INDEXING

Indexing is the act of describing or classifying a document by index terms or other symbols in

order to indicate what the document is about, to summarize its content or to increase its findability. The
function of indexing in libraries and information retrieval systems is to indicate the whereabouts or
absence of items relevant to a request. It is essentially a time-saving mechanism. Theoretically, we can
always find the relevant items by an exhaustive search through the whole collection (assuming that we
can recognize what is relevant when we see it). Since this is economically impossible, the size of the store
to be examined is reduced by classification, using this term in its very broadest sense, i.e. , as the
recognition of useful similarities between documents.

Indexing performs an indispensable service to the filing function. Index, is a reference list used

for locating a particular document in the filing equipment. Similarly, while filing a document, the index
aids tracing out the place where the particular paper should be filed. Particularly when a large number of
files are maintained for various purposes, index is very essential.

Indexes are constructed, separately, on three distinct levels: terms in a document such as a book;
objects in a collection such as a library; and documents (such as books and articles) within a field of
knowledge. Subject indexing is used in information retrieval especially to create bibliographic indexes to
retrieve documents on a particular subject. Examples of academic indexing services are  Chemical
Abstracts and PubMed. The index terms were mostly assigned by experts but author keywords are also
common.

Objectives of Indexing

The principal objective of indexing is

 To ensure that filed papers are located easily and quickly whenever they are needed.

 Indexing adds to the efficiency of the filing method.

 It ensures speed in finding the files and consequently results in savings in time, labour and the resultant
economy. This object can be best achieved where the right type of indexing system is chosen.

ESSENTIALS OF GOOD INDEX SYSTEM

 In order to achieve these objectives, a good system of indexing should have the following
features:

 The Index system should be simple and easy to understand.

 It should be economical in operation.

 It should allow for speed.

 It should go well with the system of filing in the organization.

 It should be flexible to allow for expansion whenever needed.

A good indexing system should be

 1. Simple to operate and use,

 2. Flexible in expansion,

 3. Suitable for the organisation.

Types of indexing

There are many different types of indexing, some of which require specialised skills from indexers.
Examples include:

o Bibliographic and database indexing

o Genealogical indexing

o Geographical indexing

o Book indexing

o Legal indexing

o Periodical and newspaper indexing

o Pictorial indexing

o Subject gateways

o Website and metadata indexing

Bibliographic and database indexing

Bibliographic database indexers provide records for items such as journal articles. The database then
provides online access to a body of literature (eg medical journal articles). Citation and subject details
are described according to set rules specifically for that database.

A database indexer aims to:

o identify and provide details, including subject terms, about journal articles and other items,
usually within a broad subject area, and which may include use of a thesaurus

o describe a document and give citation details and other information according to set rules
specified for the database

o explain succinctly the contents of a document in a written summary (called an abstract)

 o produces a database record for an item, providing online access to a body of literature.

Genealogical indexing

Genealogical indexes allow users to look up people’s names and find information about personal and
family relationships. They often eliminate the need to access original source materials (eg cemetery
inscriptions). Genealogical indexers are skilled in researching and recording information about historical
people and places.

Geographical indexing

Geographic indexers create indexes to maps, atlases and other cartographic material. Geographical
indexes may include place names, topics, historical details, mathematical qualities (eg scale and
coordinates) and artistic
features. Often geographic indexers have special skills or backgrounds in cartography or geography.

Book indexing

Book indexers create indexes to provide access to detailed contents of books. Back-of-book indexes are
made for all types of non-fiction books, including textbooks, multi-volume works, technical reports and
annual reports. Books that are online, PDF books, and ebooks also need indexes. These link directly to
points in the text.

Legal indexing

Legal indexing involves indexing of legal materials by form and content. Legal indexers are familiar
with legal concepts and classification and are able to translate the classification into an accessible index.
Legal indexers are
especially involved in the consolidation and updating of existing indexes, and also prepare tables of
legislation and cases.

Periodical and newspaper indexing

Periodical and newspaper indexes give access to the contents of individual articles and other items in
serialised publications. Many periodical and newspaper indexes are based on a controlled vocabulary to
ensure consistent use of terms from year to year. Periodical and newspaper indexers help ensure that an
overview of the issues discussed throughout the life of the index are easily accessible. Newspaper and
periodical indexes can be annual or cumulative.

Pictorial indexing

Indexes to images help users identify relevant pictures in collections of photographs, art works, videos
and films. Pictorial indexers are skilled in identifying and describing images in visual collections.

Subject gateways
Indexers are also involved in new forms of electronic indexing. One growing area needing indexing is
online information. Indexers create subject gateways on the internet which classify links to web pages of
interest.

Website and metadata indexing

Despite the proliferation of automated search engines, there are a number of ways in which human
indexers are needed to enhance access to information on the World Wide Web. Website indexes can be
similar in style to back of book indexes or can be designed as hierarchical pages, which both link directly
to the information required. They complement other navigational tools such as site maps and search
engines. Metadata indexers improve the precision of access to web documents through search engines by
the use of standard elements similar to those used in database indexes and library catalogues

Another classification of index

Page Index -A page index consists of a page for each letter of the alphabet fitted with a tab showing the
letter, and on each letter are written the names beginning with that letter and quoting the relevant page
number.

Loose or Vertical card Index- It is used to overcome the drawbacks of the Page Index. A card index
consists of a number of small size cards (12 cms x 7 cms) each concerned with one item of the index.
Heading is on the top edge of the card.

Advantages :

1. Can be arranged in any order-alphabetical, numerical, geographical etc., 2. Cheaper, 3. Provides

complete list, 4. Highly elastic, 5.Flexibility 6.Put to many uses 7.Can be recorded and obtained quickly
8. Different coloured cards can be used for easy classification of customers or sub groups.

Disadvantages: 1.All cards are not visible at a glance 2. Danger of cards being lost mutilated or
destroyed, 3. Supervision becomes difficult, 4.· Constant handling spoils the cards and they need
replacement, 5. Comparatively costly.

Visible Card Index -Cards, under this system, are laid flat in transparent covers in a shallow tray or in a
metal frame. Each card is fitted into a metal hinge so that it overlaps the one before it in such a way that
a narrow strip at the bottom containing the name or title remains visible.

Automatic Card Index. Visible Books and Staggered Card Index are some of its variations.

Strip Index- Strip index is designed for maintaining a list of the names, addresses and telephone
numbers of the correspondents.

Wheel Indexing - It is a sort of modern method of visible indexing. Here cards are arranged about the
circumference of a wheel which may be portable or set in a cabinet or desk.

The process of indexing begins with any analysis of the subject of the document. The indexer must then
identify terms which appropriately identify the subject either by extracting words directly from the
document or assigning words from a controlled vocabulary. The terms in the index are then presented in
a systematic order. Indexers must decide how many terms to include and how specific the terms should
be. Together this gives a depth of indexing.

ADVANTAGES OF INDEXING

 1. Easy location of files

 2. Ensures cross-reference

 3. Improves the efficiency of the records administration and reduces costs