Week 13

INFORMATION REPRESENTATION

WHAT IS A BIBLIOGRAPHIC/SURROGATE/META DATA RECORD?

Bibliographic record is the name that has been applied to the description of tangible information packages (eg: books, sound recordings) for many years Even though it has been applied to records created for motion pictures, sound recordings, computer files, etc., the word bibliographic has continued to have a stigma arising from biblio-, meaning book

At times the term surrogate record has been used instead A surrogate stands in place of someone or something else Term can be used for records representing any kind of information package in any kind of information retrieval system Surrogate record is also used to mean the description and access content of a metadata record

A surrogate record is a presentation of the characteristics of an information package The characteristics include both descriptive data and access points The record stands in place (i.e, is a surrogate for) the information package in information retrieval systems such as catalogs, indexes, bibliographies, search engines, etc.

Information package is an instance of recorded information (e.g. book, article, videocassette, Internet document or set of pages, sound recording, electronic journal, etc.)
Descriptive data is data derived from an information package and used to describe it, such as its title, its associated names, its edition, its date of publication, its extent, and notes identifying pertinent features.

An access point is any term (word, heading, etc.) in a surrogate record that is used to retrieve that record Access points are often singled out from the descriptive data and are placed under access control (also called authority control) A surrogate record serves as a filter to keep a user from having to search through myriad irrelevant full texts

Its most important function is to assist the user in evaluating the possibility that the information package that it represents will be useful Surrogate record descriptions are most helpful when they are predictable in both form and content

WHY ONE STANDARD?

Prevent duplication of work Allow library to better share bibliographic resources Enables library to acquire cataloguing data that is predictable and reliable Enables library to make use of commercially available library automation system to manage library operations Allows library to replace one system with another

Examples of standard used in recording and description of information/documents ISBD MARC Z39.50 Dublin Core TEI Header, etc.

ISBD (International Standard Bibliographic Description)

ISBD developed by IFLA to provide a standardized way of describing items being catalogue A general framework for ISBDs called ISBD (G) was agreed upon by IFLA in the early 1970s and published in 1977

1. 2. 3. 4. 5.

Specific types of materials are described using ISBDs which are based on the ISBD (G). They are: ISBD (M) for monograph 1978 ISBDS (S) for serials 1977 ISBD (G) 1978 ISBD (CM) for cartographic materials 1977 ISBD (NBM) for non-book materials 1977

6. ISBD (A) for antiquariun 1980 7. ISBD (PM) for printed music 1980 8. ISBD (ER) for electronic records 1980 9. ISBD (CF) for computer files - 1989

WHY ISBD?
1. Standardization 2. Identification of bibliographic data in any language 3. Manipulation of bibliographic data in computer application

The description is divided into the following 8 areas:

1. 2. 3. 4. 5. 6. 7. 8. Title and statement of responsibility Edition area Material specific details Publication, distribution area Physical description Series area Notes area Standard number and terms of availability

ISBD Outline for a Monograph

Title proper=parallel title : other title information / first statement of responsibility ; each subsequent statement of responsibility.- Edition statement / Statement of responsibility relating to the edition.Place of pub.: Publisher, Date of publication Pagination : illustration ; dimensions + accompanying material.- (Series ; series number) Note ISBN : price

ANGLO-AMERICAN CATALOGUING RULES,SECOND EDITION,1988 REVISION (AACR2r)

The description part of Anglo-American Cataloguing Rules, Second Edition,1988 revision (AACR2r) is based on ISBD. After a general descriptive chapter in AACR2r, other descriptive chapters cover different kinds of materials: - books chapter 2 - cartographic materials chapter 3

- manuscripts chapter 4 - music chapter 5 - sound recordings chapter 6 - motion pictures and video recordings chapter 7 - graphic materials chapter 8 - computer files chapter 9 - three-dimensional artifacts and realiachapter 10

Rules are numbered so that the numbers of the ISBD areas follow the chapter number. Here is an example of ISBD areas as rules in chapter 5 of AACR2r: - rule 5.1 Title and statement of responsibility area - rule 5.2 Edition area - rule 5.3 Material specific details area - rule 5.4 Publication, distribution, etc. area, etc.

An example of the same rule in more than one chapter is:

Rule 1.1B general title proper Rule 2.1B book title proper Rule 3.1B map title proper Rule 4.1B manuscript title proper

Each chapter prescribes a chief source of information from which much of the information is to be taken.

