A.

Indexing Systems
1. KWIC (Keyword in Context) was introduced by Hans Peter Luhn in 1959. It is a rotated index
ost coon!y deri"ed #ro the tit!es o# docuents. $ach %eyword a&&earin' in a tit!e
becoes an entry &oint and hi'h!i'hted in soe way by settin' it o## at the center o# the &a'e.
a. Princi&!es o# KWIC Indexin'
1.) (it!es are 'enera!!y in#orati"e
).) (he words extracted #ro the tit!e can be used e##ecti"e!y to 'uide the user to an
artic!e or a &a&er !i%e!y to contain desired in#oration
*.) +!thou'h the eanin' o# an indi"idua! word "iewed in iso!ation ay be abi'uous or
too 'enera!, the context surroundin' the word he!&s to de#ine and ex&!ain its
eanin'.
). KW-C (Keyword -ut o# Context) is a!so a rotated index but the %eywords that becoe the
access &oints are set o## on the !e#t hand ar'in o# the &a'e or soeties usin' the as
thou'h they were sub.ect headin's. + %eyword used as an entry &oint in a KW-C index is not
usua!!y re&eated in the tit!e but is re&!aced by an asteris% (/) or soe sybo!s.
$xa&!es o# Title-Based Derivative Indexes
0ocuent tit!es1
2 3!ue2eyed Cats in (exas
2 (he Cat and the 4idd!e
2 0o's and Cats and their 0iseases
2 (he Cat and the $conoy
KWIC Index Construction
In (exas, Blue-eyed Cats... )*
(he Cat and the $conoy 5 1)
(he Cat and the 4idd!e5 16
0o's and Cats and (heir 0iseases5*
3!ue2eyed Cats in (exas5 )*
+nd (heir Diseases, 0o's and Cats5 *
(heir 0iseases Dogs and Cats and5 *
+nd the Economy, (he Cat5 1)
+nd the Fiddle, (he Cat5 16
In Texas, 3!ue2eyed Cats5 )*
KW-C Index Construction
3!ue2eyed / Cats in (exas 5 )*
Cat (he / and the $conoy5 1)
Cat (he / and the 4idd!e5 16
Cats 0o's and / and (heir 0iseases5 *
Cats 3!ue2eyed / in (exas5 )*
0iseases 0o's and Cats and (heir / 5 *
0o's / and Cats and (heir 0iseases5 *
$conoy (he Cat and the / 5 1)
4idd!e (he Cat and the / 5 16
(exas 3!ue2eyed Cats in / 5 )*
1
*. 7trin' Indexes a strin' indexin' syste is a word2based syste in which the indexer
ana!y8es the "arious as&ects o# a co&!ex sub.ect treated in a docuent and records the
as&ects as words, a!on' with role operators (that is, instructions to the co&uter). (he
co&uter &ro'ra cobines these words into a strin' o# ters that re&resents a brie#
suary o# the docuent9s content. (hen the &ro'ra &ro"ides index entries by autoatica!!y
recastin' the strin' under e"ery si'ni#icant ter that #ors &art o# the strin'.
- (iothy C. Cra"en cited two ain characteristics o# a strin' index1 (a) each indexed ite
nora!!y has a nuber o# index entries containin' at !east soe o# the sae ters: and
(b) co&uter so#tware (index strin' 'enerator) 'enerates the descri&tion &art (index strin')
o# each index entry accordin' to re'u!ar and ex&!icit syntactica! ru!es.
$xa&!es o# strin' Indexes are the #o!!owin'1
a. -ther 7trin' indexes
1.) PP!I (Postu!ate2based Peruted 7ub.ect Indexin') de"e!o&ed at the
0ocuentation ;esearch and (rainin' Center (India), #o!!ows the c!assi#ication ideas
o# 7. ;. ;an'anathan.
2.) "EP#I! (<ested Phrase Indexin' 7yste) de"e!o&ed by (iothy C. Cra"en, the
in&ut strin' was desi'ned to be &hrase in ordinary !an'ua'e.
3.) CIFT (Contextua! Indexin' and 4aceted (axonoic +ccess 7yste) de"e!o&ed #or
the =odern Lan'ua'e +ssociation (=L+), a!&habetica! sub.ect entries are created
#ro strin's &ro"ided by indexers who assi'n #acets deri"ed #ro !iterature and
!in'uistics. It is &ub!ished with the =L+ Internationa! 3ib!io'ra&hy.
>. Peruted Indexes are created by systeatica!!y rotatin' in#oration2con"eyin' words in the
tit!e as sub.ect entry &oints into the index.
a. +d"anta'es1
1.) Indexin' can be done easi!y with iniu cost
).) 0oes not need the ex&ertise o# a &ro#essiona! indexer because it is entire!y done by a
co&uter
b. 0isad"anta'es1
1.) (he tit!es ay not accurate!y re#!ect content
).) (he !iited nuber o# ters restrict co&!ete sub.ect indication
*.) =ost o# tit!e indexers are una&&ea!in' to the eye and are di##icu!t to scan
>.) (he !ac% o# "ocabu!ary contro! can increase the retrie"a! o# irre!e"ant docuent.
(hese indexes usua!!y e&!oy sto&2!ists (words that are unsuitab!e as sub.ect
indicators.)
