A comparison between free text and a thesaurus controlled vocabulary in searching an online records management database. What are Free Text and Controlled Vocabulary?

DOIhttps://doi.org/10.1108/eb027028
Published date01 March 1989
Pages113-120
Date01 March 1989
AuthorDenis Comber,Joy Stanford
Subject MatterInformation & knowledge management
A comparison between free text and a
thesaurus controlled vocabulary in
searching an online records management
database
What are Free Text and Controlled Vocabulary?
Denis Comber and Joy Stanford
Free Text
The use of an uncontrolled vocabulary or natural language as it is sometimes
called, has long been the traditional method of assigning a title to a file.
It is a task generally performed by records personnel who are authorised to
scan the contents of documentation, correspondence etc. with a view to
extracting a suitable name for file titling and indexing purposes and by
extension, retrieval.
The file titler does not use any reference guide(s) but simply relies on an
innate ability to accurately identify the most probable or likely title which
describes the file contents. This method of naming information poses some
problems. Firstly the capacity of the titler to assign the most correct name may
be affected by the length of their experience, personal bias, inability to identify
narrower subject terms, etc.
Secondly, it is quite common to find that over a period of time the naming
conventions used by agencies change, consequently information generated
about identical matters may be titled differently e.g.
Person 1 may consistently use the term Motor Vehicles to describe a subject
whereas,
Person 2 might use the term Transport.
Another problem relates to the frequent use of uncontrolled spelling con-
ventions e.g. program and programme.
Controlled Vocabulary
On the other hand, a controlled vocabulary attempts to preordain the naming of
files.
It provides a file titler with a means of naming files called a thesaurus or
subject headings list.
A thesaurus contains an alphabetic listing of all terms common to the user
agency. It controls synonyms and alternative spellings, uses scope notes and
definitions and refers the user to preferred terms e.g. see and use references.
In this way, a thesaurus enables the titler to accurately assign a title to the file
in question. Another benefit is that the words appearing in the thesaurus are the
same terms that can be used in online alternative search terms.
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