Best Available Copy · Context or KWIC index, and a variation called KWOC, or...
Transcript of Best Available Copy · Context or KWIC index, and a variation called KWOC, or...
• DOL/GLAB PAPER NO. 44DB
4.
TECHNICAL WRITING:A KEY TO COMPUTERIZEDINFORMATION RETRIEVAL
PREPARED mY
"SO JONES
CORPORATE LIBRARIANDOUGLAS AIRCRAFT COMPANY. INC.
PRESENTED '0
THE 14TH INTERNATIONAL TECHNICAL COMMUNICATIONS
CONFERENCE OF THE SOCIETY OFTECHNICAL WRITERS AND PUSLISHERS
"CHICAGO. ILLINOIS
24 - 27 MAY 1967
JUN 2b 1967
DOUGLAS CORPORATE OFFICE
Best Available Copy
TECHNICAL WRITING:A KEY TO COMPUTERIZED INFORMATION RETRIEVAL
by
Shirli 0. JonesCorporate Librarian
Douglas Aircraft Compainy, Inc.
ABSTRACT
The future success of mechanized retrieval of information from published
material lies, in a large part, in the hands of the technical writer. The con-
text is only as usable as its format when current retrieval methods are used.
Examples are given of confusion arising through nondefinitive titles, particu-
larly where permuted indexes, such as Key-Word-In-Context (KWIC) and Key-
Word-Out-of -Context (KWOC), art used.
The appearance of an article in several different publications is another
source of difficulty for the information retrieval system. How the creation
of separate entries for the same item can damage the integrity of an informa-
tion system is shown.
A plea is made to the technical writers for understanding the needs of the
second generation of reader. Steps which can be taken without censoring the
language by replacing all synonyms and near-synonyms with a single term
are indicated. The use of meaningful titles, standardization of citations, and
several other areas are explored from the viewpoint of the information
specialist.-
4 FIGURES
I KWIC and KWOC Indexes 4
2 Title Repetition by Word 5
3 KWOC Index With Terms Repeated 6
4 List of Words Prevented From Indexing 7
5 Effects of Hyphen Usage Upon Computer Sort
6 Effects of Singular-Plural Usage Upon Computer Sort 9
7 Index Card With Multiple Corporate Authors Iz
8 Variations of Single Corporate Author 14
9 Automatic Index 16
Preceding Page Blank
INTRODUCTION
Each year, more and more persons decry the proliferation of the printed
word. Available statistics prove that unless restraint is applied, mankind
will be submerged in published information by 1975. Concern over how to
obtain essential information from this vast amount of material results in a
rash of papers such as this. Information specialists involved with the
retrieval of necessary data bemoan the unnecessary generation of papers,
but of more importance is more careful consideration in both the preparation
and *he publication of all papers. Such a specialist is not in a position to
determine the relative value of one document in comparison with another, but
he is in a position to help establish guidelines suitable for advanced computer
techniques that will provide the keys to necessary storage and retrieval capa-
bilities for the future. Although information retrieval systems covering all
degrees of complexity have been introduced, none can produce a product bet-
ter than the original material. Therefore, authors and technical writers
must cooperate with the information specialist to ensure the rapid and effec-
tiv,. retrieval of valuable data.
Information retrieval, in general, relies on two forms of index--subject head-
ings and concept coordination. The more familiar form of the subject heading
index is the public library card. The concept coordination system uses "uni-
terms" or "descriptors"--a single term or concept for every major topic in
a document. These terms can then be coordinated with other terms or con-
cepts for flexible, specialized retrieval. Bibliographic information, such as
personal author, corporate author, and title, is handled in much the same way,
regardless of the type of retrieval system used. The equipment used in creat-
ing and manipulating the index can range all the way from a typist typing on
3 x 5 file cards to a fully computerized system for storage and automated
retrieval in various formats. In every case, the technical writer's impor-
tance is evident, but it is never so obvious as in the computerized storage
and retrieval system. Thus, the problems associated with this area require
special emphasis.