5.) 7catterin' o# synonys and 'eneric ters usua!!y cause user #rustration and issed
entries
B. Factors That Affect the Quality of the Index
1. ?ua!i#ications and ex&ertise o# the indexer
a. 7ub.ect %now!ed'e
b. Know!ed'e o# users needs
c. $x&erience
d. Concentration
e. ;eadin' abi!ity and
co&rehension
#. I&artia!ity o# the indexer
). Hos&ita!ity o# the indexin' !an'ua'e bein' e&!oyed
a. 7hou!d #ree!y adit new ters or chan'es in terino!o'y, and a!so res&ond to new needs
o# users
C. Factors to be considered in the Selection of Periodical Titles for Indexing
1. @se#u!ness
). 7ub.ect co"era'e or content
*. C!ass or ran'e o# readershi&
>. +"ai!abi!ity in ost !ibraries
2
5. 3ein' indexed in other indexin'
ser"ices
D. Selection of Documents for Indexing
1. Parts o# a 3oo% to be indexed
a. 3ody o# the text that is direct!y re!e"ant to the sub.ect atter, sco&e and audience o# the boo%
b. Introduction
c. Cha&ter headin's
d. 4ootnotes, endnotes are indexed when they &resent ateria! not #ound in the text itse!#
e. Persona! naes
#. ?uotations but shou!d be &ara&hrased i# too !en'thy
'. +&&endices (i# they contain i&ortant ateria! oitted in the body)
h. I!!ustrati"e atter (charts, a&s, 'ra&hs, drawin's, etc.) i# they are &rinted se"era! &a'es away #ro the &a'e
containin' the textua! discussion
E. Subect Indexing ! a &rocess by which the sub.ect atterAcontent o# docuents is re&resented in an index. It in"o!"es three
ste&s1
1. 0eterinin' the BaboutnessC or sub.ect content o# a docuent
). 7ub.ect ana!ysis soeties ca!!ed conce&tua! ana!ysis, is reDuired to decide which o# an ite9s as&ects shou!d be
re&resented in the bib!io'ra&hic record
*. (rans!ation the &rocess o# con"ertin' conce&ts deri"ed #ro the docuent into a &articu!ar set o# index ters usua!!y
deri"ed #ro a contro!!ed "ocabu!ary
3e!ow is a detai!ed descri&tion o# the ste&s in indexin'1
a. ;ecordin' bib!io'ra&hic data (author, tit!e, &ub!ication data, etc.)
1.) Locators !ead the user direct!y to the &art o# the docuent or co!!ection containin' the in#oration to which the
index headin' re#ers.
a.) When indexin' &rinted boo%s, &a&h!ets, &eriodica!s and other &rinted docuents, use !ocators that re#er to
the &a'e nubers, se&aratin' !ocators with a coa. It is necessary to distin'uish between di##erent
seDuences o# nubers. 4or exa&!e1
$ivingstone, %en 1A*, 1A96, *A9> or
$ivingstone, %en 11*, 1A96: *19>
b.) When indexin' se"era! issues or "o!ues o# one tit!e o# a &eriodica!, the indexer shou!d ta%e the !ocators
#ro the nuberin' o# the issues at the tie o# &ub!ication. $xa&!es are1
5)A>1*E "o!ueA&art1 &a'e
5), +&ri! 199E1*E "o!ue, date1 &a'e
5)1*E "o!ue1 &a'e
+&ri! 199E1 *E date1 &a'e
c.) When indexin' contents o# a co!!ection o# docuents, !ocators shou!d 'i"e co&!ete in#oration about each
docuent. In case o# &eriodica! artic!es, each !ocator nora!!y consists o# the tit!e o# the artic!e, the author(s)
o# the artic!e (i# naed), the tit!e o# the &eriodica! (o#ten in an abbre"iated #or that is ex&!ained in the
introductory notes), its "o!ue nuber and date, and the inc!usi"e &a'ination #or the artic!e. 4or exa&!e1
Com"uter simulation
3ui!din' wor%in' co&uter ode!s. ;. Co!!ison and
Peter 4ar%as. Computer univ& 1F1*62>1 Gan24eb 9E9. (ab!es
Co&uter2siu!ated robotic ars. Bits and 'ytes&
E11)F Gan 9E9. i!!us.
d.) I# a docuent treats a sub.ect continuous!y in a consecuti"e!y nubered seDuence, re#erence shou!d be
ade to the #irst and !ast nubered e!eents on!y, e.'. 621E.
e.) $xce&tiona!!y, where s&ace constraints a&&!y or where the !ocators are extree!y !on', e.'. 1HHH*21HHH9,
nubers ay be e!ided so that the on!y chan'ed di'its o# the second !ocator are 'i"en, e.'. 1HHH*29.
#.) Con"entiona!!y, the di'its 1H219 in each hundred are 'i"en in #u!!, e.'. 1>216.
3
b. Content ana!ysis
1.) 4actors that ay e##ect content ana!ysis1
a.) $n"ironenta! situation the &rocess ay be hurried i# there us !abor shorta'e or other critica! tie #actors
b.) Po!icy decisions 'uide!ines i&osed by a'encies are 'enera!!y concerned with the se!ection o# certain
content indicators and the re.ection o# others. 4or exa&!e, indexers o# scienti#ic !iterature ay be to!d to
concentrate on ethodo!o'y, easureent, eDui&ent used, and the resu!ts and to i'nore historica!
ateria!s.
c.) 0ecision o# the indexer, which as&ects o# the sub.ects wi!! be e&hasi8ed and which as&ects wi!! be de2
e&hasi8ed.
