Competency G

Classification, Controlled Vocabulary, Cataloging & Metadata Schemas

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

Since starting the MLIS program I have developed an interest in and enjoyment of cataloging, especially metadata schema. The concept of “aboutness” or the fields (subjects, time, place, etc.) of resources is represented by subject metadata (Taylor & Joudrey, 2018). Retrieval of this information is dependent on being organized. Providing access to collections and resources is one of the core services of any information organization (Hirsh, 2022). As humans, we have an inherent desire to organize and gain knowledge through research, analysis, and exploration to expand our understanding of the world around us. 

Nowadays, access is provided by online catalogs (OPACs), which replaced analog card catalogs (Hirsh, 2022). These online catalogs such as the Online Computer Library Center’s (OCLC) WorldCat. These OPACs can also serve as gateways to resources outside of an institution. Discovery tools have an interface similar to those used in OPACs but also include information harvested or accessed from an institution’s repository containing image collections and other resources (Taylor & Joudrey, 2018). 

Classification 

The purpose of classification is to categorize information resources into knowledge organization schemes, collocate resources by subject and/or form/genre, provide a logical location for similar resources, and arrange and retrieve resources and/or their surrogates (Taylor & Joudrey, 2018).

Dewey Decimal System/Classification (DDC)

According to the OCLC (2024), the Dewey Decimal System is the most widely used way to organize library collections. This organizational method groups books with similar topics together. The Dewey Decimal System was created in the 19th century by Melvil Dewey. Before the DDC was invented, libraries had items on the shelf in the order they were acquired, which could make it difficult to find what you were looking for (Smith, 2023). These classifications can be broken down into subtopics, so the longer the call number is, the more specific the topic is. This classification is typically used in public and school (K-12) library settings.

Example

800 – 899 = Literature

Call number: 822.33 

Literature (800)

English Drama (822) 

.33 refers to William Shakespeare

Library of Congress Classification (LCC)

The Library of Congress classification was developed in the early 20th century. The LCC uses a series of letters and numbers to express “aboutness” and create a unique place on a virtual or physical shelf (Hirsh, 2022). The LCC uses a similar system to DDC but uses letters and numbers to organize materials instead of numbers alone. There are twenty-one classes, listed alphabetically with each letter representing a subject. Subclasses represent subtopics within that subject. This classification is typically used in academic, research, and special library settings.  

N — Fine Arts

Subclasses

N — Visual Arts

NA — Architecture

NB — Sculpture

NC — Drawing, Design, Illustration

Example

Art is work: [graphic design, interiors, objects, and illustrations], Milton Glaser, 2000

NC999.4.G55 A4 2000

NC999.4 – Subject: NC – Design, 999.4 – Commercial Art, Advertising Art

G55 – Author

A4 – Folio Format  

2000 – Year published

Cataloging & Controlled Vocabulary

Descriptive Cataloging

Descriptive cataloging includes bibliographic elements considered to be significant such as title, edition, publication information, etc. Resource Description and Access (RDA) is a cataloging standard for representing bibliographic information and provides access points through the title and name fields (Taylor & Joudrey, 2018). This replaced the outdated 2nd edition of the Anglo-American Cataloging Rules (AACR2) records. However, it does not possess radical changes to the descriptive rules like Functional Requirements for Bibliographic Records (FRBR) does (Librarianship Studies & Information Technology, 2021). It is based on the well-established entity-relationship model used to construct databases. RDA is also not considered to be an encoding scheme since it does not provide a method for preparing information to be loaded into a database (Hirsh, 2022). 

International Standard Bibliographic Description (ISBD) is an internationally accepted format for the representation of descriptive bibliographic information (Taylor & Joudrey, 2018). Created by the International Federation of Library Associations and Institutions (IFLA) to promote an increase in the sharing and exchange of bibliographic information. This format uses standardized elements, assigns them an order, and specifies a system to be used. 

Functional Requirements for Bibliographic Records (FRBR) is a conceptual standards model comprised of four levels: work, expression, manifestation, and item (Taylor & Joudrey, 2018). It identifies the entities, attributes, and relationships that are key components of the bibliographic universe of recorded information. This standard was also created by the International Federation of Library Associations and Institutions (IFLA) and developed with the user’s point of view in mind. 

The Dublin Core metadata set consists of 15 elements designed to catalog and organize electronic resources. Typically used for born-digital and digitized materials within digital collections. This metadata standard is general, which makes it ideal to use with Extensible Markup Language (XML). There are also metadata standards that are suited to specific needs. For example, Encoded Archival Description (EAD) and DACS (Describing Archives: A Content Standard) are used to create and encode archival finding aids, which promote the discoverability of collections.  

Subject Cataloging & Controlled Vocabulary 

Controlled vocabulary and classification systems are used to convey the “aboutness” of a resource. Controlled vocabularies create access points that can be used to identify the works they contain and the most significant entities associated with them (Hirsh, 2022). Access points are fields in a bibliographic record that are controlled or authorized. These controlled vocabularies include resources such as the Library of Congress Subject Headings (LCSH) and Authority Records, The Getty Art and Architecture Thesaurus, and the Sears List of Subject Headings to name a few. A particularly useful resource to use when searching for the appropriate subject heading is OCLC’s SearchFAST. This website allows the user to search for subject headings, related terms, and authorized headings within one database. Data created using a shared standard is more likely to be interoperable between systems (Hirsh, 2022). It also provides subject access to each resource, allows the aggregation of similar records, and provides suggestions to aid in a user’s search.

Encoding Metadata

Metadata is structured data that gives access to information (Hirsh, 2022). To allow for metadata transmission, this information must be encoded. Specific coding standards are used so records will be interchangeable between institutions. Many of the newer schemas are based on Machine Readable Cataloging (MARC 21) and Universal MARC formats. MARC is designed to be a carrier for bibliographic information about printed and manuscript textual materials, computer files, maps, music, visual materials, and mixed materials (Hirsh, 2022). Newer encoding formats include Extensible Markup Language (XML), which is similar to HTML coding and Text Encoding Initiative (TEI). These encoding standards act as a container for metadata resource descriptions and are used to link metadata from other records (Taylor & Joudrey, 2018).