Preceding Page Blank1
DISCUSSION
Since 1959, when Douglas actively began to design its mechanized information
retrieval pro.-am, many different systems have been developed. Government
agencies, such as NASA's Scientific & Technical Information Division and
DOD's Defense Documentation Center. have built massive systems utilizing
the most sophisticated of computer equipment. Several private industries
have expended vast quantities of time and money to provide their personnel
with retrieval capabilities. Organizations such as the American Society for
Metals and the American Chemical Society have called upon their professional
talents to produce systems designed to cope with the complexities of their
scientific disciplines. These are all major efforts, but the needs of the
smaller systems are of equal importance. And either type of system must
face much the same problems. Some of these problems, which will be
described in detail, ere the responsibility of the technical writers and/or
publishers.
One of the most common forms of mechanized index is the Key-Word-In-
Context or KWIC index, and a variation called KWOC, or Key-Word-Out-of-
Context (Figure 1). As can be seen, these indexes consist of a sorting of the
title with each word repeated in alphabetical order. The title will appear as
many times as there are significant words in the title (Figure 2). The KWOC
index provides a more readable format (Figure 3) but follows the same princi-
ple. To prevent listings of insignificant terms (such as "the" and "of"), a
stop list is input to the computer. Chemical Titles employs a stop list of
1, 335 "insignificant" words (Figure 4). Examination of this list indicates that
titles ruch as "Laboratory Systems & Procedures" would- be completely
eliminated.
Another problem occurs with the inconsistent use of hyphens. In Figure 5,
chere are several interesting entries. Under "low," the "irst inconsistency
occurs with "low energy"--two entries are unhyphenated, three hyphenated. jNext is "low molecular weight"--two entries without hyphens, one with.
3
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NYLMEN.w L1o-TiPvENATURC JOLYE•IRIATI Or EST NCE-0t64-0955
Figure 5. Effects of Hyphen Usage Upon Compluter Sort
One of each appears under "low pressure." Following this is one of the most
common: "low temperature," with eight unhyphenated entries to three
hyphenated- -an overwhelming verdict for abandoning the hyphen in this case.
An additional factor for consideration is that most computer sorting treats a
hyphenated word as one word--that is, where "low temperature" appears as
two separate words, the citation will appear under both "low" and "tempera-
ture." Where the hyphen is used, the citation will appear under "low," but
not under "temperaturL."
Such details as the use of singular and plural word forms also can cause diffi-
cu~ty (Figure 6). "Line" and "lines" hwve been separated by seven entries of
"linear" and "linearity." This may seem insignificant in the examplt,, as
shown, and it is, because the eye i.an scan enough of the page at one glance
PENTRILISAION. LING AND P PLACEMENT EFFECTS ON *$$A-*4J•-T4NRACVIrowS IN "GATED LINe-ALUZNA mjgAXtiUagS.., A&C1OiAli
EFFECTS Or PERTILIjRS. LINE ANE CULTIVATvOS ON YIELD. JOSC-=41 3-.3*I7I50k ON THNE #*OpOLeoS LIuITATIONs0. AND THE FPUTURE OF UTOP AM.*vA*2-eaec A
METNY.0 DETECTION LIMITS IN RAOIATION AND OPTICAL PY0O JAOSf N-I#VITRIN Tn TE "PErATURE LINO VS 20@-O•,.*# %AHTV TElXT"I PLMA-6•-•I -003
[LIAM MAGAETIC eO LINE " P O EOLg .IC VATON.m* OF INC A -Co
