JIMMA UNIVERSITY
JIMMA INESTITUTE OF TECHNOLOGY
DEPARTMENT OF INFORMATION SCIENCE
COURSE TITLE: KNOWLEDGE ORGANIZATION
AND MANAGEMENT
NAME: ANBESIE TEZERA
ID NO: RU1253/13
SUBMITED DATE: 22/3/2023
SUBMITED TO: SOLOMON A.
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Table of Contents
INTRODUCTION...........................................................................................................................3
1.2Indexing and Searching Languages............................................................................................4
1.2.1 Indexing language…………………………………………………………………………...4
1.2.2 Searching language.................................................................................................................4
1.3 types of indexing …………………………………………………………………………..…4
1.3.1 Controlled Indexing Language………………………………………………………..…4
1.3.2. Natural Indexing Languages…………………………………………………….………4
1.3.3. Free Indexing Term………………………………………………………………………5
1.4 structure of indexing language………………………………………………..………………5
1.4.1 Controlled Vocabulary……………………………………………………………………6
1.4.2 Syntax…………………………………………………………………….………………7
1.4.3 Free indexing term…………………………………………………………………….,,…7
1.5 need and purpose…………………………………………………………………………,,…8
1.6 characteristics…………………………………………………….………………………,,…8
1.6. Semantic structure…………………………………………………….………………,…9
1.6.2 Syntactic structure………………………………………………..……………….....,...9
1.6.3 Syndetic structure……………………………………………..………………..……,…9
1.7 summary………………………………………………………..……………………………9
1.8 reference……………………………………………………………………………………10
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1.1 INTRODUCTION
Indexing language (IL) is an artificial language made up of expressions connecting several
kernel terms and adopted to the requirements of indexing. The function of an IL is to do
whatever a natural language (NL) does and in addition organize the semantic content through a
different expression providing a point of access to the seekers of information. An IL is a system
for naming subjects and has controlled vocabulary. The vocabulary of an IL may be verbal or
coded. A classification scheme uses coded vocabulary in the form of notation and authority lists
uses verbal vocabulary. It is a prerequisite to understand the features of the language used for the
representation of the subject content of the documents in terms of their linguistics structures and
functions for the purpose of studying the structure of indexing language. Thus, there are areas of
linguistics which are of common interest to information scientists
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1.2 Indexing and Searching Languages:
1.2.1 indexing language
An indexing language can be defined as: the terms or codes that might be used as access points
in an index. An indexing language is a set of codes and their admissible expression used for
representing the content of the documents as well as queries of the users. An indexing language
is “artificial” in the sense that it may depend upon the vocabulary of a natural language, though
not always, but its syntax, semantics and orthography would be different from the natural
language. Indexing language is developed and used for special purpose, i.e. for representation of
the thought content of the documents as well as queries of the users. An indexing language is a
controlled language. There is restriction in using the words/terms in indexing language.
Synonyms and homographs are controlled. There is standardisation of terms/words. One concept
is denoted by only one term.
1.2.2 searching languag
A searching language can be defined as: the terms that are used by a searcher when specifying a
search requirement. If the terms or codes are assigned by an indexer when a database is created,
then the indexing language is used in index. The same terms or codes may also be used as access
points to records during searching.
1.3 TYPES OF INDEXING
1. Controlled Indexing Language: may be used for names and other labels. But much emphasis
is placed upon languages with terms that describe subjects. There are two types of subject based
controlled indexing languages: 1. alphabetical indexing languages 2. classification schemes.
In alphabetical indexing languages, such as descriptors are recorded in thesauri and
subject heading lists. the subject terms are the alphabetical names of subjects, controls
exercised over which terms are used, and relationships between terms are indicated but the terms
themselves are ordinary words. In classification schemes each subject is represented by a code or
notation
2. Natural Indexing Languages : that you can search the familiar terms that the authors
originally used. Thus author indexes, title indexes and citation indexes, As well as natural
language subject indexes, are derived- term systems. Natural indexing can be executed by a
human indexer, or automatically by the computer. Natural language indexing and controlled
language indexing are used extensively in many information-retrieval applications. Both are used
in retrieval on CD-ROM, via the online search services, in document management systems, and
in online public access catalogues (OPAC). 3. Free Indexing Term: is by no means new. Its
fundamental methods is to pick out key words (or sometimes) key phrases from the textual
material by human intuition. The choice of the word (intuition) is purposeful. No one really
knows exactly what goes on in this selection process. The human indexers scan the material and
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underline or (otherwise indicate) those terms felt to be important or indicative of the subject
matter contained in the textual material. It should be obvious, but apparently is not so that
computers can not accomplish this task in the strict sense. One can not program computers
intuitively to determine importance or relevance of terms or phrases in textual material, however
while in theory human indexers can accomplish such indexing. In practice there is too much
inconsistency among the human indexers to produce indexing useful for retrospective searchers.
