Proceedings of the International Conference on Scientific Information Two Volumes (1959) / Chapter Skim
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Evolution of Document Control in a Materials Deterioration Information Center
Evolution of Document Control in a Materials Deterioration Information Center
Pages 731-762
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BEIUKI ABSTRACT. This paper will present a cletailect account of the nature of the literature control problem and the historic development of manual systems as applied in the area of deterioration prevention.
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It is the purpose of this paper to show the evolutionary steps traversed by the literature control system of this Center during 14 years of development under periodic contract renewal circumstances. Initially a modest conventional indexing system, it moved to a more elaborate manual procedure involving; edae-punched cards, direct coding, information classificat~on and the sundry accoutre associated with such a technic.
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Acting initially in a trouble shooting capacity, the Joint Army-Navy Deterioration Steering Committee and the Tropical Deterioration Information Center proved by the end of World War II that their activities had a continuing usefulness. In 1945, therefore, the Office of Research and Invention (ORI)
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Tropical Deterioration Author and subject indexes Bulletin Supplements issued 1946 5. Tropicalization News No known formal method Prevention of Deterioration Abstracts 1944- Tropical Deterioration 1945 Information Center 1956 1957 PDC, NAS-NRC; Office of Naval Research Contract PDC, NAS-NRC; Office of Naval Research Contract 2.
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c~c ~~, existing system. The possible application of a Uniterm Coordinate Indexing system to a segment of the sense files described by Brown, was discussed by Mortimer Taube as Part II of the above study.
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the indexing load as described by Taube was in no way embarrassing, in what we must consider a limited trial limited being defined as the ratio of five hundred documents as compared with the total collection of 22,000 reports. Input time here, although not specifically defined in print, is probably greater than input time in terms of conforming to the fixed code ofthe edge-punched card.
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This established the 14 satellite files in the constellation which was our PDC edge-punched card system. These satellite files are: 1.
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to fix our determination to move into some more flexible manual information storage and retrieval method. Improving the system by abandoning a direct code and substituting an inclirect one was never seriously considered, primarily because we believed this woulc!
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The fluid condition in work methods relative to our evolving information storage and control methods makes this an unc'..;~^l~l~ ares {^rr~lati`rP cart Tie whereas the more standardized library procedures lend themselves better to accounting methods. For these reasons we generally measure our work load in terms of library rather than information system activity.
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W Perry has succinctly summarized these difficulties in discussing aspect cards in the book Documentation and Information Retrieval, co-authored by him and Allen Kent.
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His analysis showed: I Inadequacy of classical Indexing systems, particularly because they do not lend themselves to rejection of unwanted material by nontechnical personnel.
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He points out that where specific demand requires detailed subject headings, the need for quick indexing and easy availability has been met by creating additional categories or subcategories, and the addition of sentence
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The uniterm coordinate indexing method takes into consideration the cliff~culties inherent to any punched-card system which we at PDC summarize as, primarily, mechanical problems—the system is too big, too heavy, too bulky, too inflexible, etc.—and any improvement lies in alleviating these conditions. The uniterm system approach to literature control takes the "too factor" into consideration and very neatly fractionates the punched card denoting many qualities by labeling ordinary cards with the terms indicating each separated quality.
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Warheit further analyzes costs, particularly in relation to conventional cataloguing, and concludes that coordinate indexing presents little or no economic advantages. Unfortunately, no comparison between a coordinate indexing method and the peekaboo system of information retrieval was noted.
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Although cocling as required by the older system would no longer be necessary, no information was available on how our coding and indexing load would be related to our document accession load Out of deference to our previous indexing method used in the Prevention of Deterioration' Abstracts our conventional approach we felt had to be continued. This contains the usual element of precoordination as interpreted by our indexing-abstracting staff, based on each individual's own understancling of the document.
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Experiences in indexing a satellite file . At this point one of our former staff editors, William Wood, suggested that our collection of hitherto unindexed United States specifications would be a good experimental file.
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. ~ ~ ~ , , ~ ~ and its m1crob1olog1ca1 implications truly a rubric in the vocabulary of a deterioration prevention information center.
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Secondly, the economic justification for a system encompassing a large and possibly uneconomic factor of redundancy and the candid recognition that it is very unsatisfactory to try to anticipate every question which may or may not be put to the system forced us to accept the limitation, barring direct entry of specific organisms, experimental compound names, and similar categories which we anticipate in part are best handled in separate satellite collections. Our respect for the possible need of a hierarchical approach encouraged us, too, to try for balanced indexing in a taxonomic sense, since it appeared to us to be a poor indexing approach to analyze subject material in certain taxonomically clevelopec!
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Development of the re-entry principle will require comprehension and obedience to existing good indexing practices plus possible subjective operational concepts based on the aims and purposes of each individual collection. Since a universal system of literature control continues to be quite elusive and applied information centers are required to store and release on call vast amounts of knowledge, always at minimal cost, we feel that the principle of re-entry with its clear-cut cost accountability is a concept of considerable interest and value to us.
