Proposed Controlled Vocabulary Strategy for the P2Rx Topic Hub Project and Programs Database

Adopted 4/18/01

Why controlled vocabulary?

Value and purpose of controlled vocabulary.
Used effectively, a good controlled vocabulary makes information more accessible by labeling its contents consistently.

A good controlled vocabulary leaves a pathway for users to follow to find all the information they need in one place. Currently P2Rx end-users can only browse through the topic hubs.

Searching on-line databases is essentially a process of matching the query terms to the words in the document. If the query terms don’t match the terms in the document, then the item will not be retrieved no matter how relevant the document is.

Controlled vocabulary:

a. Makes sure that all material about the same subject are retrieved from a search

b. Singles out important concepts from those which are merely incidental to the work

c. Proper use of indexing vocabulary in both searching and cataloging increase the precision of the retrieval and the overall number of pertinent documents and minimize the chance of false drops.

The use of a controlled vocabulary to describe the programs in the P2Rx Program Database will greatly improve the “searchability” of this database. Using the controlled vocabulary will standardize how P2Rx describes programs, as well as allow the Topic Hub Project and the Programs Database to be coordinated by sharing a common vocabulary.

Currently many players are getting into the standardization game, resulting in an atmosphere of clashing standards. The controlled vocabulary we have begun to put together is based as much as possible on the Library of Congress Subject Headings (LCSH). The P2 Thesaurus is an adaptation of the LCSH.

Which controlled vocabulary?

The short answer: The P2 Thesaurus (with support from the Library of Congress Subject Headings)

The long answer: The Depth and breath of the field of pollution prevention does not lend itself to a short pick-list of terms. The vocabulary of P2 is not a simple environmental vocabulary or list of industrial sectors. P2 can be implemented in almost all industries and service sectors of our economy. Hence, the P2Rx Topic Hub Project needs a vocabulary robust enough to represent the scope of this field. The terminology in the North American Industry Classification System (NAICS) only represents vocabulary to describe industrial sectors—no other aspect of P2. The NACIS system is not consistent with the rest of the Pollution Prevention Thesaurus, hence it is more difficult to build relationships between this sector vocabulary and the rest of the P2 Thesaurus terminology. The P2 Thesaurus should be the basis for our entire controlled vocabulary.

Rational for using the P2 Thesaurus
(And indirectly the Library of Congress Subject Headings)

The P2 Thesaurus is a subset of the Library of Congress Subject Headings (LCSH)

The Library of Congress Subject Headings are a standardized vocabulary used by libraries across North America including university libraries, state libraries, depository libraries, public libraries and many special libraries.

The LCSH is the controlled vocabulary standard used by the major bibliographic utilities (such as OCLC and RLIN) as well as many commercial retrieval services such as WILSONLINE and DIALOG databases. H.H. Wilson Company is an example of a very large indexing company (that publishes Applied Science and Technology Index, General Science Index, Biology Index, Education index, Reader’s Guide to Periodical Literature and many others) that uses LCSH. Many other commercial databases use controlled vocabularies adapted from LCSH for their subject indexing.

The LCSH are used by the Government Printing Office to catalog all United States Government publications (including those from the EPA) that are sent to Federal Depository Libraries.

The LCSH is more concise terminology and there is consistency within the vocabulary as a whole, providing cross-referencing and a hierarchical structure.

The LCSH is easier to work with for both the cataloger and the user.

The LCSH provide vocabulary to describe all aspect of P2 (processes, materials, services, and sectors). If P2Rx uses the NAICS codes we only have vocabulary to describe industrial sectors and this vocabulary (NIACS) would not be consistent with the rest of the controlled vocabulary in the P2 Thesaurus. When P2Rx uses the P2 Thesaurus for its controlled vocabulary we are not limited this way. We can use terms like “indoor air quality” or “Mercury” and still remain consistent with the rest of the controlled vocabulary.

P2Rx should take advantage of a tremendous amount of work done by other people to create this vocabulary by using the LCSH. (We don’t have to reinvent the wheel) As the LCSH are updated P2Rx can take advantage of its updating as well.

Where the controlled vocabulary will be used in the topic hub.

Using the controlled vocabulary in the P2Rx topic hub project. From general to specific.

To help group together related topic hubs.

This does not require the another field to be added to the topic hub record but there may be uses for an additional field that P2Rx has not anticipated yet. Controlled vocabulary should guide the selection of the broad headings.