).) Parts o# the 0ocuent that ha"e to be ana!y8ed
a.) (it!e des&ite the #act that soe tit!es are "a'ue and are not re!ated at a!! to the sub.ects o# the docuents,
sti!! tit!es are considered as a basic indexin' unit and they are the #irst sto& in deterinin' sub.ect content.
b.) +bstract are actua! in#oration2&ac%ed iniatures o# docuents and 'ood abstracts can be #undaenta!
indicators o# sub.ect content.
c.) List o# contents
d.) (ext introduction, suary and conc!usion ust be exained. Li%ewise, section headin's, #irst and !ast
sentences o# &ara'ra&hs shou!d a!so be 'i"en &riary attention
e.) I!!ustrations, dia'ras, tab!es and their ca&tions
#.) ;e#erence section re#erences cited by the authors are a!so considered sub.ect indicators
*.) 7ub.ect deterination
a.) B+boutnessC o# the docuent
b.) 4oru!ation o# a Bconce&tC !ist
(1) Choose the conce&t, which wou!d be re'arded as ost a&&ro&riate by a 'i"en counity o# users,
bearin' in ind, the &ur&ose o# the index.
()) I# necessary, odi#y both indexin' too!s and &rocedures as a resu!t o# #eedbac% #ro inDuires. 7uch
odi#ication shou!d not be ta%en to a &oint where the structure or !o'ic o# the indexin' !an'ua'e is
distorted.
(*) <o arbitrary !iit shou!d be set to the nuber o# ters or descri&tors, which can be assi'ned to a
docuent. (his shou!d be deterined entire!y by the aount o# in#oration contained in the docuent,
re!ated to the ex&ected needs o# the users o# the index
(>) Conce&ts shou!d be identi#ied as s&eci#ica!!y as &ossib!e. =ore 'enera! conce&ts ay be &re#erred in
soe circustances, de&endin' u&on the #o!!owin' #actors1
(a) (he extent to which the indexer considers that o"er2s&eci#icity i'ht ad"erse!y a##ect the
&er#orance o# the indexin' syste. 4or exa&!e, an indexer i'ht decide that "ery s&eci#ic
ode!s o# eDui&ent ay be re&resented by ore 'enera! ters such as the nae o# the a%er
and &erha&s o# the #ai!y o# ode!s, es&ecia!!y when these conce&ts occur in the #rin'e areas o#
the sub.ect #ie!d co"ered by the index.
(b) (he wei'ht attached to a conce&t by the author. I# the indexer considers that an idea is not #u!!y
de"e!o&ed, or is re#erred to on!y casua!!y by the author, indexin' at a ore 'enera! !e"e! i'ht be
.usti#ied.
>.) Con"ersion to the indexin' !an'ua'e
a.) =atch ters in the conce&t !ist a'ainst those a"ai!ab!e in the contro!!ed "ocabu!ary. (he #o!!owin' &ractices
ust be obser"ed in the trans!ation &rocess.
(1) Conce&ts which are a!ready trans!ated into indexin' ters shou!d be trans!ated into their &re#erred
ters.
()) (ers which re&resent new conce&ts shou!d be chec%ed #or accuracy and acce&tabi!ity in re#erence
too!s such as the #o!!owin'1
(a) 0ictionaries and encyc!o&edias reco'ni8ed as authorities in their #ie!ds:
(b) (hesauri, es&ecia!!y those constructed in accordance with I7- )6EE or I7- 59F>
(c) C!assi#ication schees
4
(d) 7ub.ect s&ecia!ists, es&ecia!!y those with soe %now!ed'e o# indexin' or docuentation, ay a!so
consu!ted
(e) I# the conce&ts are not &resent in an existin' thesaurus or c!assi#ication schee, these ay be1
- $x&ressed by ters or descri&tors which are aditted into the indexin' !an'ua'e iediate!y
- ;e&resented te&orari!y by ore 'enera! ters, the new conce&ts bein' &ro&osed as
candidates #or !ater addition
5.) Pre&aration o# index entries
a.) =echanics
(1) @se o# a &re&rinted #orAbib!io'ra&hic wor%sheet encodin'
()) $ditin' (cross re#erences, s&e!!in', &unctuation, headin's, subheadin's, issin' entries, unnecessary
entries
b.) +rran'eent
(1) +!&habetica! (word by word: !etter by !etter)
()) C!assi#ied
F. Indexing Procedures for Boo#s
1. $xaine the text care#u!!y.
). ;ead the text se"era! ties, &a'e by &a'e, to be ab!e to ana!y8e the contents and deterine the indexab!e to&ics.
*. 7e!ect the to&ics to be indexed ta%in' into consideration their si'ni#icance to the centra! thee o# the boo%.
>. <ae o# the to&ics that were chosen to be indexed.
a. =ar% u& &a'e &roo#s a!! at once be#ore any cards are &re&ared or entries %eyboarded
b. 4or each chosen headin', su&&!y a odi#ication, a word or &hrase that narrows the a&&!ication o# the indexin'.
c. I# a text discussion extends ore than one &a'e, be'innin' and endin' re#erences ha"e to be 'i"en
d. (y&e the entries either on cards or in the di'ita! #i!es o# a co&uter
e. Proo#read each ty&ed entry and chec% the content and !ocator a'ainst the &roo#
#. +#ter a!! the entries ha"e been co&!eted and chec%ed, read Duic%!y throu'h the &a'es a'ain to deterine i# anythin'
indexab!e has been oitted.
