\ 1 "MED HIST" /- National Library of Medicine Index Section Indexing Practice and Philosophy Department of Health & Human Services Public Health Service*National Institutes of Health « J National Library of Medicine Index Section Indexing Practice and Philosophy by Thelma Charen National Library of Medicine Index Section* BSD 1986 y /—/ ink I *. TABLE OF CONTENTS The Indexing Operation ......... 1 Preliminary Indexing Activity ..... 2 Serial Throughput Card ......... 3 Data Form............... 4 Data Form Online............ 6 Completed Data Form.......... 9 Subheadings...............11 Indexing Tools ............. 20 Indexing Principles .......... 40 Indexing Operation ........ 41 Depth Indexing..........48 IM and NIM............50 O General Indexing Principles .... 53 ro cr Training................57 Continuing Education .......... 67 cr Cr Employee Evaluation .......... 76 Id H THE INDEXING OPERATION The aim of indexing is to supply all the information required for the correct citation of an article in INDEX MEDICUS and to describe the content of the ar- ticle fully and accurately in terms of subject head- ings of the thesaurus of the National Library of Med- icine, MEDICAL SUBJECT HEADINGS (MeSH). The descriptive bibliographic information is supplied by offsite editors and typists; the subject analysis is supplied by NLM and contract indexers in this country and indexers at foreign MEDLARS centers. The basis of the indexing operation is the paper data form and its corresponding online panels. The indexer reads and understands the title; reads each word of the text down to the point where the author says, "The purpose of this study is to..."; reads every bold-face or italicized section header; scans the paragraphs, adding subject headings to cover the discussions in the order of the paging; supplies all required check tags; reads every word of the con- clusion; checks the abstract for salient points he may have missed. This is called indexing. PRELIMINARY INDEXING ACTIVITY The indexer picks up a journal, reads the cover to orient himself in the subject. He then opens the journal to read the Serial Through- put Record stapled to the inside cover to determine the priority of the journal. The figure In the priority field on the reproduction on the next page, tells him whether to index this journal as RUSH (within 24 hours) and how deeply to index the journal. The legend in the Indexing Instruction field tells him how to handle difficult or questionable aspects of various departments within a journal. He then, turns to the first article and begins to index as described in THE INDEXING OPERATION. He continues through the issue. He takes all articles impartially in all journals unless the Serial Throughput Record marks after the priority number the letter S. S is for "selectively indexed" and from journals so marked (like SCIENCE and NATURE, both covering a world beyond medicine) takes only the articles on subjects in medicine, physiology and other fields that relate to human and veterinary medicine. If he encounters a borderline sub- ject he applies the rule governing all aspects of indexr. ing: WHEN IN DOUBT INCLUDE. SERIAL THROUGHPUT CARD (2) ORIUINATIjR: 099 INDEXER: REVISER: <4> JTC: DT3 <3> ARTS: /( PRIORITY: 2 S "(A: CvyobioLoyv "j > PUKPATE. 19B!:> Dec (6) VOL.: 22 (7) ISSUE: 6 MR I (29) RECEIVED IKY FOREIGN CENTER (29) MAILED TO NLM (29) RECEIVED RY NLM NLM00';>741078 NA NA e'>1211 (29) RECEIVED 1. 30 31 NIH-1416 I.v 6-M INDFXEO CITATION FORM GPO : 1965 O - 476-504 Here is the comment by a 1986 Library Assoc iate after her administrative and technical orientation in Index Section: "Hitherto, I had thought that the auto- mation of a manual system would be less efficient if it simply followed the format of the paper it was replacing. However, it appears that this is the aspect of automation that causes staff problems in that the machine format is usually very different from the paper form. Online indexing at NLM seems to combine the familiarity of the manual form with the enhancements of an online system." DATA FORM ONLINE The panel below and those on the next page show