Thesaurus for Graphic Materials Layne Aingell LI804XR Summer 2013 Emporia State University. Thesaurus for Graphic Materials 1

Transcription

1 Thesaurus for Graphic Materials Layne Aingell LI804XR Summer 2013 Emporia State University Thesaurus for Graphic Materials 1

2 Thesaurus for Graphic Materials 2 Introduction Thesaurus for Graphic Materials (TGM) is a tool for catalogers and researchers indexing visual materials by subject and genre/format. The thesaurus includes more than 7,000 subject terms to index topic shown or reflected in pictures, and 650 genre/format terms to index types of photographs, prints, design drawings, ephemera and other categories (Library of Congress, 2007a). The Library of Congress Prints and Photographs Division (P&P) contains approximately fourteen million images. These include a wide variety and formats, such as documentary and art photography; architectural, design and engineering drawings; fine prints; posters; and popular and applied graphic arts (Library of Congress, 2007a). In order to provide access to these images, P&P catalogers have the task of creating appropriate cataloging treatment. Because the most frequent approach to image retrieval is by subject, catalogers create item-level, group-level, collection-level catalog records and finding aids. To identify subject indexes, P&P catalogers use the Thesaurus for Graphic Materials I: Subject Terms (TGM I) to identify subject or topical terms, and Thesaurus for Graphic Materials II: Genre and Physical Characteristic Terms (TGM II) to identify form and genre terms (Alexander & Meehlieb, 2001). Both were published and distributed by the Library of Congress in 1995 and merged into one online catalog in 2007 (Library of Congress, 2007a). In researching TGM, I reviewed several library literature journal articles first by skimming the abstracts to search for applicable information. Because this is a specific thesaurus, I found a lot of duplicity, which minimized resources for the information I sought. I also used the Library of Congress (LOC) website, and the Getty Research Institute s website. I particularly spent a lot of time on the LOC Prints and Photographs Online Catalog (PPOC) website, creating

3 Thesaurus for Graphic Materials 3 search scenarios to get a feel of how its search capabilities operate. While I did not cite the Getty Research Institute s website, it provided insight on how thesauri, particularly how those designed for art objects, are organized and structured. What I found most appealing about TGM is that it allows for subject search terms based on content of the image as well as physical aspects of the image, enabling the end-user to search by concepts as well as visual images. Although TGM I and II are published as one catalog, I discuss them separately, in order to show the differences in their guidelines. A reoccurring theme I found in most of my research was the importance of controlled vocabularies in thesauri, and the differences between their content and methods used by information seekers to search for information. I will discuss how controlled vocabularies influence cataloging and how search processes are conducted by using them. Indexing Guidelines and Principles The challenge of developing a resource such as TGM is to address the search terms needed to retrieve images from large and diverse collections. Indexing for this particular use needs to contain terms for abstract terms, topical content, subject content, form and genre. Catalogers need to visually analyze images to determine which aspects are important to index in order to create the best access (Alexander & Meehlieb, 2001). Per the Library of Congress (2007a), TGM I and TGM II are in accordance with the American National Standards Institute s (ANSI) Guidelines for Thesaurus Structure, Construction and Use standards. Their terms are selected based on common usage and are established using natural language word order and modern American spelling conventions, and listed alphabetically. It is authorized for institutions using MAchine-Readable Cataloging (MARC) for their automated catalog records (Library of Congress, 2007a).

4 Thesaurus for Graphic Materials 4 To provide optimal access to the P&P, its catalogers evaluate whether a project needs minimal or full-level cataloging treatment. Then, item, group or collection level catalog records and finding aids are created by employing practices from library, museum, and/or archives fields. Broader search terms are a result of combining the levels of image records by providing cross references (Alexander & Meehlieb, 2001). TGM allows for new terms to be added as needed in the course of cataloging and indexing and P&P catalogers add several hundred new vocabulary terms each year (Jӧrgensen, 2009). Vocabulary TGM I: Subject Indexing Guidelines and Principles When indexing images for TGM I, catalogers are indexing what an object is about in addition to what it is of. Images are examined for significant places, people or events that may be used to describe subject headings. Controlled vocabulary subject terms include activities, objects, occupations, events, concepts and structures. The terms may be subdivided as needed. It is also important that catalogers refrain Figure 1. Lucy s Christmas from projecting any subjectivity when describing the object (Alexander & Meehlieb, 2001). As an example of how a cataloger would index an image using TGM I guidelines, I am using this photograph of my niece (Figure 1). I retrieved subject terms from the online version of TGM I (Library of Congress, 2007b). The first step a cataloger makes in indexing an image is determining and analyzing what gure 1 subject aspects of the image are important. In my example, the subject terms might be Christmas decorations, Christmas stockings, child, child behavior, and unsupervised