5. +!&habeti8e the entries
a. +!! entries are arran'ed in a!&habetica! 'rou&s by initia! !etter
b. $ntries within each !etter 'rou& are arran'ed a!&habetica!!y #o!!owin' either the word2by2word or !etter2by2!etter ode.
Letter2by2!etter
Weather&roo#in', )1)
Weather under'round, 1>*
Wea"erbird, 119
Wea"er, Gaes 3aird, >6
We #i"e, 1H1
We#t %nittin', FE
Word2by2word
We #i"e, 1H1
Weather under'round, 1>*
Weather&roo#in', )1)
Wea"er, Gaes 3aird, >6
We#t %nittin', FE
Wea"erbird, 119
F. $dit the entries
a. 0ecide which entries shou!d be the ain headin's and which shou!d be the subheadin's
b. 0ecide whether certain entities wi!! treated as ain entries or subentries
Paintin' handicra#ts: &aintin':
Pottery a%in' or &ottery a%in':
Wea"in' wea"in': wood car"in'
Woodcar"in'
c. =ain entries unodi#ied by subentries shou!d not be #o!!owed by !on' rows or &a'e nubers. Pro"ide at !east one
subentry #or a headin' that has ore than #i"e re#erences.
d. 7ubentries ust be concise and in#orati"e and be'in with a %eyword or a &hrase
e. =a%e a #ina! choice aon' synonyous ters (bein', !i#e or existence)
#. Pro"ide adeDuate but not excessi"e cross2re#erencin'
$xa&!es1
Cars. 7ee a!so truc%s truc%s
5
Che"ro!et, ))> 0od'e ;a, )19
=a8da, 1>F I=C (Giy), 1>*
Jo!%swa'en =ercedes23en8, 1>>
!ee also cars
'. Punctuation
1.) (he in"ersion o# a &hrase used as the headin' in a ain entry is &unctuated by a coa.
).) I# the headin' is #o!!owed iediate!y by &a'e re#erences, a coa is used between the headin' and the #irst
nuera! and between subseDuent nuera!s
*.) I# the headin' is #o!!owed iediate!y by run2in subentries, a co!on &recedes the #irst subheadin'. +!!
subseDuent subentries are &receded by seico!ons. 4or exa&!e1
Payments, 'alance o() de(inition o(, *+,
Importance o(, *-
6. 0eterine the desi'n o# the index a#ter the co&i!ation o# the entries.
a. 0ecide whether subentries wi!! #o!!ow an indented or run2in sty!e.
b. Index shou!d be we!! ba!anced and shou!d not be o"er!oaded with too any subentries.
c. (y&o'ra&hy shou!d be used to di##erentiate between ty&es o# headin's and to distin'uish the #ro nuera!s
indicatin' "o!ues, &arts and &a'es.
E. (y&in', &roo#readin', and the #ina! re"iew.
a. +#ter ty&in', &roo#read the ty&escri&t a'ainst the cards, chec% the a!&habetica! order o# a!! entries and conduct a #ina!
re"iew.
$. Indexing Techni%ues for Periodical Articles
1. +!ways index naes o# &ersons honored by awards or &ri8es and those eu!o'i8ed in obituaries.
). $"ery artic!es that ha"e &eranent "a!ue shou!d be indexed under a!! to&ics and issues dea!t with.
*. $ditoria!s shou!d be indexed under their to&ics as any other artic!e but di##erentiated #ro the others by the addition o#
($d.) or ($). (he tit!es o# editoria!s ay be indexed under a co!!ecti"e headin' B$ditoria!s.C
>. Letters to the editor i# considered indexab!e shou!d be indexed by to&ic, not under a ca&tion that ay been assi'ned by
the editor. It is ad"isab!e to index at !east the nae o# the &erson who critici8ed an artic!e as we!! as the author9s
res&onse. 4or exa&!e1
0oe, Gohn. B$##ect o# a'netic #ie!dsC *62>*
errors (H. 7ith) 65: correction 1E5
Kauthor9s entryL
7ith, Henry. B$##ect o# a'netic #ie!dsC
(Gohn 0oe &&. *62>*)1 errors 65
K!etter writer9s index entryL
5. 3oo% re"iews are indexed by the tit!e o# the boo%, #o!!owed by the nae o# the author, the !ocator, and the desi'nation M
un!ess a!! boo% re"iews are !isted under the c!ass headin' B3oo% ;e"iewsC or in a se&arate index, e.'. .uide to re(erence
'oo/s, *0
t1
ed& 2!1ee1y3 +4 5
(he nae o# the re"iewer shou!d be inc!uded in the author nae index, e.'. Dixon, .eo((rey +4 5, -6--+, *67
&. Choice and Form of &eadings 'IS( )))*
1. Persona! <aes
a. Persona! naes shou!d be &ro"ided in as #u!! a #ro as &ossib!e, to 'i"e users o# the index the ost co&!ete
in#oration a"ai!ab!e
b. Persona! naes shou!d ta%e the #or used in the docuent, but i# the text is not consistent the indexer shou!d ado&t
one #or.
c. Choose the ost recent, or the ost coon!y used #or o# &ersona! nae as the headin' and add BseeC cross2
re#erences #ro other #ors, e.'. C!eens, 7aue! Lan'horne see T+ain, -ar#
d. Where surnaes are in coon used, the entry shou!d be the surnae #o!!owed by any 'i"en nae or initia!s
e. Where surnaes are not used, the nae that custoari!y coes #irst shou!d &ro&er!y be used as the entry word, e.'.
