G - Best Practices

Demonstrate understanding of basic principles and standards involved in organizing information such as classification and controlled vocabulary systems, cataloging systems, metadata schemas or other systems for making information accessible to a particular clientele. 

Introduction and Explication

To streamline information seekers’ ability to find, access, and use information resources that are relevant to their areas of topical investigation, librarians, and other information professionals, catalog and classify information objects through the creation of bibliographic records. The process of cataloging and classification of bibliographic resources includes numerous tasks including bibliographic description, subject analysis, subject access terms, and identification and assignment of classification notations as defined by the standards and best practices of the library and information science (LIS) domain. Standardized, controlled vocabularies, such as authority files and thesauri, identify preferred subject terms within a specific domain and, when used for the cataloging and classification of information resources, enable effective and relevant resource discovery. In digital information environments, metadata is used to create access points to information resources, share resource descriptions across institutions, and support information retrieval system interoperability.

Cataloging & Classification Systems

"The public catalog is the most important tool patrons can use to find what the library has in both its local collection and its remote access collection" (Weihs & Intner, 2017). Cataloging is defined as the process of creating or acquiring bibliographic records that describe individual information resources of all formats that are held within a local collection or as part of a bibliographic network (Weihs & Intner, 2017). Information professionals catalog information resources using bibliographic description, subject analysis, subject access terms, and identification and assignment of classification notations (Reitz, 2013). Classification enables an item to be indexed, cataloged, or otherwise grouped under a single, pre-determined class or category with the aim of enabling efficient access to and use of a topically-relevant information object or set of interrelated objects (Reitz, 2013; Weedman, 2018, p. 127). The Dewey Decimal System is a hierarchically-arranged classification system commonly used by libraries that enables effective and relevant resource discovery (Miller, 2022, p. 165).

The use of cataloging standards supports interoperability between information retrieval systems (IRS) which, in turn, facilitates expansive resource access, discovery, and use by information seekers. Descriptive cataloging is the act of encoding an information resource's attributes (e.g., author name, title, publisher) into a bibliographic record according to standards such as the Resource Description and Access Framework (RDF), with the aim of creating authority control and standardized access points (Bolin, 2018). Subject cataloging involves analyzing the subject (i.e., aboutness) of an information resource and attaching an equivalent subject heading access term from a controlled vocabulary to its bibliographic record to which, in enable its retrieval (Bolin, 2018; Librarianship Studies & Information Technology, 2020).

The principles of standards-based cataloging best practices include location and collocation via aggregation discrimination, and disambiguation; system interoperability; and the application of subject metadata to a resource's bibliographic record to identify and represent that resources aboutness (Bolin, 2018). Current shared cataloging standards include but are not limited to Functional Requirements for Bibliographic Records (FRBR) and Functional Requirements for Authority Data (FRAD), both of which underpin Resource Description and Access content rules, and the RDF, an encoding standard using Extensible Markup Language (XML) for machine readability, communication, and exchange (Bolin, 2018; Miller, 2022). At this time, the Machine-Readable Cataloging (MARC) format is the library profession's preferred standardized system of encoding bibliographic records so that they may be maintained in a database; shared among online public access catalogs (OPACs) such as WorldCat; and support broad and efficient discovery, retrieval, and use  by information seekers (Bolin, 2018). Other frequently used cataloging standards include the Dublin Core (DC) and Metadata Object Description (MODS) schemas (Bolin, 2018)

Controlled Vocabulary

Searching for subject-specific information "is a process of attempting to use a word or combination of words to retrieve the documents that will meet some kind of information need" (Weedman, 2018, p. 119). In the Digital Information Age, information seekers tend to be most familiar with search engines such as Firefox and Google which use the natural language search technique, also called full text search, to index all words in a document with the aim of identifying its aboutness (subject) and, in turn, its relevance to a user query (Weedman, 2018).

However, efficient information organization using unrestricted natural language processing is hindered by an abundance of terms (Smith, 2021). Controlled vocabularies create order from this abundance by identifying and authorizing a set of predefined subject-specific terms, including preferred terms and variant terms, by which to index or retrieve content in response to a user query (Smith, 2021). The fundamental goal of a controlled vocabulary is to improve resource discovery and system interoperability (Miller, 2022). Examples of controlled vocabularies include term lists, thesauri, and authority files such as the Library of Congress Subject Authority Headings (LCSH).

