Date: Wed, 15 Sep 1993 15:01:10 ECT Reply-To: Indexer's Discussion Group Sender: Indexer's Discussion Group From: "James D. Anderson" Subject: NISO standard for indexes draft 4.1 ----------------------------Original message---------------------------- PART 1 OF 3 PARTS * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * This is the draft that is being submitted to NISO for formal consideration. * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * Standards for Libraries * Information Sciences * Publishing National Information Standards Organization (Z39) ANSI/NISO Z39.4-199X Proposed American National Standard Guidelines for Indexes and Related Information Retrieval Devices Draft #4.1, prepared by James D. Anderson, Chairperson, based on committee recommendations and discussion as of May 20, 1993 and committee comments on Draft 4 as of September 15, 1993. September 15, 1993 DISTRIBUTION -- This draft is available for comment to all members of the indexing community. An electronic copy may be obtained via email from janderson@zodiac.rutgers.edu A paper copy may be obtained from Rutgers University for the cost of copying, postage and handling ($12.00). Make checks payable to Rutgers The State University. See the addresses in the COMMENTS section below. COMMENTS -- Please send comments regarding this draft to James D. Anderson, School of Communication, Information, and Library Studies, Rutgers the State University of NJ, 4 Huntington St., New Brunswick, NJ 08903, 908/932-7501, FAX 932-6916, internet janderson@zodiac.rutgers.edu NOTE -- @ has been used for accent codes; @@ has been used to mark italics; @@@ has been used to mark boldface type. After editing, these codes will be replaced with the appropriate accents or type-faces. * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * Committee Members James D. Anderson, Chairperson School of Communication, Information, and Library Studies Rutgers the State University of NJ New Brunswick, NJ 08903 Barbara Anderson DIALOG Information Services Palo Alto, California Catherine Grissom Department of Energy Office of Scientific & Technical Information Oak Ridge, Tennessee Nancy Mulvany Bayside Indexing Service Kensington, California Barbara Preschel Public Affairs Information Service (PAIS) New York, New York Deborah Swain International Business Machines (IBM) and Society for Technical Communication Cary, North Carolina Hans Wellisch University of Maryland College Park, Maryland * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * ABSTRACT This standard provides guidelines for the content, organization, and presentation of indexes used for the retrieval of documents and parts of documents. It deals with the principles of indexing, regardless of the type of material indexed, the indexing method used (intellectual analysis, machine algorithm, or both), the medium of the index, or the method of presentation for searching. It includes definitions of indexes and of their parts, attributes and aspects; a uniform vocabulary; treatment of the nature and variety of indexes; and recommendations regarding the design, organization, and presentation of indexes. It does not attempt to set standards for every detail or technique of indexing. These can be determined for each index on the basis of factors covered in the standard, including the type of material indexed, the medium of the index, the method of presentation for searching, and the type of user for whom the index is designed. * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * TABLE OF CONTENTS Committee Members Abstract Table of Contents Introduction Summary of Major Sections Guides to the Standard Guide for Print Indexes to Single Documents (including Back-of-the-book Indexes) Guide for Database and Other Continuing Indexes Guide for Automatic/Algorithmic Indexing Guide for Indexes Designed for Electronic Searching (Non-displayed indexes) Normative References Bibliography 0. Proposed title change 1. Scope of the standard 1.1. General statement 1.2. Types of documents 1.3. Presentation of indexes 1.4. Choice of terms 1.5. Method of preparation 2. Definitions 2.1. cross-reference 2.2. descriptor 2.3. displayed index 2.4. document 2.5. documentary unit 2.6. entry 2.7. heading 2.8. index 2.9. indexing 2.10. locator 2.11. non-displayed index 2.12. term 3. Function of an index 4. Types of index 4.1. Indexes by type of object referred to 4.2. Indexes by type of term used for headings 4.3. Indexes by type or extent of indexable matter used to produce the index 4.4. Indexes by arrangement of entries 4.5. Indexes by method of document analysis 4.6. Indexes by method of term selection 4.7. Indexes by method of term coordination 4.8. Indexes by type, periodicity, format, genre, or medium of document(s) being indexed. 4.9. Indexes by medium of index 4.10. Indexes by proximity of documentary units 4.11. Indexes by periodicity of the index 4.12. Indexes by authorship 5. Design of indexes 5.1. Subject scope 5.2. Documentary scope 5.3. Domain 5.4. Multiple versus unified indexes 5.5. Codes and symbols 5.6. Display media 5.7. Documentary units 5.8. Indexable matter 5.9. Analysis method 5.10. Exhaustivity 5.11. Specificity 5.12. Syntax 5.13. Vocabulary management 5.14. Documentary unit surrogation; locators 5.15. Surrogate display 5.16. Index display and arrangement 5.17. Search interface 6. Vocabulary 6.1. Summary 6.2. Sources of vocabulary 6.3. Forms of terms 6.3.1. Parts of speech 6.3.2. Spelling 6.3.3. Capitalization 6.3.4. Singular and plural forms 6.3.5. Articles 6.3.6. Compound terms 6.3.7. Antonyms and associated terms 6.3.8. Word order in multi-word terms 6.3.9. Proper names and titles of documents 6.3.9.1. Personal names 6.3.9.2. Corporate body names 6.3.9.3. Geographical names 6.3.9.4. Titles of documents 6.3.9.5. First lines 6.3.10. Romanization 6.4. Weighted terms 6.5. Homographs 6.6. Synonymous and equivalent terms 6.7. Hierarchical relationships among terms 6.8. Other relationships 6.9. Changes in terminology 6.10. Display of vocabulary in indexes 6.10.1. Vocabulary information in displayed indexes 6.10.1.1. Cross-references versus double entries 6.10.1.2. Cross-references to multiple terms or headings 6.10.1.3. Location of "see also" cross-references 6.10.2. Vocabulary information in non-displayed indexes 6.10.3. Scope and history notes 7. Headings, entries, and search statements 7.1. Summary 7.2. Entries in displayed indexes 7.3. Syntax in displayed indexes 7.3.1. Ad hoc syntax 7.3.2. Natural language syntax 7.3.2.1. KWIC indexes 7.3.2.2. KWOC indexes 7.3.2.3. KWAC indexes 7.3.3. Subject heading syntax 7.3.4. Permuted indexes 7.3.5. String indexing 7.3.5.1. Rotated terms 7.3.5.2. Faceted indexing 7.3.5.3. Ad hoc coding 7.3.5.4. Chain indexing 7.3.6. Syntactic cross-references 7.4. Locators in displayed indexes 7.4.1. Locators for printed documents 7.4.2. Locators for documents in other media 7.4.3. Multiple locators in print indexes to single documents 7.4.4. Methods of emphasizing locators in print indexes 7.4.5. Presentation of locators in print indexes 7.4.6. Presentation of other identifying data in print indexes 7.5. Syntax in non-displayed indexes 7.5.1. Boolean syntax 7.5.2. Weighted term combinations 7.5.3. Proximity operators, stemming, and truncation 7.5.4. Links and role indicators 8. Display of index arrays 8.1. Introductory note 8.2. Index display in print media 8.2.1. Arrangement of entries 8.2.1.1. Alphanumeric displays 8.2.1.2. Classified or relational displays 8.2.2. Recurring elements 8.2.3. Vertical spacing 8.2.4. Entry layout 8.2.4.1. Indented layout 8.2.4.2. Run-on layout 8.2.4.3. Hybrid indented/run-on layout 8.2.5. Running headlines 8.2.6. Guidewords 8.2.7. Continuation lines 8.2.8. Typography 8.2.9. Columns 8.3. Index display in electronic media 8.3.1. Browsable index displays 8.3.2. Displays of retrieved records 8.4. Electronic manuscripts 9. Alphanumeric order 9.1. Standards 9.2. Basic order 9.3. Word-by-word versus letter-by-letter arrangement 9.4. Initial articles 9.5. Subheadings 9.6. Headings with the same initial term 9.7. Cross-references 9.8. Numerals 9.9. Comprehensive example Glossary Index * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * INTRODUCTION Indexes range from simple lists to very complex tools for locating information. Types of indexes and methods of indexing are quite varied. This standard reflects this complexity and variation. This standard is intended for everyone concerned with indexes used for information retrieval -- professional indexers working with every kind of document, database producers, publishers of indexes and of documents containing indexes, designers of electronic index displays and indexing algorithms, librarians and catalogers, students and other users of indexes. The Committee charged with formulating this revision of the standard has tried to address complex issues in the most straight-forward manner possible, but we also recognize that indexing is a complex process and that simple language can not always suffice. Our task has been complicated by our charge to address all types of indexes used for information retrieval. The technical terminology associated with various types of indexes is not always compatible. We have attempted to bring some uniformity to the terminology of indexing, spanning the several disciplines and professions most directly concerned. This is a technical standard in the sense that it is not meant for persons who do not have significant knowledge and experience related to indexes. Many persons involved with or responsible for the commissioning or publication of indexes will probably not want to deal with this standard directly. For these persons, recommendations based on these standards and suggested by professional and expert persons may be a more effective approach. The standard is not intended to be a simple guide to good indexing for beginners. The world of information retrieval indexes is fast changing. Publishers who in the past produced only print-on-paper books are now issuing books on electronic disks, replacing the traditional "back of the book" index with an electronic index. Other non-traditional indexes are in use for other media. This standard speaks to the fast changing context of indexes and indexing by identifying generic criteria that apply to all types of indexes, such as criteria related to vocabulary management and syntax, as well as recommendations that apply only to particular types of index. To help persons interested only in particular types of indexes, the Committee has prepared four guides to the standard, one each for: * Print Indexes to Single Documents (including Back-of-the-book Indexes) * Database and Other Continuing Indexes * Computer-Produced Indexes * Indexes Designed for Electronic Searching (Non-displayed indexes) These guides point to the most important recommendations for these categories of indexes. * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * SUMMARY OF MAJOR SECTIONS This standard consists of 9 sections. They are briefly summarized here: 1. Scope of the standard: describes aspects of index preparation and presentation addressed by the standard. Encompassed are principles, rather than detailed procedures, for the presentation of print and electronic indexes compiled by human analysis and by computer algorithm for the retrieval of all types of documents. Both displayed indexes, designed for searching by means of human visual inspection, and non-displayed indexes, designed for searching by means of electronic comparison and matching, are included. 2. Definitions: lists only major and essential terms with their definitions here. There terms and many additional terms are defined in a glossary appended to the standard. 3. Function of an index: gives an expanded definition of "index" in the context of information retrieval in terms of the minimum functions an index ought to perform. 4. Types of index: continues and expands the definition of "index" in terms of the variety of types of index. 5. Design of indexes: summarizes the design of indexes in terms of decision options for 17 key features and attributes of indexes. For the most part, the standard does not favor particular choices or options, but instead states that decisions on options should be based primarily on needs, habits, and preferences of users; that publishers and producers of indexes should agree on feature and attribute options prior to the production of an index; and that all special or unusual features should be made clear to index users. 6. Vocabulary: recommends sources for and forms of terms used in indexes. This standard emphasizes the importance of linking alternative terms and forms of terms for the same or similar concepts. It recommends linking terms for related concepts as well. In displayed indexes, the display of vocabulary information should be integrated into the display of the index. In non- displayed indexes, the search interface should provide for the display of vocabulary and term relationships at the time a search statement is created. 7. Headings, entries, and search statements: describes a wide variety of syntactic methods and styles for the combination of terms to create index headings and entries in displayed indexes and search statements for non- displayed indexes. The principal recommendation states that such combination is absolutely essential, regardless of the type of index. 8. Display of index arrays: lists options and recommendations for the display of indexes or parts of indexes, including arrays of retrieved entries or records from non-displayed indexes. 9. Alphanumeric order: contains rules for the arrangement of alphanumeric indexes. Appended to the standard proper are a comprehensive glossary of terms related to indexes and indexing and a detailed index to the standard. * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * GUIDES TO THE STANDARD Note: Since it is anticipated that these guides may be consulted separately, each guide covers the entire standard, resulting in some repetition among the individual guides. A. Guide for Print Indexes to Single Documents (including Back-of-the-book Indexes) Section 1 describes the overall scope of the standard and section 2 provides definitions for the most important terms. Many other definitions may be found in the glossary following the standard proper. Section 3 summarizes the functions of all indexes. For print indexes to single documents, item 'c' (distinguishing between major and minor treatments) calls for some method of highlighting headings, subheadings, or locators for major (or, inversely for minor) topics or features (see also 7.4.4). Items 'd', 'e', 'g', and 'h' (terminology and access) call for generous provision of cross- references or double entries to accommodate the terminology of the text, the anticipated terminology of users, and guidance to related terms or headings (see also section 6). Item 'f' calls for the use of specific, rather than generic, terminology. Item 'i' (combination of terms) calls for pre- coordinated, multi-term headings or main-heading/sub-heading combinations in order to reduce ambiguity. Item 'j' calls for systematic arrangement of entries, which in most cases, will be alphabetical (see sections 8 and 9). Section 4 gives an overview of the variety of index types. Section 5 is designed to guide the design of all types of indexes. For print indexes to single documents, sections 5.1 (subject scope), 5.2 (documentary scope), and 5.3 (domain) are almost always defined by the document to be indexed. A possible exception is an index that limits its subject scope by intentionally excluding certain categories of entries, such as names of individual persons or places. 5.4 discusses the merits of a single index versus separate indexes for special types of topics or features. 5.5 addresses the use of special symbols for special types of text, such as music, choreography, chemistry, or mathematics. 5.6 (display media) is not relevant for print indexes. Section 5.7 suggests that whenever possible index entries refer to inherent documentary units, such as paragraphs or sections, rather than page numbers. 5.8 (indexable matter) is relevant only if certain portions of the document being indexed are ignored or receive varying levels of attention. 5.9 suggests that the contributions of indexers be explicitly acknowledged. Section 5.10 (exhaustivity) suggests that the level of detail in indexing -- the number of terms or entries per documentary unit (for example page or paragraph) -- be determined in advance. Similarly, 5.11 calls for decisions on the specificity of index terminology, and 5.12 (syntax) calls for a method of combining terms into multi-term headings or main-heading/sub-subheading combinations. 5.13 (vocabulary management) calls for a method of cross- referencing or double entry to insure maximum access to particular topics or features. Sections 5.14 and 5.15 (surrogates and locators) are more relevant for indexes that are separated from the documents they index. 5.16 stresses the importance of the arrangement of entries for access. 5.17 (search interface) relates only to electronic indexes. All of section 6 (vocabulary) is directly relevant to printed indexes for single documents, since it discusses the sources and forms of terms and the display of cross-references. Section 7 surveys a wide variety of syntactical methods for combining terms in both print and electronic indexes. Most print indexes to single documents will use "ad hoc syntax" (section 7.3.1), but indexers may want to consider other types of syntax discussed in section 7.3 (Syntax in displayed indexes), such as subject heading syntax (7.3.3) or string indexing based on ad hoc coding (7.3.5.3). Syntactic cross-references (7.3.6) are also important for print indexes to single documents. Section 7.4 is devoted to locators in displayed indexes, and most of this section is directly relevant to print indexes for single documents. 7.5 relates only to non-displayed electronic indexes. Section 8 covers the display of index entries, and all of it relates to print indexes for separate documents except for 8.3 (index display in electronic media). If index entries are to be displayed in alphanumeric order, section 9 provides recommended rules for arrangement. B. Guide for Database and Other Continuing Indexes The chief distinguishing feature of database and other continuing print or electronic indexes is the need to provide continuity in indexing practices and policies, in terminology, and in entry format and display. If a continuing index is displayed in a print format, Guide 'A' for printed indexes to single documents is generally relevant, except for comments on section on 7 (syntax and locators). If a continuing index is based on automatic or algorithmic indexing (rather than human intellectual analysis), see also Guide 'C'; if it is designed for electronic searching, Guide 'D' should be consulted. Section 1 describes the overall scope of the standard and section 2 provides definitions for the most important terms. Many other definitions may be found in the glossary following the standard proper. Section 3 summarizes the functions of all indexes. Database and other continuing indexes should seek to fulfill all of these functions. Section 4 gives an overview of the variety of index types. Section 5 is designed to guide the design of all types of indexes. 5.1 (subject scope), 5.2 (documentary scope), and 5.3 (domain) are especially important for database and other continuing indexes, because it is through the explicit description of these attributes that uses are apprised of the potential usefulness of the database or index. Users should be told, clearly and explicitly, what kinds of topics and features are indexed (what kinds of questions may be asked of the database or index), what categories of documents are indexed, and where these documents or their descriptions come from. Section 5.4 discusses the merits of a single index versus separate indexes for special types of topics or features. Electronic databases and indexes may take advantage of both approaches by permitting searches limited to particular fields for special categories of topics or features on the one hand and access to the complete "global" index on the other. Section 5.5 addresses the use of special symbols for special types of text, such as music, choreography, chemistry, or mathematics. Section 5.6 (display media) raises the question of the most appropriate medium, such as electronic or print, for the presentation of a database or index. Section 5.7 (documentary units) asks for consideration of the most appropriate unit for indexing and subsequent retrieval. For example, should users be able to retrieve particular paragraphs or pages, or should retrieval be limited to complete documents, such as whole periodical articles or monographs? Section 5.8 (indexable matter) asks for decisions regarding the inclusion or exclusion of particular types of documents or segments of documents or any variation in the level of attention given to various types or segments of documents. Section 5.9 raises the question of automatic/algorithmic identification of terms versus human intellectual analysis. This standard applies to both categories of indexing. Guide 'C' applies specifically to automatic indexing. Database and other ongoing indexes need to have explicit policies regarding the level of detail in indexing, that is, the number of terms or entries to be assigned or extracted per documentary unit. Section 5.10 (exhaustivity) discusses this need. Similarly, 5.11 calls for decisions or policies on the specificity of index terminology, which in turn will affect the size of the indexing vocabulary. Section 5.12 (syntax) discusses the need for database or other continuing indexes to have a regular method of combining terms for retrieval. Print indexes will use some method for creating multi-term headings or main- heading/sub-subheading combinations in advance of publication. If electronic databases are designed for electronic searching, rather than the display of arrays of entries for visual searching, some method for combining terms at the search stage should be provided. Vocabulary management (5.13) is especially important for database and continuing indexes, since there is a need for continuity of terminology over time. Sections 5.14 and 5.15 (surrogates and locators) are especially relevant for database and other continuing indexes that do not include the full text of the documents being indexed. Section 5.16 stresses the importance of the display and arrangement of entries when visual searching is the mode of access, whether via print or electronically displayed indexes. 