Imran .han
6
#. Persons identi#ied on!y by a 'i"en nae or #orenae shou!d be indexed under that nae, Dua!i#ied i# necessary, by a
tit!e o# o##ice or other distin'uishin' e&ithet, e.'. Boudicca, Queen of the Iceni/ 0eonardo Da 1inci
'. Persons nora!!y identi#ied by a tit!e o# honour or nobi!ity shou!d be indexed under that tit!e, ex&anded i# necessary
by their #ai!y nae, e.'. Dalai 0ama/ -arlborough, 2ohn Churchill, first Du#e of
h. Co&ound and u!ti&!e surnaes, whether hy&henated or not, shou!d be indexed under the #irst &art, e.'. 0ay3ell
4ard, Patricia/ Pere3 de Cuellar, 2a5ier
). Cor&orate 3odies
a. <aes o# cor&orate bodies shou!d nora!!y be indexed without trans&osition and in as #u!! a #or as necessary. +n
initia! artic!e is oitted, un!ess s&eci#ica!!y reDuired #or seantic or 'raatica! reasons, e.'. British -useum
b. (rans&osition ay, howe"er, be used i# it is considered that this wou!d he!& the users o# the index, e.'.
0e&artent o# +'ricu!ture see Agriculture, De"artment of
G. Whita%er N 7ons see 4hita#er '2* 6 Sons
c. Choose the ost recent, or the ost coon!y used, #or o# cor&orate nae as the ain headin' and add BseeC
cross re#erences #ro other #ors, e.'.
Gohn =oores @ni"ersity see 0i5er"ool 2ohn -oores 7ni5ersity
0i5er"ool 2ohn -oores 7ni5ersity
*. Ieo'ra&hic <aes
a. Ieo'ra&hic naes shou!d be as #u!! as is necessary #or c!arity, with additions to a"oid con#usion with otherwise
identica! naes, e.'. Alaminos '0aguna*/ Alaminos 'Pangasinan*
b. +n artic!e or &re&osition shou!d be retained in a 'eo'ra&hic nae o# which it #ors an inte'ra! &art, e.'. 0a Pa3/ 0as
1egas
c. Where the artic!e or &re&osition does not #or an inte'ra! &art o# a nae it shou!d be oitted, e.'.
8e+ Forest rat1er t1an (he <ew 4orest
9heinfall rat1er t1an 0er ;hein#a!!
>. (it!es o# docuents
a. (it!es o# docuents shou!d nora!!y be ita!ici8ed, under!ined or otherwise distin'uished. I# necessary #or
identi#ication, naes o# creators, &!ace o# &ub!ication, dates or other Dua!i#iers ay be added within &arentheses. 4or
exa&!e1 8ve 9aria (Iounod): 8ve 9aria (7chubert): 8ve 9aria (Jerdi)
b. In an $n'!ish index, artic!es in tit!es are con"entiona!!y trans&osed to the end o# the headin' so that #i!in' order is
ex&!icit. 4or exa&!e1 1unting o( t1e snar/, t1e, %apital, Das
c. + &re&osition at the be'innin' o# the tit!e shou!d be retained, e.'. To t1e lig1t1ouse
5. 4irst !ines o# &oes
a. Con"entiona!!y in an index o# #irst !ines o# &oes, the artic!e is retained without trans&osition and is reco'ni8ed #or
&ur&oses o# a!&habetica! arran'eent, e.'. 8 little 'lac/ t1ing in t1e sno:, T1e modest ;ose puts (ort1 a t1orn
I. :5aluation of the Index
1. Pur&ose to deterine its e##ecti"eness, e##iciency and its "a!ue.
). Iuide!inesACriteria #or 0eterinin' the ?ua!ity o# the Index
a. 7ub.ect error
1.) $rrors in choosin' sub.ect descri&tors
).) -ission errors
*.) @se o# a too broad or too narrow ter
b. Ieneric searchin' a!&habetica! indexes ha"e a!ways &resented di##icu!ties in &rootin' 'eneric searchin'
c. (erino!o'y i# writers and users re.ect the terino!o'y contained in a thesaurus, the Dua!ity o# the index wi!! su##er
#ro their #rae o# re#erence.
d. Interna! 'uidance
e. Cross2re#erences
1.) Printed instruction on how to use the index
#. +ccuracy in re#errin'
1.) 3ib!io'ra&hic citation
).) Cross2re#erences
7
'. $ntry scatterin' e.'. Co!!e'e Libraries: <ationa! Libraries: Pub!ic Libraries: 7choo! Libraries: 7&ecia! Libraries
h. $ntry di##erentiation an entry that has #i"e or six entries shou!d be bro%en down. $xa&!es1 Libraries, 12), )E2*1,
>), 5*2FH, E), 1H9211, 1*12>H, *1H, *>)25H
i. 7&e!!in' and &unctuation
.. 4i!in'
1.) Letter by !etter (+ir base, +irborne, +ir bra%e)
).) Word by word (+ir base, +ir bra%e, +irborne)
%. Layout
1.) =ain headin's are in hea"y &rint
).) 7ubheadin's are in !i'hter &rint and sa!! !etters and indented
*.) 7ee re#erences are ita!ici8ed
!. Cost
. 7tandards ser"e as ode!sA'uide!ines #or the ana!ysis o# docuents, construction and or'ani8ation o# indexes,
indexin' terino!o'y, construction and use o# thesauri, etc. (hey &roote consistency and uni#ority
1.) Internationa! -r'ani8ation #or 7tandardi8ation (I7-) is a networ% o# the nationa! standards institutes o# 1>F
countries, on the basis o# the eber &er country, with a Centra! 7ecretariat in Iene"a, 7wit8er!and, that
coordinates the syste
a.) I7- )6EE119EF 0ocuentation Iuide!ines #or the estab!ishent and de"e!o&ent o# ono!in'ua!