3. Free Indexing Term: is by no means new. Its fundamental methods is to pick out key words
(or sometimes) key phrases from the textual material by human intuition. The choice of the word
(intuition) is purposeful. No one really knows exactly what goes on in this selection process. The
human indexers scan the material and underline or (otherwise indicate) those terms felt to be
important or indicative of the subject matter contained in the textual material. It should be
obvious, but apparently is not so that computers can not accomplish this task in the strict sense.
One can not program computer intuitively to determine importance or relevance of terms or
phrases in textual material, however while in theory human indexers can accomplish such
indexing. In practice there is too much inconsistency among the human indexers to produce
indexing useful for retrospective searchers.
Comparing Uncontrolled and Controlled Indexing Language
1. Uncontrolled indexing languages (advantages and disadvantages):
A) Advantages:
1. Low cost
2. Simplified searching.
3. Full database contents searchable.
4. Every word has equal retrieval value.
5. No human indexing errors.
6. No delay in an incorporating new term.
B) Disadvantages:
1. Greater burden on searcher.
2. Information implicitly but not overtly included in text may be missed.
3. Absence of specific to generic linkage. 4. Vocabulary of discipline must be Know.
2. Controlled vocabulary or controlled indexing languages
A) Advantages:
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1. Solves many semantic problems.
2. Permits generic relationships to be identified.
3. Maps areas of knowledge.
B) Disadvantages:
1. Height cost.
2. Possible inadequacies of coverage.
3. Human errors.
4. Possibility of out-date vocabulary.
5. Difficulty of systematically incorporating all relevant relationships between terms.
1.4 STRUCTURE OF INDEXING LANGUAGE
Like natural language, an indexing language consists of three elements: (a) Vocabulary (not free
vocabulary, but controlled vocabulary), (b) Syntax, and (c) Semantics. All the structured
indexing languages are based upon careful subject analysis. The following figure presents the
structure of an indexing language:
Indexing languages’
Controlled vocabulary Syntax Semantics
vvvvvvvvocavocabulary
t
varbal Coded
Classification
SH list
Thesauri Tesaurofact
fig.1.1
1. Controlled Vocabulary:- An indexing language operates with a controlled vocabulary.
An IL having controlled vocabulary attempting to indicate the relationship between terms
in the index vocabulary is systematically structured. The vocabulary of an IL is either
verbal or coded. Subject heading lists and thesauri come within the purview of verbal
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controlled vocabulary. A classification scheme employs coded vocabulary in the form of
its notation. Thus, for example in Colon Classification (CC) Schedule ‘Indian History’ is
rendered as V44. In Sear’s List of Subject Headings which employs verbal vocabulary it
is rendered as: India - History. There are also controlled vocabularies like Thesaurofacet,
Classaurus, etc., which possess both the aracteristics verbal as well as coded controlled
vocabularies. In any case, selection of terms to be used in each discipline is primary and
coding is done at a later stage. The need, objectives, methods of vocabulary control, etc.
are discussed in detail under the section 10.6 of this Unit
2.Syntax:- The etymological meaning of syntax is ‘putting things together in an orderly
manner’. In the context of an indexing language, syntax refers to a set of rules or
grammar which governs the sequence of words in a subject heading, or notations in a
classification number. Most of the subjects treated even in modern macro documents are
of compound nature. This means that the name of a subject can no longer be represented
by a single word or term. When a number
of terms have to be used in representing the subject coextensively, syntax is necessary to
put the terms in a most helpful and known searchable order. In other words, we can say
that syntax of an indexing language provides pattern of relationship which we recognize
between the terms used in the system, i.e. between the terms in the index vocabulary or
controlled vocabulary. This recognition is based on a careful subject analysis which is
basic to the indexing language
3.Semantics: - As stated earlier, semantics refers to the systematic study of how meaning
is structured, expressed and understood in the use of an indexing language. Various types
of semantic relationships are evident in an indexing language. These relationships include
equivalence relationships, hierarchical relationships, and associative relationships.