MAGNETIaC MCSOuiAeeC vIDE LINE SPECM~ GENRATLDSIS OF NUCLARE AC~Se-041a-8aae
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ORGAMIC ELECTROLYTES IN LINEAR AND CIRCULAR CNROMATOGRAPNY CA&•-,UN?--OON-MANOOM DEGRADATION Op LImgAl CHAIN MOLOCUp1ge. # Op A NO Je S-•0-*1-10i13N-ANDON DEGRADAT ION ON LINEAR CNAIN AMOL•CUI.ESam 40 00 THE 00 JUP11,-0EiW-169IHE ANTI Pi01NO MANETIC LINEAR CHAIN*- 4 IOFCYRUN gP PiIV-066l-8l8OER-DISONOER rNEORY FOR LINEAR [email protected] OR ICPS-041407-418s
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MY OF SPECTRAL "YDMOR N LINEI IN A PLAS*A.. AYWT 4T DAM-0947-OI48IUROPNSUIIII) EMISSION LINES IN EUROPIUM 0I UZf1OVL METHAME JCPS-OO17-E18•3
SITITS OF THE MANGANESE LliNES.wOP TNC DIPPMERNIE OP ViiF8E OEN PNWGIP-6o•-O"MA--CONJUCGATE SYSTEM UP LI#M[A=.teCOW5RM 91• CA " •U dAM-0847-063
CYANATE frN ETHVYCNIC LINNAGES. ANALVTICAL AMPLICATIONSe CONL-0044-6463INHIGITION OF ENERGY- LINKED 0I PHODW0 PYNI"DINE 0U00",2i JAOC 1130-O**S
OD NUNDER Op MONOMERIC LINKS. FONRME IN THE TNMNIMMA WfYVhIEI D0MmK-O-iD76ACOUCTIISOLATION Of PURI LIMOLEHATE AS I11T ERCURIC ACETATE A JAOC-0iO.T-o67E*URia PRACTIONATION OF LINSED OIL 01PATTY ACIDS*. COMPAR*TIV IJAC-OP9I-41O•mC 2IVITY Op LIPO PROTEIN LIPAS4E i VARIOUS TISSUE SLICES*=* A O8-41- 1 DIOS16"IN ACTION OF PUOSP"WO LIPASS ON A NAMST. CELLS. TN AIPT-I140--11?PAM IN * LIPO PROTEIN LIPASE. ACTIVITY OF LIPO 1ROTEI1 LI IOSS-O054'241CCC¢RIOES YV PANCREATIC LIPASe.t # ENZYMIC HYDROLYSIS Op 4 ANmKK-#3S-ISD04I INTEISTINAL & PHOSPI40 LIPID COMPOSITION AM TURMNOVEN iM NA NATU-0I87-*419O
LIPID COMPOSITION OF TUMO• CLLS.•. aI JO-*O*OO6JFigure 6. Effects of Singular-Plural Usage Upon Computer Sort
to see both entries even though they are separated. If this index covered
5, 000 to 6. 000 items, these terms could appear so far apart that the searcher
would not see them both, and thus would miss a portion of the indexed
information.
Many of the titles used today have meaningful terminology because the authors
were aware that the titles were likely to appear in KWIC or KWOC index for-
mats. But what becomes of a title such "A Look Ahead," or "Structures and
Economics," or "Pilot Studies and System Components Evaluation"? Each of
these papers is concerned with means of handling information, and each was
presented at a national symposium on Engineering Information, the theme of
which was "A Coordinated Engineering Information System." The difficulty
9
! !
* - I
*m I
in indexing titles such as these shows that even information specialists are
"not making their own jobs easier. This is why librarians must enlist the help
of societies and associations such as STWP in reminding others, and remem-
bering themselves, that each piece of documentation is not a unique bit of
printing destined to exist forever in its own little cubicle. The present store
"of documentation is so vast that it is almost incomprehensible, but every new
publication must be added to it after the first use. To provide recall from
this mass, the major subject or subjects of individual documents must be
indicated to tz-l indexer, whether this indexer is a machine or a man.
*; Examination of the growth of the application of the key-word indexes reveals
their importance and indicates the stress that must be placed upon them. In
1958, H. P. Luhn proposed the KWIC concept, Later in that year, Chemical
Abstracts Service received a National Science Foundation grant to apply
Luhn's concept to chemical information. By 1962. over 30 different permuted
indexes were in use, and by 1965 the number had grown to several thousand.