the translation of the data form to the online screen. CMD: ARCH OTOL 1963 Jan;109(1) P3 0: H: 1:099 R: S-* Q: LANG: Eng ___ ___ ___ PAG.: 1-5 ANON: REFS: AUTHOR: Jtrgtr J Hayet 0 > Kit in AJ Ozdaaar 0 •* Kraut L AU APL:. Ocpartacnt of Otorhinolaryngologg and Coaaunlcativt Scltncti* Btglor .Colitgt of Mtdlcint* Houtton. > TITLE: Lattncg of tht acouttlc rtfltx In tighth-ntrvt tuaor. > VERN: > KSG: > RETURN/procttt Fl/hlp F«/»cat F3/txt F4/can F5/nxt F6/lnt F7Vup F6/dirn F9/fln CHfi: ARCH OTOL 1965 Janll09(1):i-i PS A . PREGN L . CHICK EMBRTO 1 r . XH VITRO k _ tOth CENT B . iwr NCU (to 1 no) H . DOGS 1 I . CASE REFT 1 X HIH/PHS SUP C . INF (1 to 11 ao) 0 _ GUINEA PIGS 1 ► . COMP STUDY a . OTH US BOV D _ CHILD PRE (t-B) ■ _ HAMSTERS « 5 . ANCIENT a . HON US GOVT E _ CHILD (4-12) Q . mcE i 1 . MEDIEVAL F _ ADOLESC US-IB) S _ RABBITS « l . MODERN err S X ADULT 119-44) T . RATS 1 I . 15th CENT H X MID AGE (45-44) U . ANIMAL | | . 16th CENT M _ HIST ART X _ AGED US*) V . HUMAN I l . 17th CENT X _ HIST BIOG J _ CATS H «. HALE i . 16th CENT B _ BIOG OBIT K _ CATTLE X _ FEMALE J . ltth CENT t _ ENG ABST CHECK TAG(SX SUBJ NAME: t) S) 4) NIH BRANT •: MS-10940 I) S) 4) RETURN/prectat Fl/hlp Fl/«cat FS/txt F4/caa F5/axt F7/up F6/dvn Ft/fin CMD: ARCH OTOL 1963 Jan*109(1):1-5 ■-DESCRIPTORS- 6 ADULT(19-44) H MID AGE(45-44) V HUMAN M MALE X FEMALE 1 NIH / pht aup NEUPOMA, ACOUSTIC / «phgslopathol •REFLEX, ACOUSTIC REACTION TIME RETURNVproctta Fl/hlp F£/»cat FS/txt F4/can F5/axt F6/lnt F7/up FB/dun F9/fla *■* ,' CRYOBIOLOCV 22, 547-554 (1985) Effects of Cryosurgery in Experimental Carcinoma on Lectin Binding and Keratin Distribution TOM1H1SA NINOM1YA. HIDETOSH1 H1GASH1YAMA. and MASAHIKO MORI Department ofOral Surgery-. Asahi University. School of Dentistry. Hozium Hozmiii-thn. MhIomi-uiiii. Ctfu 501-02. Japan Hisiochemical alterations of lectin binding and keratin distribution in experimental carcinomas of (he hamster cheek pouch uere obtained following cryotreatment. Cryotreated carcinoma cells showed a characteristic reduction in lectin binding and keratin staining shortly following cryosurgery. Tumor tissue, on the 2nd and 3rd days after cryotreatment. displayed destruction and necrosis with almost a complete loss of lectin binding and keratin staining. The remaining neoplastic cells located in the deeper layer showed positive reaction for both lectin binding and keratin, which is indicative of tumor recurrence. Hisiochemical staining of lectin binding and keratin proteins were useful markers in cryotreated tumor cells to identify either destruction and necrosis or vital activity of neoplastic growth. < IW5 Acwkmu Press. Inc Histologic changes following cryotreat- ment of epithelial malignancy have indi- cated that the main effect on the tumor tissue was destruction due to the formation of ice crystals (5, 16). A preceding paper (12) has shown by histochemical techniques that necrotic tumor tissues have a marked decrease in enzymatic reactions resulting from destructive changes in the biological membrane system of neoplastic cells. His- tochemically detected changes in enzy- matic aclivitywere also useful to determine the degree of necrotic alteration of malig- nant tumors. Recently, it has been reported that lectin- binding patterns in squamous cell epithelia showed a regular distribution (1.2.7.8. 10) and that these patterns in tumor tissues de- rived from such cells had an irregular dis- tribution with decreased staining (9). Cells in squamous cell carcinomas gave positive staining for keratin (11). Histochemical pat- terns of lectin binding and keratin proteins are one of the markers for epithelial cells and epithelium-derived neoplastic cells. The present study describes the lectin- binding pattern and keratin distribution in Received March 1. 1985: accepted May 31. 