Meaning of the term can be derived from its hierarchy. Semantic relationship is document
independent relationship. The syntactical rules of an indexing language is also used to
resolve the meaning of the term in a subject heading (consisting of string of terms)
through the determination of context
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1.5 NEED AND PURPOSE
To discuss about the need and purpose of an indexing language, 'it would be useful if we look
into the need and purpose of a language. While using a language to satisfy the need for
communication, there is no control in the language being used resulting in a lot of flexibility in
conveying ideas. To understand this flexibility, we have to see the process of flow of ideas in a
language as illustrated in the below figure
Ideas
Expressed
Cohesive ideas In a languages
source
Formulates
Received by sink
Fig 1.2
The ideas conveyed as shown above are not limited to a particular individual as a source and also
not limited to a particular environment and location. The variations in environment and
individuals result in flexibility in language. To express the same ideas, people use different
languages, and also in different ways to communicate while using the same language. This varies
even with the same set of people in different conditions and environment. This is termed as the
flexibility of language, which has resulted in concepts like synonyms, homonyms, directindirect
speech, active-passive voice, etc. Same ideas being expressed by different expressions or the
same expression representing different ideas can be meaningful. Due to the context and
interactive/two-way/real time/face to face communication. It may convey a wrong message
otherwise. Therefore, in formal discussions, in the vocabulary of a subject/discipline, terms are
defined in advance and used in the same sense.
Characteristics of indexing we have seen that the purpose of an indexing language is to express
the concepts of documents in an artificial language so that users are able to get the required
information. The indexing language does this by depicting the relationships among the different
related concepts. Thus, an indexing language consists of elements that constitute its vocabulary,
rules for admissible expressions (i.e. syntax) and semantics. An indexing language should,
therefore, have:
➢ semantic structure
➢ syntactic structure
➢ Syndetic structure.
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➢ Semantic Structure: - Semantics refers to the aspects of meaning. In the context of an
indexing language, two kinds of relationships between concepts - hierarchical and non-
hierarchical can be identified. The hierarchical relationships may be Genus-Species and
WholePart Relationships. The Non-hierarchical relationships may be Equivalence or
Associative relationships.
➢ Syntactic Structure: -As you know the word syntax refers to grammar. In the context of
indexing language syntax governs the sequence of occurrence of terms in a subject
heading viz., for the title export of iron; it may be Iron, Export or Export, Iron.
➢ Syndetic Structure: -To show the relationships described at semantic structure, syndetic
structure should be built in indexing language (viz., see, see also; use, use for). Syndetic
structure ill the indexing language aims to link related concepts otherwise scattered and
helps to collocate related concepts. It guides the indexer and the searcher to formulate -
index entries
and to search for his/her information
SUMMARY
Indexing languages are controlled languages used to facilitate access to information. The present
Unit discusses various aspects of an indexing language in holistic manner. The meaning, scope,
structure and attributes of an indexing language and how it differs from the natural language
have been discussed at the outset. It is followed by the discussion on meaning, need, objectives
and method of vocabulary control. Types of indexing languages are discussed. The subject
headings list has been explained in the context of the general principles associated with the
choice and rendering of subject headings. Subject authority file has also been considered in the
light of use and maintenance of the subject heading list. Thesaurus has been discussed with
particular reference to its types, functions, structure, nature of relationships between terms, and
the important role they play in indexing and searching. Salient features of two extended forms of
thesaurus— Thesaurofacet and Classaurus are explained. This unit also looks at the Library of
Congress Subject Headings (LCSH) and Sears’ List of subject headings (SLSH) in greater detail
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REFERENCES
✓ Bhattacharyya, G. “Classaurus: It’s Fundamental, Design and Use”. Studien zur
Klassification, BD. 11; 1982; 139-148. Print.
✓ Chakraborty, A. R. and Bhubaneswar Chakraborty. Indexing: Principles,
Processes and Products. Calcutta: World Press, 1984. Print
✓ Foskett, A. C. Subject Approach to Information. 5th Ed. London: The Library
Association, 1996. Print.
✓ Aitcheson, 1.and Gilchrist, A. (2000). Thesaurus construction and use: apractical
manual. 4thed. London: Aslib
✓ Artherton, Pauline. (1977). UNESCO handbook of information systems and
services. Paris: UNESCO.
✓ BS 5723: 1987. Guidelines for establishment the search of monolingual thesaurus.
London: British Standard Institution.
✓ BS 6723: 1985: ibid. Chowdhury, G.G. (2000). Modern information retrieval.
London: Clive Bingley.
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