The current indexes include such products as "Chemical Titles," publishes
by the American Chemical Society, "Index to Legal Theses & Research
Projects," published by the American Bar Foundation, "Current Medical
Terminology," published by the American Medical Association, and
"Meteorological and Geo-strophysical Titles," published by the American
Meteorological Society. An tnnouncernent received recently by the Douglas
Library listed permuted indexes available to technical publications such as
the Military Electronics Conferences, National Telemetering Conferences,
Institute of Radio Engineers, and Institute of Electrical and Electronic
Engineers' Transactions, Snvironmental Sciences Proceedings, and others.
Many more of these indexes have been developed for use in .ndustry. Many
are produced for internal use only, as, for instance, at Douglas. The extent
of the influence of these indexe-s must be recognized, whether or not the form
is accepted ts a proper index.
Althogh the indexing requirement of a title should not take precedence over
its main purpose--to describe the contents of the document- -nor be con-
sidered the only important feature to an indexing system, its value in auto-
matic indexing cannot be overstressed. The Abstract, the Table of Contents,
10
the Introduction, and the Conclusion also are relied upon to provide guidance
for the indexer under almost all circumstances. However, under conven-
tional cataloging conditions, the human indexer is able to exercise some
judgment with regard to the relative merits of terms, descriptors, subjects,
and so forth. The major emphasis here is directed towards the mechanically
created index, where human judgment cannot be applied once the indexing
prograrr is established. So even those who question the value of permutedindexes should provide titles that can be used.
Another serious problem-, arises in relation to the publishing of all these
papers and documents. ivery author enjoys having his creation appear in
print, and without qualification, "the more the better." Certainly, each pub-
lication is directed toward 2 different audience and justification 'or duplica-
tion is easy. But what does 6cplication do to the cataloger, the reference
librarian, and the researcher? Imagine the frustration of finding five cita-
tions to a subject, only to discover tiat the five citations cover two articles
published in five different sources: Such multiple publication of the same
article causes problems for the s,:ienkist and engineer as well. Also, the
engineer's sources or references may be credited to a corporate author or
publication different from that used by the library for the same article.
Figure 7 shows an example of the many corporate authors possible for a
single article. For this particular item, the work was done by a member
of the staff of the California Institute of Technology, under funding from the
Air Force Aerospace Research Labs, and submitted for publication to the
"American Journal of Physics." The report was transmitted per contractualagreement to the Defense Documentation Center for dissemination throughout
the defense community. Because of its application to aerospace endeavors,
the National Aeronautics and Space Administration also acquired the document
for dissemination. Thus, there are five sources established, three of which
are primary and two (DDC and NASA) are secondary.
Are not all of these sources entitled to claim this document as their own?
Certainly thev are. The Aerospace Research Lab paid for the research, the
California Institute of Technology prints its staff's output, the "American
11
PDL 56129
CALIFORNIA INST OF TECHNOLOGY TR 32-738JET PROPULSION LAB
AEROSPACE RE33AR-C LABS ARL 65-151AMEBICAN JCOrr-"::AL OF PHYSICS/DEFENSE DOCUMENTATION cT'P./ AD 62L/'NATIONAL AFRO AND SPACE ADM/ N65-31848
! PLASMA NONUJNIFORMITIY AND GRID PLASMAEROSION IN AN ELECTRON BOMBARD- NONUNIFORM1E.NT ION ENGINE. 7P. GRID
EROSICND. J. KERRISK, T. D. MASEK ELECTRON
ION30 JULY 1965 ENGINE
ELECTRON-C.1, C.2 -BOMBARDM-ENT
SEMISSIONSURFACEDENS ITYFLOWRATE
Figure 7. index Card with Multiple Corporate Aulfrs
Journal of Physics" agreed to publish the article for circulation among the
scientific community. Both DDC and NASA are obligated under their charters
to a•tiounce and disseminate all work performed through government funding.