1985 hamster carcinomas under the conditions of cryodestruction and compares the results with those of nontreated neoplastic epithe- lium as well as with homologous squamous epithelium in the hamster cheek pouch. MATERIALS AND METHODS Experimental carcinomas. Cheek pouch mucosa of male Syrian hamsters weighing 100-120 g were painted with 0.5C* DMBA solution twice a week for 16 to 18 weeks. The mucosal lesions developed squamous cell carcinomas at 16 to 18 weeks. The tu- mors showed cauliflower-like exophytic growth and occasional bleeding on the tumor surface and were identified histolog- ically as moderately or highly keratinized squamous cell carcinomas. Cryosurgical procedure. Cryoprobe R- 9015 (12 x 9 mm) of the Spembly System 9R was used. Hamsters were anesthetized with sodium pentobarbital (Somnopentil. 0.4 ml/kg), and the cryoprobe at -60° C was applied once for 90 sec to the tumor surface in the hamster cheek pouch. Details of the procedure have been reported pre- viously (12). Specimens. After cryotreatment, animals were sacrificed at 6. 12. or 24 hr and at 2, 547 0011-2240/85 $3.00 Cofurifhi ' IW t»\ Acmtrmii Prrw In. All nfhu of irproJiK-iion in an\ form r*%er\ed rJ COMPLETED DATA FORM This is a reproduction of a data form completed by an offsite indexer. Note the presence of the * on certain terms. This indicates that these terms with the cita- tion of the article will appear in INDEX MEDICUS. The terms without the * note terms for subjects discussed in the article but not actually the point of the 7-page article indexed. In other words, this is a 7-page article on the terms on lines 2, 4, 12, 14 and 22 but it is NOT an article on the immunological aspects of the mouth mucosa (line 16), although this subject is discussed. The asterisked headings are referred to as IM terms (INDEX MEDICUS) and those without stars as NIM (NON-INDEX MEDICUS). While all are avail- able for online searching, only those represent- ing the point of an article or its overall cover- age will appear in INDEX MEDICUS. V 0 pagination 547-54 (@) AUTHOR DATA (?) LANGUAGE ^^ ^ IWG____«^_ ___ ANONYMOUS AO @ *EFS @ SUIJECTNAME 10 f3j) TITLE fft* <* r#aw«gs (NO) differs in structure at residue 720 ytine-trimeth y U ystne) bo-2-cytochrome C (SY) iao-2 cytochrome c (HM) CYTOCHROME O-snsJogi lsa-2 ij tails sssu c mc iso-2-cytochrome C hwdiiiij pntnnfcj lliilni li tee deoxypodophyUotoxui boduuinop (RN) 82463-42-1 (SY) 2-iaopropyl-6-«iethyl-4-S-pyninidinyl (bethyhhiophosphate (HM) 'DlAZINON 0D ISOMERISM (NO) inhibits porphyrin biosynthesis I—dlar«b-i,i»H i pswlm tee drouverin bodi tyrosine (RN) 13118-65-4 (HM) TYROSINE/»analogs OH CROSS-LINKING REAGENTS (NO) structure given in first source bodonoic acid OfcN) 84294-78-0 OiM) •DrTERPENES (NO) from leaves of Rabdosu ternifolia, RN given refers to (1R- (lalpha,4abeta.6abeta,9beta,l 1 alpha,! laa]phs,l!balpha)>- isomer, RN for cpd without isomeric designation not in P"-"1'"**' 7/84, structure given in fust source boepoxydon (JIN) 67772-76-3 (SY) 3,6-«poiy-4-hydroiy-2-hydroxymethylcyciohex-2- en-l-one (HM) •CYCLOHEXANOLS (NO) metabolite of patulin pathway in Penicilbum snticae, structure boetam (JIN) 41663-50-7 OHM) ISONlAZID/*analogs 0—»t»~- 7/84, structure given in second source ktaaexaaoic actf see ssocaproic acid bobistamioe (R.S) 19225-96-8 OiM) HISTAMINE/*aaa)ogi bohomoranillic add (JtN) 1131-94-8 (SY) 4 tnethoxy-3-hydToiypheaylaoetic acid (SY) bomo-Hso-vanilhc acid (HM) •HOMOVAN1LUC ACID (n) ISOMERISM (NO) structure laaaydni i j aw fhiiijan^jlejjmi see nsoMHPO iaoidide dinitrate OtN) 38777-20-7 (RR) 575-86-0 (Q.) isomer) (SY) -N-<4>5-dia7«rt>-lH- aaudasol-2-)rl)-L3-dIhydro-, ■mokydrocnloridt see BE 6143 bolanid (UN) 17575-22-3 (SY) lanatossoe C (SY) lanatigen C (SY) allocor (SY) cwlilanid (SY) cdanide OiM) •LANATOSIDES On CARDIAC GLYCOSIDES (NO) RN given refers to (3beta,5beta,12beta)-isomer, RN for cpd without isomeric designation not in Chrmlmr 7/84 bolanreatin (RN) 19897-64-4 OiM) •ETHERS, CYCLIC 0»A) ANTIMETABOLrTES 0*O) extract of sea hare, Aplytia dactylomela, structure astlictts (Bsailrrlsai stmaticifoiia) sec ssokctuu bolectins (SY) isolectxn 0*andeTiaea ahapbcifolia) (SY) OhfTonia stmplmfohs I-B<4) isolectin OiM) •LECTINS Isnlwrmi 7 AID see aapotensm III. 8-De- 576 INDEXING PRINCIPLES The pages which follow have been reproduced from the MEDLARS INDEXING MANUAL. They give a detailed philosophic approach both to our spiritual commitment to users of INDEX