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This is open to challenge from the efficiency point of view, particularly since with our accumulation of abstract indexes, index to the textbook Deterioration of Materials, edited by Greathouse and Wessel, and general group familiarity resulting from over ten years of Center operation we feel that the dictionary of terms does exist, in essence, within the four walls of the Center. Collecting this information into a discrete index is, however, considered to be but a matter of time, because after processing just five issues of Prevention of Deterioration Abstracts within the newer framework of accepting terms with a minimum of restrictions, the dictionary is growing well in structure and clepth.
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Frequency of keyword occurrence, category "Metals," Issues 1 to 5 inclusive, Volume XV, Prevention of Deterioration Abstracts Frequency of occurrence 1 2 3 4 5 6 7 8 9 10 11 13 15 16 Number of keywords 257 76 21 13 24 7 1 3 1 2 3 2 1 Frequency of occurrence 17 19 20 21 22 24 25 29 36 37 60 78 96 Number of keywords 2 2 2 2 2 1 1 1 1 1 data in an information center accessing documents at a rate comparable to the rate at PDC. Though one frequently finds general statements referring to the estimated approximate size of a vocabulary in any given area, precise, develop
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752 Comparative Characteristics of Existing Systems AREA 4 TABLE 5. Keywords andfrequency of occurrence in the category of "Metals," Issues 1 to 5 inclusive, Volume XV, Prevention of Deterioration Abstracts Keyword Entries Keyword Entries Acetylation 1 Boron 1 Acids 1 Brass 4 Acrylonitrile rubber 1 Bridges 1 Adhesion 1 Brine See Salt water Adsorption 1 Bronze 1 Aeration 1 Butadiene rubber 1 Aging 1 Butyl rubber 1 Agricultural 1 Cablets)
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WESSEL and BEJ~ Evolution of Document Control TABLE 5e (continued) Keyword Communication systems Compendium Compilation Components Compound 1080 Concrete Condensation Condenser tubes Containers Contaminants Conversion coating See Anticorrosive treatments Cooling systems Cooling towers Copper Copper alloys Copper compounds (organic)
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Piston guides Pistons Pitting Plastics Platinum Poisons Poland Polarization Poles Pollution Polyester resin Polyethylene Polyvinyl chloride Potting resin Powder Pressure treatment Primer Progress report Putty Pyridine derive. 8-Quinolinol 1 2 8 5 4 7 6 6 6 2 6 11 2 2 2 3 6 5 20 3 2 3 1 1 2 1 1
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1 Surface preparation 2 Salt solutions 1 Surface treatments 7 Salt spray 2 Tabulation 1 Salt water 1 Tank cars 1 Scale 1 Tankers 3 Scaling 1 Tantalum 1 Sea water 15 Tapers) 3 Sealing 1 Tarnish 1 Seizing 2 Tarnish See Stain Service life 1 Temperature 1 Sheathing 1 Termites 1 Sheaths 1 Ternary systems 1 Sheet 1 Testis)
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Number of keywords generated Number of keywords generated per 100 reports Total number of entries Average number of keywords per report TABLE 7. Frequency of keyword occurrence, category "Plastics." elusive, Volume XV, Prevention of Deterioration Abstracts 114 316 277 815 7.15 Issues ~ to 5 in Freq'.`ency Number Frequency Number of occurrence of keywords of occurrence of keywords 1 196 11 3 2 45 13 1 3 12 14 3 4 13 17 1 5 8 18 1 6 4 19 1 7 7 27 1 8 4 30 1 9 2 49 1 10
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Antioxidant Antiozonants Antiozonants (candidates) Application Arctic Asphalt Atomic radiation Automotive components Autopolymerizing }bacteria Bactericide Belts Benzoic acid Bibliography Birch Blooming Book Brittleness Butyl rubber Butyl rubber, brominated Cables Calcium carbonate Camphor Carbon black Casein Cellulose Cellulose acetate Cellulose acetate butyrate Cellulose resins Chemical modification Chemical reactions Entries Keyword Chemical resistance Chemical structure Chlorosulfonated polyethylene 1 See Hypalon 1 3 1 7 1 9 1 1 3 1 10 10 1 ~2 1 2 1 Entries 10 2 Chlorotriflu oroethylene See Fluorothene Cladding Coatings Color Commercial Containers Corona Corrosion resistance Cost Cracking Creep Curing Degradation Depolymerization Desert Diester oils Dimensional stabilization 1 Discoloration Douglas fir Durability Dynamic properties 1 11 Economics Elastomers Electric insulation Electrical properties End users)
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7S8 TABLE 8. (continued)
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Urea-formaldehyde resin 1 Urea resins 2 Urethan Urethan polymers Urethan rubber Vacuum Vinyl chloride Vinyl chloride polymers Vinyl chloride resin Vinyl halide resins Vinyl resints) Viscosity Vulcanizing agentts)
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Part I Application of a simple punched-card system to a special information center.
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W., and ALLEN KENT. Documentation and Information Retrieval.
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