Those responsible for the publication of material cannot solve this problem
oy limiting the number of times a report. is published, but they can ensure
that each publication makes note of the other sources in which it appears.
When previous or prospective publications are known, why should not this
information be included in a footnote? If the specific. report number or issue
number were not available, it would be helpful if a statement such as this
weee used: "Also published as Jet Propulsion Lab Technical Report and
Aerospace Research Lab Technical Report," or "Announcement is anticipated
in the Defense Documentation Center's Technical Abstract Bulletin and the
National Aeronautics and Space Administration's Scientific and Technical
Aerospace Reports Bulletin." Either of these statement, would provide both
cataloger and scientist with a warning that the document may appear under
anIy one of those various corporate authors.
12
I5
Often library users do not recognize the same material in different forms.
Having once seen a journal article, a user may not be aware that the grey-
cover ARL Report contains the same material--at least, not until he has
requested the document and has begun re-reading it. This can also be true
of the cataloger and librarian. Yet, with the tremendous quantity of informa-
tion published today, information specialists must do all they can to save the
reader from such circumstances. Libraries are given generous budgets.
professional staffs, and expensive computer programs to inform their clients
of material of interest to them. Inform~ing an individual over and over again
of the same material is not pleasing to either the individual or the reaponsible
information specialist. The integrity of the entire information handling sys-
tern ib downgraded by these occurrences. To help avoid this, the author and
the technical writer should give notice of the multiple publication of any docu-
ments he handles.
With the widespread use of mechanised systems has come another problem--
the variations used in individual corporate names. Some mechanized pro-
grams have avoided the problem to some degree b- coding the corporate
authors. However, this imposes another set of problems. The concern of
the information specialist is with the use of company names, agency names,
universities, and so forth, as they are input to a computer. Take. for exam-
ple. "IBM." In most communications, the use of "IBM' conveys the desired
message. But the name of the company is Internaticnal Business Machines,
so corporate source notations should appear with the full name. "International
Bustiess Machines." This is a simplified example, because most catalogers
would know that thc citation should use the full name. It is not always so
obvious, however, whether initials can constitute an acceptable corporate
entry. IBM is not acceptable, beca-ise this is not the legal name of the orga-
nization. lIT Research Institute is acceptable and correct, since this organi-
zation officially discontinued the use of the title "Illinois Institute of
Technology Research Center" and adopted ITT Research Institute as its
official name. These examples illustrate how confusing to new and
13
inexperienced catalogers abbreviations in corporate names can be. Stich
abbreviations should be avoided unless they constitute a legal designation.
Even such variations as abbreviating "company" one time and spelling it out
the next time can cause confusion. When a computer sorts, it sorts accord-
ing to standard computer rules. Douglas could appear at least four differeLt
ways (Figure 8), without couxting eliminating the periods or including divi-
sioral entities. The computer does not recognize all these names for the
same company--it recognizes only a change in the characters in each.
Authors, technical writers, and information specialists must all be certain
to use the corporate name in the same manner each time, so that the items
will all appear together in a computer printout. It is important for indexers
and catalogers to be precise about entries, but the tendency i5 to accept an
DOUGLAS AIRCRAFT COMPANY
DOUGLAS AIRCRAFT CO.
DOUGLAS AIRCRAFT COMPANY, INC.
DOUGLAS AIRCRAFT CO.. INC.
Figure 8. Variations of Single Corporate Author
14
Ia
entry as it appears on the document. For this reason, the careful use of the
corporate name can be of great help in facilitating the retrieval of valuable
nil formation.