thesauri
b.) I7- 59F>119E5 0ocuentation Iuide!ines #or the estab!ishent and de"e!o&ent o# u!ti!in'ua!
thesauri
c.) I7- 59F*119E5 0ocuentation =ethods #or exainin' docuents, deterinin' their sub.ects, and
se!ectin' indexin' ters
d.) I7- 9991199F In#oration and docuentation Iuide!ines #or the content, or'ani8ation and &resentation
o# indexes
e.) I7- >1 1996 In#oration and docuentation ;u!es #or the abbre"iation o# tit!e words and tit!es o#
&ub!ications. It &ub!ishes a List o# 7eria! (it!e Word +bbre"iations, which inc!udes tit!e word abbre"iations in
o"er 5H !an'ua'es.
).) <ationa! In#oration 7tandards -r'ani8ation (<I7-), a non2&ro#it association accredited by the +erican
<ationa! 7tandards Institute (+<7I), identi#ies, de"e!o&s, aintains, and &ub!ishes technica! standards to
ana'e in#oration in our chan'in' and e"er2ore di'ita! en"ironent. <I7- standards a&&!y both traditiona!
and new techno!o'ies to the #u!! ran'e o# in#oration2re!ated needs, inc!udin' retrie"a!, re2&ur&osin', stora'e,
etadata, and &reser"ation. 7oe o# the standards de"e!o&ed by <I7- are the #o!!owin'1
a.) +<7IA<I7- O*9.)2199> (;)HH1) In#oration Interchan'e 4orat ($Dui"a!ent Internationa! 7tandard1 I7-
)6H9). (he basis #or the =+;C (=achine2;eadab!e Cata!o') record, this standard s&eci#ies the
reDuireents #or a 'enera!i8ed interchan'e #orat that can be used #or the counication o# records in any
edia.
b.) +<7IA<I7- O*9.1>21996 (;)HH)) Iuide!ines #or +bstracts he!&s authors and editors &re&are use#u!
abstracts by describin' the co&onents o# an abstract and the a&&ro&riate sty!es and #orats. <uerous
exa&!es i!!ustrate the instructions &resented in the standard and c!ari#y how to hand!e s&ecia! cases.
c.) +<7IA<I7- O*9.192)HH* Iuide!ines #or the Construction, 4orat and =ana'eent o# =ono!in'ua! (hesauri
($Dui"a!ent internationa! standard1 I7- )6EE) shows how to #oru!ate descri&tors, estab!ish re!ationshi&s
aon' ters, and &resent the in#oration in &rint and on a screen. Inc!uded are thesaurus aintenance
&rocedures and recoended #eatures #or thesaurus ana'eent systes. $xtensi"e exa&!es,
su''estions #or #urther readin', and a detai!ed index.
*.) 3ritish 7tandards Institution (37I) is the <ationa! 7tandards 3ody o# the @K. (hrou'h en'a'eent and
co!!aboration with its sta%eho!ders, it de"e!o&s standards and a&&!ies inno"ati"e standardi8ation so!utions to
eet the needs o# business and society. 7oe o# the standards de"e!o&ed by 37I that are re!ated to !ibrary and
in#oration science are1
8
a.) 37 16>9119E5 ;ecoendations #or a!&habetica! arran'eent and the #i!in' order o# nubers and
sybo!s. Pro"ides 'uidance on arran'in' entries within !ists o# a!! %inds, e.'. bib!io'ra&hies, cata!o'ues,
directories and indexes. + co&rehensi"e !ist o# exa&!es a&!i#ies the recoendations ade.
b.) 37 56)*119E6 Iuide to estab!ishent and de"e!o&ent o# ono!in'ua! thesauri. Pro"ides standards #or
the contents, !ayout, and ethods o# construction and aintenance o# ono!in'ua! thesaurus co"erin'
ters, which constitute the wor%in' "ocabu!ary o# an indexin' a'ency that e&!oys huan indexers to
ana!y8e the sub.ect content o# docuents.
c.) 37 F>6E119E> Iuide to #i!in' bib!io'ra&hic in#oration in !ibraries and docuentation. Ii"es #i!in'
&rinci&!es #or incor&oration into the #i!in' ru!es o# indi"idua! bib!io'ra&hies, !ibraries and docuentation
centers. +&&!icab!e to the exchan'e o# bib!io'ra&hic records in achine2readab!e #or, and to ani&u!ation
o# these records by anua! and achine2based techniDues.
d.) 37 F5)9119E> ;ecoendations #or exainin' docuents, deterinin' their sub.ects and se!ectin'
indexin' ters. Pro"ides Ienera! techniDues #or docuent ana!ysis and conce&t identi#ication, es&ecia!!y
a&&!icab!e to systes in which sub.ects o# docuents are ex&ressed in suary #or, and conce&ts
recorded in the ters o# a contro!!ed indexin' !an'ua'e.
e.) 37 F6)*119E5 Iuide to estab!ishent and de"e!o&ent o# u!ti!in'ua! thesauri. Pro"ides standards #or
#or, content, dis&!ay o# u!ti!in'ua! thesauri.
