Ma. Theresa B. Villanueva Head, Microforms and Digital Resource Center Rizal Library, Ateneo de Manila University April 15-16, 2013 Ateneo de Naga University

A database index is a data structure (is a particular way of storing and organizing data in a computer so that it can be used efficiently)

-

improves the speed of data retrieval operations use of more storage space efficient access of records

Source: http://en.wikipedia.org/wiki/Index_%28database%29

Available Local Index Databases

Index Databases (Part 1) Institution Index to Phil.

Periodical Articles (IPP) Index to Filipiniana Articles in Foreign Periodicals

UP-Diliman Main Library UP-Diliman Main Library

Index to Philippine Newspapers (IPN)

UP-Diliman Main Library

Computerized Index to Philippine Periodical Articles (CIPPA)

Ateneo de Manila Univ.-Rizal Library

Date Started

1946 1981 1980

Discipline/ Subject Areas Covered

Humanities, Science, Social Sc.; focus-Phils.

Indexing Policies and Guidelines

Yes Humanities, Science, Social Sc.; focus-Phils.

Yes Humanities, Science, Social Sc.; focus-Phils.

Humanities, Science, Social Sc.; focus-Phils.

Software Used Type of Publications Indexed

CDS/ISIS Local Academic Journals & Magazines CDS/ISIS Foreign Academic Journals & Magazines Yes CentOS 4.3

MySQL5.0, Apache2.0, PHP5.2 using MySQL extension & ADODB Yes Win-ISIS Local Newspapers Local Academic Journals, Magazines & Newspapers

Index Databases Availability Frequency of Publication Index Language Used Index to Phil.

Periodical Articles (IPP) Index to Filipiniana Articles in Foreign Periodicals

Subscription based Quarterly (print); 5 year cumulative (CD) LCSH; Thesaurus Wilsonweb; IPP List of Subjects By Purchase LCSH; Thesaurus of ERIC Descriptors; UNESCO Thesaurus; Wilsonweb; IPP List of Subjects

Index to Philippine Newspapers (IPN) Computerized Index to Philippine Periodical Articles (CIPPA)

Free Access Online (http://www.mainlib.u

pd.ph/ipn/) Online; Subscription based Online, Quarterly (CD) Standard Vocabularies; LCSH; IPP List of Subjects Standard Vocabularies; LCSH; Subject Headings Used in CIPPA; RGPL

Entry Elements Format for Bibliographic Citation Abbreviations Used

Author & Subject Entries Reader’s Guide to Periodical Literature Author & Subject Entries Reader’s Guide to Periodical Literature Author, Title & Subject Entries Has its own format Author, Title & Subject Entries Follow its own format Indicated in its indexing Guidelines Indicated in its indexing Guidelines Indicated in its indexing Guidelines Has its own list of Abbreviations

Index Databases (Part 2) Institution Philippine Index Medicus Abstracts HERDIN Index Index to Philippine Legal Periodicals Index to Official Gazette

UP-Manila University Library Phil. Council for Health Research & Development-DOST Supreme Court of the Philippines Library Supreme Court of the Philippines Library

Date Started

1960s

Discipline/ Subject Areas Covered

Medicine and Related Areas

Indexing Policies and Guidelines

Yes

Software Used Type of Publications Indexed

1987 Health and Health Related Subjects Yes 1983 Law Yes 1945 Law and Related Areas Yes Phymylibrary Philippine and Foreign Periodicals HERDIN NeoN Sysytem using open source -Joomla, PhP MySQL Local &Foreign Journals; Theses & Dissertations; books DTsearch Phil. legal periodicals found in the SC Library Local Area Network (LAN) Issues of the Official Gazette

Index Databases Philippine Index Medicus Abstracts HERDIN Index Index to Philippine Legal Periodicals Index to Official Gazette Availability Frequency of Publication Index Language Used Entry Elements Format for Bibliographic Citation Abbreviations Used