5 Thesaurus for Graphic Materials 5 children. The goal is to provide the broadest subject access associated to the main element or elements of the image. Significant places, people, events and symbolic representations are also incorporated into this goal. If any architectural landmarks, or other identifying images were in this photo, a cataloger would take that into account in its analysis (Alexander & Meehlieb, 2001; Gordon, 2001). Catalogers also look for additional themes or contexts that are important to recognize. This is how the concept of indexing what the image is about rather than what of comes into the process (Alexander & Meehlieb, 2001). In this example, crying or temper tantrums may apply. However, the term temper tantrums may not be a good choice as the cataloger cannot verify the feelings of the child, and therefore this might be a subjective term. If this image was used as an illustration accompanying an article about the commercialization of Christmas, the subject terms commercialism, prosperity, extravagance, or religion might be considered. When subject analysis is completed, the cataloger selects appropriate subject terms following the principle of specificity, i.e. the most specific applicable terms (Alexander & Meehlieb, 2001). For the photograph of my niece, a cataloger might choose Christmas decorations, festoons, wreaths, fireplaces, mantles, and sleepwear. Subject heading strings are used to further show relationships between aspects of subjects. Catalogers then may choose to further specify subject matter by adding pertinent geographic and chronological subdivisions (Alexander & Meehlieb, 2001). Although I know where and when this photograph was taken, it is not indicated in the image, neither as text nor in the image. Therefore, a cataloger would not include that information.

6 Thesaurus for Graphic Materials 6 Vocabulary TGM II: Subject Indexing Guidelines and Principles TGM II contains controlled vocabulary for genre terms that describe categories of visual materials. Genre subject terms include categories such as prints, photographic prints, and gelatin silver prints. If the cataloger is unsure of the format, the broader term is used for the sake of accuracy (Alexander & Meehlieb, 2001). For example, if a cataloger knows an image is a photographic print, but unsure whether it s a digital print, contact print or a bromoil print, the term photographic print is used. Images are further subdivided by the date of its creation, nationality, and color (Library of Congress, 2007c). TGM II is a practical representation of categories of material met at the Library of Congress and other extensive American historical collections. Standard reference sources and cataloging manuals are reviewed to find common vocabulary and determine relationship hierarchies. Some terms and their definitions might be drawn from catalogers personal knowledge. The cataloger is seeking to identify the photographic or print format of the image, and is striving to catalog the material in hand (emphasis added), not its original source or the broader work. Other thesauri, especially the Art and Architecture Thesaurus (AAT) and the Library of Congress Subject Headings (LCSH), are consulted for terms to incorporate into this graphic materials thesaurus. TGM II terms match AAT or LCSH vocabulary in order to simplify retrieval in compatible catalogs (Library of Congress, 2007c). For my example, computer generated print, digital image, digital photograph, or digital print could be used as a subject heading.

7 Thesaurus for Graphic Materials 7 Therefore, a catalog record for Figure 1 with TGM I and TGM II guidelines applied might look like Table 1. Table 1 Title: Lucy s Christmas Creator(s): Aingell, Moira, photographer Medium: 1 digital photographic print. Summary: One crying female child in front of fireplace with Christmas decorations. Subjects: Child Child behavior Children Unsupervised children Christmas Christmas decorations - Christmas stockings (example of subject heading string) Crying Sleepwear Fireplaces Mantles Format: Digital photographic print The Significance of Vocabulary Many catalogers of still images utilize two major indexing approaches, concept-based and content-based. Concept-based indexing applies to text descriptors assigned to images, and content-based indexing applies to image processing methods. A challenge often encountered when using a controlled vocabulary in an indexing scheme such as TGM, is to have an alignment between language terms an information-seeker would use and the language a cataloger would use. Information-seekers tend to use natural language when using search terms, and may have a different perspective on a particular image than a cataloger (Gordon, 2007; Weedman, 2010). Catalogers should understand their audience in choosing terms (Weedman, 2010, p. 1502). Experiments confirmed whether social terms from socially-created metadata, particularly those from Flickr and Wikipedia, could add value to TGM by providing additional access points for information seekers. Social metadata can complement traditional methods of indexing and using controlled vocabularies (Stvilia, Jӧrgensen, & Wu, 2012). This is beneficial to end-users who may be more comfortable with a social-tagging vocabulary rather than a formal vocabulary. In one of our group discussions in class, we examined how different generations seek information and how younger users are of the point and click generation. That is, they are