5.17 discusses the search interface for database and other indexes that are searched by means of electronic matching or comparison. Section 6 discusses the vocabulary of indexes, which is especially important for database and other continuing indexes. If the database or index is based on human indexing and presented in a print format, section 6 will guide the selection of terms and the provision of needed cross-references. If the database or index makes use of automatic/algorithmic indexing, vocabulary management is just as important. The preferred terminology described in section 6 should be included among the access options provided, linked to terminology extracted from documents. In print indexes generated algorithmically (for example, KWIC, KWAC, and KWOC indexes), alternative terms (synonymous, equivalent, broader, narrower, related) may be presented by means of cross-references. In electronic indexes, vocabulary management may be provided by means of a thesaurus linked to the display of the index or to the search interface. Section 7 surveys a wide variety of syntactical methods for combining terms in both print and electronic indexes. Sections 7.2 and 7.3 are devoted to pre-coordinate headings and syntactic methods appropriate for print or other displayed indexes. Section 7.5 is devoted to syntactic methods appropriate for indexes designed for electronic searches. Section 7.4 is devoted to locators in displayed indexes, especially for print indexes. Section 8 covers the display of index entries in print or electronic media. Section 8.2 focuses on print indexes, while 8.3 discusses electronic indexes. If index entries are displayed in alphanumeric order, section 9 provides recommended rules for arrangement. C. Guide for Automatic/Algorithmic Indexing. Automatic indexing uses computer algorithms to select and extract terms from verbal text. Other algorithms may be used to create and format headings for display, to match terms against a thesaurus for linking with synonymous, equivalent and related terms, and to assign weights to terms. If an automatically generated index provides access to a single document, parts of Guide 'A' should be relevant. If it is a continuing index, Guide 'B' should also be consulted. And if it is designed for electronic searching (rather than for visual display), Guide 'D' may be helpful as well. Section 1 describes the overall scope of the standard and section 2 provides definitions for the most important terms. Many other definitions may be found in the glossary following the standard proper. Section 3 summarizes the functions of all indexes. Indexes based on automatic indexing should seek to fulfill all of these functions. Section 4 gives an overview of the variety of index types. Section 5 is designed to guide the design of all types of indexes. See Guide 'A' for a summary of the most important points for indexes to single documents and Guide 'B' for database or continuing indexes. The medium through which the index is accessed or displayed (5.6) will determine, in large part, the type of method used for combining terms (5.12 syntax) and for providing access through alternative terms (5.13 vocabulary management). Decisions regarding indexable matter (5.8) will directly influence the number and nature of index terms extracted. For example, the effectiveness of KWIC, KWOC, and KWAC and other indexes based on small segments of texts, such as titles, is directly related to how well these text segments accurately represent the topics and features of a text. When abstracts or larger segments of text are used, up to and including the complete text, the number of terms extracted becomes very large, and the need of some method for indicating potentially more important terms increases. Exhaustivity (5.10), the number of terms extracted per unit of text, tends to be very high in automatic indexing, further exacerbating the need for some method of indicating potentially more relevant terms and increasing the need for methods of vocabulary management (5.13) for linking synonymous, equivalent, and related terms. Specificity (5.11) will tend to be as specific as the terminology of the indexable matter, unless a thesaurus is used to exchange specific terms for more generic terms. In general, this standard prefers more specific terminology. The capability of combining terms is usually required for effective searching (5.12 syntax). If the index is displayed for visual searching, terms should be displayed in some type of pre-coordinated headings. For electronic searching, a method for combining terms at the time of search should be provided. Section 6 discusses the vocabulary of indexes. When an index is based on automatic indexing, the terminology extracted from texts is usually extremely diverse, making some form of vocabulary management more essential. The preferred terminology described in section 6 should be included among the access options provided and should be linked to terminology extracted from documents. In print indexes generated algorithmically (for example, KWIC, KWAC, and KWOC indexes), alternative terms (synonymous, equivalent, broader, narrower, related) may be presented by means of cross-references. In electronic indexes, vocabulary management may be provided by means of a thesaurus linked to the display of the index or to the search interface. Section 7 surveys a wide variety of syntactical methods for combining terms in both print and electronic indexes. Sections 7.2 and 7.3 are devoted to headings and syntactic methods appropriate for print and other displayed indexes. 7.3.2 deals specifically with natural language syntax, often used for the display of indexes based on automatic indexing. Section 7.5 is devoted to syntactic methods appropriate for indexes designed for electronic, rather than visual, searching. Section 7.4 is devoted to locators in displayed indexes, especially for print indexes. Section 8 covers the display of index entries in print or electronic media. Section 8.2 focuses on print indexes, while 8.3 discusses electronic indexes. If index entries are displayed in alphanumeric order, section 9 provides recommended rules for arrangement. D. Guide For Indexes Designed for Electronic Searching (Non-displayed Indexes) Indexes available in electronic media may be searched by means of algorithmic matching and comparison, rather than through the visual inspection of displayed arrays of index headings. If an index designed for electronic searching provides access to a single document, parts of Guide 'A' should be relevant. If it is a continuing index, Guide 'B' should also be consulted. If it is based on automatic indexing, Guide 'C' should be helpful as well. Section 1 describes the overall scope of the standard and section 2 provides definitions for the most important terms. Many other definitions may be found in the glossary following the standard proper. Section 3 summarizes the functions of all indexes. Indexes designed for electronic searching should seek to fulfill all of these functions. Section 4 gives an overview of the variety of index types. Section 5 is designed to guide the design of all types of indexes. See Guide 'A' for a summary of the most important points for indexes to single documents, Guide 'B' for database or continuing indexes, and Guide 'C' for indexes based on automatic indexing. Indexes designed for electronic searching will be accessed via electronic media (5.6). This in turn will determine, in large part, the type of method used for combining terms (5.12 syntax) and for providing access through alternative terms (5.13 vocabulary management). The capability of combining terms is usually required for effective searching (5.12 syntax). For electronic searching, a method for combining terms at the time of search should be provided by the search interface (5.17). The search interface should also provide access to alternative search terms. Section 6 discusses the vocabulary of indexes. The preferred terminology described in section 6 should be included among the access options provided through the search interface. Section 7 surveys a wide variety of syntactical methods for combining terms in both print and electronic indexes. Section 7.5 is devoted to syntactic methods appropriate for indexes designed for electronic searching. Section 8 covers the display of index entries or records. 8.3.2 (displays of retrieved records) is directly relevant for indexes designed for electronic searching. If retrieved records are displayed in alphanumeric order, section 9 provides recommended rules for this arrangement. * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * NORMATIVE REFERENCES The following American National Standards Institute/National Information Standards Organization (ANSI/NISO) standards contain provisions that, through reference in this text, constitute provisions of this NISO standard. At the time of publication, the editions indicated were valid. All standards are subject to revision, and users of this standard are encouraged to investigate the possibility of applying the most recent editions of the standards indicated below. ANSI/NISO Z39.19 -- 1994. @@American national standard guidelines for the construction, format and management of monolingual thesauri.@@ ANSI Z39.29 -- 1977. @@American national standard for bibliographic references.@@ (Currently under revision.) ANSI/NISO Z39.59 -- 1988. @@American national standard for electronic manuscript preparation and markup.@@ The following International Organization for Standardization (ISO) standards and drafts are cited: ISO 690: 1987 (E) -- @@Documentation -- bibliographic references -- content, form and structure.@@ ISO 9115: 1987 (E) -- @@Documentation -- bibliographic identification (biblid) of contributions in serials and books.@@ ISO/CD 999.4 @@Documentation -- guidelines for the content, organization and presentation of indexes.@@ Note: There are no ANSI/NISO standards for the ordering of alphanumeric characters or other signs and symbols. The following rules for filing from the American Library Association and the Library of Congress function as de facto standards in the United States, but they are incompatible with each other. Rules in this standard are closest to the @@ALA filing rules@@. American Library Association, Filing Committee. @@ALA filing rules.@@ Chicago: American Library Association; 1980. ix, 50 p. Library of Congress, Processing Services. @@Library of Congress filing rules,@@ prepared by John C. Rather and Susan C. Biebel. Washington: Library of Congress; 1980. vii, 111 p. The de facto standard for the formulation of name headings, both personal and corporate, is the following: @@Anglo-American cataloguing rules,@@ 2d edition, 1988 revision. Prepared by the Joint Steering Committee for Revision of AACR; ed. by Michael Gorman and Paul W. Winkler. Chicago: American Library Association; 1988. 677 p. For romanization, use: @@ALA-LC romanization tables: transliteration schemes for non-Roman scripts@@, edited by Randall K. Barry. Washington, DC: Library of Congress; 1991. * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * BIBLIOGRAPHY This standard assumes basic understanding of indexing and indexes. The following publications will be helpful in providing background information. They are arranged in inverse chronological order. 1993. Mulvany, Nancy C. @@Indexing books@@. Chicago: University of Chicago Press. 1992. Bell, Hazel K. @@Indexing biographies and other stories of human lives@@. London: Society of Indexers. 1992. Fetters, Linda K. @@A guide to indexing software@@. 4th ed. Port Aransas, TX: American Society of Indexers. 1991. Bellardo, Trudi. @@Subject indexing: an introductory guide.@@ Washington, DC: Special Libraries Association. 1991. @@Index evaluation checklist: a guide for authors, editors, publishers, reviews, librarians@@. Port Aransas, TX: American Society of Indexers. 1991. Lancaster, F. W. @@Indexing and abstracting in theory and practice@@. Champaign, IL: Graduate School of Library and Information Science, University of Illinois. 1991. Wellisch, Hans H. @@Indexing from A to Z@@. New York: H. W. Wilson. 1989. @@Indexing: the state of our knowledge and the state of our ignorance@@. The proceedings of the 20th annual meeting, American Society of Indexers. Medford, NJ: Learned Information. 1989. Salton, Gerard. @@Automatic text processing: the transformation, analysis and retrieval of information by computer@@. Reading, MA: Addison- Wesley. 1988. Rowley, Jennifer E. @@Abstracting and indexing@@. 2nd ed. London: Bingley. 1986. Craven, Timothy C. @@String indexing@@. Orlando, FL: Academic Press. 1985. Soergel, Dagobert. @@Organizing information: principles of data base and retrieval systems.@@ Orlando, FL: Academic Press. 1984. Milstead, Jessica L. @@Subject access systems: alternatives in design@@. Orlando, FL: Academic Press. 1979. Knight, G. N. @@Indexing, the art of@@. London: Allen & Unwin. 1978. Borko, Harold; Bernier, Charles L. @@Indexing concepts and methods@@. Orlando, FL: Academic Press. 1975. @@UNISIST: indexing principles@@. Paris: Unesco. * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * STANDARD GUIDELINES FOR INDEXES AND RELATED INFORMATION RETRIEVAL DEVICES 0. Proposed title change: from "Basic Criteria for Indexes" to "Standard Guidelines for Indexes and Related Information Retrieval Devices." 1. Scope of the standard. 1.1. General statement. This standard provides guidelines for the content, organization, and presentation of indexes used for the retrieval of documents and parts of documents. It deals with the principles of indexing, regardless of the type of material indexed, the indexing method used (intellectual analysis, machine algorithm, or both), the medium of the index, or the method of presentation for searching. It includes definitions of indexes and of their parts, attributes and aspects; a uniform vocabulary; treatment of the nature and variety of indexes; and recommendations regarding the design, organization, and presentation of indexes. It does not attempt to set standards for every detail or technique of indexing. These can be determined for each index on the basis of factors covered in the standard, including the type of material indexed, the medium of the index, the method of presentation for searching, and the type of user for whom the index is designed. Note: In other contexts, the term "index" is used for other pointing or indicating phenomena or devices, for example, a consumer price index indicates the rise and fall of prices. The construction and display of indexes for purposes other than the retrieval of documents is not covered by this standard. 1.2. Types of documents. This standard applies to indexes for single documents and for collections of documents. "Document" is used in the broadest possible sense. (See 2.4 "document" below.) 1.3. Presentation of indexes. This standard is concerned with basic indexing principles and practices as they affect the presentation of an index, whether the index is a displayed index designed for searching by means of visual inspection or a non-displayed index designed for searching by means of electronic comparison and matching. Emphasis is on presentation of the index to human users, rather than on the way it is structured or stored electronically. All kinds of indexes for human use are considered, regardless of the medium on which the index is displayed or the method by which the index is presented for searching. The internal representation of computer-readable indexes (inverted files, for example) designed for electronic comparison and matching rather than human visual inspection is not directly addressed. Examples are illustrative, not prescriptive. 1.4. Choice of terms. This standard covers criteria for the choice and form of terms to be used in headings in displayed indexes, as descriptors in non-displayed indexes, and in the vocabulary management component of indexes. The standard permits the use of natural language terms extracted from natural language text, but it calls for the display of relationships among terms, whether natural language keywords or controlled descriptors or headings, in order to indicate synonymous, equivalent, hierarchical and associative relationships among concepts represented. In indexes using natural language keywords, recommendations on the choice and form of terms should guide the selection of terms to be used as preferred terms around which to gather synonymous, equivalent, and related keywords. (For the compilation of thesauri that may be used to facilitate the display of terms and their relations, see NISO Z39.19 @@Guidelines for the construction, format, and management of monolingual thesauri.@@) 1.5. Method of preparation. This standard is relevant to the preparation of all types of indexes for information retrieval, regardless of whether they are produced on the basis of human intellectual analysis or by automatic or computer-assisted methods, whether they are searched by visual inspection or by electronic algorithm, and whether they are compiled by one indexer or by teams of indexers. This standard does not address indexing software. 2. Definitions. Only the most important terms used in this standard are listed and defined here as part of the standard. Other terms are listed and defined in an appended glossary. Within definitions, terms in ALL CAPS have their own definition, entered under the singular noun form, either in this section or in the expanded glossary appended to the standard. [Note: ALL CAPS are used for this draft -- defined terms will be converted to italics in order to conform to NISO practice when the draft reaches its final form.] 2.1. cross-reference. A link between two or more TERMS or HEADINGS in an INDEX. There are three types of relationships among terms that require cross- references: (a) an equivalence relationship among synonymous or equivalent terms or headings, (b) an associative relationship, indicating an unspecified relationship among terms or headings, and (c) a hierarchical relationship, indicating a broader/narrower relationship among terms or headings. 2.2. descriptor. A TERM chosen as the preferred representation for a CONCEPT or FEATURE in an INDEX. 2.3. displayed index. An INDEX that is displayed in print, microform, or electronically for searching by means of human visual inspection. 2.4. document. A MEDIUM on or in which a MESSAGE is encoded; thus, the combination of message and medium. The term applies not only to written and printed materials on paper or microforms (for example, books, journals, maps, diagrams), but also to nonprint media (for example, machine-readable records, transparencies, audio recordings, video recordings, film) and, by extension, to three-dimensional objects or REALIA -- encompassing every kind of format and genre, including but not limited to treatises, literary works, patents, technical reports, charts, diagrams, tables, illustrations, music, performances, artistic works, and multimedia texts. 2.5. documentary unit. The DOCUMENT, document segment, or collection of documents to which index ENTRIES refer and on which they are based. Examples of verbal documentary units include sentences, paragraphs, pages, complete articles, book-length monographs, complete serial runs, or entire library collections. The documentary unit determines the relative size of document or document segment to which an INDEX will point. 2.6. entry. The representation of a DOCUMENTARY UNIT in a DISPLAYED INDEX. Consists of a HEADING and a LOCATOR. More than one LOCATOR may follow a given heading in a displayed ENTRY ARRAY, but each locator, in combination with its heading, represents a single entry. In a MULTI-LEVEL ENTRY, the main heading is modified by a SUBHEADING, and possibly by a SUB-SUBHEADING and additional headings at succeeding levels of subordination. 2.7. heading. One or more TERMS representing a TOPIC or FEATURE of a DOCUMENT in a DISPLAYED INDEX; the first element of an index ENTRY in a DISPLAYED INDEX. A MULTI-LEVEL HEADING consists of a MAIN HEADING followed by a SUBHEADING, and possibly by a SUB-SUBHEADING and additional headings at succeeding levels of subordination. 2.8. index. A systematic guide designed to indicate TOPICS or FEATURES of DOCUMENTS in order to facilitate retrieval of documents or parts of documents. Indexes include the following major components: (1) terms representing the topics or features of DOCUMENTARY UNITS; (2) a SYNTAX for combining TERMS into HEADINGS (in DISPLAYED INDEXES) or SEARCH STATEMENTS (in NON-DISPLAYED INDEXES) in order to represent compound or complex topics, features, and/or queries; (3) links or CROSS-REFERENCES among SYNONYMOUS, EQUIVALENT, and RELATED TERMS; (4) a procedure for linking headings (in displayed indexes) or search statements (in non-displayed indexes) with particular documentary units; and (5) a systematic ordering of headings (in displayed indexes) or a search procedure (in non-displayed indexes). 2.9. indexing. The operation of creating an INDEX for information retrieval. Indexing involves the selection and assignment of TERMS to, or the extraction of terms from, a DOCUMENTARY UNIT in order to indicate TOPICS, FEATURES, or possible uses of the unit; the combination of terms into headings or the tagging of terms for subsequent combination (in DISPLAYED INDEXES); the linking of synonymous, equivalent and related terms or headings; the linking of terms or headings to documentary units; and the arrangement of headings in a systematic order (in displayed indexes). 2.10. locator. The part of an ENTRY in a DISPLAYED INDEX that indicates the location of the DOCUMENTARY UNIT to which the entry refers. Locators range from brief notations, such as page numbers, to full bibliographic citations. 2.11. non-displayed index. An INDEX that is searched by means of electronic comparison and matching controlled by computer algorithms. The complete index itself is not displayed for searching by means of visual inspection. 2.12. term. A word or phrase used to represent a TOPIC or FEATURE of a DOCUMENTARY UNIT in an INDEX. 3. Function of an index. The function of an index is to provide users with an efficient and systematic means for locating documentary units (complete documents or parts of documents) that may address information needs or requests. An index should therefore: a. Identify documentary units that treat particular topics or possess particular features. b. Indicate all important topics or features of documentary units in accordance with the level of exhaustivity appropriate for the index. c. Discriminate between major and minor treatments of particular topics or manifestations of particular features. d. Provide access to topics or features using the terminology of prospective users. e. Provide access to topics or features using the terminology of verbal texts whenever possible. f. Use terminology that is as specific as the nature of documentary units and the specificity of the indexing language permit. g. Provide access through synonymous and equivalent terms. h. Guide users to terms representing related concepts. i. Provide for the combination of terms to facilitate the identification of particular types or aspects of topics or features and to eliminate unwanted types or aspects. j. Provide a means for searching for particular topics or features by means of a systematic arrangement of entries in displayed indexes or, for non-displayed indexes, by means of a clearly documented and displayed method for entering, combining, and modifying terms to create search statements and for reviewing retrieved items. 4. Types of index. Indexes may be categorized by type of object to which headings refer; by type of term used for index headings; by type or extent of indexable matter used to produce the index; by method of arranging entries; by method of term coordination; by type, format, genre, or medium of document being indexed; by medium of the index; by mode of publication; by periodicity, that is, whether the index is a one-time (closed-end) index or a continuing (open-end) index; and by type of authorship. The following examples illustrate common types of indexes. They are by no means exhaustive. 