Studies to implement an indexing language management tool: the USP controlled vocabulary

Abstract

The quality of the information resources stored in databases greatly depends upon the standards used in their processing. In this context, an adequate indexing language is essential. The controlled vocabulary used in indexing and information recovery requires continuous updating based on rigid standards, which contemplate the collective work of the system participants and the user’s language. This work introduces the studies performed by the ‘Controlled Vocabulary Management Group of the Integrated System of Libraries of the University of
São Paulo for implementing structure and specific tools for vocabulary management. The tool which supports management is a software package with the following functionalities: a request for inclusion modification or exclusion of terms (descriptor or non-descriptor) and a validating process control. The tool flow begins with a
proposal for demands throughout the basic system libraries and goes on through two validation filters which consist of: a) a maintenance group for controlled vocabulary, composed of representatives of the three knowledge areas that make up vocabulary macrostructure; b) a coordination group for content. After the validation process, the vocabulary is updated and the use of new terms is authorized. This tool was designed by the Technical Department of USP System of Libraries, and consists of a network instrument to promote a higher quality control of the vocabulary. The main goal is to optimize information retrieval, and to increase the benefits for DEDALUS Database users.