_research /standards/intrometadata/index.html http://www.getty.edu/research/conducting_research /standards/intrometadata/index.html DigiCULT Thematic Issues http://www.digicult.info http://www.digicult.info

5 www.sims.monash.edu.au 5 Some sample sites William Blake Archive http://www.blakearchive.org/main.html http://www.blakearchive.org/main.html Este Art Archive http://www.eca.ferrara.ithttp://www.eca.ferrara.it Picture Australia http://www.pictureaustralia.org/ http://www.pictureaustralia.org/

6 www.sims.monash.edu.au 6 What Information Management is The term is used differently –in computer science environment, where it is seen as the same as “data management”, and –In information sciences, where it is used to denote a variety of sub-disciplines, such as librarianship, knowledge management, recordkeeping, archives, and associated sub-fields, such as information retrieval and technological management of ill- structured information.

7 www.sims.monash.edu.au 7 Some sub-disciplines of IM Recordkeeping Librarianship Archives Knowledge Management

8 www.sims.monash.edu.au 8 Some sub-activities Information Retrieval –Cataloguing –Classification –Indexing Technical operations –[Specialised] database management –Preservation –Delivery of information

9 www.sims.monash.edu.au 9 Key issues for IM Continuing massive increases in volume of material Continuing massive increase in demand for information Connecting these two Storage Retrieval Movement of material across time and place

10 www.sims.monash.edu.au 10 Growth of Information 7 of 8 scientists who have ever lived are alive now Scientific publication rate doubles every 7 years Has the WWW slowed in its growth?

11 www.sims.monash.edu.au 11 Growth of IM tools’ power Moore’s law – cpu power doubles every 18 months Storage capacity increases Sophistication of tools Wider acceptance of standards? Integration of tools [portals] Koenig, Michael E. D. (1982). The information controllability explosion. Library Journal Nov 1, 1982 v107 p2052(3) How valid are Koenig’s ideas now?

12 www.sims.monash.edu.au 12 Demand for Information Population growth Literacy growth Communications growth Globalisation Social complexity Information-based economies Information media used for “entertainment”

13 www.sims.monash.edu.au 13 Storage of information How much paper is 1GB? About 30m of reams of A4 printed both sides [Think “Eiffel Tower” for your 100GB disk!] So if we can store it, it would be good to worry about format, retrieval and longevity.

14 www.sims.monash.edu.au 14 Retrieval Precision Recall

15 www.sims.monash.edu.au 15 Full-text Words Word order Vocabulary issues –What does the word “lead” mean –What’s the difference between “I commence my vacation” and “I start my holiday”? Stop words

16 www.sims.monash.edu.au 16 Metadata Suppose you had formal scheme to describe things, in terms of –Identification –Description –Content –Rights –Administration The beauty of standards is that there are so many to choose from.

17 www.sims.monash.edu.au 17 Metadata Standards – Alphabet Soup DC [Dublin Core] XML [build your own scheme?] RDF [Resource Description Framework] TEI [Text Encoding Initiative] OAIS [Open Archive Information System] Etc. etc. Oh yes, and MaRC [Machine Readable Catalog]

18 www.sims.monash.edu.au 18 Dublin Core A standard set of 15 “tags” for metadata for Web materials. Subsequently modified at further meetings in Canberra and Warwick. Is it too simple or too complex?

19 www.sims.monash.edu.au 19 DC Tags Title Creator Subject & keywords Description Publisher Contributor Date Resource Type Format Resource Identifier Source Language Relation Coverage Rights Management

20 www.sims.monash.edu.au 20 DC – an example The Commonwealth government in Australia has endorsed GILS [Government Information Locator Service] which uses a superset of DC e.g. http://www.health.gov.au/pubs/annrep/ar 2003/index.htm http://www.health.gov.au/pubs/annrep/ar 2003/index.htm

21 www.sims.monash.edu.au 21 Metadata from Commonwealth department Web page rel="schema.AGLS" href="http://www.naa.gov.au/recordkeeping/gov_online/agls/1.2">

22 www.sims.monash.edu.au 22 Retrieval of non-text Images –“I want a picture of a boy, with a horse and a dog” Sound –“What’s this tune? [hums tunelessly]”

23 www.sims.monash.edu.au 23 What are humans good at? Oral tradition. Before the storage of information content material was handed down by oral tradition. We are good at listening to stories Legends, myths, folk stories, traditional song, verse are all we have from before the invention of storage codes.

24 www.sims.monash.edu.au 24 Transfer of information over time and space Writing, in its various forms, has been use to move information over time and place. Typically the more material moves, and the faster it moves, the more transient it is.

25 www.sims.monash.edu.au 25 Longevity of information The useful life of information is difficult to determine. –Consider information on a cricket scoreboard –This lecture is meant to be transient – the relevant content in mere months will have changed. –Warnings about radioactive contamination may need to last a long time

26 www.sims.monash.edu.au 26 Stored electronic material The problems are associated with –The content [may be transient] –The medium [there may be no hardware] –The format [there may be no operating system] –The structure [there may be no software application] Failure at the latter 3 levels may not just not read, but may damage the source.

27 www.sims.monash.edu.au 27 Images Material stored as images can be even more under threat, as display media may also be unobtainable. Conversion of text image to text is subject to the difficulties of OCR. Image formats may be proprietary.

28 www.sims.monash.edu.au 28 Sound Along with written codes, this provides us with some models of moving material across media. These are wax cylinder recordings from 1897 and 1904. Has sound been lost in the process of digitising the sound? Can you hear the difference between vinyl and CD, between audiotape [what type] and FM radio?

29 www.sims.monash.edu.au 29 Moving digital material through time This can be achieved by –Wrapping the source material in a succession of layers of decoders –Transferring the source to new media –Preserving the source operating conditions –Ensuring “backward compatibility”

30 www.sims.monash.edu.au 30 Digital Curation Centre Scientists and researchers across the UK generate increasingly vast amounts of digital data, with further investment in digitisation and purchase of digital content and information. The scientific record and the documentary heritage created in digital form are at risk, from technology obsolescence and from the fragility of digital media. The JISC and the academic community have already begun to identify a strategic approach and have invested in a number of scoping studies. Building on that work and the expertise already existing in particular disciplines, the task is now to support UK institutions in storing, managing and preserving these data to ensure their enhancement and continuing long- term use. http://www.dcc.ac.uk/

31 www.sims.monash.edu.au 31 Summary The key issues for IM pivot on –Accessibility –Storage –Retrieval –Preservation The key issue is recognition of the need to do something about it, and exercising the will to do that.


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