This will become more critical as P2Rx creates more topic hubs. This will enable P2Rx to group together related topic hubs for our end-users.

Example: Currently P2Rx has proposed that for this year we will develop thirty different hubs. These topics include Auto Repair and Auto body which could logically be group under a major heading of Automobiles. There are proposed topic hubs for Ski resorts, Snowmobiles, and National Parks; these may be logically groups under a broad heading of Outdoor Recreation. Metal finishing, Metal Machining and Metal fabrication may be logically grouped under the major heading Metals.

It is possible that the content of a topic hub may fall under more than one of the major headings. If placing the topic hub in more than one major category helps the end-user in finding information, then it should be done; however, as much as possible the contents of the broad categories should be mutually exclusive.

As the P2Rx Topic Hub Project grows these logical grouping become more important to aid our end-users in drilling through vast amounts of information. These logical grouping are preferable to simply presenting a user will a long list of topics arranged in alphabetical order with no relationships to each other.

These broad headings will be the most static of the list of terms and serve as the “umbrella” which the individual topic hubs will reside.

Kathy with the help of the Region 5 librarians will develop the list of broad headings and determine where currently proposed topic hubs will fall in this hierarchy ASAP

To describe an individual topic hubs
A field should be added to topic hub tables to make use of the descriptive terminology. This will allow P2Rx to relate the topic hub to the programs database.

The description of the individual hubs should be done using with broad terms using a limited size controlled vocabulary. This vocabulary essentially corresponds with the subjects of the individual topic hubs. (See Topic Hub Subject Vocabulary at the end of this document). This vocabulary comes from the P2 Thesaurus.

To describe the programs in the P2Rx Programs Database
Controlled vocabulary will be used to describe the programs in the program database. Using this shared controlled vocabulary in both projects, P2Rx can link the topic hub to the programs database P2Rx will also use the service vocabulary (see Service Vocabulary at the end of this document) to further describe programs. The service vocabulary is also from the P2 Thesaurus.

To describe the individual documents that make up the resources in the topic hub.
A new field will need to be added to the data element table that describes the individual pieces.

Realizing that the responsibility to assign subject headings directly from the large P2 Thesaurus may be difficult for many P2Rx centers, it is proposed that the topic hub authors should create a list of terms they feel will describe their topic. This list will be converted into a pick-list of terms that are consistent with the P2 Thesaurus. These terms will be provided to the people assigning subject headings to the individual URLs. The conversion of terms to P2 Thesaurus terms is the responsibility of P2Rx not the topic hub author.

How will the Topic hub project benefit from the use of a controlled vocabulary to describe its individual pieces?

The success of this project is in part dependent on the commitment of individual P2Rx centers to use the controlled vocabulary and catalog their individual URLs.

The cataloged record created by the P2Rx topic hub project is one of its greatest assets. The cataloged record adds value to the Internet resources by creating an independent standardized third party description and the topic hub narrative adds value by placing the URL in the context of a topic hub with other like items.

Content sharing within the P2Rx topic hub

Some subject areas are covered by more than one hub. This can be difficult for the users, who will have to have extensive knowledge about all existing hubs, to be able to decide which one(s) are most likely to answer their question. It is possible that one hub may be more suitable for one subtype of resources than another, but users will have to compare various hubs, to get to know their strong and weak points, their exact coverage, so on. A way out of the dilemma to opt for more co-operation with other hubs (i.e. use of a controlled vocabulary to describe all the resources in the hub.) This would enable the cross searching of the hubs.

Assigning subject headings to individual resources will allow P2Rx to integrate the separate topic hubs. This enables the end-users to cut across the topic hub hierarchy to find related information?

Example: Solvents are used in many industries and industrial processes. If an end-user wants to find information about solvents (but not specifically in one subject area) the end-user has no way of cutting across the stovepipe hierarchy of the individual topic hubs to find all the information about solvents. By assigning subject headings to the individual pieces we create a system where the user can directly search the subject field of our databases to find information about solvents regardless of which particular hub the subject resides in.

Currently the topic hubs P2Rx is creating are stovepipes that do not share any common vocabulary to describe the individual pieces. Our system only supports browsing, no direct searching of the entire database. (This is like using Yahoo searching using only the directory without the search box, being forced to move through their hierarchy.)

A good information system facilitates both browsing and searching. Without a controlled vocabulary to describe the contents of the individual pieces the P2Rx topic hub project only allows the end-user to browse through our hubs.

