Questions and Answers
What is the main purpose of controlled language in records management?
What is a characteristic of controlled language?
What is the difference between a glossary and a thesaurus?
What is the purpose of classification in records management?
Signup and view all the answers
What is an example of a controlled language tool?
Signup and view all the answers
What is the relationship between controlled language and semantic richness?
Signup and view all the answers
What is the benefit of using controlled language in records management?
Signup and view all the answers
What is a characteristic of a taxonomy?
Signup and view all the answers
What is the primary function of a thesaurus in regards to document management?
Signup and view all the answers
What is the purpose of the 'USE' property in a taxonomy?
Signup and view all the answers
What is the key distinction between a taxonomy and a folksonomy?
Signup and view all the answers
What is the primary goal of an ontology?
Signup and view all the answers
What is the purpose of metadata in a document management system?
Signup and view all the answers
What is the primary function of a topic map?
Signup and view all the answers
What is the primary goal of classification systems in a business environment?
Signup and view all the answers
What is the primary distinction between an ontology and a taxonomy?
Signup and view all the answers
What is the purpose of the 'BT' property in a taxonomy?
Signup and view all the answers
What is the primary function of manual filing systems in the early 20th century?
Signup and view all the answers
What is the primary goal of an alphabetic filing system?
Signup and view all the answers
What is the main challenge of implementing a subject filing system?
Signup and view all the answers
Why might some industries, such as healthcare, retain physical records?
Signup and view all the answers
What is the advantage of using cloud-based platforms for file storage?
Signup and view all the answers
What is the recommended approach for electronic document naming conventions in North Dakota's state agencies?
Signup and view all the answers
What is the role of dividers in an alphabetic filing system?
Signup and view all the answers
What is the focus of digital first processes?
Signup and view all the answers
What is the trend in managing physical records?
Signup and view all the answers
What is the purpose of cross-referencing in a subject filing system?
Signup and view all the answers
By what date must federal agencies transfer all permanent records in electronic format and with appropriate metadata?
Signup and view all the answers
What is the primary function of the ACCOUNTING subject classification in the North Dakota Subject Classification System?
Signup and view all the answers
In the Dewey Decimal Classification System, what is the main class for books on Technology?
Signup and view all the answers
What is the primary purpose of the BISAC Subject Headings?
Signup and view all the answers
In a chronological filing system, where are the newest records typically placed?
Signup and view all the answers
What is the name of the online version of the Dewey Decimal Classification System?
Signup and view all the answers
How many main classes are there in the Library of Congress Classification system?
Signup and view all the answers
What is the purpose of the SAFETY/SECURITY subject classification in the North Dakota Subject Classification System?
Signup and view all the answers
What is the format of a BISAC subject heading?
Signup and view all the answers
What is the purpose of the Classification Web subscription service?
Signup and view all the answers
What is the primary advantage of using a BISAC subject heading in a library?
Signup and view all the answers
What is the primary purpose of using a geographic filing system?
Signup and view all the answers
What is the preferred method of classification according to ISO 15489?
Signup and view all the answers
What is the primary benefit of using a functions-based classification system?
Signup and view all the answers
What is the term for the process of categorizing or grouping records into retrieval units?
Signup and view all the answers
What is the international standard for representing dates and times in a computer system?
Signup and view all the answers
What is the term for the high-level categories in a functional classification scheme?
Signup and view all the answers
What is the purpose of using a secondary field in a computer system for searching documents?
Signup and view all the answers
What is the term for the process of linking records to their business context?
Signup and view all the answers
What is the benefit of using a records classification scheme in relation to retention decisions?
Signup and view all the answers
What is the term for the arrangement of records into categories according to logically structured conventions, methods, and procedural rules?
Signup and view all the answers
What is the primary focus of content analysis?
Signup and view all the answers
What is the main purpose of a records classification scheme?
Signup and view all the answers
What is document auto-classification software primarily used for?
Signup and view all the answers
What is the purpose of a file plan?
Signup and view all the answers
What is the benefit of employing auto-classification tools?
Signup and view all the answers
What is an example of a tool used to classify documents, emails, and meeting invitations?
Signup and view all the answers
What is the primary method used to create an index?
Signup and view all the answers
What is the purpose of ARMA International's alphabetic filing rules?
Signup and view all the answers
What is the benefit of using a file plan?
Signup and view all the answers
What is the purpose of content analysis in file plan development?
Signup and view all the answers
What is the primary unit of indexing in a straight-numeric filing system?
Signup and view all the answers
What is the purpose of duplex-numeric system?
Signup and view all the answers
What is the most common order of dates used in chronological filing system?
Signup and view all the answers
What is the primary goal of content analysis?
Signup and view all the answers
What is an example of a technology that can collect and analyze both structured and unstructured content?
Signup and view all the answers
What is the focus of relational content analysis?
Signup and view all the answers
What is the primary function of text content analysis tools?
Signup and view all the answers
What is the term used to describe the examination of text for the existence of certain words?
Signup and view all the answers
What is the primary function of document indexing?
Signup and view all the answers
What is the benefit of using Artificial Intelligence in document indexing?
Signup and view all the answers
What is the primary goal of the Semantic Web?
Signup and view all the answers
What is the term used to describe the collection of interrelated datasets on the Web that make up the Semantic Web?
Signup and view all the answers
What is the primary distinction between the goal of the Semantic Web and the goal of Artificial Intelligence?
Signup and view all the answers
What is the term used to describe a network of real-world entities and their relationships?
Signup and view all the answers
What is the primary advantage of combining Natural Language Processing with semantic web technologies?
Signup and view all the answers
What is the primary characteristic of knowledge graphs that distinguishes them from concept maps and mind maps?