MEDICUS and to our technical commitment to the handling of medical literature. Read the pages carefully and think about them. We feel they represent our way of serving the public. The general principles were set in 1950 when the direct INDEX MEDICUS predecessor, CURRENT LIST OF MEDICAL LITERATURE, was born. They grew up to meet the demands of the MEDLARS desiderata by 1965 but have changed very little since then. Every indexer strives to apply the principles to the best of his ability. INDEXING PRINCIPLES The basic principles of indexing and the indexing philosophy and theory are delineated in the MEDLARS INDEXING MANUAL. The elementary orientation is given almost entirely in general statements in three important chapters of the manual: INDEXING OPERATION - 7p. - coordinate indexing - analysis of the contents of an article - how to read an article preparatory to typing headings - the spiritual qualities of NLM indexing - what content of an issue is actually indexed DEPTH INDEXING - 2p. - when do you index very deeply with many headings? - when do you index less deeply with fewer headings? "-. who decides? - what is chosen how? - how many terms is "very deeply"? "less deeply"? TERMS PRINTED IN INDEX MEDICUS & TERMS STORED ON LINE - - rules governing what goes where - who decides TRAINING A formal training class is held from 8:30 to 5:00 each day for two weeks. Lectures by a faculty of four are given in the mornings. Exercises are completed by the trainees at their desk from after lunch until 3:30. At 3:30 the class re-assembles and the instructor goes over the exercises. At the end of the two-week class instruction, each indexer is assigned to a reviser. The reviser goes over every journal after it has been indexed by the indexer. Any revision of trainees' work takes precedence over regu- lar revision. The progress of the trainee is charted weekly. We €re not interested in instant knowledge and perfection; we are interested in a steady up- ward progress. Indexers must learn to index manually on data forms in order to concentrate on the intel- lectual aspects of our system. This will re- quire at least three months' indexing before they switch to online indexing. Textbooks with exercises are provided for both indexing training and online indexing training. MEDLARS TRAINING SCHEDULE 58 Index Section Monday MEDLARS History of INDEX MEDICUS Administration & Workflow LJI Depth & Non-Depth; IM & NIM Relation to Other Divisions MEDLARS INDEXING MANUAL Mrs. Charen Tuesday MeSH Introductions to Public Sc Annotated MeSH Black-&-White MeSH ANNOTATED MeSH TREE STRUCTURES PERMUTED MeSH Scope Notes Dr. Van Lenten Wednesday Check Tags Coordination Dr. Van Lenten Thursday Subheadings Theory History Detailed Analysis Mrs. Lawrence Mrs. Lawrence Friday Subheadings (contd) Detailed Analysis Mrs. Lawrence Mrs. Kiger Monday Tuesday Wednesday Tree Analysis: A, B, G4-12 Mrs. Lawrence Tree Analysis: C, D Tree Analysis: D (contd) E, H Mrs. Charen Dr. Van Lenten Dr. Van Lenten 59 Thursday Tree Analysis: F, Gl-3, I-L, M-Z Mrs. Charen Mrs. Kiger Friday Data Form: Descriptive Indexing Demonstration Tools Indexing Philosophy Journal Assignment Statistics Mrs. Lawrence Mrs. Charen The classes run from 8:30 a.m. to 5:00 p.m. Lectures are given usually in the morning, interrupted by exercises pertinent to the lecture subject. Afternoons are devoted to lectures or exercises as the subjects de- mand . Last Words to Trainees The next page is taken from the Training Syllabus. It carries general admonitions to speed the trainee on his way from the classroom to the first journal starting his indexing career. He is advised of his role as a reporter. He is told not to linger reading articles. He is asked to trust the author. He is asked to serve the user. INDEXING PHILOSOPHY The rules governing Indexing policy are numerous and intricate and highly detailed. The basic indexing philos- ophy, however, is as neat and simple as the rules are myriad. An Indexer is only an indexer: he is not a physician, not a research scientist, not an author; an Indexer reports: he does not evaluate, he does not diagnose, he does not perform