When you have a large amount of data to sift through, it is often good to create an ironclad framework to manage the data. This framework will include a method of inputting new data, modules for importing and cataloging old data, and an interface to wrap around the whole thing. Collectively, it is called a system.

The problem with systems it they are often created to manage a dataset that is expanding rapidly now, but will taper off quite soon. The designer of the system assumes that the expansion will continue at its present rate, so he creates the system to manage a large amount of data and he designs a thorough catalog to expedite searching. The problem is that with more items, more cataloging effort must be spent on each item so that searches can drill down the necessary data over an ever-expanding dataset. This means the cost of maintaining the system increases exponentially. If the expansion rate drops rapidly, this can be the nail in the system’s coffin, as fourteen layers of metadata provides diminishing returns when you are adding three records a day.

When you picture a “system,” think of a photography catalog. You add more photos as you take them with your camera, importing them using a memory card reader. You add tags and keywords. You sort the images into folders or (preferably) virtual folders. There is a search mechanism which lets you search by folder, date, and keyword. You can search thorough a mass of metadata that is generated by your camera automatically upon shooting each photo. If any one of these components is flawed, the whole system crumbles. Being able to find a photo in two seconds is worthless if you have to spend five minutes cataloging each one. Having a stable catalog of photos sorted …

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I’ve disappeared for the last few days because I’ve been working on The Thripp Public Library. While I can’t open it to the public yet (Dad won’t open our house to the world), I’m working on it now because I have time off and Dad’s generously donated lots of his books. Though I wanted to use Evergreen or Koha, I picked the simple and obscure OpenBiblio as my library system, because it’s the only thing I could find that would run on shared hosting. I was disappointed by the lack of features to start, but I’m starting to like the power and control with it, especially since the database makes sense, so adding new features is easy.

Before I even got started, the first step was to choose a barcoding format, classification system, and spine labeling format.

I don’t like Library of Congress (LC) classification because it’s arcane and confusing, so the Dewical Decimal system (DDC) was the default choice. But what to use it for? You can use it for everything, but I decided right away not to use it on fiction items, instead opting for “FICTION / *last name*” as the spine label and call number, which is the same as the Volusia County library system. It may not be ideal, but it’s much easier to use. Biographies are tougher. I chose DDC, but I put two lines above that say “BIO / *subject last name”. The DDC part is always “*numbers* *first three letters of the author’s last name*”. Large type items get “LT” at the top of the spine label. Spine labels == call numbers, always. I created a template file for spine labels in OpenOffice.org Writer, which I add to as I catalog books. Then when I get to twenty or thirty, …

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This is a lengthy post (~4500 words). I cover file names in great detail, but go much further into the differences between a literal and abstract asset management system (descriptive file names vs. not), spend many paragraphs debunking time zones, daylight time, traditional date formatting, and use 500 words to debate underscores vs. hyphens vs. spaces to break up words in your web addresses. The implications go way beyond mere file names. Read on if you’re in for a adventure . . .

I don’t like that all the articles I read on organizing your photos recommend giving them descriptive file names. The problem with files and directories is that they’re just like their non-computerized equivalents: rigid and inflexible. Your photo cannot appear under “flowers” and “macros,” because a file can only belong to one folder. Similarly, it can only have one file name, and if you fill that with keywords so you can use the Windows search to find it, the name becomes long and unwieldy. Plus, if you take a lot of photos (I’m averaging 500 a month), it’s totally impractical.

Why is it impractical? Because you’re restricted in length and taxonomy, there are no connections between files besides rigid folders and rudimentary keyword searches, and you’re adding metadata in a bad place, because the file name should be the unique and persistent identifier for the image. If you want to change all your pictures of “cars” to “automobiles,” you’re in trouble. Every time your taxonomy scheme changes, you have to change dozens of file names. This is fine if you’re the average, uninformed user: you have one copy of each photo in “My Pictures” on your hard drive, and that’s all that exists. But even then, unless you’re use batch renaming software like 1-4a rename (the biggest kludge …

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I’ve been impressed by the progress the LISWiki (library and information science) has been making, so I’ve opened an account and started contributing to articles; stuff like digitization, renew, checkout, and open stacks.

I’m also blogging about library service now; I wrote my first article yesterday, 10 Tips for Reference Dialogues (digg). If you’ve read my about page, you know librarianship is my choice career, so it’s inevitable I start writing about it. This will be mixed in with my photography here, though there will be more photos of books to accompany my entries.

Other news: the spring ‘08 semester is over. I got an A in everything but photography, where I got a B+. Do you see the irony there? I did the assignments and missed no classes, and had nice stuff including Wine Bottles, The Rebel, and The Gaze for my presentation, but my teacher is afraid of A’s.

My cousin’s blogging again. I set up my photography archive using Gallery2, but it’s just for family and friends since my family is afraid of the public. I changed all the Google ads here to orange; I like it because they stand out yet complement the olive green links and banner. 2008-05-16 Update: Switched back; orange was getting no clicks. Check out the “printable view” links on each post now, such as the one for 10 Tips for Reference Dialogues. I messed with the WP-Print code so that the footnote markers come after links instead of before, the printed from URI is just the article, and the links are black instead of the default blue or purple (that’s CSS though). What I don’t like about the defaults, …

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A cornerstone of library work is the reference interview (or interrogation if you’d prefer), as it is the principle persona for the library knowledge-base, and is increasingly the domain of library assistants and para-professionals. These are the ideas I’ve picked up from working in the public library sector.

1. Use the encyclopedias. Many students come in wanting books on obscure subjects. Especially in smaller libraries, there are no books to be found, but an encyclopedia article will do in a pinch, and is an authoratative source.

2. Ask questions. If he asks where the nonfiction section is, don’t just point at it; ask if there is anything in particular he’s looking for. Often there is, but you need to break the ice. If you’re asked for “history books,” don’t ask interrogative questions like “why do you need history books?,” but cooperative ones like “what kind are you looking for?”

3. Quality over quantity. Don’t give the patron a good book on crocheting and then eight unrelated books on knitting; start with one, and then follow up if the resource proves inadequate. Overloading him with information is not much better than doing nothing at all, as it is our job to sift the wheat from the chaff.

4. Leverage Google for the author of a title, the jargon of a field, or even how to spell an elusive word (if the mis-spelling is common, Google will list it with the question, “did you mean?”). This can be useful if you can’t understand your patron’s mumblings; search what it sounds like, and often you’ll get your answer. You can then query your library’s catalog with the details you …

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