IMD253 cpt.1.ORGANIZATION OF INFORMATION
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Transcript IMD253 cpt.1.ORGANIZATION OF INFORMATION
ORGANIZATION OF
INFORMATION
NOR EZAN BIN OMAR
Why organized?
“A place for everything
&
everything in its place”
We organized because we need to
retrieve.
Organized information
Retrieved information
Organized Information
Arranged according to
established standard
Readily identifiable and
retrievable
Functions of Organizing
Information
Ronald Hagler identifies 6
functions
Hagler, Ronald (1997). The bibliographic Record and
Information Technology. Chicago: ALA.
Identify the existence of
materials
Publisher’s announcements
E-mail
Review
Catalogs
Identifies the works contains
within these materials
Collection of short stories
Collection of articles
Systematically pulling together
these materials into collection
Personal collection
Libraries
archives
Producing lists of these materials
according to standards rules of
citation
Bibliographies
Indexes
registers
Providing useful access to
these materials
Name
Title
Subject
Providing means to locate the
materials
Catalogs
Online catalogs
Bibliographic networks
OCLC (Online Computer Library Centre)
RLIN (Research Libraries Information Networks)
Organization that Organize
Information
Libraries
Records Center
Archive
Museums & Art Galleries
Data Administration
The Internet
Digital Libraries
Information Architecture
Knowledge Management
Libraries
Longest tradition of organizing
information
Library : Collection
Development
How create collections?
Collection Development
Purchasing
Give & exchange
Approval plans
Preselected profiles
Journals/magazines/newspaper
Library : Cataloging
Creating a description of the
physical item
Make them assessable to library
user
Library : Processing
Labeling
Security strips
Library : Shelving
First in first out
Alphabetical order
By classification
Records Center
Place that maintain semi-current
records pending their ultimate
disposal
Kept for various periods of time
for administrative, fiscal or legal
requirements
Records Center :
Management of records
Preparing records for storage
Execute & maintain control and
retrieval system procedures
Completing statistical
information
Receiving & carrying out
requests for information/records
Implementation of retention &
disposal schedule
Archives
Responsible for the appraisal,
acquisition, preservation, and
provision of access to archival
documents
Keeps unique items
Original/primary information sources
Archives of an agency/person cannot
be mixed with another
agency/person
Archives : Important terms
Provenance
Original order
Origin or creator of the record
The order in which records were
created, maintained and used
Description
Process of establishing intellectual
control over archival holdings
Accession records
Finding aid
Museums & Art Galleries
Collection consists of visual
materials in 2 or 3 dimensional
form
Acquired through acquisitions
department
Natural History Museum
Artifacts are acquired from
fieldwork
Accession records created if the
objects are to be kept in the
collection
Other types of Museums
Items are registered (like
cataloging) after being
accessioned
Serves as organizational control
of the items
Provenance and condition must
appear with all other information
about the object in registration
records
Registration record for arts
objects
Fields used
Material content
Technique(s)
Studio of origin
Type of equipment used
Color(s), etc.
Data Administration
Terminology applied to the control of
the explosion of electronic
information
Offices
Administrative setting
Originated from office filing system
Keeping
Filing
Maintaining of paper records
Data Administration
Highly affected by developments in
technology: information system
(databases, hardware, software)
cont.
MIS (Management Information System)
DSS (Decision Support System)
ESS (Executive Support System)
In Malaysia
Electronic Government
HRMIS (Human Resource Management
Information System)
The Internet
Collection of interlinked
computer networks
Connect millions of computers
at one time
Internet resources are controlled
by their providers
Difficult to control information
over the internet
Organizing the Internet
By librarian
Traditional means
Internet resources in particular
subjects are collected and made
available at gopher sites
Compiling bibliographies of web
sites
Develop digital libraries
Organizing the Internet
By non-librarian
Using search engines
Developed by computer and
Programming Specialist
Is a retrieval mechanism that
performs the basic retrieval tasks
Different types of search engines
Basic search engines
Directories
Subject gateways, etc.
Digital Libraries
Collection stored in digital
formats, accessible by
computers
Made popular by NSF (National Science
Foundation) /DARPA (Defense Advanced
Research Project Agency) /NASA (National
Aeronautics and Space Administration) in 1994
Previously known as electronic
or virtual library
Organization of Digital
Libraries
Using tools
Metadata (data about data)
XML (Extensible Markup Language) /RDF
(Resource Description Framework) schemas
Ontologies (the study of being or existence)
Taxonomies (the science of classification)
Portals
Provides users with a way to locate
all the information content that they
have the authority to acce
Information Architecture
The process of designing,
implementing and evaluating
information spaces
Determine the use to which
information will be put and
create patterns for path to
finding needed information
Closely associated with the
creation of web sites
Information Architecture
organize information through
Research
Strategy
create detailed blueprints
Implementation
Considering the document types and metadata
schema
Design
Know the background of the materials
Design are used in building and launching of the
sites
Administration
Continues evaluation and improvement of the
sites
Knowledge Management
Attempt to capture employees’
knowledge with advanced
technology
Started in 1995, popularization
of tacit (hidden) versus explicit (fully
and clearly expresses) knowledge
Knowledge could be stored and
shared easily
Knowledge Management
organized information through
Knowledge management
software
Content management
Focus on knowledge that has
been made explicit
KNOWLEDGE IS
POWER
THANK YOU