4.1. Indexes by type of object referred to. a. authors: all types of document creators, such as writers, composers, illustrators, translators, editors, choreographers, artists, sculptors, painters, inventors. b. subjects (topics or features): topics treated in documents and/or features of documentary units (for example, genre, format, methodological approach). Separate indexes are often devoted to special types of topics, such as persons, places, or corporate bodies, or features, such as authors or notations. 4.2. Indexes by type of term used for headings. a. names: proper names, such as names of persons, places, corporate bodies. b. numbers or notations: numerical or coded designations, such as classification notation, patent number, ISBN, date. 4.3. Indexes by type or extent of indexable matter used to produce the index. a. full-text of documents. b. abstracts. c. titles only. d. first lines only (for example, first lines of poems). e. citations (reference citations to other documents). 4.4. Indexes by arrangement of entries. a. alphabetical or alphanumeric. b. classified: Headings arranged on the basis of relations among concepts represented by headings, for example, hierarchy, inclusion, chronology, or association. Classified indexes are often based on existing classification schemes, such as the Dewey Decimal Classification. c. alphabetico-classed: Broad headings arranged alphabetically. Narrower headings grouped under broad headings and arranged alphanumerically or relationally on the basis of hierarchy, inclusion, chronology, or other association. Note: Electronic indexes often have no arrangement that is apparent to the user. However, indexes designed for human scanning, browsing and examination must have some arrangement, regardless of medium. 4.5. Indexes by method of document analysis. a. human intellectual analysis and identification of topics and concepts expressed and/or features manifested. b. computer algorithms designed to identify useful terms or phrases. c. combination of computer-based and human analysis. 4.6. Indexes by method of term selection. a. assignment of terms to represent topics and features (whether or not the term is in the documentary unit being indexed). b. extraction of terms from the documentary unit. c. a combination of assignment and extraction methods. 4.7. Indexes by method of term coordination. a. pre-coordinate combination, such as subject heading indexes, string indexes, chain indexes, keyword indexes (including KWIC, KWOC, KWAC indexes), rotated and permuted indexes. b. post-coordinate combination. Includes the use of Boolean operators, proximity measures, and the combination of weighted terms. 4.8. Indexes by type, periodicity, format, genre, or medium of document(s) being indexed. For example: books, monographs, periodicals, serials, poetry, fiction, short stories, films, videos, illustrations, pictures, paintings, artifacts, software, computer-readable texts, maps, and sound recordings. 4.9. Indexes by medium of index. a. printed or written. b. microform. c. electronic media, including online, CD-ROM. d. braille. 4.10. Indexes by proximity of documentary units. a. indexes published together with the documentary units to which they refer, including both back-of-the-book indexes and full-text databases. b. indexes published separately from the documentary units to which they refer. 4.11. Indexes by periodicity of the index. a. one-time, closed-end indexes. b. continuing, open-end indexes. 4.12. Indexes by authorship: An authored index is a separately authored document distinct from the the document(s) that is(are) being indexed. It is created independently by one or more persons through intellectual analysis of text, as distinguished from indexes that are created solely through algorithmic analysis of text carried out electronically. 5. Design of indexes. In the design of indexes, decisions should be made concerning key features and attributes. Careful consideration of options for each feature or attribute will contribute to a better index, since each feature or attribute will influence overall quality and performance of the index. Decisions on options should be based primarily on needs, habits, and preferences of users. Publishers and producers of indexes should agree on feature and attribute options prior to the production of an index. All special or unusual features should be made clear to users in an introductory statement in print indexes or in on-screen and off-screen documentation for electronic indexes (see 8.1. Introductory note). The following key features and attributes are present in most indexes. 5.1. Subject scope. The scope of a subject index to a single document should be the same as the subject scope of the document. The scope of a subject index covering multiple documents may not necessarily be the same as the subject scope of the document(s) being indexed. The subject scope should be clearly described both in terms of the subject areas covered (for example: medicine, auto mechanics, food preparation) and in terms of the kinds of topics or features indexed within a subject area. For example, the index may provide access to topics or features such as: concrete entities: persons (individuals or groups), institutions, artifacts, natural objects abstract entities: belief systems, disciplines, theories, hypotheses, imaginary entities (for example fictional characters, mythological animals) attributes and properties "raw" materials, constituent elements, such as wood, plastic, iron operations, processes, methodological approaches, events, conditions places, environments times and historical periods 5.2. Documentary scope. Indexes are also defined by categories of documents being indexed. The documentary scope or coverage of an index to a single document is obvious. For indexes to multiple documents, such as those provided by indexing and abstracting services or textual databases, it is important to state explicitly the kinds of documents included within the documentary scope of the index with respect to such criteria as: medium format periodicity (monographs, serials) audience or level language nationality (place of publication) time (date of publication or date of receipt) specific titles (when scope is limited to a stated list of documents). 5.3. Domain. Domain refers to the "territory" covered in order to locate documents for the purpose of producing an index. The domain for an index to a single document is obvious, but it is not obvious for indexes to multiple documents and should be clearly described, with respect to locational or territorial limits, the nature of acceptable sources (primary versus secondary sources), and any qualitative selection criteria. a. Locational limits. Within a particular subject and documentary scope, index producers can limit domain to a single collection or several collections of documents, in which case the index may be called a "catalog" or a "union catalog." Similarly, a domain can be limited to documents located in particular places or countries, or, it can be universal, attempting to cover documents wherever they are located. b. Primary versus secondary sources. As a general rule, indexes should be based on primary sources, that is, the actual documents being indexed. When indexes are compiled on the basis of secondary sources (descriptions of documents such as abstracts, reviews, or other indexes, databases, or catalogs) rather than the documents themselves, this practice should be clearly stated and the sources of data described. c. Selection criteria. When a domain is further limited by qualitative selection criteria, these criteria should be described. 5.4. Multiple versus unified indexes Unified indexes should generally be preferred, but separate indexes may be justified when particular aspects are especially important such as authors, or persons or corporate bodies as subjects, or animal species, products, places, ingredients, or particular types of documents, such as statutes, legal cases, reviews, maps, illustrations, or advertisements. Separate indexes may also be desirable when it is awkward to assimilate verbal terms (using natural language words) with non-verbal terms, such as chemical formulae or patent numbers, or terms in different writing systems, such as the Roman alphabet and non-Roman scripts. Separate indexes for particular subject facets or documentary types are often desirable in electronic indexes to facilitate targeted searches. Such separate indexes should also allow for global searches across all indexes. 5.5. Codes and symbols. Most indexes within the scope of these guidelines will use the standard Roman alphabet, punctuation symbols, and Arabic and Roman numerals in accordance with standards of English language (or other natural language) usage. Whenever any other symbols are used, for example, for music, choreography, chemistry, mathematics, or non-Roman writing systems, these symbols, the codes that govern their use, and the method for arranging non-alphanumeric symbols in displays should be described. 5.6. Display media. Indexes may be displayed in a wide range of media, including but not limited to print on paper, cards, microforms, or electronic displays linked to online databases or to indexes stored in such media as CD-ROMs or optical disks. Each medium has particular advantages and disadvantages, which need to be considered in relation to the needs, habits, and preferences of users. The medium will influence most other options regarding access to the index. 5.7. Documentary units. The size and type of documentary units to which an index refers directly determines what can be retrieved. For indexes to verbal documents, documentary units can range from lines, statements, paragraphs, pages, sections, articles, chapters, monographs, serials or series, to entire collections. Analogous units, such as map coordinates, motion picture frames, or quadrants of visual images, may be used for non-verbal documents. The smaller the documentary unit, the more direct the referral to a particular topic or feature is likely to be. Inherent documentary units are often preferrable to physical medium units. Whenever possible, numbered or otherwise specified paragraphs or sections of a printed verbal text should be preferred to pages, since paragraphs or sections are more likely to constitute conceptual units. Indexes that refer to inherent documentary units may be used without change when a text appears in a variety of formats. (See also 7.4. Locators in displayed indexes.) 5.8. Indexable matter. Indexable matter consists of the portions of documents that are actually analyzed and indexed. Not all portions may be equally important. For example, introductory matter, appendixes, bibliographies, glossaries, illustrations, tables, advertisements, letters, and reviews may or may not need to be indexed, or they may be indexed at different levels of exhaustivity or specificity. Indexing also may be limited to specific portions of text (for example, titles, abstracts, first and/or last paragraphs, or captions). Decisions on appropriate indexable matter should be based on perceived importance to users of documentary units and should be explicitly stated. 5.9. Analysis method. Documents may be indexed through human intellectual analysis, algorithmic machine analysis, or combinations of human and machine analysis. The method of analysis used to produce an index should be stated. When indexes are created by particular individuals or groups, their contribution should be acknowledged at the head of a displayed index or in the documentation or explanatory matter accompanying a non-displayed index (see also 4.11. Indexes by authorship). 5.10. Exhaustivity. Exhaustivity of indexing is the detail with which topics or features of a documentary unit are analyzed and described. Exhaustivity may be described as the number of unique terms assigned to or extracted, on average, from a documentary unit. It can range from summary indexing in which only a few terms are assigned per documentary unit, to highly exhaustive indexing in which hundreds of terms may be assigned or extracted. (Note that in a displayed index, a single heading often consists of multiple terms.) Exhaustivity, along with term specificity, syntax, and extent of vocabulary management (number of cross-references), are primary determinants of the size of a displayed index. 5.11. Specificity. Specificity refers to the closeness of fit between index terms and the topics or features they represent. For example, "pick-up trucks" (a specific term) may be used to represent that type of truck, or "trucks" (a generic term) may be used for all types of truck. "Specific" does not necessarily mean "narrow," since a specific term may be broad or narrow depending on the topic or feature to which it refers. Specific indexing provides specific terms for all or most topics and features and results in a larger indexing vocabulary than more generic indexing. Exhaustivity combines with the specificity of index terminology to determine the depth of indexing. 5.12. Syntax Index syntax provides the capability and the procedure for combining individual terms to form headings, subheadings and sub-subheadings in order to provide context for the initial term in an entry in displayed indexes and for combining individual terms into search statements for searching non-displayed indexes. Examples of syntax are provided in section 7. Headings, entries, and search statements. 5.13. Vocabulary management. The terminology of an index should match the vocabulary of users whenever possible. When documentary units consist of verbal texts in the same language as the index, the index should also link the vocabulary of documentary units to the vocabulary of users. Therefore, a large lead-in vocabulary is recommended as an aid to effective retrieval, with cross-references linking synonymous and equivalent terms or headings. An index should also assist users in adjusting the level of specificity of their requests to that of the index and documentary units by providing links between broader and narrower terms. An index can also suggest other avenues of search by linking related or associated terms. Details of vocabulary management are treated more fully in section 6. Vocabulary. 5.14. Documentary unit surrogation; locators. Unless index terms or headings are attached to or embedded in the full text of a verbal document, indexes must include surrogates that represent or describe the documentary units to which they refer and locators that point to the location of the documentary units. In many indexes the same representation serves as both surrogate and locator, especially when the full-text of the documentary unit is present in the publication, as in back-of-the-book indexes, where page, column or paragraph numbers both represent the documentary unit (as surrogate) and point to its location (as locator). In other indexes, especially those that point to documents not physically present, the surrogate may consist of an abstract and bibliographic citation. The locator consists of the part of the citation that points to the location of the documentary unit. Some indexes use a series of surrogates and locators, for example, a brief entry number to link a term or heading to a fuller surrogate and locator, which may include a citation, abstract, and subject or feature terms. Some form of locator is also be used to link terms to documentary units in non-displayed indexes, but they are often not displayed to the user. Instead, internal links or pointers are used. Surrogates, such as citations and abstracts, are widely used in non-displayed indexes. Since the text of these surrogates may often be searched, the use of abbreviations should be avoided, unless an abbreviation (or acronym) has become the preferred term. (see also 6.3.2. Spelling, last paragraph.) Locators are treated more fully in section 7. Headings, entries, and search statements. 5.15. Surrogate display. When indexes use substantial surrogates, such as citations, abstracts or annotations, it is helpful to provide a display which brings together in one place all information about a particular documentary unit, so that citation, abstract or annotation, plus all descriptors or headings may be seen together. Electronically stored indexes can provide options for a range of surrogate displays ranging from a brief citation through full description, including abstract and all index headings or terms. 5.16. Index display and arrangement. For displayed indexes, the manner in which entries are arranged and formatted for display is vitally important, since access to the index is often dependent on this display. The arrangement of entries directly affects access, and the clarity of display format and guides directly affect ease of searching and comprehension. Displayed indexes may be arranged in alphanumeric, classified, or relational arrays. Classified or relational arrangements are used to bring related entries together, but they usually need their own alphanumeric indexes to facilitate access to relevant sections of the index. Non-displayed indexes may be complemented with a displayed version of the index for visual browsing or scanning of entries. These topics are treated more fully in sections 8. Display of index arrays, and 9. Alphanumeric order. 5.17. Search interface. The format and arrangement of a displayed index constitutes its search interface. For non-displayed indexes, the search interface is a computer program that provides the means for entering search terms or requests, for composing search statements, for exploring alternative terms, and for reviewing surrogates or the actual text of retrieved documentary units. Such search interfaces are relatively new, as compared to displayed indexes, and they are still very much the subject of experimentation and testing. The search interface is an essential component of a non-displayed index. It is by means of the search interface that essential requirements for any information retrieval index are implemented for non-displayed indexes, including, the capability of combining terms to specify desired topics or features and of exploring alternative and related search terminology. END OF PART 1 ========================================================================= Date: Thu, 16 Sep 1993 14:11:29 ECT Reply-To: Indexer's Discussion Group Sender: Indexer's Discussion Group From: "Robert Lee Hadden, US Geological Survey Library" Subject: Water Resources Abstracts Discontinued ----------------------------Original message---------------------------- This note is cross-posted to: GeoNet, PACS-L and Index-L. My apologies for any duplication. The US Geological Survey will no longer fund the _Water Resources Abstracts_, an index with abstracts to the water literature available through Dialog and on CD-Rom, after the end of this calendar year. The USGS Library is preparing a memo about the consensus of the loss of this resource to the information community and to geological and water researchers nationwide. If you have any input to demonstrate the need for the continuation of this database, please send it to me so your concerns can be incorporated into the memo by September 30, 1993. R. Lee Hadden USGS Library BITNET: rhadden@usgsresv INTERNET: rhadden@isdres.er.usgs.gov Snail Mail: USGS Library Mail Stop 950 National Center Reston, VA 20164 (703) 648-6088 ========================================================================= Date: Thu, 16 Sep 1993 14:12:21 ECT Reply-To: Indexer's Discussion Group Sender: Indexer's Discussion Group From: "James D. Anderson" Subject: NISO standard for indexes, part 2 ----------------------------Original message---------------------------- PART 2 OF 3 PARTS * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * This is the draft that is being submitted to NISO for formal consideration. * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * Proposed American National Standard Guidelines for Indexes and Related Information Retrieval Devices -- Draft #4.1 6. Vocabulary. 6.1. Summary. A major recommendation of this standard is that an index should provide access to topics or features of documents using the terminology of the documentary unit (when possible) and the terminology of prospective users. Terms or headings assigned to or extracted from documentary units should be linked with alternative synonymous, equivalent and related terms or headings by means of cross-references in displayed indexes. Similar links are also required in non- displayed indexes. During electronic searches of non-displayed indexes, synonymous and equivalent terms may be substituted or added automatically to the search query or may be displayed, together with related terms, for selection when the search query is being composed. (@@See@@ 3. Function of an index, items d-h.) In displayed indexes, a preferred term should be selected for each concept, to which all alternative forms and related terms or headings are linked by means of cross-references. (@@See also@@ 6.10.1.1. Cross-references versus double entries). In non-displayed indexes, preferred terms may serve as the anchors around which alternative and related terms are gathered. 6.2. Sources of vocabulary. The vocabulary for indexes may come from documents to be indexed, index users, human indexers, or compilations of vocabulary, such as thesauri, dictionaries, handbooks, and textbooks. The best source is often the text of the document(s) being indexed. Users of indexes are another valuable source, but it is often difficult or impossible to access their vocabulary directly. When it is possible to collect search terms employed by users, their terms should be incorporated into the index vocabulary. To the extent possible, indexes should link the vocabulary of users to the vocabulary of documents. Expert indexers may be aware of user vocabulary that is not present in documents being indexed. Their vocabulary expertise should be used to the fullest extent possible. Compilations of vocabulary (thesauri, subject heading lists, etc.) can also be useful. However, restricting vocabulary only to such collections of terms is usually not advisable, since it may lead to unnecessary constraints on access. 6.3. Forms of terms. Conventions and customs for the form of index terms have developed for English language indexes, as well as for other natural languages used for indexing. These conventions should be observed in the establishment of preferred terms for the convenience of users, unless there are overriding conventions in a particular discipline, field, or application. In this standard, only U.S. English language conventions and customs are cited. 