Content Sharing External to P2Rx –

Adding the controlled vocabulary to the indivual pieces of the topic hub supports content sharing with other entities that may be interested in P2Rx’s work.

In P2Rx’s role as an information dissemination network, (or a network providing information content of value to several like-minded customers,) we should try to provide information of use to several audiences and promote its use by these audiences. Through sharing content within P2Rx and with external groups, the Topic Hub Project can make a large impact on the pollution prevention community.

P2Rx Topic Hub Functional Specifications 2-23-01

When the P2Rx topic hub records are stripped of the context of the topic hub they do not contain any subject description of the content. P2Rx is careful to describe the source, resource type, date and the other descriptive elements of the topic hub record. Currently there is no place in the topic hub record to describe the intellectual content of the information in a systematic manner that would facilitate the grouping and sharing of concepts beyond the individual topic hubs hierarchy. This is important when P2Rx considers the “smallest atomic element” that it wants to be able to share with entities external to P2Rx and the P2Rx Topic Hub Project.

A full-text keyword search of the individual URLs does not facilitate effective sharing of intellectual content. A description based on shared controlled vocabulary does (see Rational for Using The P2 Thesaurus above.)

Note: If a item added to a topic hub is not an electronic resource available through the internet, of course it will not be supported by any type of full-text keyword search. It would be essential to describe the piece by controlled vocabulary.

Guidelines for using the controlled vocabulary

P2Rx should not limit itself to only one portion of the P2 Thesaurus vocabulary. P2Rx has broken the vocabulary into smaller subsets to make it easier to approach.

The breakdown is by service, sector, materials and processes; however, there is not a hard and fast line between these subdivisions. A sector may also be a process, a material may also be a sector etc.

When assigning subject headings the breakdown provides a good way to approach the cataloging of a record. What industrial sector(s) it this piece talking about, what materials are they talking about, what processes are they talking about or what services.

Note: The service vocabulary may be more useful for describing programs than documents on the topic hub but we should not put up an artificial barrier around the use of service vocabulary. If it is appropriate to describe a URL then use if. The breakdown of the P2 Thesaurus into broad areas is only to aid the person assigning the subject headings.

URLs do not need to have thousands of terms assigned to them. Generally if is helpful to assign some general terms supplemented by more specific terms. It is helpful to think of the description in terms of sector, process, and materials.

Who assigns the subject headings?

The topic hub author can provide the topic hub owner with terminology to describe the topic hub and its contents, but they author should not be expected to have to extract the exact terminology from the P2 Thesaurus. Cross-walking the terminology provided by the author to the P2 Thesaurus terminology should be the responsibility of the topic hub owner.

The terminology provided by the author (cross-walked to the P2 Thesaurus vocabulary) can also be included as part of the presentation of the topic hub (similar to the list provided by the P2RIC topic hub, see http://p2ric.org/special/litho/vocabulary.html). This list can serve as a quick reference for end-users, insuring a common use of terms by the end-user, the author and P2Rx.

P2 Thesaurus Maintenance

The P2 Thesaurus is a living document that will need to be updated to reflect the need for new terminology and changes in terminology. Changes and additions should be reviewed by the librarians within P2Rx to insure the integrity of the thesaurus and its continual enhancement as a P2Rx tool. On-going changes should be channeled through the librarians and the P2Rx Web Group. Once a year on totally updated edition can be put up on the P2Rx topic hub portal.

Since the Library of Congress Subject Headings (LCSH) are consistent with the terminology in the P2 Thesaurus, the LCSH provide P2Rx with a “higher authority” to use when selecting new terminology to be added to the P2 Thesaurus. When the P2 Thesaurus and the LCSH are not adequate to meet our needs P2Rx needs to have a systematic way of selecting new vocabulary to be added to the P2 Thesaurus by working with the librarians in the web group.

A copy of the P2 Thesaurus would be an excellent addition to the whole Topic Hub Project. A PDF, Word or HTML version of it should be linked to the main topic hub portal page. This would serve as an aid to the searcher. It also gives the P2 Thesaurus a place of prominence to be shared with groups external to P2Rx.

Note on NAICC codes
This NAICC codes can be an optional field in the topic hub record. The original thinking on the NAICC and SIC codes is that they would appear as part of the narrative in the overview section.

Topic Hub Subject Vocabulary

Note: This is vocabulary to help us describe the individual topic hubs the P2RX centers are creating. Some of the terms are names of sectors and some of the terms are topics. All terms are the P2 Thesaurus, supplemented by the Library of Congress Subject Headings.

