Determine which fields (both physical description and subject description) are under some form of authority control.

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Learning Goal: I’m working on a databases writing question and need an explanation and answer to help me learn.Draft 3 Instructions(Sections 3.0, 4.1 – 4.3, Appendixes A-E and G)3. Access and authority controlAccess points are often under some form of authority control (also called access control or terminology control). Authority control is a mechanism for bringing consistency to data values in an information organization system. Data entered in fields that are under authority control must come from a file or list of authorized (or controlled) terms. In your system, terms related to subjects and to names of people and corporations are under authority control. You can establish authority control in two forms for purposes of this assignment:thesaurus (external to the main database file) for subject terms (section 4.2, required)
name authority file (external to the main database file) for names in the records (section 5, required)
In this section, you explain authority control in general and state which fields are under which type of control.Tasks: Determine which fields (both physical description and subject description) are under some form of authority control. Consider the following:Fields with simple, predictable terms. These are usually physical description fields such as Format with terms such as “book” and “video.” Decide whether any such field should be under control of a controlled vocabulary
The field with the greatest number of potential terms and the most semantically (conceptually) complex terms, especially how the terms are related to one another is a candidate for a thesaurus. Usually this is a subject field. Choose one field only for vocabulary control using a thesaurus.
Fields with proper names. These may be personal names (people) or corporate names (companies, organizations). Usually all name fields are controlled by a name authority file. The name authority file also controls the form of names used in subject fields.
Write narrative.Narrative: Discuss the purpose of authority control and its importance in your system. Explain how it works. Explain the relationship to controlled vocabularies. Explain why it is beneficial to have specific access points under authority control from the perspectives of the end user searching the system and the technical user creating the records. State the kinds of authority control in your system. Note that access points do not always have to be under authority control, and you can have authority control on non-access points.Discuss the fields under control of a thesaurus, and a name authority file. State explicitly which fields are under which type of control mechanism.Hint: If you have trouble completing this section, come back to it after completing section 4.4. Representation of information contentGiven the basic resource description for the information container developed in section 2, you now need to determine the metadata elements necessary for representing information content (or intellectual content, subjects, topics). Section 4 focuses on problems of describing subjects, including use of controlled vocabulary in section 4.2, and subject-based classification in section 4.3.4.1. Subject accessTasks: Determine how to provide subject representation, or how to represent the information content of the objects. The subject representations will be the basis for providing subject access in your system. Consider the kinds of subjects (e.g., topics, themes, time period, geographic area) of the information objects. Note that, although fields such as title and table of contents can provide clues to aboutness, these fields are considered physical description of the information container, not subject description of the information content.Decide how many subject fields you need. You may translate Subject into more than one field (e.g., Topics and Time Period) and/or you may rename the metadata element and database field. You may have some subject fields controlled by a subject heading list, or controlled by a thesaurus, or fields that contain natural language terms (e.g., abstracts, summaries, etc.).The classification code to be developed in Draft 3 should be based in part on information content.Narrative: Define and discuss subject representation, subject analysis and subject access. Explain the importance of subject access for your users. Describe how your organization system provides subject access by listing all fields in your records that contain subject-related data or information. Explain that classification is partially based on subject, identify the subject-based facet(s) in your classification scheme, and name the field that contains the classification code. (You may need to return to this after you complete section 4.3).4.2. Thesaurus structureThis section addresses subject authority control (also called vocabulary control or terminology control) using a thesaurus. A thesaurus is a list of controlled vocabulary terms that provides data values (terms) for a single field under subject authority control. It serves both technical users (indexers, catalogers) as a source of terms to enter in the record and end users as a source of search terms.Tasks: Review the Thesaurus Tutorial in the Canvas course site. In Libib, your tag field is equivalent to a subject field, and will contain controlled vocabulary terms from the thesaurus. Review, discuss and demonstrate the three semantic (conceptual) relationships