This document provides an introduction to indexing, covering some basic concepts. It defines key terms related to information systems, information retrieval, and indexing. These include defining an information system, information retrieval, information retrieval system, collection, document, index, index heading, index subheading, indexing, indexing system, index entry, qualifier, and scope note. It also discusses the general purposes and types of indexes, including author indexes, alphabetical subject indexes, and classified indexes. Finally, it outlines different levels of indexing from word and name indexes to book, periodical, and computer-based indexes.

1. INTRODUCTION TO INDEXING

2. SOME BASIC CONCEPTS
 Information System – collection, processing,
storage, dissemination and use of
information
 Information Retrieval –
 The process of searching some collection of
documents in order to identify those documents
which deal with a particular subject
 Refers to the process of recovering or retrieving
documents from a given collection which are
relevant to a request

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

4. SOME BASIC CONCEPTS
 Collection
 Used to denote any body of materials indexed.
i.e. a single or composite text (e.g. treatise,
anthology, encyclopedia, periodical)
 Group of documents to the contents of which
reference is made or expected to be made in an
index. E.g. those documents scanned by an
indexing service: a database of abstracts
 A set of representations (e.g. maps, drawings,
reproduction of work of art or other objects.)

5. SOME BASIC CONCEPTS
 Document – any item that presents
information, including machine-readable
records, microforms, print and non-print
media

6. INDEX
 A tool which indicates to a user the information
or source of information that one needs
 From Latin word INDICARE which means “to
point out”
 A systematic guide to items contained in, or
concepts derived from a collection. These items
or derived concepts are represented by entries
in a known or stated searchable order such as
ALPHABETICAL, CHRONOLOGICAL or
NUMERICAL

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

8. SOME BASIC CONCEPTS
 Index Heading – term chosen to represent in
the index an item or concept in a document
 Index Subheading – heading that is
subsumed under a heading to indicate a
modifying or subordinate relationship

9. SOME BASIC CONCEPTS
 INDEXING – the process of analyzing the
information content of records of knowledge
and expressing the informational content in
the language of the indexing system. It
involves:
 Selecting indexable concepts in a document
 Expressing these concepts in the language of
the indexing system as index entries

10. SOME BASIC CONCEPTS
 Indexing System – a set of prescribed
procedures (manual and/or machine)
intended for organizing the contents of
records of knowledge for purposes of
retrieval and dissemination
 Index entry
 Single record in an index: it consist of heading; a
qualifier or scope if not required; subheading(s) if
required; and either locator(s) or cross
reference(s) or both

11. SOME BASIC CONCEPTS
 Qualifier – term added to a heading but
separated from it by punctuation (preferably
parentheses). In order to distinguish the
heading from homographs in the same index.
 Scope Note – explanation added to a
heading to clarify the range of the subject
matter encompassed or the usage of the
heading within the index.

12. GENERAL PURPOSES OF INDEXES
1. To construct representations, of documents
in a form that is suitable to the users to browse
2. To maximize the searching success of the
users, provide a system of accurate and
almost complete cross-references to related
information to ensure satisfaction of
information need
3. To minimize the time and effort in finding
information, gives user systematic and
effective shortcuts to the information they
need.

13. USES OF INDEXES
 Facilitate reference to the specific materials
or to locate wanted information
 Serve as filter to withhold irrelevant materials
 Make the information storage and retrieval
system useful to individual
 Disclose related information
 Provide a comprehensive overview of a
subject field.

14. GENERAL TYPES OF INDEXES
1. AUTHOR INDEX – entry points are names
of persons, organizations, government
agencies, institution and the like.
 Mallo, Geraldine G.
 Manuel S. Enverga University Foundation
 Development Bank of the Philippines

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

16. GENERAL TYPES OF INDEXES
3. CLASSIFIED INDEX – entry points are
arranged in a hierarchy of related topics,
starting with generic or broad topics and
working down to the specific ones.
 INDEX MEDICUS – classified index in the field of
medicines and related disciplines
 ENGINEERING INDEX – classified index in the
field of engineering and related disciplines

17. LEVELS OF INDEXING
 Word and Name Index - indexes to individual
names and words that the author used
 Book Index/Back-of-the-Book Index – a list of
words or group of words, generally alphabetical
in the back of the book
 Periodical Index/Newspaper Index – is based
on the same principles and has the same
general objectives as a book index but its scope
is broader
 Computer-based Indexes - necessitate the
use of computing machines to generate index
entries

18. The real Indexing Process will be discussed
thoroughly this whole term until midterm.
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