Based on Andy’s list from the P2 Thesaurus with additional terminology from the P2 Thesaurus added by Kathy to describe the topic hubs that are currently committed to by the P2RX centers.

Note: The P2 Thesaurus is a subset of the Library of Congress Subject Headings (LCSH). I added the terms from the Library of Congress Subject Headings list that are not currently listed in the P2 Thesaurus.

This vocabulary is a starting point. This list will need to be added to as more topic hubs are developed.

Adhesives industry and trade

Administrative agencies
Aerospace industry
Agriculture (1)
Agricultural chemicals
Animal industry
Armed forces
Automobile industry and trade
Automobiles - Auto body
Automobiles - Maintenance and repair
Beverage industry
Biomedical materials
Biotechnology
Cement industry and trade
Chemistry (1)
Chemical industry
Cleaning industries
Coatings industry
Construction industry
Dairy industry (1)
Dentistry (1)
Defense industry
Education (1)
Educational institutions
Electric power plants (1)
Electronic apparatus and appliances(1)
Electronics (1)
Electronic industry
Electroplating industry
Energy conservation (1)
Energy industries
Environmental law UF Regulations
Environmental management (1) UF EMS
Farm produce
Feedlots (1)
Fiberglass (1)
Food industry and trade
Forest products
Furniture industry and trade
Garment care
Glass industry and trade
Healthcare facilities (1)
Households (4)
Hospitality industry (3,4)
Hospitals (1)
Hotels (1)
House construction (4) UF Residential construction
Indoor air quality (4)
Information technology
Integrated solid waste management (4)
Ink industry and trade
Jewelry industry and trade
Laboratories landscaping industry
Landscaping (1)
Laundry industry
Leather industry and trade
Machinery industry and trade
Marinas
Measurement (1)
Meat industry and trade (1)
Medical care
Mercury (1)
Metal fabrication
Metal finishing industry
Metal industry and trade
Metal plating industry (1)
Metal working industries (1)
Mineral industry and trade
Municipal services
National parks and reserves (4)
Outdoor recreation (4)
Paint industry and trade
Painting industry
Pest control (4)
Petroleum chemicals (1)
Petroleum chemicals industry (1)
Petroleum industry and trade
Pharmaceutical industry
Photographic processing
Plastics industry and trade
Pollution prevention (4)
Printing
Printing industry (1)
Publicly owned treatment works (1)
Pulp and paper industry
Purchasing (1) UF Procurement
Real estate
Refuse and refuse disposal
Restaurants
Retail trade
Rubber industry and trade
Shipbuilding (4)
Shipping
Shipyards
Ships—Maintenance and repair (4)
Ski resorts (4)
Snowmobiles (4)
Stone industry and trade
Textile industry
Tourism
Transportation
Wastewater treatment (3)
Water conservation (1)
Water use
Woodworking industries
Wrecking (1, 2)

(1) New additions to Andy’s list from P2 Thersaurus

(2) Terms taken out of Andy’s list

Demolition industry (not in P2 Thesaurus or LCSH) USE Wrecking

(3) Hospitality industry is part of the LCSH

(4) Terms picked up from the LCSH, which should be added to the P2 Thesaurus

Services Vocabulary

To make this list easier to use the service vocabulary is split into three broad areas: Area of Expertise, Resources Offered, and Program Clients..

Generated from lists used by each Center in the past and the P2 Thesaurus. All terms are currently in the P2 Thesaurus.

Area of Expertise
Air Monitoring
Biological Assay
Chemical Recovery
Community Development
Compliance
Conservation of Natural Resources
Cost Accounting
Energy Auditing
Engineering
Emergency Management
Environmental Law (different than Env. Policy L.B.)
Environmental Management (ISO 14000)
Environmental Policy
International Markets
Management
Marketing
Materials Exchange
Occupational Health and Safety
Pollution Prevention
Permits
Process Modification
Product Development
Quality Control (ISO 9000)
Recycling
Remediation
Technology Transfer
Waste Management
Water Conservation

Resources Offered
Assessment
Awards
Bank Loans
Computer Modeling
Curricula
Hotlines UF Telephone help lines
Inspection
Intern Programs
Internet
Grants in Aid
Information Services
Library
Site Assessments
Research
Workshops

Program Clients
Administrative agencies UF Government
Consumers
Educational institutions
Industrial organizations
Non-profit organizations
Small Business

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