6.3.1. Parts of speech. Nouns, including verbal nouns (gerunds) and noun phrases, are the preferred parts of speech for terms. Adjectives are often used to modify nouns; they are rarely used alone. Prepositional phrases are often used as subheadings to modify main headings or within headings to modify lead terms. They are also used as role indicators to link terms in string indexes. Adverbs should not be used unless they form an integral part of a term, for example: "very high frequency". For example: courts of inquiry [prepositional phrase modifying lead term] dishonorable discharge [lead term is adjective modifying a noun] swimming [verbal noun (gerund)] alcohol use by naval personnel [prepositional phrase as subheading] advertising. Japanese cars. Germany. effects on sales [preposition as role indicator in sales. Japanese cars. Germany. string indexing] effects of advertising 6.3.2. Spelling. For U.S. indexes, standard U.S. spelling should be used. If there is more than one standard spelling (for example, groundwater, ground-water, ground water), the one used in the document(s) being indexed should be preferred if used consistently. Otherwise, one spelling should be chosen and employed consistently. Alternative spellings should be linked to the preferred spelling of the term. This is especially important in non-displayed electronic indexes, since even minor variations in spelling (for example, aluminum / aluminium) may lead to the loss of access. Common contractions, abbreviations, and acronyms should be used as terms or linked to terms. Their spelling should conform to common usage (see also 6.3.3. Capitalization; 6.6. Synonymous and equivalent terms). 6.3.3. Capitalization. All terms should be written with lower-case letters with the exception of proper nouns and acronyms. In proper nouns, the first letter of the first word and the first letter of each succeeding word, other than conjunctions, prepositions, and articles, should be capitalized. Acronyms of names of organizations should follow usage of the organization (for example, NATO, Unesco). Other acronyms should follow conventional capitalization (for example, radar, COBOL). 6.3.4. Singular and plural forms. In English language indexes, it is the convention and custom to use the plural form for terms denoting discrete objects (countables) and the singular form for non-countables (mass words). The plural is used when the question as to quantity asks "How many?" The singular is used when the question as to quantity asks "How much?". If the singular and plural forms have different meanings, both forms should be used if both are needed to represent topics or features of a text: memories memory building buildings 6.3.5. Articles. The use of articles, especially initial articles, should be avoided in index terms. Initial articles should be omitted from corporate body names when possible, but not from place names or titles. Articles should not be transposed (@@see@@ 6.3.9.2. Corporate body names, 6.3.9.3. Geographical names, 6.3.9.4. Titles of documents, 6.3.9.5. First lines). 6.3.6. Compound terms. As a general rule, a single term (as opposed to a pre-coordinated or multi- level heading) should represent a single concept. What constitutes a single concept will vary from situation to situation. Frequently two or more terms become "bound" together to express a concept," such as "information science", "birth control", or "form of government". When such compound terms become established, they should be preferred to the alternative of forcing the combination of two separate terms, for example, "science" and "information" or "control" and "birth" or "conception" at the time of searching or when combining terms into headings and entries. Use of compound terms also helps to avoid "false drops," such as the retrieval of documents on "library schools" when "school libraries" is intended. Similarly, terms like "information" and "science" can occur in many contexts where "information science" is not discussed. 6.3.7. Antonyms and associated terms. When antonyms and other closely associated terms (for example, honors and awards) are combined to form compound terms, the constituent terms should be linked to the compound term by a cross-reference. awards @@see@@ honors and awards evil @@see@@ good and evil Note: The form and presentation of the cross-references will differ in displayed and non-displayed indexes. 6.3.8. Word order in multi-word terms. Terms consisting of more than one word, including compound terms, should be used in natural language order without inversion. For example: deciduous trees [not: trees, deciduous] However, access should also be provided by means of substantive terms that are not in the lead position, for example: trees, deciduous @@see@ deciduous trees or: trees @@see also@@ deciduous trees An acceptable alternative to inverted terms is a heading -- subheading combination, for example: trees deciduous evergreen 6.3.9. Proper names and titles of documents. Names of persons, corporate bodies, and places should be established in accordance with standards used in library practice, since it is advantageous for users to experience a measure of uniformity across information retrieval systems. @@The Anglo-American Cataloguing Rules@@, 2d edition (AACR2), provides detailed guidance for the establishment of names. Note: This standard provides only a summary of the provisions of AACR2. 6.3.9.1. Personal names. Personal names should be provided in the form most commonly used, and in as full a form as possible when there is more than one common form. Limiting forenames to initials invites confusion, unless initials are part of the commonly used form of a name (for example, D. H. Lawrence). When more than one name or form of name is in use, they should be linked as synonymous terms. Where surnames are in common use, names should be entered under surname, followed by a comma and any given names or initials: Lee, Kuan Yew Wheatley, Henry B. Persons identified only by a given name or forename should be entered under that name, qualified if necessary by a title of office or other distinguishing epithet: Boudicca, Queen of the Iceni Leonardo da Vinci Ethelred the Unready Persons normally identified by a title of honor or nobility should be entered under that title, expanded if necessary by their family name: Dalai Lama Marlborough, John Churchill, first Duke Compound and multiple surnames, whether hyphenated or not, should be entered under the first part, unless usage favors another practice. For example, Portuguese names are customarily entered under the last part. Links should be established among all possible forms of entry: Layzell Ward, Patricia [with cross-reference from: Ward, Patricia Layzell] Pe'@rez de Cue'@llar, Javier [with cross-reference from: De Cue'@llar, Javier Pe'@rez; and from: Cue'@llar, Javier Pe'@rez de] Trevor-Roper, Hugh [with cross-reference from: Roper, Hugh Trevor] When two or more persons have the same name, their names constitute homographs and should be distinguished with qualifiers consisting of a fuller form of name or dates where available; otherwise, use occupation, title, or nationality: Lawrence, D. H. (David Henry) Lawrence, D. H. (Derek Herbert) Butler, Samuel (1612-1680) Butler, Samuel (1835-1902) Rickert, Heinrich (philosopher) Rickert, Heinrich (politician) 6.3.9.2. Corporate body names. Names of corporate bodies should be entered without transposition in the form most commonly used by the body itself. If more than one form is common, the fuller form should be used. If an abbreviation or acronym is the commonly used form, that form (not the full form) should be used: J. Whitaker & Sons [not Whitaker, J., & Sons] H. W. Wilson Company [not Wilson, H. W., Company] Unesco [not: United Nations Educational, Scientific, and Cultural Organizations] TRON Project [not: The Realtime Operating System Nucleus Project] Unless abbreviations constitute or are part of the commonly used form, names of corporate bodies should not be abbreviated: United States. Department of Education [not DOE] United States. Department of Energy [not DOE] University of Nebraska [not Univ. of Nebraska] New York University [not NYU] Note: In some situations, "U.S." may be considered a commonly used form for "United States". Omit initial articles unless they are required for grammatical reasons: Club (London) [not: The Club (London)] Library Association (United Kingdom) [not: The Library Association (United Kingdom)] But: Der Blaue Adler (Association) See 9.4. regarding the arrangement of headings with initial articles. Enter corporate bodies that are parts of larger bodies under their own names unless the name is indistinct or implies subordination. If the name needs the name of a higher body, use the lowest level body that can be entered directly under its own name: Public Library Association. Audiovisual Committee [not: American Library Association. Public Library Association. Audiovisual Committee] United States. Department of Health and Human Services [not: Department of Health and Human Services] When there are several hierarchical levels, as many intervening bodies as necessary should be included in the name to avoid confusion: American Library Association. Resources and Technical Services Division. Board of Directors. Identical names for different bodies constitute homographs and should be distinguished with qualifiers: Metropolitan Museum of Art (Cleveland, OH) Metropolitan Museum of Art (New York, NY) Cross-references should link different names for the same body and all possible forms of entry, including inverted forms and forms incorporating names of larger bodies: American Library Association. Public Library Association @@see@@ Public Library Association Department of Health and Human Services @@see@@ United States. Department of Health and Human Services DOE @@see@@ United States. Department of Education; United States. Department of Energy Medicine, National Library of @@see@@ National Library of Medicine The Club (London) @@See@@ Club (London) [enter reference under "The"] The Realtime Operating System Nucleus Project @@see@@ TRON Project [enter reference under both "The . . ." and "Realtime . . ."] U. S. @@see@@ United States. United States. DOE @@see@@ United States. Department of Education; United States. Department of Energy United Nations Educational, Scientific, and Cultural Organizations @@see@@ Unesco Whitaker, J., & Sons @@see@@ J. Whitaker & Sons Wilson, H. W., Company @@see@@ H. W. Wilson Company Note: The form and presentation of the cross-references will differ in displayed and non-displayed indexes. 6.3.9.3. Geographical names. Geographical names should be as full as necessary for clarity, with qualifiers to avoid confusion between otherwise identical names: Middletown (CT) Middletown (OH) Middletown (Powys, Wales) Abbreviations should not be used unless there is a commonly accepted standard, such as U. S. Postal Service abbreviations for states of the United States. Prefer the English form if there is one in general use. Otherwise use the form in the official language of the country: Buenos Aires An article or preposition should be retained in a geographical name of which it forms an integral part: Des Moines Las Vegas Los Angeles The Dalles The Hague See 9.4. regarding the arrangement of headings with initial articles. 6.3.9.4. Titles of documents. To the extent possible within typographic constraints, titles of documents should not be changed or altered. For example, the name of a chemical should not be substituted for a chemical symbol or a numeral replaced with its name. Titles should not be abbreviated unless very long, and any omissions should be indicated by three dots (ellipsis): @@Inquiry into the nurturing and elimination of life forms within marginally controlled ecosystems . . .@@ Titles with numerals, especially initial numerals, should be linked with equivalent titles with names of numerals: @@1984@@ @@see@@ @@Nineteen eighty-four@@ @@Ten sixty-six and all that@@ @@see@@ @@1066 and all that@@ @@Two thousand and one@@ @@see@@ @@2001@@ If necessary to avoid confusion, qualify the title of a document with a term that will indicate that it is a document: @@Charlemagne@@ (play) @@Genesis@@ (Anglo-Saxon poem) If necessary for identification, names of creators, places of publication, dates, or other qualifiers may be used: @@Ave Maria@@ (Gounod) @@Ave Maria@@ (Schubert) @@Ave Maria@@ (Verdi) @@Natura@@ (Amsterdam) @@Natura@@ (Milan) An initial article should not be omitted or transposed to the end of the title: @@Das Kapital@@ (Marx) [not: @@Kapital@@ (Marx); @@Kapital, Das@@ (Marx)] @@The Tempest@@ [not: @@Tempest@@; @@Tempest, The@@] See section 9.4. regarding the arrangement of headings with initial articles. Prepositions at the beginning of a title should be retained: @@An die Musik@@ @@To the lighthouse@@ 6.3.9.5. First lines. In first line indexes, initial articles should be retained in natural order, not transposed. See section 9.4. regarding the arrangement of headings with initial articles. 6.3.10. Romanization. Names and words rendered into Roman script from another writing system should be based on standard Romanization tables unless a well-established English language form exists. Use Romanization tables of the American Library Association and the Library of Congress (see citation in under "Normative References"). Alexander the Great [not: Alexandros ho Megas] Confucius [not: Kung Fu Tzu] Avicenna [not: Abu Ali ibn Sina] Cross-references should link alternative forms of Romanized names and other terms. 6.4. Weighted terms. One function of an index is to discriminate between major and minor treatments of particular topics or manifestations of particular features (see 3. Function of an index, item c). One method for achieving this goal is to assign weights to terms or to indicate major and minor terms by means of typography or symbols. Another method is to attach a subheading that indicates minor treatment, such as "also mentioned in" or "passing reference". The use of a weighting scheme is especially useful in high-exhaustivity indexing when minor or peripheral topics and features are indicated as well as the major, central topics and features. Weighted terms permit the user who wants only major treatments to eliminate minor treatments, while permitting the user who wants every treatment to find them as well. In full-text indexing, in which every instance of a term is often noted, term weighting can be used to help point to the more substantial treatments of topics. In non-displayed indexes, weighted terms can be used as a basis for ranking retrieved records on the basis of estimated relevance. See also 7.4.4. Methods of emphasizing locators in print indexes; 7.5.2. Weighted term syntax. 6.5. Homographs. Identical terms which represent different concepts or features can cause confusion and should be differentiated by the addition of a qualifier: races (anthropology) races (sport) 6.6. Synonymous and equivalent terms. Research and practice indicate that index users tend not to agree on terms for particular concepts or features. Therefore, it is essential that indexes provide for alternative terms, including abbreviations and acronyms. All terms that may be used for the same topic or feature within the context of an index should be linked so that any such term will lead searchers to the same documents. Terms including numerals should be linked with equivalent terms having the names of numerals: nineteenth century @@see@@ 19th century 5 year plans @@see@@ five year plans Small variations in terms that have little or no impact on filing position cause few problems in displayed indexes, but such variations can cause terms to be completely lost in indexes that are searched electronically. Therefore, terms with even small variations in spelling or endings (for example, aluminum / aluminium) should be linked in electronic indexes. All such terms with noncontiguous filing positions should be linked in displayed indexes. What constitutes equivalent terms depends on the level of specificity used in an index. Unused narrower terms need to be linked to broader or related terms that are used. Some indexes make a distinction between synonymous or equivalent terms on the one hand and broader terms that are used in place of unused narrower terms on the other. These indexes use the reference "see" or "use" for the former and "see under" for the latter: cars @@see@@ automobiles convertibles (automobiles) @@see under@@ automobiles Note: The form and presentation of the cross-references will differ in displayed and non-displayed indexes. 6.7. Hierarchical relationships among terms. Links between narrower and broader terms are important to guide the narrowing of a search to particular members of a larger set of terms (for example, from "computers" to particular types of computers) or the broadening of a search to all members of a larger set (for example, from "Labrador retrievers" to all species of dog). Examples of hierarchical relationships include: a. genus/species: furniture / chairs behavior / aggression bears / polar bears b. discipline/constituent studies: geology / petrology c. class/individual members: bridges / Golden Gate Bridge standardizing bodies / NISO d. entity/parts or kinds: buildings / rooms United Nations / Unesco population / immigrants chemical industry / petrochemical industry e. larger and smaller geographic units: Europe / France New Jersey / Middlesex County / New Brunswick 6.8. Other relationships. Links between terms having relationships other than hierarchical provide searchers with additional options for improving their searches. For example: a. discipline/objects studied: botany / plants physical chemistry / molecules b. theoretical study/application or technology: dynamics / mechanical engineering state ownership / nationalized industries c. activity/agent: photography / cameras, photographers singing / voice; singers d. activity/thing acted upon: angling / fish dentistry / teeth e. activity/product: aggression / violence cartography / maps f. closely related topics not generally differentiated in common parlance but differentiated in a particular index: boats / ships pottery / porcelain g. related topics separated in a particular index when semantically related nouns and adjectives take different forms: law / legal . . . women / female . . . 6.9. Changes in terminology. In continuing indexes, care should be taken to link older and newer terms that are synonymous, equivalent, or closely related. The date of the change should be indicated. Examples of changing terminology include: a. the introduction of a new term as a substitute for an older term: wireless [changed in 1950 to] radio Negroes [changed in 1968 to] Blacks [changed in 1992 to] African Americans b. name changes: Ceylon [changed in 19?? to] Sri Lanka Harris, Jessica [changed in 19?? to] Milstead, Jessica Rutgers University. Graduate School of Library Service [changed in 19?? to] Rutgers University. School of Communication, Information, and Library Studies c. the use of additional terms to express narrower topics previously embraced by a broader term: computers / microcomputers, minicomputers 6.10. Display of vocabulary in indexes. Information about vocabulary and relations among terms or headings (for example, synonymy, equivalence, homography, hierarchy, association) should be presented as an integral part of an index. Searchers should not have to consult separate, unconnected files for vocabulary information. How integration of vocabulary information and index terms or headings is accomplished depends largely on the medium of the index and whether or not indexes are displayed for searching. 6.10.1. Vocabulary information in displayed indexes. In print media, indexes should be displayed as ordered arrays of entries, since it is only through such displays that users can enter the index. Such displays are becoming more common for electronic indexes as well, especially those designed for non-expert users, such as online public access catalogs (OPACs) in libraries. In displayed indexes, whether in print or electronic media, vocabulary information should be integrated into the same sequence of entries that describe documents, using a variety of notes and cross-references. 6.10.1.1. Cross-references versus double entries. In closed-end, one-time indexes (as opposed to open-end, continuing indexes), a duplicate entry under the alternative heading should be made if a "see reference" would occupy more space: automobiles 23, 45 cars 23, 45 Not: automobiles 23, 45 cars @@see@@ automobiles 6.10.1.2. Cross-references to multiple terms or headings. When a cross-reference refers to multiple terms or headings, these should be listed by category if the nature of the relationship is indicated (for example, synonymous, equivalent, broader, narrower, related), and within category in alphabetical order, separated by semi-colons. If the nature of relationships is not indicated, the referenced terms or headings should be in a single alphabetical sequence. sexuality @@used for equivalent term@@ sexual nature. @@see also narrower terms@@ bisexuality; chastity; heterosexuality; homosexuality; incest; necrophilia; sublimation. @@see also related terms@@ gender; sex; sexual identity; sexual problems. @@see also broader terms@@ behavior; human nature. 6.10.1.3. Location of "see also" cross-references. "See also" cross-references should normally follow any locators related to a single term or heading from which they refer: bears 100, 217, 923 @@see also@@ badgers; koala bears; raccoons However, since their purpose is not only to suggest additional terms or headings that may be useful, but also to suggest alternative terms or headings, "see also" cross-references should precede subheadings in those indexes in which headings have numerous subheadings. Placing "see also" references before subheadings will prevent these references from being overlooked or found only after perusing unwanted subheadings. In these cases, "see also" cross-references should be clearly distinguished from subheadings. They can, for example, be displayed on lines indented more deeply than subheadings or within boxes: economics 144, 195, 229, 363 _______________________________________________________________________ | @@see also@@ assets; banking; business; commerce; firms; transport; | | wealth | |_____________________________________________________________________| bibliographies 208 mathematical models 160 statistics 155 Cross-references should be attached to the heading or the subheading from which they refer: economics statistics 155 @@see also@@ econometrics When a cross-reference leads from a subheading under one main heading to the same subheading under another main heading, the reference should include both the main heading and the subheading referred to: economics statistics 155 @@see also@@ economic policy -- statistics 6.10.2. Vocabulary information in non-displayed indexes. To be useful, vocabulary information, including relations among terms, should be displayed to users in conjunction with and in the same medium that is used to search the index. Users should not have to consult a completely separate vocabulary file, copy down terms, and then re-enter them in order to use them for a search. Users should have the option of automatic or selective addition or replacement of synonymous and equivalent terms. In the automatic mode, if index terms are limited to preferred terms, a preferred term should replace any synonymous or equivalent terms. When all such terms may be used, then all should be added to the search. The user should be notified of any modification to the search. In the selective mode, preferred, synonymous, or equivalent terms should be displayed so that they may be selected for replacement or addition. Users should have the option of seeing displays of other vocabulary information and selecting broader, narrower, or other related terms for use in their search, either in addition to terms already selected, or in place of earlier terms. Methods for effectively displaying vocabulary information for non-displayed indexes are not yet well established. The development of such methods should be encouraged, since vocabulary information is essential for efficient use of indexes of all types. 