8 Thesaurus for Graphic Materials 8 accustomed to getting what they want quickly, and controlled vocabularies may hinder their needs in that they may not want to take the time to review a vocabulary list. Information seekers also often use different spellings of the same word and misspellings. This may lead to frustration and discouragement. When professionals assist users, the discrepancy between natural language and controlled vocabularies diminishes (Baca, 2004; Gordon, 2001; Stvilia, et al. 2012). Because new terms are added to TGM as new topics are encountered, it is flexible in incorporating social media terms (Jӧrgensen, 2009). TGM editors accept suggestions for new terms or edits to existing terms by users by or fax (Library of Congress, 2007a). I think by enabling users to directly contact the Library of Congress with suggestions, search terms will begin to reflect social media s influence. The lack of authority control of vocabulary may also hinder end-users. If there is no authority control or consistency for art databases, their efficiency as retrieval tools is ineffective for end users, who might be using several databases. Having that consistency in search terms enables end-users greater accuracy in their searches (Baca, 2004). A menu of vocabularies from which to choose provides catalogers the most appropriate access points for users (Baca, 2003). The hierarchical structure and multiple levels of description in TGM s controlled vocabulary also broaden the retrieval needs of users (Jӧrgensen, 2009). As an example of a search for a subject term in TGM, I used the term family, Fifty-five results contained family, including family trees, families, social values, abused women, and beer gardens. The Scope Notes show the relationship between the index terms family and beer gardens : Eating and drinking establishments serving food and drink to individuals and families, and often serving as social centers. Originated in Germany and brought to the U.S. by German and East European immigrants (Library of Congress, 2007a).

9 Thesaurus for Graphic Materials 9 This example illustrates the hierarchical structure and multiple levels of description as mentioned above. TGM entries also provide jump links for images with broader and related terms. Application and Use In addition to the Library of Congress, libraries, historical societies, archives and federal agencies use TGM. Private sector companies also use TGM because it is in the public domain, and therefore free of charge. One advantage of TGM is that it is available in various formats, including print and online. Going forward, P&P will link the terms of TGM I and TGM II to correspond to catalog records that carry digital images to create easier access to visual images (Alexander & Meehlieb, 2001). This summer, I completed an internship with the American Academy of Family Physicians Foundation s Center for the History of Medicine (CFHM). CFHM actively collects, organizes, preserves and provides access to the records of the leading Family Medicine organizations involved in all aspects of the specialty. For its collection management, CFHM uses the software program PastPerfect. The fields used for creating searchable access points for photographs in PastPerfect are People, Subjects, Classification, and Search Terms. PastPerfect uses TGM for its Subjects authority file. When entering information into PastPerfect, I would search that authority file for the best description and use the TGM term or terms. For example, Figure 2 is an item of ephemera in the Adam G.N. Moore Collection, housed at CFHM. For the subject fields I used TGM subject terms, Almanacs, Advertising Publicity, Ephemera Advertising, Health, Marketing, Medical Education, Patent Medicines, and Quacks. This will enable end-users to search the collection for their specific needs. See detail in Figure 3.

10 Thesaurus for Graphic Materials 10 Almanacs Advertising Publicity Ephemera - Advertising Health Marketing Medial Education Patent Medicines Quacks Figure 2 Figure 3 Conclusion TGM is a valuable tool in that its indexing guidelines include content of subject matter as well as context. These unique features enable information-seekers to retrieve images not only by what is visually in the image, but also the activity portrayed in the image. It allows information seekers to seek visual images in ways formerly available only for textual materials. Its compatibility features enable its use not only by the Library of Congress Prints and Photographs Catalog, but also for art collections, library collections, archives and private entities such as CFHM. Because P&P catalogers and the general public can add new terms, it is flexible in adapting to new subject and genre terms. Its availability in MARC makes it easy for institutions to incorporate TGM directly into their online catalogs. TGM will continue to grow because of its flexibility and compatibility.

11 Thesaurus for Graphic Materials 11 I particularly enjoyed researching TGM because it allowed me to search the PPOC and see firsthand how relationships between indexing terms are created. The PPOC is an excellent resource of which I was not aware, and I know it will be a valuable tool for me.

12 Thesaurus for Graphic Materials 12 References Alexander, A. & Meehlieb, T. (2001).The Thesaurus for Graphic Materials: Its history, use and future. Cataloging & Classification Quarterly, 31(3/ 40), Baca, M. (2003). Practical issues in applying metadata schemas and controlled vocabularies to cultural heritage information. Cataloguing & Classification Quarterly, 36(3 /4), Baca, M. (2004). Fear of authority? Authority control and thesaurus building for art and material culture information. Cataloguing & Classification Quarterly, 38(3 /4), Gordon, A. S. (2001). Browsing image collections with representations of common-sense activities. Journal of the American Society for Information Science and Technology. 52(11), Jӧrgensen, C. (2009). Still image indexing. Encyclopedia of Library and Information Sciences, Third Edition, DOI: /E-ELIS Library of Congress, (2007a). Prints & photographs online catalog: Thesaurus for graphic materials. Retrieved from Library of Congress, (2007b). Thesaurus for graphic materials I: Subject terms. Retrieved from Library of Congress, (2007c). Thesaurus for graphic materials II. Genre and physical characteristic terms. Retrieved from Stvilia, B., Jӧrgensen, C. & Wu, S. (2012). Establishing the value of socially-created metadata to image indexing. Library & Information Science Research. 34(2), Weedman, J. (2009) Design science in the information sciences. Encyclopedia of Library and Information Sciences, Third Edition, DOI: /E-ELIS

13 Thesaurus for Graphic Materials 13 Bibliography The Getty Research Institute (2013). Retrieved from Library of Congress, (2007d). Prints & photographs online catalog. Retrieved from