Controlled vocabularies are standardized lists of authorized headings, descriptors, and index terms used for identifying and organizing subjects in such a way as to enable efficient and comprehensive access to, and retrieval of, relevant and usable subject-specific information (Bolin, 2018; Weedman, 2018). Generally, controlled vocabularies control semantical relationships, cross reference terms, and include ambiguity and synonym control (Miller, 2022, p. 165). Multiple authorized terms may be used to describe and/or search for a document or set of related documents. These authorized terms (are applied to a resource's bibliographic record by an indexer or cataloger to support accuracy and consistency of resource description and information retrieval by "insert[ing] an interpretive layer of semantics between the term entered by the user and the underlying database to better represent the original intention of the terms of the user" (Smith, 2021).  

Metadata

Metadata are structured statements used to describe, organize, index, structure, encode, and otherwise manage information resources with the intention of making an information object identifiable, findable, and intellectually accessible to users in a controlled manner (Miller, 2022). Metadata creation "is the core activity that provides users with intellectual access to the contents of [a] collection", and, as such, cataloging is the act of creating and assigning metadata elements to an information object's bibliographic record (Bolin, 2018; Miller, 2022, p. 27). Metadata application profiles (MAPs) are best practice guides that define metadata element set, controlled vocabulary, and encoding schemes to be used when describing/cataloging information objects (Miller, 2022, p. 451).

The Dublin Core Metadata Element Set (DCMI) is an example of a metadata structure standard specifying the set of elements to be used for resource description (Miller, 2022). Metadata content standards, such as RDA, guide how metadata is be entered into specific element fields (Miller, 2022). The LCSH and other controlled vocabularies are metadata value standards (Miller, 2022). Metadata encoding standards, such as MARC and XML, facilitate machine readability, system interoperability and resource description sharing between information organizations (Miller, 2022).

Evidence

Evidence 1:         LCC/DDC MARC Records Links to an external site.

       

I developed this set of MARC records in Beginning Cataloging and Classification (INFO 248, S23) using the online cataloging tool OCLC Connexion. For this assignment I created MARC records for three books. Tasks included locating authority files and author access points using the Library of Congress Classification (LCC) and Dewey Decimal Classification (DDC) schemes; referencing OCLC bibliographic formats and standards for structuring MARC elements; reviewing existing MARC records to improve resource discoverability; and employing   breadcrumbs to indicate hierarchical classes and subclasses.

This assignment reflects my mastery of the knowledge and skills outlined in Competency G by representing my capacity to employ professional best practices to create functional, standards-compliant MARC records using an online cataloging system; utilize bibliographic structure, code, and input standards correctly; reference authority files and author access points using classification systems; and use breadcrumbs as indicators of classes and subclasses.

Evidence 2:         DC Metadata Fields and XML Links to an external site.

The document DC Metadata Fields and XML is an assignment completed in Metadata (INFO 281, S24). The objective of the assignment was to apply the Dublin Core Metadata Element Set (DCMES) to two digitized images included in separate digital collects by first making a list of element contents and then generating an XML encoded record for each object. This assignment asked me to consider descriptive metadata being used to describe a resource and how to use controlled vocabularies in structured library grammar and syntax.

This assignment acts as evidence of my mastery of the knowledge and skills outlined in Competency G by representing my capacity to correctly apply a metadata structure standard to digitized images and employ a metadata encoding standard to generate an XML record. Further, by applying the schema (DCMES) in a practical context, I was able to identify how it defines and limits the use of these descriptors. As an emerging information professional committed to providing intellectual access to knowledge objects, it is critical that I have a working knowledge of the purpose and uses of standards-directed metadata, the skills to apply that knowledge in practical, real-life situations, and the ability to manage metadata for a digitized surrogate of a physical object.

 

Evidence 3:         Star Trek: The Next Generation: A Thesaurus for New Viewers Links to an external site. 

