Document Management

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Document Management

• Documents?
• everything that carries information
• Management?
• How to arrange it so you and someone else can
  find it back

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Documents in a hybrid environment

• What?
• ? printed material books, journals,
  pamphlets, ephemera
• ? manuscripts
• ? museum objects, furniture,
• ? electronic databases and journals
• ? electronic links to information
  that you do not own anymore
• How to find it?
• card catalogue
• electronic catalogue
• inventory

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How to find

• A copy of Shakespeares Romeo and Juliet?
• You KNOW what youre looking for
• You KNOW a title , name etc.

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Aleph-catalogue university library Ghent
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Aleph description
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How to find

• A marble statue of Charles van Hulthem
  (1764-1832)
• Biography?
• Ghent?
• Museum?
• University Library?
• Right inventory or right person!
• Key of the door!

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How to find

• A book on the man who lived in Brussels in the
  19th century (I think) he was an artist or a
  danser, and I forgot his name ....
• A good book?

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Why easy? Why difficult?

• The book was easy because you had elements of the
  bibliographic address
• The statue and the book on the man who lived in
  Brussels was a bit difficult because content was
  involved
• The good book was very difficult because quality
  is involved

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Elements of the catalogue

• Bibliographic description
• Content keywords, thesauri
• Quality...e.g. linking with Wos databases

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How did the university library of Ghent manage
the keyword-question?
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Inventory Card catalogue Thematic Lists Indexes
19 th century non-controlled keywords
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Ferdinand Vander Haeghen. He was chief librarian
of the University library from the middle of the
19th century until 1911
19 th century non-controlled keywords
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Paul Otlet (1868-1934)was the Pioneer of
Information Management. Otlet and Henri La
Fontaine (1854-1943) established the Institut
international de bibliographie. This House of
documentation, was a vast informational
retrieval scheme, in which they proposed to
file, index, and provide information for
retrieval on anything of note published anywhere
in the world. Vanderhaeghen was a friend of theirs
19 th century non-controlled keywords
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Collection of 1.000.000 ephemera under the motto
Ne jetez jamais un papier Non-controlled
keywords
19 th century non-controlled keywords
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• Non-controlled keywords
• Very personal, e.g. how different
  chief-librarians managed the library archive
• Time-bound
• Double entries beaux arts, expositions, ....
• More fun for the librarian, less for the
  researcher

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Controlled keywords

• Controlled keywords and standards very important
  for exchange especially in an electronic
  environment
• UDC, MESH, Library of Congress, ....

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Controlled keywords

• Ghent used UDC on the card catalogue until the
  1980-ies, worked in a shared catalogue with
  Leuven until the end of the 90-ies, and shared
  keywords, went solo and the then chief librarian
  decided no more keywords .....

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Controlled keywords

• Because there were no more subject
  librarians
• Why no more keywords?
• The philosophy was search a bibliographic
  database and you can find anything you need
  without the laborious work of indexing
• what did we loose?

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Books of course!

• Most bibliographic databases gather
  journal-articles and book-articles but no books
• Impossible to re-do the indexing for all these
  years
• So we borrowed key-words from other databases
  and catalogues, such as
• ULRICH'S INTERNATIONAL PERIODICALS to manage our
  journals
• Library of Congress to manage a lot of our books

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Ulrich key-words
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Catalogue key words
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Catalogue entry
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Electronic journals DDC from Ulrich
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Subject Library science
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Library of congress online catalog
Z39.50 script
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Results for our library

• Quick
• Standard key-words
• Very nice alternative
• -
• Doesnt cover everything

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Take care of

• Standards
• ISSN
• ISBN

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Bibliothèque Nationale Paris
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Bibliothèque Nationale Paris
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University Library Ghent

• sylvia.vanpeteghem_at_rug.ac.be
• www.lib.rug.ac.be