This case study addresses the challenges ProQuest faced in managing multilingual controlled vocabularies using multiple Word documents and authority files maintained in an Oracle database. Speakers describe how implementing a thesaurus management tool helped ProQuest simplify and standardize its business semantic management to create a common language and connect disparate information assets as well as handling large and varied vocabularies and authority files, linking new and existing editorial systems and enabling hierarchical views, and automating thesaurus management tasks.

1. Paula R. McCoy Manager, Taxonomy Development ProQuest [email_address] Finding a Common Language: Bringing Complex and Disparate Vocabularies Together

3. Access to over 125 billion digital pages of content from magazine, trade, & scholarly publications, current & historical newspapers, original materials such as annual reports & civil war pamphlets, and daily wire feeds Subscription-based ProQuest® online information service available in academic and public libraries

11. The Taxonomy Manager’s Job Taxonomy Management To ensure that indexers and searchers alike have access to a complete and accurate Thesaurus that they can use to maximize the discoverability of documents in ProQuest OBJECTIVE :

12. Thesaurus on ProQuest® Taxonomy Management

13. Sample Subject Term Taxonomy Management Chronic obstructive pulmonary disease SN: Any lung disease, such as chronic bronchitis or emphysema, causing obstruction of bronchial airflow UF COPD BT Disease BT Respiratory diseases NT Asthma NT Bronchitis NT Emphysema RT Airway management RT Lungs Preferred, or main term Scope note defining term and how it is used Non-preferred term: points to term used to index Terms broader in nature to main term: COPD is a disease, and specifically, a respiratory disease Terms narrower in nature to main term: these are chronic lung diseases Terms related to main term that might be used to narrow the search

14. Before Synaptica Managing terms meant: Multiple files  Duplicate entries  Errors = less than ideal thesaurus management

15. MS Word Document Before Synaptica Academic degrees SN: A title conferred on students upon graduating from a program of study at a college or university UF: Associates degree Bachelors degree Doctoral degree Masters degree BT: Academic achievement RT: Colleges & universities Graduate studies Graduation requirements Higher education MBA programs & graduates Academic failure SN: The failure of a student to meet academic standards, including failure to be promoted or to graduate UF: Student failure RT: Academic achievement Academic grading Academic probation Academic underachievement At risk students Grade repetition Graduation requirements School dropouts Social promotion Academic freedom SN: Educators’ freedom to teach and research what they choose BT: Education RT: Colleges & universities Curricula Research Teachers Teaching Academic grading UF: Grading of students BT: Academic achievement RT: Academic failure Academic probation Achievement tests Cheating Education portfolios Educational evaluation Tests Version 2004 ProQuest Controlled Vocabulary of Subject Terms Page 3 Academic guidance counseling UF: Guidance counseling Student counseling BT: Counseling Education RT: Career preparation Counselor client relationships Counselor education School counseling Academic libraries UF: College libraries School libraries BT: Libraries RT: Librarians Library resources Academic marketing SN: Efforts of educational institutions to attract students and funding BT: Marketing NT: Student recruitment RT: Admissions policies College admissions College choice Colleges & universities Enrollment management Enrollments Academic probation RT: Academic failure Academic grading Academic underachievement Academic standards SN: Standards for performance in defined academic areas set at the local, state, or federal levels BT: Standards RT: Academic achievement Academic achievement gaps Academic underachievement Achievement tests Core curriculum Education policy Educational evaluation No Child Left Behind Act 2001-US Quality of education School effectiveness Standardized tests Academic underachievement SN: Student performance that is below standards or below potential RT: Academic achievement Academic achievement gaps Academic failure Academic standards At risk students Grade repetition Social promotion Academy awards UF: Oscars (Motion picture awards) BT: Awards & honors Motion picture industry RT: Actors Acadian culture UF: Cajuns BT: Minority & ethnic groups Accelerated cost recovery system CC: 4210 UF: ACRS BT: Cost recovery Depreciation Depreciation methods NT: Modified accelerated cost recovery system RT: Capital cost recovery allowances Declining balance method Depreciable assets Tax basis Accelerated death benefits CC: 4220 CC: 8210 UF: Living benefits Viatical settlement BT: Death benefits RT: Estate planning Hardship distributions Insurance policies Life insurance Riders Terminal illnesses Accelerated depreciation methods USE: Depreciation methods Key: SN=Scope note CC=Classification code UF=Use for BT=Broader term NT=Narrower term RT=Related term

17. Oracle Database Forms Before Synaptica

19. Foreign-Language Vocabularies French German Spanish Before Synaptica

20. Adding New Terms 1. Enter full term hierarchy into new Word doc 2. Copy term into main Word-based vocabulary & enter reciprocal relationships 3. Enter term & relationships into Oracle 4. Review next-day report on Oracle activity 5. Send new term doc to editors via e-mail 6. Print new vocabulary (at least every two years) Before Synaptica

21. Thesaurus Management Systems TMS Purchase

23. 1. Ability to interact in real time with editorial system 2. Ability to accommodate authority files of 400,000+ names TMS Purchase Buying Criteria

26. Use Validation Error Marine resources Implementing Synaptica Underwater resources UF: Marine resources BT: Natural resources RT: Marine conservation Marine ecology Marine pollution Marine pollution BT: Pollution Water pollution RT: Marine conservation Marine ecology Ocean dumping Marine resources Marine ecology SN: The ecology of the seas and oceans UF: Benthic ecology BT: Ecology RT: Marine conservation Marine pollution Marine resources Oceans Marine resources USE: Underwater resources

28. Solution: Issue: Different editorial systems = 2x data entry: once for Synaptica, once for Oracle Final Challenge Implementing Synaptica Overnight synchronization process to copy Synaptica work into Oracle every night Synch process discontinued April 2008

30. Life With Synaptica Word – Old, Bad  Synaptica – New, Good  Life With Synaptica

31. 2. Export report of new terms into Word 1. Enter term and relationships into Synaptica “ Item Details” window 3. Send Word document to editors Life With Synaptica Adding Terms Today: 3 Easy Steps