SOS in Library and Information Science

Jiwaji University, Gwalior

NAAC Accredited A+ Grade
University

Seminar
Exploring Indexing Systems
on and Techniques:
Enhancing Information Access
Submitted by:
Under the Guidance Roshni Sharma
of : M.Lib.I.Sc (2nd sem
Prof. Hemant Session 2024-2025
Contents
1. Introduction
2. Definition
3. Indexing System and Techniques
in Information Access
4. Types of Index
Content
5. Pre – Coordinating Index
6. Post - Coordinating Index
7. Different types of Index
8. Purpose of Index
9. Best Practices for Effective
Indexing
10. Conclusion
11. References
12. Q/A
 Introducti
on
Enhancing Information Access is crucial in today's data-driven
world. Indexing systems and techniques play a vital role in
organizing and retrieving information efficiently. Indexing enables
fast and accurate information retrieval, organizes data in a
structured manner, improves search results, and supports informed
decision-making. This exploration highlights the various types of
indexing system and techniques in enhancing information access,
driving innovation, and empowering decision-making.
Definitio
n
The words Index is derived from the Latin language 'Indicare' which
means 'to indicate' or to point out' or 'to address'. Indexing is regarded
as the process of describing and identifying documents in terms of their
subject contents.

An index is a structured list of terms of topics found in a document or

collection of documents, along with the page numbers or other location
identifiers where each term or topic can be found. In Library science,
indexes are crucial for organizing and accessing information efficiently.
Librarians create indexes to enhance the usability of collections and
facilitate research by enabling users to locate relevant materials more
easily.

Indexing : It is the tool used to create indexes. it’s like creating a

roadmap to quickly find what you have looking for in a large dataset
Types of
Indexing
There are basically two type of indexing :
A. Derivative indexing : It is a method of indexing in
which the information extracts from the title of a
document to represent the subject of the work .
For example - Keyword indexing, citation indexing,
automatic indexing.
B. B. Assigned indexing : It involves one or more
subject heading from a list of controlled
vocabulary to represent the subject of a work . For
example - chain indexing, POPSI, PRECIS.
Pre-Coordinate indexing
system
When the indexer assigns subject heading representing
such compounds and arranges entries in a series of
classes according to the subject content of a document.
1. Chain Indexing - By S. R. Ranganathan in 1938
2. PRECIS ( Preserved Context Index System) - By
Derek Austin in 1968
3. POPSI ( Postulate Based Permuted Subject Indexing) -
By G. Bhattacharya in 1979
 Post Coordinate indexing
System
In this type of indexing system, the search terms can be
coordinated almost in any combination or order to retrieve
records of information about the document required by the users.
The post-coordinate indexing system is of two types-
A. Term Entry System : Here, index entries for a document are
made under each of the appropriate subject headings and these
entries are filed according to alphabetical order. For example -
Uniterm indexing and Peek-a-boo indexing B. Item Entry
System : It takes the opposite approach to term entry system
and prepare a single entry for each document(item), using a
physical form which permits access to the entry from all
appropriate headings.
 Indexing
Derived
Assigned Indexing
Indexing

Pre- Post- Automat

Coordinate Coordinate Keyword Citation
ed
Indexing Indexing
Indexing

COMPAS
S
Chain PRECIS Uniterm
POPSI
Indexing Indexing Indexing KWOC
Indexing KWIC KWAC
 Chain Indexing
• Developed by Dr. S.R. Ranganathan.
• “Theory of library catalogue” in 1938.
• Mechanical method to derive subject index entries or subject headings from the class number
of the document.
• It was used in the British National Bibliography in 1950s and 1960s until it was replaced by
PRECIS Indexing.
• A chain should comprise a link of every order that lies between the first link and the last link of
the chain.
• These are the different types of links in chain indexing system are:
1. Sought Links(SL)
2. Unsought Links(USL)
3. False Links(FL)
4. Missing Links(ML)
 Title:
Title:
Class no.: Unemployment in India
Class no.: Y:433.44

Y Sociology (SL)
Y: False (FL)
Y:4 Sociology, Pathology (USL)
Y:43 Sociology, Destitution (USL)
Y:433 Unemployment (SL)
Y:433. False (FL)
Y:433.4 Asia, Unemployment, Sociology(SL)
Y:433.44 India, Unemployment, Sociology(SL)

Steps in Chain Indexing

• Construction of the class number of the subject of the document
• Representation of the class number in the form of a chain
• Determination of links
• Preparation of specific subject heading
• Preparation of the subject reference heading
• Preparation of cross reference (if any alphabetization
 PRECIS (Preserved Context Indexing Systems)
• Pre-Coordinate subject indexing system
• Developed by Derek Austin in 1971 for subject indexing for (BNB)
• It was replaced by COMPASS IN 1991