6.10.3. Scope and history notes A scope note helps clarify the scope or application of a term. It should be set off from the term itself by means of type or layout. A history note explains changes in usage over time in a continuing index: "Radio" replaced "wireless" in 1950. This information may also be presented in the form of a cross-reference: radio @@in pre-1950 volumes see@@ wireless wireless @@see@@ radio When both old and new entries are present in the same index, "see also" references should be used: radio @@see also@@ wireless @@for references before 1950@@ wireless @@see also@@ radio @@for references from 1950 onward@@ When cross-references refer to newer terms that formerly were subsumed under a broader term, dates should be attached to terms so that users know when such terms were introduced: computers @@see also@@ microcomputers [1977]; minicomputers [1972] microcomputers @@see also@@ computers for entries before 1977 7. Headings, entries, and search statements. 7.1. Summary. A major recommendation of this standard is that an index should make it possible for users to search for multiple topics or features, or aspects of topics or features, in combination. In displayed indexes, this capability is provided by combining terms into headings of one or more levels. In non- displayed indexes, this capability is provided by a search procedure that accepts search statements with multiple terms. The means for combining terms in displayed headings and entries or in search statements is syntax. A variety of syntactic styles and methods are available. This standard does not recommend any particular syntactic method for either displayed or non-displayed indexes; it simply states that every index should incorporate some syntactic method so that terms can be combined for the purposes of searching. The type, format, and size of an index and the needs and preferences of users will govern the choice of appropriate method. In displayed indexes, the combination of terms takes place in advance of the search; pre-combined headings and entries are provided by the index producer. In non-displayed indexes, the combination of terms takes place at the time of the search. The index producer provides the means for combining terms, but the actual combination is performed by the user of the index. This section provides examples of the major types of index syntax available. Locators are an integral part of entries in displayed indexes. They are also discussed in this section. Note: This section includes examples of syntax only. The absence of cross- references in these examples in no way implies that the use of any particular syntactic method or style will by itself fulfill the recommendations of this standard WITHOUT also providing for some method of linking synonymous, equivalent, and related terms. See section 6. Vocabulary. 7.2. Entries in displayed indexes. In displayed indexes, an entry consists of a heading and the locator that identifies or points to the documentary unit that the heading describes. A heading may consist of more than one index term. In a multi-level heading, the main heading is followed by a subheading, which in turn may be followed by a sub-subheading, and possibly by additional headings at succeeding levels of subordination. In displayed indexes, identical headings for subsequent entries are generally not repeated. Nevertheless, each locator represents a single entry. For example, the following display consists of 6 entries. economics 144, 195, 229 bibliographies 208, 244, 363 The actual entries, displayed in full, are: economics 144 economics 195 economics 229 economics \ bibliographies 208 economics \ bibliographies 244 economics \ bibliographies 363 In displayed indexes, a heading or subheading should not be followed by more than 5 locators (that is, 5 or more identical entries should be avoided). Note: In applying this criterion, a continuous sequence of locators may be considered to constitute a single locator. For example, "economics 144-145, 195-200, 229-230" may be considered to be a heading followed by 3, rather than 10 locators. Identical entries may be distinguished and made more specific by the addition of additional terms or subheadings for context or aspect. Even when single term entries are unique, the addition of terms or the use of subheadings can provide information to help the user determine whether the documentary unit might be useful. The addition of a term indicating context or aspect can often relieve users of useless pursuits by providing criteria for eliminating irrelevant references without having to consult each one. 7.3. Syntax in displayed indexes. Syntax used in displayed indexes is often called "pre-coordination" syntax because the combination of terms takes place prior to the presentation of the index. The following sections describe examples of pre-coordination syntax. 7.3.1. Ad hoc syntax. Syntax is often applied on a case-by-case, heading-by-heading basis in closed- end indexes such as book indexes. Individual headings are created as appropriate for the nature of the document(s) being indexed and for the needs of prospective users. Prepositions should be avoided at the beginning or end of subheadings unless they are needed to avoid ambiguity: clothing rationing [not: rationing of] computers compared with abacus for management in hospitals management of crops irrigation [not: irrigation of] taxation [not: taxation of] sale [not: sale of] management of computers use of computers rationing clothing food fuel health care Note: The above examples are shown as they would appear in a printed index, but other styles of linking lead terms and subheadings are also possible, depending on index format and medium. Note: To meet standard guidelines, ad hoc syntax should be accompanied with cross-references for linking synonymous, equivalent, and related terms. See section 6. Vocabulary. 7.3.2. Natural language syntax. Some indexes take advantage of the syntax of existing segments of text to provide syntax for index headings. The most common examples are keyword indexes based on document titles, but the text segment could come from other parts of documents as well, for example, section titles or captions. The effectiveness of such indexes depends, in large part, on the extent to which the title or other text segment actually represents the important topics or features of the documentary unit. 7.3.2.1. KWIC indexes Key Word in Context (KWIC) indexes are created by computer algorithms that rearrange titles or other brief text segments (usually not exceeding one line of print) in order to highlight keywords by position and sometimes by typography . The natural word order of the title or text segment is preserved on both sides of a keyword, which is displayed in a central column. Headings are arranged on the basis of the keyword and words following the keyword. Text that extends beyond the right margin may be moved to the left-hand portion of the column if there is room, or may be eliminated: ...zation and presentation of INDEXES. guidelines for the conte... ...al standard guidelines for INDEXES in information retrieval. guidelines for indexes in INFORMATION retrieval American n... in informa... American NATIONAL standard guidelines for indexes Note: Word pairs and phrases within the text segment (for example, Information Retrieval; National Standard) are preserved in the display of entries, so that such word pairs or phrases may be sought in the alphabetical sequence. Note: To meet standard guidelines, KWIC syntax should be accompanied with cross-references for linking synonymous, equivalent, and related terms. See section 6. Vocabulary. 7.3.2.2. KWOC indexes Key Word Out of Context (KWOC) indexes, also produced by computer algorithm, are designed to resemble the traditional format of indexes, with a lead term on the left followed by a an indented subheading. The lead term is usually not repeated when it is the same for subsequent entries: indexes American national standard guidelines for indexes in information retrieval guidelines for the content, organization and presentation of indexes information American national standard guidelines for indexes in information retrieval national American national standard guidelines for indexes in information retrieval Note: Word pairs and phrases are not preserved in the alphabetical sequence of keywords. It is not possible to look up directly phrases such as "information retrieval," "national standard," etc., unless the second word happens to be the first word of the subheading formed from the title or text segment. The loss of direct access to word pairs and phrases is a disadvantage. Note: To meet standard guidelines, KWOC syntax should be accompanied with cross-references for linking synonymous, equivalent, and related terms. See section 6. Vocabulary. 7.3.2.3. KWAC indexes Keyword Alongside Context (KWAC) indexes, also produced by computer algorithm, are designed to preserve word pairs and phrases in the alphabetical sequence of keywords while at the same time imitating the traditional format with the lead term on the left: Indexes Guidelines for the content, organization and presentation of in information retrieval. American national standard guidelines for information retrieval. American national standard guidelines for indexes in national standard guidelines for indexes in information retrieval. American Note: To meet standard guidelines, KWAC syntax should be accompanied with cross-references for linking synonymous, equivalent, and related terms. See section 6. Vocabulary. 7.3.3. Subject heading syntax. Syntax may be provided by using established lists of subject headings. Such lists generally include headings consisting of pre-combined terms or provisions for combining terms at the time of indexing in accordance with rules or patterns. Combination of terms may be achieved in three ways: a. linking terms to each other by long dashes: animals -- diseases -- chemotherapy libraries -- New Jersey -- New Brunswick b. modifying the lead term by other terms so that the natural word order is inverted: students, foreign c. creating phrase headings: social work with the homeless telephone assistance programs for the poor These methods may be combined, to create headings such as "students, foreign -- statistics". Note: These standards advocate natural language word order for terms and headings. The inverted headings shown here reflect earlier practice, still extant in some lists of subject headings. See 6.3.8. Word order in multi-word terms. Note: To meet standard guidelines, subject heading syntax should be accompanied with cross-references for linking synonymous, equivalent, and related terms. See section 6. Vocabulary. 7.3.4. Permuted indexes. Permuted indexes display every possible combination of words from a segment of text or from a set of terms. The result is a main heading-subheading combination for each word pair. Since the number of such combinations increase exponentially as the number of words in each heading increases, permuted indexes are usually restricted to headings consisting of no more than two words. The following sample entries were generated from the following titles: American national standard guidelines for indexes in information retrieval Guidelines for the content, organization and presentation of indexes indexes American content guidelines information national organization presentation retrieval standard information American guidelines indexes national retrieval standard national American guidelines indexes information retrieval standard Note: To meet standard guidelines, permuted syntax should be accompanied with cross-references for linking synonymous, equivalent, and related terms. See section 6. Vocabulary. 7.3.5. String indexing. String indexing uses computer algorithms to combine multiple terms into multiple headings. Each heading has a different term as its lead or main term. The set of terms is treated like a "string" or sequence of terms that is rearranged under each lead term. The terms themselves may be assigned by human indexers. It is their manipulation into index entries that is governed by computer algorithms. The following sections illustrate common types of string indexing. 7.3.5.1. Rotated terms. The simplest form of string indexing places each term, in turn, in the lead position followed by all other terms in alphanumeric order. Relationships among terms are not indicated. In the following examples, numerals are filed after letters: American Mercury (periodical). editors and editing. Ku Klux Klan. Mencken, H. L. Methodist Episcopal Church (South). temperance movements. 1910-33. editors and editing. American Mercury (periodical). Ku Klux Klan. Mencken, H. L. Methodist Episcopal Church (South). temperance movements. 1910-33. Ku Klux Klan. American Mercury (periodical). editors and editing. Mencken, H. L. Methodist Episcopal Church (South). temperance movements. 1910-33. Note: To meet standard guidelines, rotated syntax should be accompanied with cross-references for linking synonymous, equivalent, and related terms. See section 6. Vocabulary. 7.3.5.2. Faceted indexing Faceted indexing arranges terms in entry strings according to facet relationships. Terms are first placed into facets or tagged with facet indicators. A computer algorithm then uses a predetermined facet order (citation order) to arrange terms into subheadings. Faceted indexing that is designed to accommodate broad subject areas uses generic term categories like location, key system or entity, action or effect of action, agent or instrument, viewpoint or aspect, particular instance, document form, and target user. These primary categories are sometimes modified by secondary categories such as part, property, role definer, modifiers, dates, and various connectives, which serve to indicate relationships among terms where these are not self-evident or are ambiguous. The following coded terms will produce the following headings and subheadings: [location] Germany [key entity] cars [modifier] Japanese [action] sales [role definer] effects of / on [agent, instrument] advertising Germany Japanese cars. sales. effects of advertising cars. Germany Japanese cars. sales. effects of advertising Japanese cars. Germany sales. effects of advertising Sales. Japanese cars. Germany effects of advertising advertising. Japanese cars. Germany effects on sales When faceted indexing is applied to a narrow subject area, facets tend to be tailored to aspects of particular interest in that subject area. In literature, for example, terms may be placed into facets such as specific literatures, performance media, language, periods, individuals (real), groups/movements, genres, works, literary techniques, themes/motifs/ figures/characters, influences, sources, processes, methodological approaches, theories, devices/tools, and disciplines. The designated citation order for these facets determines the order of terms in subheadings: homosexuality English literature. short story. 1900-1999. Forster, E. M. "Dr. Woolacott." symbolism. treatment of salvation; @@homosexuality@@. salvation English literature. short story. 1900-1999. Forster, E. M. "Dr. Woolacott." symbolism. treatment of @@salvation@@; homosexuality. symbolism English literature. short story. 1900-1999. Forster, E. M. "Dr. Woolacott." @@symbolism@@. treatment of salvation; homosexuality. Note: To meet standard guidelines, faceted syntax should be accompanied with cross-references for linking synonymous, equivalent, and related terms. See section 6. Vocabulary. 7.3.5.3. Ad hoc coding. Some forms of string indexing require indexers to encode a natural language statement. The statement may be created to describe a document or may already exist as a text segment, such as a title. For example, NEPHIS (Nested Phrase Indexing System developed by Timothy Craven) uses pointed brackets < > to enclose meaningful words or phrases that deserve direct entry; the question mark is used to introduce connectives, usually prepositions; and the symbol '@' is used to turn off otherwise automatically generated headings. The following coded statement will result in the following headings: @effects? of ? on >? in > advertising effects on sales of Japanese cars in Germany cars Japanese -. sales in Germany. effects of advertising Germany sales of Japanese cars. effects of advertising Japanese cars sales in Germany. effects of advertising sales of Japanese cars in Germany. effects of advertising Note: To meet standard guidelines, ad hoc coding syntax should be accompanied with cross-references for linking synonymous, equivalent, and related terms. See section 6. Vocabulary. 7.3.5.4. Chain indexing. Chain indexing is based on the terms and the citation order of facets or aspects in a classification scheme. Chain indexing pre-dates algorithmic-based string indexing, but it shares format characteristics with string indexing. As classification schemes are converted to machine-readable form, algorithms can create, or assist in the creation, of chain indexes. The chain index produces headings that complement the classification scheme by creating a string (or "chain") of terms from the classification heading but reversing the order in which facets or aspects are cited. The following headings from the Dewey Decimal Classification would produce the following chain index entries: 300 social sciences 330 economics 336 public finance 336.2 taxation economics 330 public finance : economics 336 social sciences 300 taxation : public finance : economics 336.2 Note: To meet standard guidelines, chain indexing syntax should be accompanied with cross-references for linking synonymous, equivalent, and related terms. See section 6. Vocabulary. 7.3.6. Syntactic Cross-references. When syntax rules place terms only in secondary positions in headings or entries, cross-references should be used to provide direct access to such terms: United States -- History -- Civil War -- Bibliography [established heading] History -- United States @@see@@ United States -- History Civil War -- United States -- History @@see@@ United States -- History -- Civil War Bibliography @@see also@@ particular topics with "bibliography" as subheading, for example: United States -- History -- Civil War -- Bibliography 7.4. Locators in displayed indexes. The purpose of a locator is to lead the user to the documentary unit or to a description of the documentary unit to which an index entry refers. The nature of the locator depends on the medium and type of index and on the type of documentary units to which the index refers. In electronic indexes, index terms or headings may be linked to documentary units or to their surrogates without visible locators. Locators should refer as directly and succinctly as possible to the documentary units to which index headings refer. (See also 5.7. Documentary units.) 7.4.1. Locators for printed documents. Printed books, pamphlets, periodicals, and similar documents normally consist of numbered pages bound into one or more volumes. Pages are the traditional documentary units for indexes to printed books, pamphlets, and similar documents because pages are usually numbered while inherent textual or conceptual units, such as paragraphs, are usually not numbered. If pages are divided in some way, such as into columns, such smaller units may be used instead of or in addition to pages. With certain classes of printed material, inherent textual units are often numbered and may therefore be used as locators. For example, parts of plays may be referred to by act, scene, and line number, and parts of books of the Bible by chapter and verse number. If documents have numbered paragraphs, then paragraphs rather than pages should be used as documentary units and paragraph numbers should be used as locators. When a document consists of a series of uniquely numbered discrete units, such as abstracts, quotations, or case reports, these units are preferable as locators. When there is more than one numbered sequence, they should be distinguished typographically: Livingstone, Ken 1/3, 1/97, 3/94 or Livingstone, Ken 1:3, 1:97, 3:94 When indexing several issues or volumes of a periodical or serial publication, locators should be based on the numbering of the issues at the time of publication. When documentary units are documents within a collection, for example, articles in a periodical, chapters in a monograph, or letters in an archive, sufficient information should be given to identify the document. For periodical articles, each locator normally consists of: author(s); title of article; title of periodical; volume, issue number, inclusive pagination, and date. The content, format, punctuation, and order of elements should conform to the @@American National Standard for Bibliographic References@@ (ANSI Z39.29-1977). Note: The international standards (@@International Standard, Documentation -- Bibliographic references -- Content, Form and Structure@@ (ISO 690: 1987 (E)); @@International Standard, Documentation -- Bibliographic Identification (biblid) of Contributions in Serials and Books@@ (ISO 9115: 1987)) prescribe a different order of elements. Abbreviation of names and titles should be avoided, especially if they can be searched electronically. 7.4.2. Locators for documents in other media. Documents in other media may, for indexing purposes, be divided into three types: a. Those consisting of elements that form one or more sequences that are, or may be, continuously numbered and so accessed by the user. Such materials may be treated broadly as in 7.4.1. Examples are a collection of slides, a filmstrip, an audiodisc, or a machine-readable database. Locators would be slide numbers, frame numbers, side and band numbers, and record identifiers respectively. b. Those consisting of one or more sequences of elements that cannot be distinguished numerically or so accessed by the user. Examples are serially accessed materials such as motion picture film and audio and video recordings. In these cases, relative locators should be devised, such as playing time from a particular point. c. Those not consisting of sequences, such as individual maps, plans, charts, pictures, sculptures, and realia. In some cases specific conventions exist, such as either grid references or coordinates for maps. In other cases, ad hoc locators should be devised. Note: Most machine-readable text files fall into either category (a) or category (b). Locators for such files may also take the form of file pointers or embedded terms or tokens. 