INDEXING WORKSHOP: HOW TO ASSIGN KEYWORDS

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You have heard about issues surrounding indexing and retrieval of nuclear records and automation and micrographics of these records. Now we are going to get each of you involved in indexing and assigning keywords. The first part of this hands-on workshop will be a very basic, elementary step-by-step introduction, concentrating on how to assign keywords. It is a workshop for beginners, People who have never done it before. It is planned to demonstrate what an analyst has to do to index and assign keywords to a document. Then I will take some pages of a report and demonstrate how I ... continued below

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18 p.

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Sternberg, Virginia September 1, 1979.

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Description

You have heard about issues surrounding indexing and retrieval of nuclear records and automation and micrographics of these records. Now we are going to get each of you involved in indexing and assigning keywords. The first part of this hands-on workshop will be a very basic, elementary step-by-step introduction, concentrating on how to assign keywords. It is a workshop for beginners, People who have never done it before. It is planned to demonstrate what an analyst has to do to index and assign keywords to a document. Then I will take some pages of a report and demonstrate how I choose keywords for it. Then each of you will have a chance to do the same thing with similar pages from another report. Then we will discuss the variations ln the keywords you individually assigned. There are many systems that can be used. In this particular workshop we will cover only a system of building your own keyword listing as you index your documents. We will be discussing keywords or descriptors or subject words, but first I want to point out a few other critical points about indexing. When developing an indexing project the most important thing to do first lS decide what elements you want to retrieve by. Whether you go into a large computer retrieval system or a small three-by-five card system, you have to decide in advance what you want to retrieve. Then you can go on from there. If you only need to search by equipment number or by purchase order or by contract number, then you can use a very simple retrieval system. But if you want to be able to retrieve a record by any combination of elements, then you have to consistently input these into your system. For example, if you want to be able to ask for the drawings of the piping in the secondary cooling system, level 3, manufactured by a certain vendor, then you must have put the information into the index by a retrieval file point, in advance. I want to stress that the time spent in deciding what has to be retrievable is never wasted. It will save going back later to re-do thousands of records. Let me quickly read a list of some of the elements to index: Personal author, corporate author (including contractor, supplier, manufacturer or designer), contract number, report number, purchase order number, equipment number, part number, revision number, building number, room number, level number, drawing number, specification or standard number, date, change notice number, and even date of change notice. There are probably many other elements you have identified for your own records. To be able to retrieve by any combination of these elements is invaluable. Then, if you add subject retrievability to these elements, you have a very comprehensive system. The elements mentioned are usually readily discernable by skilled non-technical people who are familiar with the paperwork issued by and flowing through their organization. Therefore, no matter how many of these elements are determined to be necessary, they can readily be identified and incorporated into the indexing form or coding sheet.

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18 p.

Source

  • Nuclear Records Management Association National Meeting, San Francisco, CA, September 11-12, 1979

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  • Report No.: LBL-10423
  • Grant Number: DE-AC02-05CH11231
  • Office of Scientific & Technical Information Report Number: 1030574
  • Archival Resource Key: ark:/67531/metadc845596

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  • September 1, 1979

Added to The UNT Digital Library

  • May 19, 2016, 3:16 p.m.

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  • June 15, 2016, 8:42 p.m.

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Sternberg, Virginia. INDEXING WORKSHOP: HOW TO ASSIGN KEYWORDS, article, September 1, 1979; Berkeley, California. (digital.library.unt.edu/ark:/67531/metadc845596/: accessed September 22, 2017), University of North Texas Libraries, Digital Library, digital.library.unt.edu; crediting UNT Libraries Government Documents Department.