Concept of PRECIS
Term : A term is a verbal representation of a concept. It may consist of one or more words.
String : An order sequence of component terms, excluding articles, connectives, prepositions etc. proceeded by role
operators is called a string. The string represents the subject of the document.
Role operators : The operators are the code symbols which show the function of the component term and fix its position in
the strings. These role operators are meant for the guidance of the indexers only and do not appear in the index entry.
There are two kinds of Role operators Heading
1. Primary operators ( Mainline operators) – Numerical
Lead Qualifier
2. Secondary operators ( Interposed operators) – Alphabetical
Entry Structure : Two line, Three part structure Display
Display
Lead : 'Lead' position serves as the users approach term, by which a user may search the index.
Qualifier : Qualifier position is occupied by the term that sets the lead into its wider context.
Display : It is the remaining part of the string.
Example : Computerization of libraries in India
(0) India Display (1)Libraries (2)Computerization
1.INDIA Libraries. Computerization 2.LIBRARIES India Computerization 3.COMPUTERIZATION Libraries. India
 POPSI (Postulate Based Permuted Subject
Indexing)
. The inherent weakness of chain indexing has been its disappearing chain. In view of this
situation, the information scientists at the documentation research and training center
( DRTC) Bangalore, directed them. It was developed by Ganesh Bhattacharya in 1979.
It does not depend on the Class number but is based on Ranganathan's Postulates and
Principles of general theory of classification
Elementary categories of POPSI
1. D = DISCIPLINE : An elementary categories that includes the conventional field of
study.
e.g. Physics, Biotechnology, Library science, Medicine
2. E = ENTITY : That includes materials
e.g. plant, eye, book, lungs etc.
3. P = PROPERTY : That includes attribute of qualitative or quantitative.
e.g. Power, capacity, property, Tuberculosis etc.
4. A = ACTION : That includes the concept of doing
e.g. function, treatment, selection.
Keywords
Indexing
It is a system of indexing technique which uses the natural language for
indexing keywords or significant terms of a title. Significant words are the
words which have relatively high correlation with the actual thought
contents of the documents.
In Keyword indexing, the generation of keywords is done without use of
any vocabulary control device like thesaurus. The words chosen may be a
single word, multiple words or even phrases that convey the contents.
Structure and Format of Keyword indexing : An entry of a keyword index is
in three parts.

A. Keywords : Subject denoting words or significant words which can be

approach terms.
B. Context : Remaining part of the title serving as the context to the
keyword.
C. Identification or location code : An identification number to provide
Types of Keyword Indexing
1. KWIC (Keyword-in- 1. KWOC (Keyword 3. KWAC ( Keyword
Context): Out of Context) Augmented in Context) :
• It developed by H. P. Luhan • KWOC is another • It is the most improved
of IBM in the International version of keyword version of KWIC. In many
Conference of Scientific indexing. cases, title cannot represent
Information held at • In which each the thought content of the
Washington in 1958. keyword is taken out document.
• This mechanized system is and printed separately • The keyword of a fancy title
based on titles of documents in the left hand can be a problem in the
indexed on the principle that margin with the retrieval of relevant
title of a scientific document complete title to documents. In order to solve
represents its contents. The provide complete the problem of retrieving
significant words in the title context. irrelevant documents, KWAC
indicate the subject of the • The identification provides additional keywords,
document. The index is number of document taken from the abstract or
produced by rotating each is written on the right. from the original text of the
significant term in the title document of its contents, and
at the beginning. The then inserted into the title to
remaining part of the title give further index entries.
also appears with each
significant term to keep the
context intact.
Citation Indexing Uniterm Indexing COMPASS (Computer
Aided Subject System)

It is the process of indexing the It was developed by Mortimer PRECIS, though effective in
intellectual transactions by Taube in the 1950s printing bibliographies, was
listing both the cited and citing deemed unfit for online
works. searching due to its complexity

Frank Shephard of USA is the In this each concept in a In 1991, it was introduced to
main behind the concept of document is representee by a simplify subject indexing and
citation index(1873). single term, known as a uniterm. reduce cataloguing
Each term stands alone to
represent a single concept.
In 1960, Eugene Garfield was Uniterm are typically natural In this entries re drawn similarly
second scholar who contributed language terms that users are to PRECIS entries but are
a lot in the area of citation index likely to use when searching displayed in italics at the end of
information. bibliographic records in BNB

In 1964 science citation index It often employs Boolean logic to It retains the principle of context
was developed by Garfield and combine search terms and refine dependency and role operators
institute for scientific indexing. search results. from PRECIS
Purpose of
Indexing
• Organizing Information
• Time saving
• Enhancing Retrieval Efficiency
• Enabling Cross-Referencing
• Improving User Experience
• Support Information Management

Best Practices for Effective

Indexing
Consistency: Uniform Testing and feedback:
terminology and Assess effectiveness and
formats
adjust accordingly

User-.Centric
Regular updates: design : Intuitive
Reflects new content systems based on
continuously user needs
Conclusio
n
Indexing systems and techniques are essential for efficient information
retrieval. By organizing data effectively, they save time, enhance
productivity, and support informed decision-making. Embracing a
combination of manual and automated indexing strategies can
significantly improve knowledge management and information
discoverability.

Ultimately, effective indexing empowers individuals and organizations to

unlock the full potential of their data, driving success in today's fast-
paced, information-rich world.
 References
Borko, Harold and Bernier, Charles L. (1978). Indexing concepts and methods.
New York: Academic Press, 1978.

Chakraborty, A.R. and Chakraborty, Bhubaneswar. (1984). Indexing: principles,

processes and products. Calcutta: World Press.

Chowdhury, G.G. (2004). Introduction to modern information retrieval. 2nd ed.

London : Facet Publishing.

Ghosh, S.B. and Satpathi, J.N. (eds.) (1998). Subject indexing systems: concepts,
methods and techniques. Calcutta: IASLIC.

Gopinath, M.A. (1999). Indexing process and models. In: MLIS-03, Block 2course
materials. New Delhi: Indira Gandhi National Open University.

eGyankosh. (2006). IGNOU. Retrieval April 15,2025, from

http://egyankosh.ac.in//handle/123456789/76419
 Thank you for
your attention!