7.4.3. Multiple locators in print indexes to single documents. If a subject is given continuing treatment in a consecutively numbered sequence, reference should be made to the first and last numbered elements only (for example, 3-11). The first and last element should be given in full in order to avoid ambiguity (for example, 20-25, 103-112, 1014-1027, not 20-5, 103-12, 1014-27). However, when locators are extremely long (5 digits or more) or where space is limited, unchanged initial numerals may be elided (for example, 100026-28). Expressions such as "3ff" or "3 et seq." should not be used because they are confusing to most users and may give incomplete information unless defined for a particular index. If the treatment of a subject appears in a consecutively numbered sequence but consists of separate treatments (as opposed to a single, continuing treatment), individual locators for each numbered element should be used. For example: 3, 4, 5 [not: 3-5] 7.4.4. Methods of emphasizing locators in print indexes. If an entry includes several locators, the reference leading to the fullest or most significant treatment may be emphasized typographically or by position. Locators that relate to particular types of matter, such as tables and illustrations, may also be emphasized. Locators to illustrations, for example, may be italicized, enclosed in brackets, or prefixed or suffixed with an 'i' or asterisk. Where more than one type of material is indicated, it is preferable to use the same system for all (for example, 'i' for illustrations, 'm' for maps, 't' for tables). economics 144, 195, @@@229@@@ [major treatment emphasized by typography] bibliographies 208, 244, 363 major university departments 210-212, 211m, 212t [map and table indicated] economics 229; also 144, 195 [major treatment emphasized by location of locator] See also 6.4. Weighted terms. 7.4.5. Presentation of locators in print indexes. Locators should be clearly separated from headings by spacing, punctuation, or both, for example, by two spaces, by a comma or colon plus one space, or by a space colon space. The method used should depend on the nature of headings and the kind of punctuation used within headings. For example, headings that may end with commas and dates or other numerals should not use a comma plus space to introduce locators: Paris, 1989 : 1934, 2045 [not Paris, 1989, 1934, 2045] vitamin B 12: 13, 15 [not vitamin B 12 13, 15] The method for presenting locators should be consistent throughout an index. 7.4.6. Presentation of other identifying data in print indexes. Some indexes add information to citation locators indicating the presence of photographs, tables, and other illustrations or features. These indications, like index headings and subheadings, assist users in deciding whether documentary units are likely to be of value to them. They should be placed after the locator, separated from it by a period. Abbreviations should be avoided to facilitate electronic searching: Doe, John. The indexing of pictures. @@Journal of Indexing@@. 2: 25-87; 1983. 4 illustrations (1 colored), 1 table, bibliography. 7.5. Syntax in non-displayed indexes. In non-displayed indexes, the search statement plays a role similar to the index heading or entry in a displayed index, in the sense that the search statement may combine terms representing the topics and features and their aspects that a user is seeking. Since terms are combined after any initial indexing is done, syntax in non- displayed indexes is often called "post-coordination syntax." Two common approaches in post-coordinate indexing are the use of Boolean operators (AND, OR, NOT) and the use of weighted terms. Post-coordination syntax also includes proximity operators, stemming, and truncation. In addition, such syntactic devices as the use of links and role indicators may influence the application of post-coordinate syntax. Compared to displayed indexing, non-displayed indexes are new, and additional methods for creating search statements are under development. 7.5.1. Boolean syntax. Boolean syntax combines terms using the operators AND, OR, and NOT. It has become a de facto standard for non-displayed indexes in electronic databases, but it has two major drawbacks: First, the meaning of AND and OR does not correspond to the usual senses of these words. Second, the Boolean search divides a database into two distinct sets, retrieved and not retrieved. Retrieved documents are not ranked in any way on the basis of possible or probable interest. Documents that meet most but not all requirements of a search are not retrieved. In Boolean searches, retrieval is "either/or" -- no "maybes" are considered. In most syntactic systems, the addition of terms serves to limit the scope of a search. The use of the Boolean OR has the opposite effect. It increases the scope of a search. It is often used to combine synonymous or equivalent terms. Note: To meet standard guidelines, Boolean syntax should be accompanied with procedures for linking and displaying synonymous, equivalent, and related terms. See section 6. Vocabulary. 7.5.2. Weighted term syntax. Searching by weighted term combination, also called "vector" or "probabilistic" searching, retrieves all documents that are represented by one or more of the search terms. Retrieved documents are then ranked, with those having the highest number of terms coming first. Both index terms and search terms may be weighted to reflect importance or interest. Such weights can further influence the calculation of "retrieval scores" for the purposes of ranking documents. Instead of dividing a database into two distinct sets (retrieved and not retrieved), weighted combination searching rearranges the entire database along a continuum of estimated degree of interest based on the search statement. Note: To meet standard guidelines, weighted term syntax should be accompanied with procedures for linking and displaying synonymous, equivalent, and related terms. See section 6. Vocabulary. 7.5.3. Proximity operators, stemming, and truncation. Both Boolean and weighted term combination syntax may be combined with a wide variety of methods for broadening or limiting the scope of a search statement. These methods include, but are not limited to, the use of: proximity operators, which specify that two or more terms fall within a certain proximity; stemming, which removes certain suffixes and/or prefixes; and truncation, which permits the use of parts of words, including word-roots. 7.5.4. Links and role indicators. Links and roles are syntactic devices, applied at the indexing stage, that are designed to make post-coordinate searching more precise. Links are used to indicate terms that may be logically linked to represent topics or features of the documentary unit. Linking eliminates accidental retrieval of documentary units by the combination of terms that individually describe the documentary unit but that have no logical relationship. For example, the following terms for a documentary unit on the poetry of Thomas Hardy and the novels of E. M. Forster would be linked. Forster, E. M. -- novels Hardy, Thomas -- poetry If a search is limited to linked terms, then the term combination "Hardy, Thomas -- novels" would not retrieve this documentary unit. Roles are used to indicate the roles played by concepts represented by particular terms in particular documentary units, for example: insulin -- therapeutic use insulin -- product These role indicators would prevent the retrieval of a documentary unit treating the manufacture or marketing of insulin as a product when its therapeutic use was wanted. Role indicators can consist of role terms, as in these examples, or of special notation. END OF PART 2 ========================================================================= Date: Fri, 17 Sep 1993 12:10:20 ECT Reply-To: Indexer's Discussion Group Sender: Indexer's Discussion Group From: "James D. Anderson" Subject: NISO standard for indexes, part 3 ----------------------------Original message---------------------------- PART 3 OF 3 PARTS * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * This is the draft that is being submitted to NISO for formal consideration. * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * Proposed American National Standard Guidelines for Indexes and Related Information Retrieval Devices -- Draft #4.1 8. Display of index arrays. In print media, individual index entries are displayed in ordered arrays, which provide the means of access to particular headings and entries. Therefore, the method of ordering entries is crucial. In electronic media indexes, entries may be sought by means of electronic matching without regard to index order. However, index displays in electronic media may suggest options for searching and permit browsing and scanning. Such electronic visual index displays also need to be arranged in helpful order. Entries retrieved by means of searching non-displayed electronic indexes are also displayed in arrays after retrieval. These arrays, too, should be ordered according to useful criteria. 8.1. Introductory note. If a displayed index is not straightforward or its conventions self- explanatory, an explanatory introductory note should precede the index. Any abbreviations, symbols, or typographical conventions, requiring explanation should be including in this note. In the case of separately published indexes, the introductory note should include sufficient bibliographic information (for example, author, title, publisher, place and date of publication or periodical volumes/issues) in order to completely identify the documents indexed. (@@See also@@ 5. Design of indexes.) 8.2. Index display in print media. Procedures for displaying indexes in print media are well-established, while appropriate means for visual displays in electronic media are still in the development stage. The following sections relate primarily to indexes in print media, but some of the principles discussed are also applicable to visual arrays in electronic media. 8.2.1. Arrangement of entries. Options for arranging index entries in visual arrays vary with respect to underlying structure and criteria. Structured arrays (as opposed to alphanumeric arrays) can be helpful in breaking up large sequences into smaller, useful segments. Groupings can be created on the basis of relations among concepts (as in classification schemes) or the meaning or type of concept represented (for example, persons, places, other entities, texts). But structured arrangements can be detrimental to searching when the basis for their arrangement is hidden from and therefore unknown by users. For most index displays, direct and straightforward arrangement on the basis of commonly accepted ordering of alphanumeric characters is preferred, since most users cannot be expected to know less obvious principles for arrangement. 8.2.1.1. Alphanumeric displays. Alphanumeric displays are based on the commonly accepted filing values of alphabetic letters and numerals. However, there is a number of options on how alphanumeric filing may actually be implemented. Some of these options, with recommendations, are considered in 9. Alphanumeric order. 8.2.1.2. Classified or relational displays. In classified or relational displays, entries are arranged on the basis of relations among concepts represented by headings. Examples include superordination and subordination, class inclusion, chronology, and various types of roles and associations (for example, discipline, action, object or agent of action, material, method, tools, and property). To the extent possible, the basis of arrangement should be made clear by summaries or outlines displayed at the head of the index. In almost all cases, a classified display should be accompanied by an alphabetic or alphanumeric index to the classification captions or headings and/or notation, unless the classified array is very short and can be quickly scanned. 8.2.2. Recurring elements. Indention should be used to avoid the repetition of recurring terms in subsequent headings: labor distribution theory earnings monopolistic markets oligopolistic markets perfect competition rather than labor : distribution theory labor : earnings labor : monopolistic markets labor : oligopolistic markets labor : perfect competition 8.2.3. Vertical spacing. At least one blank line should separate major sections of an index, such as sections beginning with different letters in alphabetical indexes. In alphanumeric indexes, a blank line should also separate the non-alphabetical headings (for example, headings beginning with numerals) from the alphabetical sequence. 8.2.4. Entry layout. Entry layout will depend on a variety of factors, such as type of syntax used, length of entries, medium of display, and space available (see 5.12. Syntax; 7.3. Syntax in displayed indexes). When sub- and sub-subheadings are used, they may be presented in an indented (also called "set-out", "line-by-line" or "entry-a-line") layout, a "run-on" (also called "paragraph style" or "run-in") layout, or a hybrid of the two styles. Indented subheadings are preferable to run-on subheadings because users can scan them more quickly and can therefore understand them more easily. However, where economy dictates space-saving measures, run-on subheadings are preferable to shortening the index. In all layout styles, all items on the same level of subdivision should be indented by the same amount (in the indented layout) or delineated by the same punctuation mark, such as a semi-colon (in the run-on layout). In the run-on layout, when there are no locators between headings at two different levels, the two levels should be separated by a colon. (See "origins of tragedy" in the hybrid example below.) 8.2.4.1. Indented layout. In the indented layout, each subheading and sub-subheading begins on a new line, progressively indented: Aristotle debt to Plato 23, 26 literary criticism in 35, 74, 89-93, 101-197 on Aeschylus 101-104, 279 on Aristophanes 195 on Euripides 104-126, 187, 265-266 on Homer 103, 190-194, 206 on Sophocles 127-183, 275-277, 306, 309-310 @@Antigone@@ 155 @@Oedipus Tyrannus@@ 140-149 origins of tragedy in epic 196 in revelry 197 In the indented layout, a turnover line should be indented more deeply than the indention of a subheading in the same entry. For example: periodicals author indexes 276-277 defined 272 number of volumes and parts 224 [turnover line] titles 152, 224, 331 abbreviations 225-226, 389 8.2.4.2. Run-on layout. The run-on layout should be limited to two levels of heading (for example, main heading and subheading). If three or more levels are used, the indented layout of subheadings under the main heading should be retained, with the run-on layout being used only for sub-subheadings and further levels of subdivision, as in the hybrid example below. Run-on layout (limited to 2 levels): Aristotle 20-22l; debt to Plato 23, 26; literary criticism in 35, 74, 89-93, 101-197; origins of tragedy 196, 197 8.2.4.3. Hybrid indented/run-on layout. When more than two levels of heading are used (for example, main heading, subheading, sub-subheading), the run-on layout may be combined with the indented layout -- the indented layout being used for main and subheadings; the run-on layout being used for sub-subheadings: Aristotle debt to Plato 23, 26 literary criticism in 35, 74, 89-93, 101-197; on Aeschylus 101-104, 279; on Aristophanes 195; on Euripides 104-126, 187, 265-266; on Homer 103, 190-194, 206; on Sophocles 127-183, 275-277, 306, 309-310 origins of tragedy: in epic 196; in revelry 197 In the run-on and hybrid layouts, whenever a line "turns over" to the next line, all lines after the first line should be indented more deeply than the deepest subheading indention employed in the index. (See "literary criticism" in the hybrid example above.) 8.2.5. Running headlines. Pages on which an index is printed should bear a running headline. In the case of multiple indexes, there should be running headlines on each page bearing an appropriate title for each index. In the case of separately issued indexes, the words "Index to [title of work]" should be used. The running headline should be centered on each page, to differentiate it from the guidewords that appear at the left and right margins of a two-page spread. 8.2.6. Guidewords. Guidewords (also called "catchwords") should be used to indicate the scope of entries on a two-page spread, reproducing all or part of the first and last heading. Guidewords are positioned at the upper left margin on a verso or left-hand page and at the upper right margin on a recto or right-hand page. 8.2.7. Continuation lines. In typesetting an index into pages or columns, some entries or entry arrays will be continued from the bottom of one column or page to the top of the next column or page. The continuation of very short parts of entries or of entry arrays from one column or page to the next should be avoided. Examples are one or two locators or the final line of an alphanumeric section of the index. Similarly, the initial line of an entry that begins a new alphanumeric sequence should not fall at the bottom of a column or page. When an index entry or entry array runs on to a new column or page, the index heading and any subheading and sub-subheading applicable to the run-on entries should be repeated, followed by "(continued)" or the abbreviation "(cont.)". On bottom of column or page: thesauri adaptation 182 construction 353, 364 software 387 On top of next column or page: thesauri (cont.) construction (cont.) standards 374 defined 381 8.2.8. Typography. Typography should contribute to clarity and easy legibility. Size of letters and width of columns should be in proportion to each other. One line should be able to accommodate an index heading of average length, followed by at least two or more locators. When an entry or entry array occupies more than one line, consecutive locators should never be divided: periodicals titles 152, 224, 331 abbreviations 225-226 not: periodicals titles 152, 224, 331 abbreviations 225- 226 Different typefaces (for example, bold, italics, or small capitals) may be used to distinguish entries for different types of documents, such as illustrations or titles of works. When an index consists of few main headings and many subheadings, the presentation of main headings in a typeface or style different from subheadings may be useful. Such conventions, when adopted, should be explained in an introductory note. Too much variety, however, may confuse the user. A variety of other graphic features (boxes, shadings, icons) may be helpful to highlight and distinguish important features of indexes, such as cross- references, key entries, method of arrangement, and search options. 8.2.9. Columns. A printed index is normally displayed in two columns per page. In large-size documents, it may be set in three or four columns. Indexes in which entries are long (for example an index of first lines or a table of cases in legal works) are better set to full page width. On a page of normal width (5-1/2 -- 6 inches), it is not recommended to use three columns because this may result in many turnover lines in subheadings, making the index more difficult to scan, while not saving space. In a long index, where groups of headings beginning with a new initial letter occupy more than 4 pages, each letter group should begin on a new column or on a new page. If more than one index is provided for the same document or collection of documents and separate indexes occupy more than two pages, each index should begin at the top of a page or column. The title of each index, shortened if necessary, should be repeated at the top of each page as the running headline. 8.3. Index display in electronic media. When electronic indexes provide options for the display of index entries for scanning and browsing, or for the display of retrieved records for review, options for format and fullness of entries or records and for the ordering of arrays should be clearly described. The design of effective electronic displays is the topic of much research and experimentation. Combinations of pictorial, tabular, graphic, animated and verbal elements may be useful. Standards for this area cannot yet be established. 8.3.1. Browsable index displays. Since the viewing area (screen) in electronic media is usually small and constrained and the level of visual resolution is limited as compared to print media, it is usually helpful to display entries in stages for scanning and browsing. For example, when entries consist of main headings and subheadings, the initial display may be limited to main headings. When a main heading is selected, for example, by highlighting, then the subheadings linked to that main heading can be displayed. When a subheading is selected, sub-subheadings, locators, document citations or other surrogates can be displayed. At all stages of display, captions or headings should clearly show users where they are in the index and how they may move around in the index. 8.3.2. Displays of retrieved records. In the display of retrieved records or references, users should have options for the fullness of display ranging from brief (for example, title and author only) to full (for example, title, author, full citation, abstract). Users should also have options for the arrangement of retrieved items (for example, ranked according to potential relevance, classified by facets or a classification scheme, or ordered alphanumerically by index terms or headings or by citation elements such as authors, titles, publishers, or dates). 8.4. Electronic manuscripts. When indexes designed for print publication are transmitted via electronic media, typographic coding should conform to ANSI/NISO Z39.59 -- 1988, @@American national standard for electronic manuscript preparation and markup@@. 9. Alphanumeric order. 9.1. Standards There is no ANSI/NISO standard for alphabetical or alphanumeric arrangement. Two de facto standards widely used in libraries and databases in the United States are the American Library Association (ALA) and the Library of Congress (LC) filing rules. The filing rules of @@The Chicago manual of style@@ (13th ed., University of Chicago Press; 14th ed. in press) are used as a de facto standard by many publishers. These three filing codes are, however, incompatible with each other. This standard recommends that for English language indexes, alphanumeric order be as simple and straightforward as possible, based only on characters that have widely accepted and widely known filing order: the 26 letters of the English alphabet, the 10 Arabic numerals, and the space. Exceptions, such as special filing rules for punctuation or special rules based on the nature of a heading or the entity represented by the heading, are not widely understood and may cause confusion. 9.2. Basic order. The basic order of characters is: a. spaces, punctuation marks, and symbols other than letters and numerals: All characters in this group have equal filing value and file before any numeral or alphabetic letter. All are treated as if they were a space. Multiple consecutive spaces and their equivalents are to be considered equal to a single space. b. numerals (0 through 9): Numbers are filed in ascending numerical order. (See also 9.8. Numerals.) Roman numerals are filed with their Arabic counterparts (not by their constituent letters). For example, 'XIX' files before or after '19', depending on the characters (numerals, letters or spaces) following the numbers. c. alphabetic letters (A through Z): Lower-case and upper-case letters have equal filing value. Modified letters are treated like their basic equivalents in the English alphabet. If non-alphanumeric symbols are prominently featured and must be filed, a filing system for them should be devised and explained, because no standards exist for the filing of non-alphanumeric symbols. Optionally, the ampersand (&) may be filed as its spelled-out language equivalent (for example: and, et, und, y). 