Organization of Recorded Information

(Chapter 1)

Terri Perper
LBSC670

Why organize?
Basic human desire
to form into a coherent unity or
functioning whole: integrate
to arrange elements into a whole of
interdependent parts http://
www.youtube.com/watch?v=wXtXUgzYK
kA
(Taylor & Joudry, 1)

What is information?
The communication or reception of
knowledge
What we believe we organize when
organizing for the benefit of others
(Taylor & Joudry, 3)

Bibliographic Control or
Information Organization
is the process of describing information resources and
providing name, title, and subject access to the
descriptions, resulting in records that serve as surrogates
for the actual items of recorded information. These
surrogate records are then placed into information
retrieval tools, where the records act as pointers to the
actual information resources. (Taylor & Joudrey, 4)
The Bibliographic Record and Information
Technology by Ronald Hagler

Function #1 of B.C.
Identifying the existence of all types of
information resources as they are made
available.
(Taylor & Joudry, 5)

Function #2 of B.C.
Identifying the works contained within
those information resources or as parts of
them.
(Taylor & Joudry, 5)

Function #3 of B.C.
Systematically pulling together these
information resources into collections in
libraries, archives, museums, Internet
communication files, and other such
depositories.
(Taylor & Joudry, 5)

Function #4 of B.C.
Producing lists of these information
resources prepared according to
standard rules for citation.
(Taylor & Joudry, 6)

Function #5 of B.C.
Providing name, title, subject, and other
useful access to these information
resources.
(Taylor & Joudry, 6)

Authority-controlled name, title & subject access points

Function #6 of B.C.
Providing the means of locating each
information resource or a copy of it.

(Taylor & Joudry, 7)

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Organization of Info in Contexts

Libraries
Archives
Museums
Internet
Digital Libraries

(Librarians Always Move In Delight.)

11

Libraries
Collection Development
-reviews
-gifts
-vendors
Original cataloging
-Copy cataloging
-Cooperative cataloging

12

Libraries
The arrangement of collections
The creation & maintenance of the
catalog
-online catalog: circulation info w/each
record
-portals: authorized users can access
many databases, local resources, remote
resources, reference help, personal patron
info
13

What is an archivist?
http://
www.youtube.com/watch?v=xu6sRNpnD
SU

14

Archives
Organization that preserves records of
enduring value that document activities of
organizations or persons & are
accumulated in the course of daily
activities
(Taylor & Joudry, 11)

-unique items
-many different formats
-described in groups
-respect des fonds (provenance & original order)
-description: accession record & finding aid
-accessible to staff only
15

Museum Cataloging
http://
www.youtube.com/watch?v=xZ13-prjl88
http://
www.youtube.com/watch?v=pEzA0kn6wrE
&feature=related

16

Museums
visual material in 2 or 3 dimensional
form
Object at first registration imperfectly
known
Extra fields in cataloging visual material
(materials, techniques, provenance, exhibition history, installation considerations, appraised value)

Subject analysis very subjective

Accessible to staff only
(Taylor & Joudry, 13)

17

The Internet
INFOMINE: portal administered by
librarians who create metadata (use of
Web crawlers)
Dublin Core: metadata standard
Connexion: available on OCLCs Web
interface for cataloging
Search engines
Tagging & folksonomies
http://www.flickr.com/photos/jasontravis/5453607562/in/set-72157603258446753

18

INFOMINE
http://infomine.ucr.edu/

19

Digital Libraries
A collection of information resources in
digital form that are selected, brought
together, organized, preserved, and to
which access is provided over digital
networks for a particular community of
users
Initial goals: eliminate technical and
distance barriers from access
Current goals: standardization,
organization, usability, software packages
(Taylor & Joudry, 453)

20

American Memory-LOC
http://memory.loc.gov/ammem/index.html

http://
www.youtube.com/watch?v=u20lu6NAtPU
&feature=relmfu
21

Information Architecture (IA)

A methodology for planning, designing,
building, organizing, and maintaining an
information system (usually associated
with systems on the Web).
(Taylor and Joudrey, 459)

22

Morville & Rosenfelds Stages of IA

Research
Strategy
Design
Implementation
Administration
23

Indexing
Old indexers never die, they just
Rot, see also Decay.
the process of creating surrogate
records, especially the access points, for
information resources
-Back-of-the-book
-Database
-Web
(Taylor & Joudry, 459)

24

Abstracting
A process that consists of analyzing the
content of an information resource and
then writing a succinct summary or
synopsis of that work.
(Taylor & Joudry, 23)

25

Records Management
The need:

Business Cartoons by Morris

26

You Know You Need a Records

Management Program when

1. Finding a file in less than three days calls for the "Mother of All" celebrations.
2. After boxing and labeling 137 boxes as "Misc. 1934-1994", you are recommended for a
promotion.
3. The most severe disciplinary action against an employee is, "Transfer to File Room.
4. When asked for a container id, the person requesting the information says "I'm not sure but it
was in a kraft colored box measuring 10"X12"X15".
5. Your 6 hour training class entitled "The ABC's of Records Management" has a 2 hour
segment for each of the following, ATTICS, BASEMENTS, & CLOSETS.
6. Your department head recommends lamination of post-it notes. You suggest microfilming as
an alternative.
7. The concrete blocks and 2x6 boards used as shelving sway more than 1 foot in either
direction.
8. The retention of records refers to how long it takes a box to drain after a heavy rain.
9. File areas are commonly referred to as Archives, Old Archives, and Old, Old Archives.
10. The night watchman is better at identifying historical records than the records specialist.

http://www.filing.co.nz/case6.htm <http://www.filing.co.nz/case6.htm

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What is Records Management?

the process of maintaining records for an
organization (ISO)
-routinely capturing records
-organizing
-protecting
-functioning as primary source
-providing ready access

(Taylor & Joudry, 468)

28

Records Management & Data Modeling

-conceptual model
-logical model
-physical data model

29

For discussion
When we say we are organizing
information, what exactly are we doing?
How has the increased interest in
research driven the need for
standardization?

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