Star Trek: The Next Generation: A Thesaurus for New Viewers is a video presentation I created on behalf of a group project for Vocabulary Design (INFO 247, S22). The purpose of the overarching project was to design and construct a hierarchical classified index and an alphabetical index for a subject-specific thesaurus. The video presentation is a detailed overview of the five phases the group process including domain analysis, term extraction, facet analysis, relationship analysis, and final term selection. The domain analysis phase required identifying a domain and existing key authoritative resources; identifying and defining a target audience; developing a guiding question and providing and answer to that question; and clarifying the purpose and scope for the authoritative thesaural collection of subject terms to facilitate users' contextual understanding of the subject. Phase two included subject term extraction, identification of preliminary categories, and factoring of compound terms. Aitchinson et al.'s (2003) fundamental facets guided our facet and relationship analyses  processes and the defining of term relationship types and usage of scope notes. For the final phase, the thesaurus' final terms were selected, rules for concepts and preferred terms elucidated, and filing rules applied as per ANSI/NISO Z39.19 Rules for Concepts and Preferred Terms (2010). Each group member participated equally throughout all phases of the project.

This assignment is evidence of my knowledge and skills as defined by Competency G by articulating my ability to move through the five phases necessary to develop a standardized, authority list of subject terms within the contexts of a specific domain and the information needs of an identified target audience. It emphasizes my understanding of the principles and standards for creating hierarchical and alphabetical indexes through domain analysis, term extraction, facet and relationship analysis, and final term extraction. Further, all decision-making was underpinned by the concepts and principles of  Participatory Culture, Everyday Life Information Seeking, and Serious Leisure Perspective theories.   

Conclusion

Effective Digital Information Age information professionals understand and utilize the basic principles, standards, and resources available to them as they strive to organize information in a way that enhances a particular clientele's ability to discover, access, and use relevant knowledge resources. Descriptive cataloging utilizes standardized access points to resources and facilitates authority control. Standards-compliant subject cataloging tools utilize classification systems and controlled vocabularies to represent the aboutness of information objects and enables the sharing of resource descriptions among institutions. In digital environments, structured metadata elements and schemas are used to find and access digital or digitized information objects. As an emerging information professional, I recognize the primary importance of standardized information organization in resource identification, access, retrieval, and relevance to users, and will continue to develop my professional knowledge and skills in the tools, techniques and standards that define the best practices of my chosen profession.  

References 

Aitchison, Bawden, D., & Gilchrist, A. (2003). Thesaurus Construction and Use: A Practical Manual. In Thesaurus Construction and Use (4th ed.). Taylor and Francis. https://doi.org/10.4324/9780203402986 Links to an external site.

American national standards institute/National information standards organization (2010). Guidelines for the construction, format, and management of monolingual controlled vocabularies (ANSI/NISO Standard No. Z39.19-2005 [R2010]). National information standards organization http://groups.niso.org/apps/group_public/download.php/12591/z39-19-2005r2010.pdf Links to an external site.

Bolin, M. K. (2018). Metadata, cataloging, linked data, and the evolving ILS. In S. Hirsh (Ed.), Information services today : an introduction (pp. 142–155). Rowman & Littlefield.

Librarianship Studies & Information Technology. (2020, March 22). subject cataloging. Librarianship Studies & Information Technology. https://www.librarianshipstudies.com/2016/06/subject-cataloging.html Links to an external site.

Miller, S. J. (2022). Metadata for digital collections: A how-to-do-it manual. American Library Association.

Reitz, J. M. (2013, January 10). classification system. Odlis.abc-Clio.com. https://odlis.abc-clio.com/odlis_c.html#classificationsys Links to an external site.

Smith, M. K. (2021, February 15). Controlled vocabularies and taxonomies. Taxodiary; Access Innovations Inc. https://taxodiary.com/2021/02/controlled-vocabularies-and-taxonomies/ Links to an external site.

Weedman, J. (2018). Designing for search. In V. M. Tucker (Ed.), Information Retrieval System Design: Principles & practice (pp. 118–139). Libraries Unlimited, an imprint of ABC-CLIO, LLC.

Weihs, J. R., & Intner, S. S. (2017). Beginning cataloging (2nd. ed.). Libraries Unlimited, An Imprint Of ABC-Clio, LLC.