in the thesaurus, and understand how mandatory reciprocals are used to indicate these three relationships. This should be a thorough discussion that fully informs the readers on this topic.Determine the domain and scope of the thesaurus.Make decisions concerning specificity and exhaustivity. Consider how each decision may affect information retrieval performance based on measures of precision and recall.Create Appendix D: Sample thesaurus.. Appendix D is a paper document. We are not using a mechanical thesaurus. Write narrative. Narrative: Explain the purpose of subject authority control, how it is implemented in your system, and why it is important for both end users and technical users of your system. Discuss why the tag field needs authority controlDefine the thesaurus as a kind of controlled vocabulary. Explain the purpose of its syndetic structure. Define and describe the three kinds of semantic relationships and how each is displayed. Explain mandatory reciprocals and how they are used.Describe the domain and scope of the thesaurus.Define specificity. State the level of specificity in the thesaurus (high, moderate, low) and explain why it is appropriate for the users and/or information objects. Discuss the probable effect of this level of specificity on precision and recall measures of information retrieval performance.Define exhaustivity. State the level of exhaustivity for indexing, that is, whether the indexer should tend more toward depth indexing or summarization. Explain why this level is appropriate for the users and/or information objects. Discuss the probable effect of this level of exhaustivity on precision and recall measures of information retrieval performance.Refer to Appendix D: Sample thesaurus.Note: The instructor understands that your thesaurus is only a sample and that it is not comprehensive. The reader should have a thorough understanding of how a thesaurus works, how the three relationships work, how they look in the thesaurus, what mandatory reciprocals are, and how they are shown in the thesaurus. Actual examples go a long way here.4.3. Classification schemeClassification is a process of categorizing objects according to one or more attributes or characteristics. Formal classification systems such as Dewey Decimal and Library of Congress are called schemes. Classification codes are derived from schemes and assigned to objects to group items that are similar in one or more ways together. The primary function of bibliographic classification is to bring items together that contain similar intellectual content or subject matter. In the library world, bibliographic classification systems are also used as the basis for physical location. Classification schemes are used by technical users who create the codes and by end users who want to understand the organization of materials. Ultimately, your classification codes will be your call numbers.Tasks: Review Faceted Classification Tutorial and/or Hierarchical Classification Tutorial in the Canvas course site. Determine your approach to classification: faceted (recommended) or hybrid (hierarchical first facet) .Choose three or four attributes of the objects (e.g., subject, creator, literary form or genre, media format, date) to be used in classification. Consider attributes suggested by users’ questions and how these relate to users’ expectations for physical arrangement of objects (e.g., whether to arrange objects first by subject or by format).For this project, you should have at least three facets, and at least one facet must relate to information content or subjects. Your first facet should not be Author or any other facet that merely alphabetizes the collection. The facets in your scheme should correspond to fields in your Libib database. If you have a facet that is not drawn from a Libib field, explain why the metadata it contains is important enough to be a facet but not important enough to be an element. . Develop a notation code (you may not use a pre-existing code such as Dewey or LC) to identify and group the objects by class. In order to physically organize the objects, make this a unique identifier (call number) by adding to the notation code a unique number to identify the individual object.Be sure to create a code (call number) for each of your records..Create Appendix E: Classification scheme.Write narrative. Narrative: Define classification and its purposes in general.Describe the role of classification in your system with regard to providing intellectual access and physical access if appropriate. Define and describe the difference between faceted and hierarchical approaches to classification; state your approach and explain your choice. The reader should have a thorough understanding of the differences, pros, cons, etc. of each.State the primary facet and explain why you chose it with regard to providing intellectual access (subject-based). List the other facets in order. Explain why you chose these facets, including their effectiveness as a system for intellectual and physical organization of the objects (if applicable). Your primary facet should be derived from a field that uses a controlled vocabulary.If you are adding a unique identifier to the classification code for physical arrangement, explain why that is necessary and the source of the unique identifier.In a separate paragraph, illustrate your classification system by providing a complete example of one classification code:Briefly describe one of your 10 objects
Show the classification code for that object
Explain what each part of the classification code represents.
