Unit 12: Organising and Managing Information: Conceptual Changes – Impact of Technology
12.1 Introduction
The development of information and communication technologies has significantly transformed the theory and practice of knowledge organisation. Traditional tools and techniques such as classification, cataloguing and indexing were originally designed for print-based collections and manual systems. With the emergence of computers, networks and digital resources, the conceptual foundations of organising information have expanded. Unit 12 examines how technological innovations have altered principles, structures, standards and professional roles within Library and Information Science.
12.2 From Physical Collections to Digital Environments
In traditional libraries, information resources were primarily physical objects such as books, journals, reports and maps. Organisation focused on arranging these materials on shelves and representing them through card catalogues and printed bibliographies. The introduction of computers shifted this environment to machine-readable formats. Online Public Access Catalogues (OPACs) replaced card catalogues, enabling keyword searching, Boolean operations and multi-access points.
Digital libraries, institutional repositories and online databases further extended the scope of collections. Resources are no longer confined to physical boundaries. Information exists in electronic formats such as e-books, e-journals, multimedia files, datasets and web documents. This transition required conceptual rethinking of bibliographic control and subject representation.
12.3 Automation and Integrated Library Systems
Automation introduced computer-based management of library functions including acquisition, cataloguing, circulation, serial control and OPAC services. Integrated Library Systems (ILS) unified these modules into a single platform. Bibliographic records became machine-readable, enabling storage, editing, retrieval and sharing across institutions.
Automation also encouraged standardisation. Data structures needed uniform coding to ensure interoperability. This led to the widespread adoption of machine-readable cataloguing formats and encoding standards.
12.4 Machine-Readable Cataloguing and Metadata Standards
Technological change necessitated the creation of structured data formats. Machine-Readable Cataloguing (MARC) allowed bibliographic data to be encoded for computer processing. Each record is divided into fields and subfields identified by numeric tags, indicators and delimiters.
Metadata standards evolved to support digital resources. Unlike traditional cataloguing records limited to print materials, metadata schemes describe various digital objects. Metadata includes descriptive, administrative and structural elements. Examples include:
- Descriptive metadata: Title, author, subject, keywords.
- Administrative metadata: Rights, format, technical specifications.
- Structural metadata: Relationships between components of digital objects.
The development of standards such as Dublin Core and Resource Description and Access reflects conceptual shifts from physical description to digital representation and interoperability.
12.5 Evolution of Classification in the Digital Context
Traditional classification schemes such as Dewey Decimal Classification and Universal Decimal Classification were designed for arranging materials on shelves. Although their theoretical principles remain relevant, digital systems have reduced the need for strictly linear shelf arrangement.
In digital environments, classification supports browsing, faceted navigation and hierarchical exploration. Users can combine multiple attributes such as subject, format, author and date. This multi-dimensional approach differs from single-location shelf placement.
Automated classification tools using algorithms and machine learning further represent a conceptual change. Instead of manual assignment alone, systems may analyse text to suggest subject categories.
12.6 Changes in Indexing and Information Retrieval
Manual indexing once required subject experts to analyse documents and assign controlled vocabulary terms. Technological developments introduced automatic indexing through text processing and natural language techniques. Search engines employ ranking algorithms, relevance feedback and probabilistic models to retrieve information.
Full-text searching allows retrieval beyond controlled vocabulary. However, controlled indexing remains important for precision and consistency. The integration of both approaches illustrates a hybrid model combining traditional intellectual control with computational efficiency.
12.7 Thesauri, Taxonomies and Ontologies
Knowledge organisation systems have expanded beyond traditional subject heading lists. Thesauri provide structured vocabularies with hierarchical and associative relationships. Taxonomies organise concepts into hierarchical categories.
Ontologies represent a more advanced conceptual framework. They define entities, attributes and relationships within a domain in a formal, machine-understandable manner. Ontologies are central to semantic web technologies, enabling systems to interpret meaning rather than merely matching keywords.
12.8 Interoperability and Networking
The networking of information systems has changed how libraries operate. Resource sharing, union catalogues and collaborative cataloguing require compatible standards. Protocols enable systems to exchange records and search across distributed databases.
Interoperability ensures that metadata created in one system can be understood and reused in another. This represents a shift from isolated institutional catalogues to interconnected global information infrastructures.
12.9 Digital Libraries and Institutional Repositories
Digital libraries collect, organise and provide access to digital content. Institutional repositories preserve scholarly outputs such as theses, dissertations, research articles and datasets. These platforms depend on metadata standards, harvesting protocols and long-term preservation strategies.
Preservation in digital environments introduces new concerns including file formats, migration, emulation and storage media stability. Unlike print preservation, digital preservation requires continuous technological management.
12.10 User-Centred Approaches and Interface Design
Technology has shifted focus from system-centred design to user-centred services. Interfaces are designed to be intuitive, searchable and interactive. Features such as faceted browsing, tagging, recommendation systems and personalised accounts enhance user engagement.
User-generated content such as tags and reviews introduces participatory knowledge organisation. This marks a conceptual transition from exclusively professional control to collaborative information environments.
12.11 Emerging Technologies
Recent developments include artificial intelligence, machine learning, data mining and semantic web applications. These technologies support automated metadata generation, predictive analytics and intelligent information retrieval.
Linked data initiatives connect bibliographic data across platforms using standard web identifiers. This enables richer relationships between authors, works, subjects and institutions.
12.12 Changing Role of Information Professionals
The impact of technology has transformed professional competencies. Librarians and information specialists require knowledge of metadata standards, database management, digital preservation, networking protocols and emerging technologies.
The professional role now includes system evaluation, digital curation, data management and user training in information literacy. While foundational principles of organisation remain essential, technological literacy has become integral to practice.
12.13 Conceptual Implications
The fundamental purpose of organising knowledge remains facilitating access and retrieval. However, the methods, tools and theoretical frameworks have expanded. Concepts such as interoperability, semantic relationships, digital preservation and automated processing redefine traditional boundaries.
Technology has not replaced core principles of classification and cataloguing but has reshaped their application. The conceptual change lies in integrating intellectual control with computational capabilities to manage vast and diverse information resources. source: EGYANKOSH