INTRODUCTION TO INDEXING

SOME BASIC CONCEPTS

Information System – collection, processing, storage, dissemination and use of information

Information Retrieval – The process of searching some collection

of documents in order to identify those documents which deal with a particular subject

Refers to the process of recovering or retrieving documents from a given collection which are relevant to a request

SOME BASIC CONCEPTS

Information Retrieval System – a set of operations and associated equipment, procedures, algorithms and documentation by which documentary units are indexed and the resulting records are stored and displayed so that selected records (and/or documentary units they represent) can be retrieved

SOME BASIC CONCEPTS

Collection Used to denote any body of materials

indexed. i.e. a single or composite text (e.g. treatise, anthology, encyclopedia, periodical)

Group of documents to the contents of which reference is made or expected to be made in an index. E.g. those documents scanned by an indexing service: a database of abstracts

A set of representations (e.g. maps, drawings, reproduction of work of art or other objects.)

SOME BASIC CONCEPTS

Document – any item that presents information, including machine-readable records, microforms, print and non-print media

INDEX

A tool which indicates to a user the information or source of information that one needs

From Latin word INDICARE which means “to point out”

A systematic guide to items contained in, or concepts derived from a collection. These items or derived concepts are represented by entries in a known or stated searchable order such as ALPHABETICAL, CHRONOLOGICAL or NUMERICAL

INDEX

According to ISO 999, Index is alphabetically or otherwise ordered arrangement of entries, different from the order of the document or collection indexed designed to enable users to locate information in a document or specific document in a collection.

SOME BASIC CONCEPTS

Index Heading – term chosen to represent in the index an item or concept in a document

Index Subheading – heading that is subsumed under a heading to indicate a modifying or subordinate relationship

SOME BASIC CONCEPTS

INDEXING – the process of analyzing the information content of records of knowledge and expressing the informational content in the language of the indexing system. It involves: Selecting indexable concepts in a

document Expressing these concepts in the language

of the indexing system as index entries

SOME BASIC CONCEPTS

Indexing System – a set of prescribed procedures (manual and/or machine) intended for organizing the contents of records of knowledge for purposes of retrieval and dissemination

Index entry Single record in an index: it consist of heading;

a qualifier or scope if not required; subheading(s) if required; and either locator(s) or cross reference(s) or both

SOME BASIC CONCEPTS

Qualifier – term added to a heading but separated from it by punctuation (preferably parentheses). In order to distinguish the heading from homographs in the same index.

Scope Note – explanation added to a heading to clarify the range of the subject matter encompassed or the usage of the heading within the index.

GENERAL PURPOSES OF INDEXES

1. To construct representations, of documents in a form that is suitable to the users to browse

2. To maximize the searching success of the users, provide a system of accurate and almost complete cross-references to related information to ensure satisfaction of information need

3. To minimize the time and effort in finding information, gives user systematic and effective shortcuts to the information they need.

USES OF INDEXES

Facilitate reference to the specific materials or to locate wanted information

Serve as filter to withhold irrelevant materials

Make the information storage and retrieval system useful to individual

Disclose related information Provide a comprehensive overview of a

subject field.

GENERAL TYPES OF INDEXES

1. AUTHOR INDEX – entry points are names of persons, organizations, government agencies, institution and the like.

Mallo, Geraldine G. Manuel S. Enverga University Foundation Development Bank of the Philippines

GENERAL TYPES OF INDEXES

2. ALPHABETICAL SUBJECT INDEX – covers a number of different kinds of indexes. The arrangement is in alphabetical order and follows a familiar pattern.

GENERAL TYPES OF INDEXES

3. CLASSIFIED INDEX – entry points are arranged in a hierarchy of related topics, starting with generic or broad topics and working down to the specific ones.

INDEX MEDICUS – classified index in the field of medicines and related disciplines

ENGINEERING INDEX – classified index in the field of engineering and related disciplines

LEVELS OF INDEXING

Word and Name Index - indexes to individual names and words that the author used

Book Index/Back-of-the-Book Index – a list of words or group of words, generally alphabetical in the back of the book

Periodical Index/Newspaper Index – is based on the same principles and has the same general objectives as a book index but its scope is broader

Computer-based Indexes - necessitate the use of computing machines to generate index entries

The real Indexing Process will be discussed thoroughly this whole term

until midterm.

Thank you!Have a Wonderful Day!