Free access online; Subscription-based (print copies) Print (every other 2 years) Free access online and CD Medical Subject Headings (MeSH) Author, Title & Subject Entries Format of Index Medicus Has its own list of Abbreviations Supreme Court Library’s LAN To be uploaded soon in its local area network (LAN) Medical Subject Headings (MeSH) Author & Subject Entries; Abstract, others Technical Abstracting Manual, 2 nd ed MEDLINE abbreviations for perio. articles LCSH; Local subject authority list of indigenous terms Author, Title & Subject Entries LCSH; Local subject authority list of indigenous terms Author, Title & Subject Entries Format of Harvard Law School Library Has its own list of Abbreviations Follow its own format Has its own list of Abbreviations

Index to Agricultural Resources

 Institution: University of the Philippines at Los Ba  os Main Library  Date started: 1975  Disciplines/Subject Areas covered: Agriculture and related fields  Indexing policies and guidelines: Yes  Software used: WebAGRIS  Type of publications indexed: Local periodicals, graduate theses and technical reports   Availability: Free access online (http://agris.fao.org)(http://www.philagrinet.org.ph) and AGRIS CD (bimonthly) Index language used:

Agrovoc

 Entry elements: author, title and subject entries  Format for bibliographic citation: AGRIS format  Abbreviations used: AGRIS prescribed abbreviations

* UPLB is the Philippine National Center for AGRIS and is a member of the Philippine Agriculture Libraries & Information Service Network (PhilAgriNet)

Issues in Local Indexes

1. Evaluation and selection of materials/articles to be indexed

• • • • • • • •

a . Different criteria are used in evaluating and selecting journal titles, other materials and articles

Discipline/subject areas covered Regularly published in the Philippines or abroad Contain articles written by Filipinos and about the Philippines Of high quality and of permanent research value Journal titles not indexed by other institutions Relevant to the curriculum of the university or based on the information needs of users Peer-reviewed internally or externally Have abstracts

• •

b. Selection of journal titles, other materials and articles is done by different people or groups

Librarians/information specialists in-charge of Filipiniana serial publications, indexing and acquisition sections National Journal Selection Committee consisting of four (4) members

• • • • •

2. Index Language Used a. Use of either or both the natural language and standard vocabularies to represent the subject content of the documents

Some strictly follow

Medical Subject Headings (MeSH), Library of Congress Subject Headings (LCSH),

Wilson indexes, and thesauri like

Unesco Thesaurus,Thesaurus of ERIC Descriptors

and

Agrovoc

Some establish descriptors especially for Philippine indigenous terms and compile a list of these as their additional tool for indexing Consistency in the spelling of local terms Dilemma in inverting noun phrases or not Use of acronyms in lieu of long names as descriptors

b. Dilemma in indexing articles written in the vernacular languages and in what language to represent the subject content Equivalence relationship : Translation e.g. Bunot; Coconut Coir Natural Language: e.g. Barong Tagalog; Clothing and Dress

• • •

3. Format for Bibliographic citation a. Use of varied formats to record the bibliographic references

Some devise their own format Others follow the format of

Reader's Guide to Periodical Literature (RGPL), Index Medicus

, AGRIS, and Harvard Law School Indexes One follows its own

Technical Abstracting Manual

• • •

b. Varied practices in recording journal titles, names of months and other common terms

Some provide the complete journal title Others maintain a list of abbreviations they use and this is found in their indexing policies/guidelines Others follow abbreviations

MEDLINE

and

AGRIS

prescribed

• •

4. Recording of varied names used by authors or varied forms of authors' names

Some maintain a name authority file Others simply provide cross references from the various forms to an established form

5. Limitations of software used and ceased technical support from software provider 6. Dilemma of continuing to have printed indexes which are found to be less cost effective but less efficient due to excessive time lag, to convert these to CD format or to have these accessed online

• • • •

6. The institutions mentioned earlier that currently publish the indexes have thought of doing citation indexing but have not undertaken it for the following reasons:

Lack of staff to do citation indexing Need to be trained in doing citation indexing Appropriate software to use Not all articles indexed contain references to documents used

References:

Issues in Indexing in the Philippines

. A Presentation by Prof. Rosalie B. Faderon. CHED-UP Seminar-Workshop on Reinventing SUC Journals: Moves Towards Internationalization. February 17, 2011

Indexing Guidelines and Procedures

. A Manual prepared by Ma. Theresa B. Villanueva for the Rizal Library, Ateneo de Manila University. June 2012 http://en.wikipedia.org/wiki/Data_structure