#.) 37 I7- 9991199F In#oration and docuentation. Iuide!ines #or the content, or'ani8ation and
&resentation o# indexes.
'.) 37 00 C$<A(7 1>>F*1)HH* Hea!th in#oratics. + syntax to re&resent the content o# edica! c!assi#ication
systes (C!a=L)
*. -ther =ethods o# $"a!uatin' the Index
a. ;ecall ratio ratio o# re!e"ant docuents retrie"ed to the tota! nuber o# re!e"ant docuents &otentia!!y a"ai!ab!e in
the #i!e. ;eca!! de&ends on the !e"e! o# exhausti"ity a!!owed by the indexin' &o!icy. EHP
b. ;e!e"ance ;atio re#ers to the ratio o# re!e"ant docuents to the tota! nuber o# docuents retrie"ed. ;e!e"ance or
&recision de&ends on the terino!o'y o# the text bein' indexed and the s&eci#icity o# the indexin' !an'ua'e used.
5HP
2. Indexing and Abstracting Ser5ices
1. Irowth and de"e!o&ent 2 indexin' and abstractin' by indi"idua!s, !ibraries, then other institutions
- Pro!i#eration o# .ourna! !iterature in the 19
th
century resu!ted into the &ub!ication o# indexes and abstracts. $xa&!es o#
these are 'i"en be!ow1
a. @ni"ersa! =a'a8ine o# Know!ed'e and P!easure
b. =onth!y ;e"iew
c. <ew Qor% (ies Index, 1E512
d. 7tatistica! +bstracts o# the @nited 7tates
e. +bstracts and Indexes in 7cience and (echno!o'y1 a 0escri&ti"e Iuide (0o!ores -wen)
). (y&es o# 0atabases
a. 3ib!io'ra&hic dea!s with citations to &eriodica! artic!es, boo%s, 'o"ernent docuents, con#erence &a&ers, etc.
these ay be citations to docuent, abstract or suary or #u!!2text.
b. <onbib!io'ra&hic consist o# nueric data &oints #ro science, techno!o'y, business, 'o"ernent and society
*. -n!ine 7ystes #or In#oration ;etrie"a!
a. I<(;$R syste !aunched at =I( by =. =. Kess!er at =I( 19F>
b. ;$C-< an ex&erienta! syste desi'ned by Loc%heed Pa!o +!to ;esearch Laboratory #or <+7+ #ro 19F5219F9
c. 0I+L-I coercia! "ersion o# ;$C-< (19F9). +t &resent, it is considered a wor!dwide !eader in &ro"idin' on!ine2
based in#oration ser"ices to or'ani8ations see%in' co&etiti"e ad"anta'es in such #ie!ds as business, science,
en'ineerin', #inance and !aw.
d. -;3I( syste issued by the syste 0e"e!o&ent Cor&oration
e. $LHILL was basica!!y the -;3I( syste chan'ed to eet the needs o# =$0L+;7
#. 3;7 (3ib!io'ra&hic ;etrie"a! 7er"ices) was issued in 1966
9
>. +s&ects o# -n!ine 0atabase Industry
a. Counication ada&tation o# the te!e&hone syste #or the transission o# di'ita! in#oration
b. 0atabase distributors &eo&!e who co!!ect achine2&rocessab!e in#oration #ro indexin' and abstractin' ser"ices,
write so#tware to ani&u!ate the data, re#orat ion and se!! it as a ser"ice.
c. 0atabase &rocedures &eo&!e who su&&!y the basic in#oration, e.'. $;IC (education), =$0LI<$ (edicine), (<(I7
('o"ernent research re&orts) Cheica! +bstracts, Co&endex ($n'ineerin'), (he <ew Qor% (ies (news&a&ers
and current new a'a8ines)
Indexing systems
1. Coordinate indices
a. Pre2coordinate indices ters are coordinated by the indexer
b. Post2coordinate indices ters are coordinated in the in#oration and retrie"a! syste a#ter the indexin' &rocess
). C!assi#ied indices
a. $nuerati"e indices ters are arran'ed a!&habetica!!y
b. 4aceted indices ters are 'rou& into #acets or ter c!assi#ications and are arran'ed a!&habetica!!y
*. Chain indices indexin' each ste& o# the hierarchica! chain #ro the ost s&eci#ic to the ost 'enera!
>. Peruted tit!e indices
a. KWIC %eyword in context: index ters are rotated based on %eywords and are arran'ed &er %eyword axis.
b. KW+C %eyword and context: the index ters and the tit!e are &resent. 7oeties ta%en sii!ar to KW-C.
c. KW-C %eyword out o# context: index ters se&arated in a co!un o&&osite the tit!e
5. Citation indices bib!io'ra&hic citations are used as source o# index ters and to cross re#erence docuents
F. 7trin' indices ters #or docuents are 'rou&ed as strin', usua!!y se&arated by coa. 7oe exa&!es1
a. P;$CI7 &reser"ed context index syste: co&uter &ro'ras 'enerate a co&!ete set o# index entries and cross2
re#erences #ro a strin' o# ters and instructions &ro"ided by the indexer.
b. P-P7I &ostu!ate2based &eruted sub.ect2indexin' syste: indexes are rotated based on words and are arran'ed
&er word axis.
c. <$PHI7 nested &hrase indexin' syste: index entries within &hrases are ar%ed with brac%ets #or 'eneration o#
index entries.