Signup and view all the answers
What is the primary purpose of semantic ontologies in the Semantic Web?
Signup and view all the answers
What is the primary challenge that has limited the adoption of the Semantic Web?
Signup and view all the answers
What is the primary way in which knowledge graphs merge the structured world of semantic data with the analytical capabilities of AI?
Signup and view all the answers
What is the primary benefit of using semantic technologies in predictive analysis?
Signup and view all the answers
Study Notes
Controlled Language
- Controlled language, also known as controlled vocabulary, is an agreed-upon use of language to describe organizational information resources.
- Several controlled language tools can be created, including:
- Index: an ordered list of controlled language terms that points to the location of information related to each term.
- Glossary: an alphabetical list of terms and their definitions within a specialized domain of knowledge.
- Folksonomy: an unstructured system of classification that makes use of terms that occur naturally in the language of users of the system.
- Taxonomy: a controlled vocabulary in which all terms belong to a single hierarchical structure and have parent/child relationships or broader/narrower relationships to other terms.
- Thesaurus: a controlled vocabulary of terms arranged in a structured order and with relationships between terms indicated with standardized designations.
- Ontology: a working model of entities and interactions in some domain of knowledge or practice.
Classification Systems
- Classification is the organization of materials into categories according to a scheme that identifies, distinguishes, and relates the categories.
- Classification systems can be used to impose order on the chaos that results from the growth of information by grouping like objects together.
- Different classification schemes include:
- Alphabetic Filing System: files and documents are arranged in alphabetic order from A to Z.
- Subject Filing System: each document relates to a specific subject matter and is arranged in alphabetical order by subject.
- Numeric Filing System: records are arranged based on numbers that are assigned or taken directly from a record.
- Chronological Filing System: records are organized by date and can be used to organize business records such as invoices and purchase orders.
- Geographic Filing System: records are classified according to geographic location.
Business Classification Schemes
- Classification is the systematic identification and/or arrangement of business activities and/or records into categories according to logically structured conventions, methods, and procedural rules.
- Business classification systems are built upon an analysis of the organization’s business activities.
- Functional Classification Scheme:
- Classification based on organizational functions and activities.
- Categories include:
- Firm Administration
- Sales and Marketing
- Finance Department
- Human Resources
- Information Management
- Legal
- Operations
- Records Classification Scheme: File Plan:
- A records classification scheme is also referred to as a file plan.
- It is based on the business activities that generate records.
- It can be represented as a directory or hierarchical folder structure.
Auto-Classification
-
Auto-classification is an automated process for assigning metadata or index values to documents usually in conjunction with an existing taxonomy.
-
Document auto-classification software scans the contents of a document and automatically assigns tags, or descriptive labels and keywords.
-
It indexes the content into categories and classes, with the support of taxonomies and knowledge graphs, to facilitate the content management process.### Auto-Classification and Information Governance
-
Auto-classification is essential in an organization's information governance strategy, enhancing user productivity and satisfaction.
-
It involves grouping files based on categories or characteristics, facilitating compliance and reducing litigation risks.
-
Auto-classification tools can search for sensitive content, protecting against data breaches and lowering eDiscovery costs.
-
Microsoft 365's sensitivity labels provide an additional layer of protection to files and emails, enforcing protection settings according to an established sensitivity label policy.
Indexing and Content Analysis
- Indexing has evolved from humans analyzing and indexing individual documents to computers scanning large volumes of documents against controlled terms.
- Content analysis examines the content of records, providing controlled terms used in indexing.
- It focuses on analyzing relationships between concepts, expanding from conceptual analysis to relational analysis.
- Content analysis is applied in various disciplines, including marketing, media studies, sociology, and political science.
Classification Systems
- Classification systems work because they follow pre-defined rules to ensure consistency.
- ARMA International's alphabetic filing rules establish an index order of units for personal names, indexed by surname and then first name.
- Numeric filing uses numbers directly from a record or assigned numbers, such as purchase order numbers or functional classification systems.
- Duplex-numeric systems use two or more sets of codes, and chronological filing systems arrange documents by date.
Artificial Intelligence and Document Indexing
- Artificial Intelligence can automate the classification and indexing of documents.
- Document indexing organizes documents with proper tags or attributes for better visibility while searching or retrieving them in the future.
- The firm must decide how documents should be indexed, considering how users would search for them.
Content Analysis Tools
- Content analysis tools can collect and analyze both structured and unstructured content, resulting in a searchable index.
- IBM's Watson Content Analytics is an example of a content analysis tool that can add insight into records and information an organization possesses.
- Content analysis tools can provide statistics about text, such as word count, number of sentences, and reading ease, to improve writing.
Relational Content Analysis and Semantic Analysis
- Relational content analysis, also known as semantic analysis, looks for meaningful relationships between concepts.
- Semantic analysis employs semantic ontologies (controlled vocabularies) to enable data sharing and reuse across application, enterprise, and community boundaries.
- The semantic web allows data to be shared and reused across boundaries, making links between interrelated datasets.
Knowledge Graphs
- A knowledge graph, also known as a semantic network, represents a network of real-world entities and illustrates the relationship between them.
- Knowledge graphs are stored in a graph database and visualized as a graph structure, connecting pieces of information (nodes) like concept maps and mind maps.
- Knowledge graphs seamlessly merge the structured world of semantic data with the analytical capabilities of AI, mapping an interconnected network of entities and their relationships for use in many AI-driven applications.
Studying That Suits You
Use AI to generate personalized quizzes and flashcards to suit your learning preferences.
Description
Learn about the importance of managing records and non-records, and how controlled language is used for titling and indexing records. Understand the role of thesaurus in classifying records.