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Week 13

INFORMATIONREPRESENTATION

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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 yearsEven 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

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At times the term surrogate record hasbeen used instead

A surrogate stands in place of someoneor something else

Term can be used for records

representing any kind of informationpackage in any kind of informationretrieval system

Surrogate record is also used to meanthe description and access content of ametadata record

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A surrogate record is a presentation of

the characteristics of an informationpackage

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.

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Information package is an instance of

recorded information (e.g. book, article,

videocassette, Internet document or set ofpages, 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, andnotes identifying pertinent features.

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An access point is any term (word,

heading, etc.) in a surrogate record thatis 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

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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

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WHY ONE STANDARD?

Prevent duplication of workAllow library to better share bibliographicresources

Enables library to acquire cataloguing datathat is predictable and reliable

Enables library to make use of commerciallyavailable library automation system tomanage library operations

Allows library to replace one system withanother

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Examples of standard used in recording and

description of information/documents

ISBD

MARCZ39.50

Dublin Core

TEI Header, etc.

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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

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Specific types of materials are

described using ISBDs which arebased on the ISBD (G). They are:

1. ISBD (M) for monograph 1978

2. ISBDS (S) for serials 19773. ISBD (G) 1978

4. ISBD (CM) for cartographic materials

19775. ISBD (NBM) for non-book materials

1977

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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

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WHY ISBD?

1. Standardization

2. Identification of bibliographic data in any

language

3. Manipulation of bibliographic data in

computer application

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The description is divided into the

following 8 areas:

1. Title and statement of responsibility

2. Edition area

3. Material specific details4. Publication, distribution area

5. Physical description

6. Series area7. Notes area

8. Standard number and terms of availability

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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

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ANGLO-AMERICAN CATALOGUING

RULES,SECOND EDITION,1988

REVISION (AACR2r)The description part of Anglo-AmericanCataloguing Rules, Second Edition,1988revision (AACR2r) is based on ISBD.

After a general descriptive chapter inAACR2r, other descriptive chapters coverdifferent kinds of materials:

- books chapter 2- cartographic materials chapter 3

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- 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 realia-

chapter 10

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Rules are numbered so that thenumbers of the ISBD areas follow the

chapter number. Here is an example ofISBD areas as rules in chapter 5 of

AACR2r:

- rule 5.1 Title and statement ofresponsibility area

- rule 5.2 Edition area

- rule 5.3 Material specific details area- rule 5.4 Publication, distribution, etc.area, etc.

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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 theinformation is to be taken.

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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)

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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 LCMARC database a practical & useful product

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Figure 22. MARC Record Display

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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

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Benefits:

1. Furthering access to the worlds

information2. Reducing information costs

3. Helps libraries / information centre

locate, acquire, access information

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Computer needs a means ofinterpreting the information found on a

cataloguing recordMARC contains a guide to its data

Each bibliographic data will be

presented with tag numberExamples of MARC:

- UNIMARC

- USMARC- UKMARC

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MARC Tagging Used in UiTMS LibraryTag Description

100 Main Entry Personal Name

110 Main Entry Corporate Name

245 Title

250 Edition Area

269 Publication & Distribution Area

300 Physical Description Area440 Series Statement (Traced)

490 Series Statement (Untraced)

500 Notes Area

504 Bibliography Note

505 Contents Notes

600 Personal Name as Subject

610 Corporate Name As Subject650 Topical Heading

651 Geographic Name As Subject

700 Added Entry Personal Name

710 Added Entry Corporate Name

745 Added Entry - Title

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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

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Overcome problem associated with:- multiple database searching

- it simplifies search process by making

it possible for searcher to use familiaruser interface of the local system to

search both:

1. Local library catalog2. Any remote database systems that

support the standard

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DUBLIN CORE (DUBLIN METADATA

CORE ELEMENT SET)

Created in order to have an internationallyagreed-upon set of elements that could be filledin by the creator of an electronic document

Dublin Core is now being implemented throughthe use of HTML

The Dublin Core Set consists of 15 elementsthat can be divided into 3 main groups content

of resource, intellectual properties, resource asan instance

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Elements related to the content of theresource:

1. Title the name of the resource

2. Subject & keywords the topic(s) of theresource; used controlled vocabularies andformal classification schemes

3. Description a textual description of thecontent of the resource

4. Source

5. Language

6. Relation relationship links

7. Coverage special characteristic (physicalregion) or temporal characteristic(date/time)

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Elements related to the resource whenviewed as intellectual property:

1. Author/Creator

2. Publisher

3. Other contributor

4. Right elements a statement, link oridentifier that gives information aboutrights management (e.g: whether use

is restricted until a certain time, time atwhich the resource will be moved fromdisplay, etc)

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Elements related mainly to the issue ofresource-as-an-instance

1. Date the date of the creation;recommended that ISO 8601 be used(YYYY-MM-DD)

2. Resource Type a designation of the type

category of the resource (eg: homepage,technical report, dictionary, etc.)

3. Format a designation of software orhardware required to use the resources

4. Resource identifier a string or number thatuniquely identifies the resource (e.g: URL,ISBN)

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Subject/Keywords/Author/Creator and othercontributor are access points elements

Principles for the Dublin Core:

1. The core set can be extended with furtherelements needed by a particular community

2. All elements are optional

3. All elements are repeatable

4. Any element may be modified by qualifier orqualifiers

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TEI (Text Encoding Initiative) Header

TEI = SGML DTD (StandardGeneralized Markup LanguageDocument Type Definition) created in

order to provide a way of encoding old,literary and/or scholarly texts so thatencoded version could be exchangeeasily

Creation of a standard for a TEI Headerwas to provide a source of informationfor cataloguing

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TEI Header has 4 sections:

- File description

- Encoding description- Profile description

- Revision description

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File description is required and contains a

bibliographic description of the text it

includes the title, author(s); publicationinformation 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 spellingvariations were treated)

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The profile description contains whatAACR2r calls added access points. Italso contains language information,subject access points and classification

notation

The revision description contains a

record of every charge that has beenmade to the, including when eachchange was made and by whom