10
d. 7PI<0$R se!ecti"e &erutation index: sii!ar to KW+C or KW-C but is desi'ned s&eci#ica!!y #or archi"e
co!!ections
A. -easures of effecti5eness of the indexing system
1. ;eca!! ratio o# retrie"ed docuents o"er tota! use#u! docuents in the syste
). Precision ratio o# use#u! docuents retrie"ed o"er tota! docuents retrie"ed
B. Indexing Process
1. 3ib!io'ra&hic Indexin'
a. Ca&tures bib!io'ra&hic data re!e"ant to user retrie"a! needs. (his nora!!y inc!udes year o# &ub!ication, ty&e o#
ateria! (boo% or .ourna! artic!e), author and tit!e.
b. <o trans!ation to thesaurus is necessary.
c. Qear o# &ub!ication is ca&tured as >2di'it data.
d. =ateria! ty&e is se!ected #ro a !ist such as boo%, or .ourna! artic!es.
e. +uthor naes are ca&tured with !ast nae as the ain index entry.
#. +nd tit!e conce&ts are .ust identi#ied #ro the tit!e.
). (it!e deri"ati"e indexin'
a. (he assu&tion o# this indexin' techniDue is that tit!e is re#!ecti"e o# the content o# the ateria!s
b. Conce&ts are identi#ied #ro the tit!e and
c. Conce&ts are trans!ated into thesaurus ters
*. 7ub.ect indexin' an indexin' techniDue that #ocuses on detai!ed ana!ysis o# ateria! content and the trans!ation o# the
conce&ts into thesaurus ters. It in"o!"es di##erent a&&roach &er ateria! ty&e.
>. +na!ysis o# boo%s
a. Identi#y the ain conce&ts #ro tit!e
b. ;ea the Pre#ace, Introduction andAor (ab!e o# Contents to "eri#y the ain conce&ts #ro the tit!e. +dditiona!!y, &ay
attention to the intended readerAuser o# the boo%
c. 7ii!ar in#oration cou!d a!so be identi#ied #ro the co"er or .ac%et o# the boo% where soe re"iews are &ro"ided.
d. 3rowse the cha&ters o# the boo% to #urther "eri#y the ain conce&ts
e. +#ter ana!ysis, the identi#ied conce&ts are trans!ated to thesaurus ters.
5. +na!ysis o# Gourna!A <ews&a&er +rtic!es
a. Chec% the sco&e or sub.ect area co"ered by the .ourna!
b. Identi#y the ain conce&ts #ro the tit!e
c. Chec% the author(s) a##i!iations to he!& identi#y the sub.ect area
d. Loo% #or %eywords i# a"ai!ab!e. In ost cases these are the ain conce&ts.
e. I# %eywords are absent or o# #urther c!ari#ications are needed, !oo% #or the abstract. (his cou!d &ro"ide additiona!
detai!s.
#. +!ways chec% the stateent o# the &rob!e o# the intended sco&e o# the artic!e. (hese are usua!!y #ound in the !ast
&ara'ra&h o# the Introduction and in the #irst &ara'ra&h o# the Conc!usion.
'. +#ter ana!ysis, the identi#ied conce&ts are trans!ated to thesaurus ters.
C. Thesaurus
1. 0i##erenceA7ii!arities between thesauri and sub.ect headin's !ist
a. 7ub.ect headin's are broader or 'enera! in nature with !iited hori8onta! and "ertica! ter re!ationshi&s
b. (hesauri ters are narrower or s&eci#ic in nature with "arious hori8onta! and "ertica! ter re!ations
). ;e!ationshi&s o# ters
a. @4 @se #or or @se: an obso!ete ter that was re&!aced by the ain entry. It a!so inc!udes ters that are inc!uded in
the sco&e o# the ain entry
b. 3( 3roader (er: broader or ore 'enera! ter than the ain entry
c. <( <arrower (er: narrower or ore s&eci#ic ter than the ain entry
d. ;( ;e!ated (er: a ter re!ated to the ain entry
*. 3asic #eatures o# a thesaurus
11
a. 7co&e note
b. Postin' date
c. (er nuber (ay inc!ude
ter hierarchy)
d. @4
e. <(
#. 3(
'. ;(
D. Indexing Standards
1. I7- 9991199F Iuide!ines #or the Content, or'ani8ation and &resentation o# indices
). 37 *6HH119EE Pre&arin' indices to boo%s, &eriodica!s and other docuents
*. 37 F5)9119E> $xainin' docuents, deterinin' their sub.ects and se!ectin' index ters
>. +<7I O*9>.>219E> 3asic criteria #or indices
/37 3ritish 7tandard
/+<7I +erican <ationa! 7tandard Institute
Indexing "roducts today;
1. 3oo% Index
). Periodica! Index
*. Liti'ation2su&&ort Index
>. =u!ti2edia Index
5. 0atabase Index
F. <ews Index
6. Citation Index
E. 4aceted Index
9. Hy&ertext Index
12