Controlled vocabularies provide a way to organize knowledge for subsequent retrieval. They are used in subject indexing schemes, subject headings, thesauri, taxonomies and other knowledge organization systems. Controlled vocabulary schemes mandate the use of predefined, preferred terms that have been preselected by the designers of the schemes, in contrast to natural language vocabularies, which have no such restriction.
In library and information science, controlled vocabulary is a carefully selected list of words and phrases, which are used to tag units of information (document or work) so that they may be more easily retrieved by a search. Controlled vocabularies solve the problems of homographs, synonyms and polysemes by a bijection between concepts and preferred terms. In short, controlled vocabularies reduce ambiguity inherent in normal human languages where the same concept can be given different names and ensure consistency.
For example, in the Library of Congress Subject Headings (a subject heading system that uses a controlled vocabulary), preferred terms—subject headings in this case—have to be chosen to handle choices between variant spellings of the same word (American versus British), choice among scientific and popular terms (cockroach versus Periplaneta americana), and choices between synonyms (automobile versus car), among other difficult issues.
Choices of preferred terms are based on the principles of user warrant (what terms users are likely to use), literary warrant (what terms are generally used in the literature and documents), and structural warrant (terms chosen by considering the structure, scope of the controlled vocabulary).
Controlled vocabularies also typically handle the problem of homographs with qualifiers. For example, the term pool has to be qualified to refer to either swimming pool or the game pool to ensure that each preferred term or heading refers to only one concept.
There are two main kinds of controlled vocabulary tools used in libraries: subject headings and thesauri.
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An index (: usually indexes, more rarely indices; see below) is a list of words or phrases ('headings') and associated pointers ('locators') to where useful material relating to that heading can be found in a document or collection of documents. Examples are an index in the back matter of a book and an index that serves as a library catalog.
Metadata (or metainformation) is "data that provides information about other data", but not the content of the data, such as the text of a message or the image itself. There are many distinct types of metadata, including: Descriptive metadata – the descriptive information about a resource. It is used for discovery and identification. It includes elements such as title, abstract, author, and keywords. Structural metadata – metadata about containers of data and indicates how compound objects are put together, for example, how pages are ordered to form chapters.
Folksonomy is a classification system in which end users apply public tags to online items, typically to make those items easier for themselves or others to find later. Over time, this can give rise to a classification system based on those tags and how often they are applied or searched for, in contrast to a taxonomic classification designed by the owners of the content and specified when it is published. This practice is also known as collaborative tagging, social classification, social indexing, and social tagging.
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