For example the chief source of information for a book is its title page. The chief source is preferred when the elements vary on or in various parts of the same information package (eg: if the title on the sound recording label is preferred)

MARC
Machine readable cataloguing record MARC = communications format is used for transmitting data from one system to another Information from a catalog card cannot be typed into a computer to produce automated catalog Adopted MARC standards and making LC MARC database a practical & useful product

Figure 22. MARC Record Display

Frederick G. Kilgours, the first president of OCLC oversaw the growth of OCLC from regional computer system for 54 Ohio Colleges into an international network led to a computerized approach of Union Catalog 1981, the legal name of the corporation become Online Computer Library center Serves more than 36000 libraries in US & 74 other countries

Benefits: 1. Furthering access to the worlds information 2. Reducing information costs 3. Helps libraries / information centre locate, acquire, access information

Computer needs a means of interpreting the information found on a cataloguing record MARC contains a guide to its data Each bibliographic data will be presented with tag number Examples of MARC: - UNIMARC - USMARC - UKMARC

MARC Tagging Used in UiTMS Library

Tag 100 110 245 250 269 300 440 490 500 504 505 600 610 650 651 700 710 745 Description Main Entry Personal Name Main Entry Corporate Name Title Edition Area Publication & Distribution Area Physical Description Area Series Statement (Traced) Series Statement (Untraced) Notes Area Bibliography Note Contents Notes Personal Name as Subject Corporate Name As Subject Topical Heading Geographic Name As Subject Added Entry Personal Name Added Entry Corporate Name Added Entry - Title

Z39.50
Network application standard it is open standard that enable communication between systems that run on different hardware and use different software Developed during 1980s and early 1990s and part of a project by LC, OCLC, RLIN & Western Library Network

Overcome problem associated with: - multiple database searching - it simplifies search process by making it possible for searcher to use familiar user interface of the local system to search both: 1. Local library catalog 2. Any remote database systems that support the standard

DUBLIN CORE (DUBLIN METADATA CORE ELEMENT SET)

Created in order to have an internationally agreed-upon set of elements that could be filled in by the creator of an electronic document Dublin Core is now being implemented through the use of HTML The Dublin Core Set consists of 15 elements that can be divided into 3 main groups content of resource, intellectual properties, resource as an instance

1. 2.

3. 4. 5. 6. 7.

Elements related to the content of the resource: Title the name of the resource Subject & keywords the topic(s) of the resource; used controlled vocabularies and formal classification schemes Description a textual description of the content of the resource Source Language Relation relationship links Coverage special characteristic (physical region) or temporal characteristic (date/time)

1. 2. 3. 4.

Elements related to the resource when viewed as intellectual property: Author/Creator Publisher Other contributor Right elements a statement, link or identifier that gives information about rights management (e.g: whether use is restricted until a certain time, time at which the resource will be moved from display, etc)

1.

2.

3. 4.

Elements related mainly to the issue of resource-as-an-instance Date the date of the creation; recommended that ISO 8601 be used (YYYY-MM-DD) Resource Type a designation of the type category of the resource (eg: homepage, technical report, dictionary, etc.) Format a designation of software or hardware required to use the resources Resource identifier a string or number that uniquely identifies the resource (e.g: URL, ISBN)

1. 2. 3. 4.

Subject/Keywords/Author/Creator and other contributor are access points elements Principles for the Dublin Core: The core set can be extended with further elements needed by a particular community All elements are optional All elements are repeatable Any element may be modified by qualifier or qualifiers

TEI (Text Encoding Initiative) Header

TEI = SGML DTD (Standard Generalized Markup Language Document Type Definition) created in order to provide a way of encoding old, literary and/or scholarly texts so that encoded version could be exchange easily Creation of a standard for a TEI Header was to provide a source of information for cataloguing

TEI Header has 4 sections: - File description - Encoding description - Profile description - Revision description

File description is required and contains a bibliographic description of the text it includes the title, author(s); publication information and the source of description which is the description of the original source from which the electronic text was derived
The encoding description explain what rules or editorial decisions were used in transcribing the text (eg: How spelling variations were treated)

The profile description contains what AACR2r calls added access points. It also contains language information, subject access points and classification notation The revision description contains a record of every charge that has been made to the, including when each change was made and by whom