Projections into the future indicate that, without doubt, the next major breik-
through in information systems will be total text input of some sort. Paper
tapes and optical scanning methods have been tried with varying degrees of
success but they reveal that there are several obvious questions to be
answered in relation to full text input. These are as follows:
1. What about the extent to which the "stop list" would have to beenlarged beyond that of the KWIG stop list?
2. What about synonyms and near-synonyms? In the interest of variety,the writer will a'rive for a variation in terms, perhaps using wordssuch as automobile, car, vehicle, sedan, all in reference to thesame subject. When retrieving from total text input, care musat betaken to ensure that each of these terms in used for recall.
3. What about antonyms? When a request arises for information onsafety in handling chemicals, will there by a reference also to"hazards in handling chemicais"?
4. What about adjectives and adverbs that lose meanir.g when taken outof context? These words create problems, not so much in retrievalas in clutter (Figure 9). They are a vital part of all writing for logi-cal communications, yet they are rarely used for retrieval. Oneinteresting exception is the term "orbital." When first entered into*he Douglas dictionary, the only term used vas 'orbital," althoughthe usual procedure was to enter both the piural arid singular formsof all terms. It seemed obvious that no one would ever use "orbital"by itself, much lest in plural form. Yet within no more than6 months, Douglas librarians were not only coping with "orbitalpaths," as expected, but also with "orbitals." The plural form hasnow become an accepted term in the aerospace industry.
Is
C._t i M5L
-4 Whe LIST
NY dSCAIM ,qA4.• JOT••
I Ortuple IinIlr , :I i"
I* SIP' 4I,
SI blot "'A I Net" SlA I 1UA1UMp ICA% 9OC=S1h6I9 ENEAI
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MIAYGIO *~IliPS IS SILIWfil
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ALCIlA!l t *Stil A IVlIILLlY el POIA JTO A(I aPt IPI. i III &M A1I5 1ViE
U IOPI IAII(U liftI~I Si lw' S t llIARRANGED 1,06= 2 I lit 'I '1 I
BASl~ll PaBAlC MACMS!q SEllPlBl
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" =01" lif:10lN& [sLC I :24il,5112
(OIASIID VUlUC OCCiSI!ll
los-ul *Ul (CLIl~iA
£ ::TillICALA 11014t 014 1'[tC 20•U~ %1 0 [ .O
(.IISIIIlI ll rI-l I 115£1I
€(051 0(3151! fATYi 05•.iAA.l Itil ICLl(IIlAIWO ple-Sl w'lP05£irl 1415 I(LOSIAIIIIM A&Ami PAIPIIO StiSltCOYTAil SAMABISO 951,15 SMll
•CSBisaT A CAIKAI ptflli OS IIl IC I liE
UAEBAFiOl PUIliBS*ilI5 f(IBIMACI G~Ilt POOGABLIS 11II lI~lE
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• i Figure 9. Automatic Index
'I HE
CASL N.MEA UCOL*CIO 'QL* "Di
CONCLUSIONS
The technical writer's key to computerized information retrieval is not the
restriction of all writing to a 10, 000-word vocabulary. Rather. the key is
the thoughtful selection and use of truly pertinent and descriptive terms,
especially in those portions of a report which serve as key tools for effectivestorage and retrieval of valuable information, and in fully documented publi-
cation notations. Those who feverishly embrace the new word, or the new
concept described by an old word, must consider the problems of the informa-
tion retrieval specialists, and must realize that the kind of vocabulary used
today must be retreivable tomorrow.
17
I
BIBLIOGRAPHY
M. Fischer. The KWIC Index Concept: A Retrospective View. An-1ricanDocumentation, April 1966, Pages 57-70.
A. G. Hoshovsky. How Technical Writers Can Use and Improve Tt ,hnical
Retrieval Systems. Office of Aerospace Research, 17 June 1966.
M. E. Stevens. Automatic Indexing: A State-of-the-Art Report. NationalBuieau of Standards, NBS Monograph 91, 30 March 1965.
Chemical Titles. American Chemical Society, No. 26, 19 December 1966.
Second National Symposium on Engineering Information. Engineers JointCouncil, March 1966.
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