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
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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
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Publisher’s announcements
E-mail
Review
Catalogs
Identifies the works contains
within these materials

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Collection of short stories
Collection of articles
Systematically pulling together
these materials into collection
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Personal collection
Libraries
archives
Producing lists of these materials
according to standards rules of
citation
 Bibliographies
 Indexes
 registers
Providing useful access to
these materials
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Name
Title
Subject
Providing means to locate the
materials
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Catalogs
Online catalogs
Bibliographic networks
OCLC (Online Computer Library Centre)
 RLIN (Research Libraries Information Networks)

Organization that Organize
Information
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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

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Preselected profiles
Journals/magazines/newspaper
Library : Cataloging

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Creating a description of the
physical item
Make them assessable to library
user
Library : Processing
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Labeling
Security strips
Library : Shelving

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First in first out
Alphabetical order
By classification
Records Center
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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

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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
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Responsible for the appraisal,
acquisition, preservation, and
provision of access to archival
documents
Keeps unique items

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Original/primary information sources
Archives of an agency/person cannot
be mixed with another
agency/person
Archives : Important terms

Provenance

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Original order

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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

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Accession records
Finding aid
Museums & Art Galleries

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Collection consists of visual
materials in 2 or 3 dimensional
form
Acquired through acquisitions
department
Natural History Museum

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Artifacts are acquired from
fieldwork
Accession records created if the
objects are to be kept in the
collection
Other types of Museums

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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

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Offices
Administrative setting
Originated from office filing system

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Keeping
Filing
Maintaining of paper records
Data Administration

Highly affected by developments in
technology: information system
(databases, hardware, software)
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cont.
MIS (Management Information System)
DSS (Decision Support System)
ESS (Executive Support System)
In Malaysia

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Electronic Government
HRMIS (Human Resource Management
Information System)
The Internet
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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
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Basic search engines
Directories
Subject gateways, etc.
Digital Libraries
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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
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Provides users with a way to locate
all the information content that they
have the authority to acce
Information Architecture
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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
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Research
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Strategy

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create detailed blueprints
Implementation

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Considering the document types and metadata
schema
Design

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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

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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
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Knowledge management
software
Content management
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Focus on knowledge that has
been made explicit
KNOWLEDGE IS
POWER
THANK YOU