operations. An Indexer who does not understand the point of an article within 10 minutes will not index it any better after 30 or 40 minutes. An Indexer will learn as much about antigens for in- dexing purposes by indexing 40 articles on antigens as by spending 15 hours of indexing time reading about antigens. The article in hand is the world's best authority on that article. An accurate Indexer is the world's second best authority. An Indexer will index the data in the article, what the" author says, not what the Indexer thinks the author means; what the author says, not what impli- cation nor application the data have. An Indexer will index what is discussed, not what is merely mentioned. An "Indexer will always distinguish between an -ology and an organ or disease: the -ology is always the physician; the organ or disease is always the patient. They are never confused. An Indexer will describe the concepts or contents of an article faithfully and only within the confines of MeSH. An Indexer will always index toward the most specific heading possible: an article on the lung is Indexed as LUNG and not as RESPIRATORY SYSTEM. 73 1986 INDEXING ORIENTATION September 1985 CONTINUING EDUCATION TECHNICAL MEMORANDA Usually admonitions to the staff of indexing errors called to my attention by outsiders. The staff is advised of the deficiency and the principles are expanded. The data base is corrected. These memoranda also advise of new or changed policy to be incorporated officially in the various tools at the end of the indexing year. ONLINE INDEXING TECHNICAL MEMORANDA These are generated by Quality Control or by offsite editors and typists and relate to either the manipulation of the terminals and online indexing procedures or to form and coverage of descriptive indexing: paging, authors' names, inclusions in titles, etc. HISTORY MEMORANDA These relate to the handling of historical articles or historical notes in standard articles. Special inspection is given to such items as flagged for the History Spec- ialist. TRANSLATION MEMORANDA Reminders to indexers who translate foreign titles about preferred American usage. ORIENTATION An annual orientation held in September in anticipation of the new indexing year (in- dexing for the caning year begins 1 October). All indexers, NLM and contract, local and be- yond the metropolitan area, must attend. The instruction packet is usually 50 pages long with the bulk devoted to the MeSH changes for the coming year. Upcoming indexing poli- cy changes, if any, are also gone into. Since the indexers know each other well the orientation is conducted informally with ques- tions from the indexers as they arise. The packets, questions and answers are circu- lated to foreign MEDLARS centers who conduct their own orientations in their countries. MISCELLANEOUS STATISTICS Journal titles indexed for INDEX MEDICUS MEDLINE & special lists (ADA, AHA, HEALTH, POPLINE, etc.) Number of indexers and revisers 2742 6269 NLM indexers NLM revisers NLM chemists 7 18 2 Contract indexers 31 Foreign indexers 20 Articles indexed per hour 4 Articles revised per hour 15 Articles published monthly in INDEX MEDICUS 24000+ Articles published annually in INDEX MEDICUS 288000+ Languages: MED LINE 75.697. Eng '5.46 Rus 5.05 Ger 3.60 Fre 3.00 Jpn 1.27 Ita 1.16 Spa etc. Work flow MEDLINE breakdown as of March 1984 Publication RUSH journals 957. indexed within 30 days from receipt at NLM others indexed within 90 to 100 days with goal 60 days 387. of all titles done within 30 days Articles indexed in March will appear in the May INDEX MEDICUS and the April SDILINE (SDILINE contains only the most recent month's MEDLINE citations) The May INDEX MEDICUS is sent out by GPO the first or second week of May. CHEMICAL ACTIVITY 300 queries submitted per week by indexers - average 75 are new and are newly created by the specialists 60 are already online but not yet in the printed tool 90 yield new synonyms, new pharmacological actions, new entry terms for online users 75 are indexed by the chemical specialist since the indexer does not know the chemistry T • » », NLM QD7DDM3b T NLM007004369