9.3. Word-by-word versus letter-by-letter arrangement. In accordance with the basic order specified in section 9.2., index headings should be arranged by the word-by-word method, in which a space files before a letter or numeral. This order, which is standard in library catalogs, will cause headings beginning with the same word to file together: New, Agnes New Brunswick new journalism new moon New, Thomas New York Newark Newfoundland news @@see@@ network news news agencies news (journalism) news-letters @@see@@ newsletters [new!] news photography newsletters newspapers An alternative arrangement, letter-by-letter, disregards the space and symbols that have the same filing value as a space. This arrangement may be required for the continuation of an existing index, but is not recommended, unless there are specific reasons for its use, such as the prevalence of terms that lack a standardized spelling (for example, "ground water", "ground-water", and "groundwater"). New, Agnes Newark New Brunswick new journalism new moon news @@see@@ network news news agencies news (journalism) news-letters @@see@@ newsletters [new!] newsletters newspapers news photography New, Thomas New York 9.4. Initial articles. Initial articles that form an integral part of place name and personal name headings (for example, nicknames, sobriquets, and phrases characterizing persons) should be considered for filing purposes: El Paso Los Angeles The Dalles Cross-references should link forms filed under the part following the initial article: Angeles, Los @@see@@ Los Angeles Dalles, The @@see@@ The Dalles Paso, El @@see@@ El Paso Initial articles in the nominative case are ignored for filing purposes at the beginning of titles and topical subject terms. The Movement (English poetry) [subject term] @@The Nutcracker@@ (ballet) poetry songs @@Les Temps@@ @@Der Zauberberg@@ 9.5. Subheadings Subheadings are normally arranged in the same way as headings. However, the arrangement of subheadings may be modified by chronological or some other systematic arrangement if such an arrangement is considered helpful to users and can be clearly understood by them: Music history and criticism to 400 A.D. medieval, 400-1500 20th century It is usually better to use numerical headings for chronological topics: Music history and criticism to 400 A.D. 400-1500 1901-2000 9.6. Headings with the same initial term. Headings beginning with the same term should be arranged in the following sequence: a. term alone, with or without subheadings. b. term with qualifier or a term as the first element of a longer term. These should be interfiled according to the filing value of the characters following the initial term: songs bibliography history and criticism texts songs, American @@see@@ American songs @@Songs and poems@@ [title] songs, Cajun @@see@@ Cajun songs songs (high voice) with piano songs (low voice) songs (medium voice) with guitar songs, Zionist @@see@@ Zionist songs songwriters @@see@@ composers; lyricists 9.7. Cross-references A cross-reference introduced by "see" or "see also" or analogous linking terms is not part of a heading and does not affect the position of the heading in an alphabetical sequence. For example: songwriters @@see@@ composers; lyricists @@Songwriters and composers on Broadway@@ [title] 9.8. Numerals. Headings beginning with numerals should be filed in ascending numerical order before the alphabetical sequence: 3/4 for 3 1:00 a.m. 1.3 acres 2 1/2 minute talk treasury 3 and 30 watchbirds $6.41 per hen per year 007. James Bond: a report 10% review XX century cyclopedia and atlas 20 miles down the road 21-8-1968: anno humanitatis 49th parallel 1001 nights 1066 and all that 1984 Optionally, in indexes where few headings begin with numerals, they may be arranged as if spelled out in words. Where numerals occur within headings or subheadings, they should be filed numerically, in ascending order: Club 18-30 Club 21 Club 147 fashions Club one holidays Numerals as prefixes or infixes in names of chemical compounds in bio-medical and chemical texts may be disregarded, unless needed to distinguish homographs: ethyl 3-ethyl-4-picoline 4-ethyl-@@alpha@@-picoline ethylene 9.9. Comprehensive example. The following file is designed to illustrate all of the filing situations described in the previous sections: 3/4 for 3 1:00 a.m. 1.3 acres 2 1/2 minute talk treasury 3 and 30 watchbirds $6.41 per hen per year 007. James Bond: a report 10% review XX century cyclopedia and atlas 20 miles down the road 21-8-1968: anno humanitatis 49th parallel 1001 nights 1066 and all that 1984 American songs Angeles, Los @@see@@ Los Angeles Cajun songs Charles Charles I, King of England Charles II, Emperor of Germany Charles II, King of France Charles III, King of England @@Charles III, King of England@@ [title] @@Charles@@ (airplane) Charles, (AL). Police Department. Charles, Allen [surname entry] @@Charles and the wise men@@ [title] Charles, Duke of York Charles, Prince of Wales Charles, Saint Charles, (VA). Municipal Court. Charles, Virginia [surname entry] @@Charles@@ (yacht) Club 18-30 Club 21 Club 147 fashions Club (London) Club one holidays clubs composers Dalles, The @@see@@ The Dalles Dalles (The) Public Library @@see@@ The Dalles Public Library El Paso El Paso. Police Department The Extended Simulation Support System @@see@@ TESS (computer system) libraries The Library Association (United Kingdom) Los Angeles lyricists The Movement (English poetry) Music Africa biography cataloging dictionaries history and criticism to 400 A.D. 400-1500 1901-2000 methods outlines, syllabi, etc. Peru United States @@Music about the house@@ [title] Music, African Music and architecture Music, Baroque Music (MS). Park Department Music, Roman Music, Valerie [surname entry] New, Agnes New Brunswick new journalism new moon New, Thomas New York Newark Newfoundland news @@see@@ network news news agencies news (journalism) news-letters @@see@@ newsletters [new!] news photography newsletters newspapers @@The Nutcracker@@ (ballet) Paso, El @@see@@ El Paso poetry songs bibliography history and criticism texts songs, American @@see@@ American songs songs and poems [title] songs, Cajun @@see@@ Cajun songs songs (high voice) with piano songs (low voice) songs (medium voice) with guitar songs, Zionist @@see@@ Zionist songs songwriters @@see@@ composers; lyricists @@Songwriters and composers on Broadway@@ [title] @@Les Temps@@ TESS (computer system) The Dalles Public Library @@Der Zauberberg@@ Zionist songs Glossary This glossary provides definitions for terms as they are used in the context of this standard. Within definitions, terms that have their own definitions, either in this glossary or in section 2 (Definitions) of the standard, are spelled in capital letters*. Defined terms are listed in alphabetical order in the singular noun form; however, within other definitions, corresponding terms may appear as plural nouns, adjectives, or other forms. *[Note: When we are through with this draft, all-cap headings can be changed to italics to conform with NISO style.] array. A displayed sequence of TERMS, HEADINGS or ENTRIES. @@See also@@ entry array; file. articulated heading. @@See@@ multi-level heading. assignment indexing. An INDEXING method by which TERMS, DESCRIPTORS or SUBJECT HEADINGS are selected by a human or computer to represent the TOPICS or FEATURES of a DOCUMENTARY UNIT. Assigned terms may or may not occur in the document. @@See also@@ derivative indexing. associative relationship. A non-hierarchical relationship among TERMS that are conceptually or semantically linked, for example, "cooking" and "food". authority file. A set of records of established DESCRIPTORS or HEADINGS and the CROSS-REFERENCES to be made to and from them, often citing the authority for the preferred form or variants. Types of authority files include name authority files, subject authority files, and THESAURI. @@See also@@ descriptor. Boolean operators. The logical operators "and", "or", and "not"*, which can be used to combine TERMS for searching in post-coordinate INFORMATION RETRIEVAL SYSTEMS. @@See also@@ post-coordination. [*Note: when all-cap headings are changed to italics, change "and", "or", and "not" to AND, OR, and NOT.] bound term. @@See@@ compound term. broader term. A DESCRIPTOR to which another descriptor or multiple descriptors are subordinate in a HIERARCHY. catchword. @@See@@ guideword. chain indexing. The creation of MULTI-LEVEL HEADINGS that consist of "chains" of TERMS extracted from a CLASSIFICATION scheme, arranged in an inverse CITATION ORDER of FACETS to that of the classification scheme itself. citation order. The order in which FACETS are arranged (cited) in a classified ARRAY; also the order in which TERMS from facets are placed in a MULTI-LEVEL HEADING. class. A set whose members share an attribute, characteristic, property, quality or trait. classification. The operation of grouping CONCEPTS or ENTITIES into CLASSES and establishing relations among these classes. HEADINGS representing classes are usually arranged in ARRAYS that illustrate relations among CLASSES, creating a classified INDEX, as opposed to an alphanumeric index. closed-end index. An index that is compiled only once. @@See also@@ monographic index; open-end index. compound term. A TERM for a CONCEPT consisting of more than one word; also a multi-word term representing multiple concepts that are so often considered together that representing them with separate terms would be unwieldy and may result in FALSE DROPS, for example, "compass rose", "first aid", "trade winds". concept. A unit of thought, formed by mentally combining some or all of the characteristics of a concrete or abstract, real or imaginary object, attribute, material, process, operation, event, place, or time. Concepts exist in the mind as abstract entities independent of TERMS used to represent them. @@See also@@ topic. controlled vocabulary. A subset of the lexicon of a NATURAL LANGUAGE. A list of TERMS that may be used for INDEXING, produced by the operation of VOCABULARY CONTROL. Controlled vocabularies are usually recorded in SUBJECT HEADING lists or THESAURI. cross-reference. A link between two or more TERMS or HEADINGS in an INDEX. There are three types of relationships among terms that require cross- references: (a) an equivalence relationship among synonymous or equivalent terms or headings, (b) an associative relationship, indicating an unspecified relationship among terms or headings, and (c) a hierarchical relationship, indicating a broader/narrower relationship among terms or headings. depth of indexing. The result of the combined effects of EXHAUSTIVITY and SPECIFICITY in an INDEX. derivative indexing. An INDEXING method by which words occurring in the title or TEXT of a DOCUMENTARY UNIT are extracted by a human or computer to serve as indexing TERMS. Also called extractive indexing. @@See also@@ assignment indexing. descriptor. A TERM chosen as the preferred representation for a CONCEPT or FEATURE in an INDEX. difference. @@See@@ modifier. displayed index. An INDEX that is displayed in print, microform, or electronically for searching by means of human visual inspection. document. A MEDIUM on or in which a MESSAGE is encoded; thus, the combination of message and medium. The term applies not only to written and printed materials on paper or microforms (for example, books, journals, maps, diagrams), but also to nonprint media (for example, machine-readable records, transparencies, audio recordings, video recordings, and film) and, by extension, to three-dimensional objects or realia -- encompassing every kind of format and genre, including but not limited to treatises, literary works, patents, technical reports, charts, diagrams, tables, illustrations, music, performances, artistic works, and multimedia texts. document-oriented indexing. @@See@@ entity-oriented indexing. documentary unit. The DOCUMENT, document segment, or collection of documents to which index ENTRIES refer and on which they are based. Examples of verbal documentary units include sentences, paragraphs, pages, articles, book-length monographs, complete serial runs, or entire library collections. The documentary unit determines the relative size of document to which an INDEX will point. domain. The territory covered in order to locate DOCUMENTS for the purpose of producing a bibliography, database, or INDEX to multiple documents, ranging, for example, from a single collection to one or more countries or the entire world. When the domain is limited to a single collection, the resulting index is usually called a catalog. entity. Something that has an existence, real or imaginary, concrete or abstract; a thing. entity-oriented indexing. INDEXING based entirely or primarily on the TOPICS and FEATURES of DOCUMENTARY UNITS rather than on the anticipated needs and requests of users. Also called document-oriented indexing. @@See also@@ request-oriented indexing. entry. The representation of a DOCUMENTARY UNIT in a DISPLAYED INDEX. Consists of a HEADING and a LOCATOR. More than one LOCATOR may follow a given heading in a displayed ENTRY ARRAY, but each locator, in combination with its heading, represents a single entry. In a MULTI-LEVEL ENTRY, the main heading is modified by a SUBHEADING, and possibly by a SUB-SUBHEADING and additional headings at succeeding levels of subordination. entry array. A sequence of ENTRIES sharing the same HEADING in a DISPLAYED INDEX. entry term. The first TERM in an ENTRY, to which direct access is provided. @@See also@@ lead-in term; lead term. entry vocabulary. All TERMS by which access may be gained to the INDEX, including both those which lead to DOCUMENTARY UNITS and those from which CROSS-REFERENCES lead to other terms that are used in their place. equivalent term. A SYNONYMOUS term, or a TERM which is equivalent to, or used for, another term in the context of an INDEX. exhaustivity. The average number of TERMS assigned to a DOCUMENTARY UNIT in a particular INDEX or retrieval system. A HEADING or ENTRY in a DISPLAYED INDEX frequently consists of multiple terms. extractive indexing. @@See@@ derivative indexing. facet. Fundamental or important aspects of a TOPIC, such as Ranganathan's "personality [i.e., entity], material, energy [i.e., activity, operation, process], space, and time." In literature, for example, facets may represent such aspects as language, nationality, genre, period, theme, writer, etc. faceted indexing. The assignment of terms to FACET categories and the ordering of terms within index HEADINGS in accordance with a CITATION ORDER of facets. false drop. An irrelevant reference retrieved when TERMS are POST-COORDINATED, for example, "library" and "school" will retrieve both "library school" and "school library". feature. An aspect of a DOCUMENT other than CONCEPTS or TOPICS. Features include such aspects as authorship, style, methodology, quality, usefulness, level of complexity, language, format, publication date, etc. file. A sequence or ARRAY of two or more ENTRIES or RECORDS in an INDEX. In the context of computers, the term is now also used for a computer-readable text. filing. The arrangement of ENTRIES in an INDEX in alphabetical, numerical, or other stated and consistent order. Also called sorting. focus. In a COMPOUND TERM, the noun component that identifies the class of CONCEPTS to which the TERM as a whole refers. @@See also@@ modifier. free text term. A NATURAL LANGUAGE TERM appearing in DOCUMENTS or their descriptions that may be used in searching. @@See also@@ keyword. generic posting. The assignment of a generic term instead of a specific TERM, for example, using "furniture" to index a DOCUMENTARY UNIT on sofas. @@See also@@ up-posting. guideword. A headline placed at the top left of a verso or left-hand page and the top right of a recto or right-hand page to indicate the scope of entries on a two-page spread in a printed index. Also called "catchword" and "scope headline". heading. One or more TERMS representing a TOPIC or FEATURE of a DOCUMENT in a DISPLAYED INDEX; the first element of an index ENTRY in a DISPLAYED INDEX. A MULTI-LEVEL HEADING consists of a MAIN HEADING followed by a SUBHEADING, and possibly by a SUB-SUBHEADING and additional headings at succeeding levels of subordination. hierarchy. A system of terms ranked by inclusiveness, so that a superordinate or higher term is broader in scope than a subordinate or lower term. Hierarchical ARRAYS display NARROWER TERMS under BROADER TERMS. homograph. TERMS that have the same spelling, but different meanings, such as "race (anthropology)", "race (sports)". Homographs should be distinguished by QUALIFIERS. identifier. A proper name (or its abbreviation) of a person, institution, place, object, operation or process, optionally treated as a type of TERM distinct from DESCRIPTOR. Identifiers may be held in a separate FILE, such as an AUTHORITY FILE, and their form may be controlled (for example, the name of an international organization having different names in various languages, only one of which is selected as an authorized term or descriptor). index. A systematic guide designed to indicate TOPICS or FEATURES of DOCUMENTS in order to facilitate retrieval of documents or parts of documents. Indexes include the following major components: (1) terms representing the topics or features of DOCUMENTARY UNITS; (2) a SYNTAX for combining TERMS into HEADINGS (in DISPLAYED INDEXES) or SEARCH STATEMENTS (in NON-DISPLAYED INDEXES) in order to represent compound or complex topics, features, and/or queries; (3) links or CROSS-REFERENCES among SYNONYMOUS, EQUIVALENT, and RELATED TERMS; (4) a procedure for linking headings (in displayed indexes) or search statements (in non-displayed indexes) with particular documentary units; and (5) a systematic ordering of headings (in displayed indexes) or a search procedure (in non- displayed indexes). indexing. The operation of creating an INDEX for information retrieval. Indexing involves the selection and assignment of TERMS to, or the extraction of terms from, a DOCUMENTARY UNIT in order to indicate TOPICS, FEATURES, or possible uses of the unit; the combination of terms into headings or the tagging of terms for subsequent combination (in DISPLAYED INDEXES); the linking of synonymous, equivalent and related terms or headings; the linking of terms or headings to documentary units; and the arrangement of headings in a systematic order (in displayed indexes). indexing language. In a broad sense, any vocabulary used for INDEXING and the rules for its application. In a narrower sense, a CONTROLLED VOCABULARY or CLASSIFICATION system and the rules for its application. An indexing language is used for the representation of TOPICS and FEATURES of a DOCUMENTARY UNIT and for the retrieval of DOCUMENTARY UNITS from an INFORMATION STORAGE AND RETRIEVAL SYSTEM. information. Refers both to an ENTITY (for example, a MESSAGE recorded in a TEXT and represented in a DOCUMENT) and to the process of informing or becoming informed. What constitutes an informative message and successful information (as process) is subjective. Preferably, terms like "message", "text", or "document" should be used when referring to potentially informative entities. information storage and retrieval system. A set of operations and the 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 the documentary units they represent) can be retrieved. keyword. A word occurring in the NATURAL LANGUAGE of a DOCUMENT or its description that is considered significant for INDEXING and retrieval. Any word not on a stop list contained in a verbal segment of a document or assigned to a documentary unit, such as, title, abstract, SUBJECT HEADINGS. Used as LEAD TERMS in keyword indexes such as KWIC (KEYWORD-IN-CONTEXT), KWOC (KEYWORD- OUT-OF-CONTEXT), and KWAC (KEYWORD-ALONGSIDE-CONTEXT) indexes. @@See also@@ free text term. KWAC (Key Word Alongside Context) index. An INDEX in which each significant word in a string of TEXT serves as LEAD TERM or access point, followed by the portion of the string that follows the word, then by the portion of the string that precedes the word. KWIC (Key Word In Context) index. An INDEX in which each significant word in a string of TEXT serves as LEAD TERM or access point, by being graphically emphasized and surrounded by the rest of the string. The lead terms or access points are arranged in a column in the middle of the ENTRIES rather than at the left. KWOC (Key Word Out of Context) index. An INDEX in which each significant word in a string of TEXT serves as LEAD TERM or access point, followed by the complete string. Multi-word terms which include the lead term are not preserved, since the lead term is always followed by the first word of the string. lead-in term. A TERM to which direct access is provided in an INDEX. If a lead-in term is not an ENTRY TERM, a CROSS-REFERENCE should lead to an entry term that is used in its place. @@See also@@ entry vocabulary. lead term. The first TERM in a HEADING. Distinguished from "lead-in term." @@See also@@ entry term. link. In INDEXING for POST-COORDINATE electronic searching, a SYNTACTIC device used to indicate TERMS that may be logically combined to represent TOPICS or FEATURES of a DOCUMENTARY UNIT. @@See also@@ role indicator. literary warrant. Justification for the representation of a CONCEPT in an INDEXING LANGUAGE or for the selection of a PREFERRED TERM because of its frequent occurrence in DOCUMENTS. locator. The part of an ENTRY in a DISPLAYED INDEX that indicates the location of the DOCUMENTARY UNIT to which the entry refers. Locators range from brief notations, such as page numbers, to full bibliographic citations. main heading. The first heading in a MULTI-LEVEL HEADING, which is followed by a SUBHEADING. medium. The physical ENTITY on or in which a MESSAGE is recorded. A medium and a message recorded in or on it constitute a DOCUMENT. message. CONCEPTS conveyed by the TEXT of a DOCUMENT. modifier. In a COMPOUND TERM, one or more components that serve to narrow the extension of a FOCUS and specify one of its subclasses. Also known as 'difference.' @@See also@@ subheading. monographic index. An INDEX compiled for a single DOCUMENT. @@See also@@ closed-end index; serial index. multi-level heading. An HEADING consisting of a MAIN HEADING that is modified by a SUBHEADING. The subheading may in turn be modified by a SUB-SUBHEADING and possibly by additional headings at succeeding levels of subordination. narrower term. A TERM that is subordinate to another term in a HIERARCHY. natural language. A language used by human beings for verbal communication. Words extracted from natural language TEXTS for INDEXING purposes are often called KEYWORDS. @@See also@@ free text term. near-synonym. @@See@@ quasi-synonym. non-displayed index. An INDEX that is searched by means of electronic comparison and matching controlled by computer algorithms. The complete index itself is not displayed for searching by means of visual inspection. nonpreferred term. One of two or more SYNONYMS, lexical variants or EQUIVALENT TERMS that serves as a LEAD-IN TERM. A nonpreferred term should be linked to a preferred term (DESCRIPTOR) or HEADING by means of a CROSS-REFERENCE or other link. open-end index. An INDEX compiled at set intervals or continuously updated. @@See also@@ serial index; closed-end index. permuted index. The representation of TERMS in HEADINGS in every possible combination or permutation. @@See also@@ rotated index. post-coordination. The combination of TERMS at the time of a search for a compound CONCEPT, for example, "cataloging" + "periodicals" for the concept "cataloging of periodicals". @@See also@@ pre-coordination. postings. The number of DOCUMENTARY UNITS to which a TERM or HEADING is assigned. pre-coordination. The formulation of a multi-term HEADING or a MULTI-LEVEL HEADING to express a compound CONCEPT in a DISPLAYED INDEX, for example, "cataloging of periodicals" or "cataloging -- periodicals." Pre-coordination differs from the establishment of COMPOUND TERMS as DESCRIPTORS, for example, "birth control" (a compound term) vs. "birth control -- education -- United States" (pre-coordinated terms). preferred term. @@See@@ descriptor. probabilistic indexing. The use of weights either through computer algorithm or human estimation to indicate the estimated probability that a TERM will lead to the retrieval of a relevant DOCUMENTARY UNIT. It may be implemented by: 1. The assignment of weights to TERMS to reflect their relative importance in the representation of a search request. 