This can be exactly the same example as in Appendix E (see instructions there). Do not repeat classification rules here; refer to Appendix E.Additional tasks to prepare for Draft 3 · In Appendix C, write/revise rules for subject/tag field(s), especially fields under control of the thesaurus and and classification/call number field (see Input Rules Tutorial). Check all other rules for consistency with any changes in fields, specifications, and other appendixes referenced.· IMPORTANT: Revise Appendix G: Sample records by creating 10 records to demonstrate your full set of record fields, specifications, and input rules.· Review instructor’s marks and comments on Draft 2 to ensure that you addressed or considered all of them.If you have questions, discuss them with your instructor prior to submitting the new draft.· Use Draft 3 Checklist and Draft 3 Gut check on your own draft before submitting the draft.Project AppendixesIMPORTANT: Position all appendixes together following the last narrative section. Start each appendix on a new page (insert a page break). Appendix A begins on a new page after the last narrative section of the current draft. Omit pages for appendixes not yet developed. Use tables included in the template. Appendix A. Metadata elements and semanticsTasks (Draft 3): Complete the table with semantics for Subject and Classification (you may also rename these or add other subject-related elements).Appendix B. Record structure and specifications Tasks (Draft 3): Complete the table in part 1, filling in every cell with a specification or a dash. Revise database as needed, Appendix C. Record content and input rulesTasks (Draft 3): Write/revise rules for subject field(s), especially fields under control of the thesaurus and classification field.Appendix D. Sample thesaurusThis appendix contains a sample thesaurus of controlled vocabulary terms to be entered into the Tag field in the record. The thesaurus is created only in MS Word, not in Libib. Tasks: Work through the Thesaurus Tutorial in the Canvas course site. Examine your 10 sample information objects to begin building a list of subject terms for the thesaurus. You must develop at least 15 subject terms that you will use in your records. As you develop and edit the list, bear in mind the domain and level of specificity you determined in section 4.2. Do not try to be comprehensive; this is only a sample with sufficient terms to represent each of your 10 sample objects at the level of indexing you described in section 4.2.Determine semantic (conceptual) relationships among terms. The thesaurus must contain several examples each of a hierarchical, equivalent, and associative relationship. All the terms in the field on which the thesaurus is exerted must be in the thesaurus. All the authorized terms in the thesaurus must appear in at least one record.Develop the syndetic structure of the thesaurus. Sort and display terms alphabetically and use appropriate conventions (BT, NT, etc.) to show several sets of mandatory reciprocals for each kind of relationship. Not all terms in your sample thesaurus will be related to other terms in the sample. Do not force a relationship on every term; instead, let terms stand alone where appropriate.Provide a key or legend to explain the abbreviations BT, NT, etc.Note… Every authorized term must appear in at least one Appendix G record. No unauthorized terms may appear in Appendix G records. There may be no terms in the thesaurus field in Appendix G that do not appear as authorized terms in Appendix D.Appendix: Sample thesaurus. Length is usually 1 to 3 pages. One or two columns are acceptable. Must contain at least 15 authorized terms.Appendix E. Classification schemeThis appendix presents the structure of the classification scheme and instructions for use. It contains:A table or other illustration of the scheme
Rules for notation
Rule for unique number
Example of the full classification code
Tasks: Review the classification tutorials in the Canvas course site. Determine your approach to classification: faceted (recommended) or hierarchical. Identify three or four facets, as well as their order, to use in classifying the objects. At least one facet must be subject-oriented. In classification, subjects tend to be less specific than in thesauri and subject headings lists, and may even be some other kind of subject, such as genre. Note that in a faceted classification approach, a facet can be optional, or used only for some objects. Your scheme must provide subject access via the first facet. Any deviations from this must be explained in 4.3, and must be in line with your FRBR analysis in 2.2.Create classes (or foci) for each facet. If a class is open-ended (e.g., year), do not list every class: the rule will explain how to enter the data. In choosing both facets and classes, strive for mutual exclusivity so there is no overlap in meaning between facets or between classes.Write rules for assigning classification notation to an object. These rules follow a three-part format for every facet in order of synthesis. Here is a brief summary. Facet name: Descriptive, simple.Chief source of information: Primary location in/on the object where the information can be found, or more likely the field from which the value for the facet is drawn.Notation rules: Instructions for synthesis, including how to choose class, how to capitalize and spell class codes, and how to punctuate after the code. If the facet is optional, state when it is used.Write a separate rule, under a separate heading, for adding a unique number to the notation to form a unique identifier (call number) for an object. An easy solution is to add the record number to the end of notation, but many other solutions are possible. A classification system that represents digital information objects and/or that is not related to physical arrangement of objects may require a different solution. If in doubt, ask your instructor.Provide an example in which you:Briefly describe 1 of your 10 objects.
Show entire classification code or unique identifier (call number) for the object.
Explain what each part of the classification code represents.
You can use this same example in the section 4.3 narrative.Hint: Test rules by having someone else try to follow them. Appendix: Copy the four-part format below. Under “1. Scheme,” the classification scheme can presented as a table (columns for facets, rows for classes/foci) and/or a hierarchy, depending on the classification approach. Under “2. Notation rules,” repeat the three subheadings for each facet.Scheme [table and/or text description of facets and classes]
Notation rules [for each facet, repeat three-part format below]
Facet name:Chief source of information:Notation rules:Rule for unique number
Example
Appendix G. Sample recordsTasks (Draft 3): Create seven more records for a total of 10 database records to represent all 10 objects in your sample collection, following your additional rules and any other revisions. Take screen shots of records and insert in draft . Check records as for Draft 2, plus:All terms in the field controlled by the thesaurus must come from the thesaurus (Appendix D) and must match the thesaurus in form, spelling, and capitalization.
In the classification field, the classification code in one record must match the example in Appendix E, and all codes should follow the rules in Appendix E.
Requirements: 9 pages

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