Indexes/Abstracts Ready Reference Dr. Dania Bilal IS 530 Spring 2002

Abstracting/Indexing Abstracting: summary of content that should be used as a document surrogate. Indexing: assignment of terms from a thesaurus or a list of controlled vocabulary.

Evaluation Criteria Format Scope Authority Accuracy Arrangement Special features

Format Electronic –Web-based, CD-ROM, other online interfaces. Online is generally preferred for indexes. Criteria: Search and retrieval interfaces (design, suitability for intended audience, etc.) Browsing features; searching features; retrieval features

Format Print –Interface –search features (access points) –readability –portability

Scope & Coverage Time coverage Frequency of updates Document types included Subjects covered and depth of coverage

Authority Reputation –Publisher –Indexer Quality of literature indexed & timeliness

Accuracy Completeness of selection policies for the literature indexed Quality of the descriptive information Quality of indexing and abstracting (e.g., logical/intellectual; free of typographical and grammatical errors)

Arrangement Alphabetical by topic (print) - novices Subject classification (print) - experts Options for searching and output formats (electronic)

Special Features Thesaurus or list of subject headings List of sources indexed List of abbreviations used Instructions on how to use index Online ordering of full text or a link to it Help file

Needs of Users Is subject coverage sufficient for intended users? Is the subject coverage too simple or too sophisticated for intended users? Adequacy of format vis-à-vis users

Search Strategies: Print Read instructions Know the features provided Test a few searches Understand the structure of citations provided

Search Strategies: Electronic Familiarize yourself with the search features provided, search and retrieval interfaces, help files, bluesheets for specific databases, as applicable, etc. Construct initial and alternative strategies using free text and/or controlled vocabulary

Search Strategies: Electronic Select appropriate database(s) Execute search View intermediate results Refine search as needed Finalize/complete search

Ready Reference Directories - Evaluation –Authority –Scope and comprehensiveness –Accuracy –Currency –Format/arrangement vis-à-vis intended audience

Search Strategies: Directories/Numeric Sources Use print version for one-dimensional queries (e.g., a phone number, address) Use electronic version for multi- dimensional queries (e.g., queries that require some research)

Search Strategies: Directories/Numeric Sources Plan your strategy in advance (same as you do when you use other databases) Look up the specific codes/fields that can be used (e.g., zip code, SIC code) Make sure you use the correct source for the specific query. Timeliness is essential.