2. The assignment of weights to documentary units to reflect the probability that a documentary unit described by a particular term will be considered useful. The use of weighted terms permits the ranking of retrieved documentary units on the basis of expected usefulness. proximity operator. A search operator which specifies that two or more search TERMS fall within a stated proximity (for example, contiguous, not separated by more than 2 or more words, within the same sentence or paragraph or record, etc.). qualifier. A word or phrase added to a TERM used to distinguish among HOMOGRAPHS or to clarify the meaning of a term, for example, "races (anthropology)", "races (sports)". A qualifier is considered to be part of a term or heading; all qualifiers except dates and epithets (for example, king, saint) should be put in parentheses. @@See also@@ modifier. quasi-synonym. A TERM whose meaning is not exactly SYNONYMOUS with that of another term, yet which may nevertheless be treated as its equivalent in a particular INDEX. @@See also@@ equivalent term. realia. Objects, natural or made by humans, used as DOCUMENTS, for example, animals in a zoo; tools in a museum. record. The description or representation of a DOCUMENTARY UNIT in an electronically stored INDEX. related term. A TERM that is semantically but not HIERARCHICALLY linked to another term by means of a CROSS-REFERENCE, for example, "cooking @@see also@@ food". relational display. An INDEX display based on relations among CONCEPTS represented by HEADINGS. Relations include superordination and subordination, class inclusion, chronology, and various types of roles and associations (for example, discipline, action, object or agent of action, material, method, tools, and property). Contrast to alphanumeric displays. relationship indicator. A word, phrase, abbreviation or symbol identifying a semantic relationship between TERMS. @@See also@@ role indicator. request-oriented indexing. INDEXING which is based primarily on analysis of potential requests or searches and only secondarily on the TOPICS or FEATURES of DOCUMENTARY UNITS. @@See also@@ entity-oriented indexing. role. A type of action by which the TOPIC represented by a TERM operates on a topic represented by another term in an index ENTRY, for example, application, comparison, influence, operation, process. A role does not indicate either a HIERARCHICAL or an ASSOCIATIVE RELATIONSHIP. role indicator. A word, phrase, abbreviation or symbol identifying the ROLE of a TOPIC represented by a TERM. @@See also@@ relationship indicator. Romanization. The conversion of a non-Roman script by means of TRANSCRIPTION or TRANSLITERATION or a combination of the two methods. rotated index. The rotation of TERMS assigned to a DOCUMENTARY UNIT so that each one, in turn, becomes a LEAD TERM and all others constitute a SUBHEADING; non-lead terms may be listed in alphanumeric order or their original order may be maintained, as in a KWAC INDEX. @@See also@@ permuted index. scope headline. @@See@@ guideword. scope note. An explanation, definition, or clarification of a TERM. A scope note is not part of a term. @@See also@@ qualifier. search statement. One or more TERMS or phrases submitted to an electronic NON-DISPLAYED INDEX for the purpose of locating ENTRIES or RECORDS of interest. Terms may be combined in accordance to SYNTAX rules, such as Boolean logic. Terms may also be truncated or combined with various delimitors, such as PROXIMITY OPERATORS. "see also" reference. A link between two or more TERMS or HEADINGS, for the purpose of suggesting additional BROADER, NARROWER, or other RELATED TERMS or headings. "see" reference. A link between an unused or NONPREFERRED TERM or HEADING and the SYNONYMOUS or equivalent DESCRIPTOR or heading to be used in its place; in non-displayed INDEXES, synonymous and EQUIVALENT TERMS may be linked so that all may be included in a search, rather than designating one of the linked terms as a "preferred" term and the others as "unused terms." serial index. An index compiled for a serial (newspaper, periodical, yearbook, etc.). @@See also@@ open-end index; monographic index. sorting. @@See@@ filing. specificity. The closeness of fit between an indexing TERM and the TOPIC or FEATURE of a DOCUMENTARY UNIT to which it refers. "Specific" does not mean "narrow." A specific term may be broad or narrow depending on the topic or feature to which it refers and its relationship to BROADER or NARROWER TERMS. stop list. A list of words considered to be of no value for retrieval. It consists primarily of function words -- articles, conjunctions, and prepositions -- but may also include words that occur very frequently in a domain. string indexing. The creation of MULTI-LEVEL HEADINGS, or "strings" of TERMS, from individual index terms by computer algorithm. Index terms may be coded, sometimes by FACET or ROLE. A string indexing algorithm puts each important term in the lead position (as MAIN HEADING) and arranges other terms as SUBHEADINGS. sub-subheading. A modifying HEADING subordinated to a SUBHEADING in a MULTI-LEVEL HEADING. subheading. A modifying HEADING subordinated to a MAIN HEADING in a MULTI-LEVEL HEADING. @@See also@@ pre-coordination. subject. @@See@@ concept; entity; feature; topic. subject heading. A TERM or combination of terms used to indicate the summarized overall TOPIC of a DOCUMENTARY UNIT. PRE-COORDINATION of terms representing multiple and related TOPICS or FEATURES is a characteristic of subject headings that distinguishes them from DESCRIPTORS, which tend to represent individual CONCEPTS or features. Subject headings are generally used in displayed indexes and library catalogs, whereas descriptors are designed for POST-COORDINATION in non-displayed indexes in electronic INFORMATION STORAGE AND RETRIEVAL SYSTEMS. subject heading list. An alphabetical list of SUBJECT HEADINGS with CROSS- REFERENCES from NONPREFERRED TERMS or HEADINGS and links to RELATED TERMS and HEADINGS. These lists often include separate sequences of standardized SUBHEADINGS that may be combined with subject headings. Rules for applying subheadings usually accompany such lists. surrogate. A representation of a DOCUMENTARY UNIT in an index or database, such as a citation or citation plus abstract. synonym. A TERM having a different form, but exactly or very nearly the same meaning as another term. syntax. The combination of TERMS to form HEADINGS and SUBHEADINGS in MULTI-LEVEL HEADINGS or to form search statements for NON-DISPLAYED INDEXES; also, the rules for such combination. term. A word or phrase used to represent a TOPIC or FEATURE of a DOCUMENTARY UNIT in an INDEX. text. Any organized and meaningful pattern of symbols. A text may be verbal (a representation of speech by a writing system); visual, as in the visual arts; musical, as represented in musical notation; performance, as represented in choreography notation; aural, as in sound recordings; etc. Many disciplines, such as chemistry and mathematics, have special symbols to represent texts. A text is manifested in a DOCUMENT. @@See also@@ message. thesaurus (pl. thesauri; also thesauruses). A collection of vocabulary with links among SYNONYMOUS, EQUIVALENT, BROADER, NARROWER, and other RELATED TERMS. From the Greek for treasure. An indexing thesaurus is a CONTROLLED VOCABULARY in which equivalence, hierarchical, and associative relationships among TERMS are displayed and identified by RELATIONSHIP INDICATORS, which should be employed reciprocally. Its purposes are to promote consistency in the INDEXING of DOCUMENTS, predominantly for POST-COORDINATED INFORMATION STORAGE AND RETRIEVAL SYSTEMS, and to facilitate searching by linking LEAD-IN TERMS with DESCRIPTORS. A search thesaurus displays vocabulary and term relationships for the purpose of facilitating the retrieval of documents in FREE TEXT searching or from multiple databases in which different controlled vocabularies are used. topic. An ENTITY, attribute, material, process, operation, event, place or time period, etc., treated in a DOCUMENT. @@See also@@ concept; feature. transcription. The process of recording the phonological and/or morphological elements of a language in terms of a particular writing system. transliteration. The process of recording the graphic symbols of one writing system in terms of corresponding graphic symbols of another writing system. uncontrolled vocabulary. TERMS derived by extraction or selection of significant words or phrases, usually from full text, titles, or abstracts. May also refer to search terms freely chosen by a searcher. @@See also@@ free text; keyword. unit of analysis. @@See@@ documentary unit. up-posting. The automatic assignment of BROADER TERMS in addition to the specific TERM by which a DOCUMENTARY UNIT is indexed. @@See also@@ generic posting; specificity. used-for term. @@See@@ equivalent term. vector. A linear (one-dimensional) ARRAY; in indexing, a vector can be used to represent a DOCUMENTARY UNIT based on TERMS assigned to or extracted from the documentary unit and weights assigned to those terms. (@@See also@@ probabilistic indexing.) visual index. @@See@@ displayed index. vocabulary control. The process of organizing a list of TERMS: (1) to indicate which of two or more EQUIVALENT TERMS are authorized for use; and (2) to indicate HIERARCHICAL and ASSOCIATIVE RELATIONSHIPS among terms in the context of a THESAURUS or SUBJECT HEADING LIST. @@See also@@ vocabulary tracking and management. vocabulary tracking and management. The process of tracking, mapping, organizing and displaying a vocabulary to facilitate INDEXING and/or searching. The results are often displayed in a "search" or "end-user" THESAURUS and/or integrated with the display of an INDEX. Vocabulary tracking and management is similar to VOCABULARY CONTROL, except that instead of limiting or controlling the use of vocabulary, it describes and displays vocabulary that has been or may be used. INDEX TO THE STANDARD [Hans Wellisch has tentatively volunteered to compile our index when the standard is "locked" in place, if that ever comes about! Thanks, Hans! Hans, index entries will refer to item numbers, not page numbers, right?!] END OF PART 3 ========================================================================= Date: Fri, 17 Sep 1993 12:35:15 ECT Reply-To: Indexer's Discussion Group Sender: Indexer's Discussion Group From: "Robert Lee Hadden, US Geological Survey Library" Subject: Water Resources Abstracts Update ----------------------------Original message---------------------------- This note will be cross-posted to Geonet; Libref-l; Index-l and Pacs-l. Apologies for duplications. This note is to update the information and clarify the situation regarding _Water Resources Abstracts_. A representative of Cambridge Scientific Abstracts has told us that he was concerned that many people were getting upset unnecessarily. It is true that the USGS will no longer be producing the _Water Resources Abstracts_. This will be done by Cambridge Scientific Abstracts, who will be using the same sources as now being used; produce a monthly printed edition; users will still be able to purchase a CD-Rom from SilverPlatter or NISC at current prices; and there will be no gap in coverage. We have been assured the changes will be transparent to the users. lee hadden usgs library ========================================================================= Date: Mon, 20 Sep 1993 09:03:33 ECT Reply-To: Indexer's Discussion Group Sender: Indexer's Discussion Group From: bob wallace Subject: Acronym dictionary ----------------------------Original message---------------------------- A while back, someone on the copyeditors' list asked if anyone had found any Internet resources useful to editors. I just found an acronym dictionary on Turbogopher, which I think is of use to indexers, too. I don't know just which main menu it's in, because I simply used Veronica and searched for "acronym." What comes up is an acronym menu, which contains a folder called, amazingly, "Acronym dictionary." VERY handy. If you don't have gopher, sorry. Carol Roberts, Ithaca, NY rw16@cornell.edu ========================================================================= Date: Mon, 20 Sep 1993 09:04:07 ECT Reply-To: Indexer's Discussion Group Sender: Indexer's Discussion Group From: Patrick VANOUPLINES Subject: Training course on information management (long!) ----------------------------Original message---------------------------- INVITATION to participate to training activities and courses organised during the 4-month period 2 February - 28 May 1994 in Brussels, BELGIUM: 2nd International training course on the MANAGEMENT OF INFORMATION IN SCIENCE AND TECHNOLOGY ( M I S T 2 ) with an emphasis on information related to water and the environment Approved by the Flemish Interuniversity Council (VLIR) Sponsored by the Belgian Administration for Development Cooperation (BADC or ABOS) and by the UNESCO International Hydrological Programme (IHP) COSTS: - Free of charge(!) for 12 participants from developing countries, to be selected by the BADC and the organizers. They will also receive a grant to cover the costs of accommodation and an airplane return ticket. - Others pay a fee to participate during the whole period (70,000 Belgian Francs = about 2,000 US$) including all social activities, or to particular items selected from the programme. (1,000 Belgian Francs per module of a half day = about 35 US$) - Participants pay themselves for travel, meals, and housing. CONTACT: Tel. ++32-2-641 24 29 Fax ++32-2-641 2609 (or 2282) Telex 61051 vubco-b, E-mail (Internet): PVOUPLIN@VUB.AC.BE or PNIEUWEN@VUB.AC.BE Mail: Paul NIEUWENHUYSEN or Patrick VANOUPLINES MIST 2 University Library Free University Brussels Pleinlaan 2, B-1050 Brussels BELGIUM PRELIMINARY PROGRAMME: - Orientation tour of the University Library. - Orientation tour of the Laboratory of Hydrology. - Introduction to microcomputer systems: hardware. - Introduction to microcomputer systems: software. - Microcomputer operating systems. - The flow of scientific information. - Bibliographic descriptions; ISBD. - National libraries and national bibliographies. - Subject classification schemes and thesaurus systems. - Telematics, data communication, computer networks. - Electronic mail. - Online information retrieval. - Bibliographic databases related to water and the environment. - Search strategies. - Software packages for local storage and retrieval of bibliographic information. - Introduction to CDS/ISIS software package for information storage and retrieval. - The application of CDS/ISIS: searching. - The application of CDS/ISIS: editing data in a database. - The application of CDS/ISIS: output of selected data to file or printer. - The application of CDS/ISIS: developing a database structure. - The application of CDS/ISIS: indexing data for fast retrieval. - Downloading of information and record format conversion: principles. - Downloading of information and record format conversion: application of Fangorn with CDS/ISIS. - Statistics for information science. - Queuing theory. - Citation analysis. - The bibliometric laws. - Scientometrics. - Library automation. - Online Public Access Catalogues (OPACs). - Interlibrary lending and cooperation. - Document collection development. - Introduction to the IDAMS microcomputer software package for data analysis. - Text editing / Word processing. - Information technology for developing countries. - The information society. - Copyright. - Transborder data flow. - CD-ROM = Compact Disk - Read Only Memory. - Presentation of data, using a microcomputer. - Marketing of information and documentation. - CD-interactive. - Audio visual media. - Computer-based multimedia. - Relational data base management systems. - Public relations. - Archives. - Image databases. - Geographic Information Systems (GIS). - Artificial intelligence for information systems. - ... POSSIBLE STUDY VISITS: - Library of the University of Antwerp (U.I.A.) + Inter-university Postgraduate School for Information and Library Science at the University of Antwerp (Belgium). - The Royal (National) Library (Brussels, Belgium) - Documentation centre of the national association for the prevention of accidents (in Brussels, Belgium) - Information service of the Geology Department of the Royal Museum on Africa (in Tervuren near Brussels, Belgium) - Institute for Marine Scientific Research IZWO (at the sea coast near Ostend, Belgium) - International Reference Centre (IRC) for Water Supply and Sanitation (The Hague - The Netherlands). - Documentation Department of the KIT (in Amsterdam, The Netherlands) - National Online Information Meeting 1994 (in Rotterdam, The Netherlands) PERSONAL PROJECT: Related to the trainee's personal interest, based on the newly acquired knowledge. LOCATION: The training is mainly organized at the University Library of the Vrije Universiteit Brussel (VUB), close to the rich cultural city of Brussels, Belgium. LANGUAGE USED: English. The course director is Dr. Paul Nieuwenhuysen, Lecturer at the Vrije Universiteit Brussel and at the Universitaire Instelling Antwerpen, Science and technology librarian, and Head of information and documentation, of the Vrije Universiteit Brussel. Assistant director is Patrick Vanouplines, hydrologist, scientific information intermediary at the Vrije Universiteit Brussel. Participants will obtain a certificate after active participation. The Free University of Brussels (Vrije Universiteit Brussel - V.U.B.) campus is located just outside the centre of the city, and can easily be reached by Metro (subway), tram and bus. To apply for a grant, candidates should return the "Registration form" as soon as possible, so that it reaches us BEFORE 30 NOVEMBER 1993! Version dated 13 September 1993. REGISTRATION FORM 1. a. Family name (surname): ............................... (married female candidates should fill in their maiden-name, NOT the name of their husband) b. First or given names (according to your official passport):.............. 2. Personal address: ................................ .................................................. Country:.......................................... Telephone, telefax, telex and/or e-mail numbers: ............................ 3. a. Date of birth: ............... b. Place of birth: ...................... 4. Nationality: ..... ............................... 5. Sex: male / female 6. Present employment: a. Name and address of employer: ................. ............................................... ............................................... b. Since: ../../.. c. Position - function: ........................ d. Specialization: .............................. Telephone, telefax, telex and/or e-mail numbers: ............................ 7. Education - studies: Name of institute Number of Degree Grade Date and address years 8. Knowledge of English and other languages: ......................... 9. Computer knowledge (please tick appropriate box): advanced basic no experience knowledge knowledge at all IBM-PC or compatible: O O O MS-DOS: O O O Word processing O O O Software: O O O please specify: .................................. Data base program: O O O please specify: .................................. CDS/ISIS: O O O other (please specify) .............................. 10. Professional work done during last 5 years (details of employment and duties) Name & address of employer Period Position/Function a. .............................................................. b. .............................................................. c. .............................................................. 11. Have you ever been abroad for: a. business reasons (please specify): ..... b. studying (please specify): ..... 12. Duties which you will carry out after your return: ................................................................ ................................................................ Please include a recent photograph Date: Signature: ------------------------------------------------------------------------- Patrick VANOUPLINES - University Library - VUB (Free University Brussels) Pleinlaan 2 - B-1050 BRUSSELS Belgium tel: +32-(0)2-641.24.29 (direct) or +32-(0)2-641.26.09 (secretary) fax: +32-(0)2-641.26.93 (library) or +32-(0)2-641.22.82 (university) internet: pvouplin@vnet3.vub.ac.be CompuServe: 100141,233 ------------------------------------------------------------------------- ========================================================================= Date: Mon, 20 Sep 1993 16:32:16 ECT Reply-To: prider@netlink.nix.com Sender: Indexer's Discussion Group From: Pam Rider Organization: NIX - The Network Information eXchange, San Diego CA Subject: Re: Acronym dictionary In-Reply-To: ----------------------------Original message---------------------------- Hello Carol. I am a longtime index-l lurker, who also copyedits. Thrilled to see mention of the copyediting-l list. I have been unsuccessful in subscription attempts. I did get word along the way that you are NOT the current list owner. But, as you may be of help to me, I'll plug on. The automatic addressing convention at my local site requires that addresses here be read from the footer (as opposed to the header). One other listserv i deal with takes addresses from the header (the sysop here says this is atypical), but delivers from the footer. I can read, but not send (not a great loss). Anyway, i am willing to annoy folks on copyediting-l by attempting to subscribe to the list and not the listserv (which will bounce my attempt). After all that--all I need is the copyediting address. Thanks for acronym tip, which should be useful to me. -- INTERNET: prider@netlink.nix.com (Pam Rider) UUCP: ...!ryptyde!netlink!prider Network Information eXchange * Public Access in San Diego, CA (619) 453-1115 =========================================================================