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:

Available Local Index Databases

Index Databases (Part 1) Index to Phil. Periodical Articles (IPP) Index to Filipiniana Articles in Foreign Periodicals Index to Philippine Newspapers (IPN) Computerized Index to Philippine Periodical Articles (CIPPA) Institution UP-Diliman Main Library Ateneo de Manila Univ.-Rizal Library Date Started Discipline/ Subject Areas Covered Humanities, Science, Social Sc.; focus-Phils. Indexing Policies and Guidelines Yes Software Used CDS/ISIS CentOS 4.3 MySQL5.0, Apache2.0, PHP5.2 using MySQL extension & ADODB Win-ISIS Type of Publications Indexed Local Academic Journals & Magazines Foreign Academic Journals & Magazines Local Newspapers Local Academic Journals, Magazines & Newspapers

Index Databases Index to Phil. Periodical Articles (IPP) Index to Filipiniana Articles in Foreign Periodicals Index to Philippine Newspapers (IPN) Computerized Index to Philippine Periodical Articles (CIPPA) Availability Subscription basedBy PurchaseFree Access Online ( pd.ph/ipn/) Online; Subscription- based Frequency of Publication Quarterly (print); 5 year cumulative (CD) Online, Quarterly (CD) Index Language Used LCSH; Thesaurus Wilsonweb; IPP List of Subjects LCSH; Thesaurus of ERIC Descriptors; UNESCO Thesaurus; Wilsonweb; IPP List of Subjects Standard Vocabularies; LCSH; IPP List of Subjects Standard Vocabularies; LCSH; Subject Headings Used in CIPPA; RGPL Entry Elements Author & Subject Entries Author, Title & Subject Entries Format for Bibliographic Citation Reader’s Guide to Periodical Literature Has its own format Follow its own format Abbreviations Used Indicated in its indexing Guidelines Has its own list of Abbreviations

Index Databases (Part 2) Philippine Index Medicus Abstracts HERDIN Index Index to Philippine Legal Periodicals Index to Official Gazette Institution UP-Manila University Library Phil. Council for Health Research & Development-DOST Supreme Court of the Philippines Library Date Started 1960s Discipline/ Subject Areas Covered Medicine and Related Areas Health and Health Related SubjectsLawLaw and Related Areas Indexing Policies and Guidelines Yes Software Used PhymylibraryHERDIN NeoN Sysytem using open source -Joomla, PhP MySQL DTsearchLocal Area Network (LAN) Type of Publications Indexed Philippine and Foreign Periodicals Local &Foreign Journals; Theses & Dissertations; books Phil. legal periodicals found in the SC Library Issues of the Official Gazette

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

Index to Agricultural Resources Institution: University of the Philippines at Los Ba ñ 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 ( 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 MEDLINE and AGRIS prescribed abbreviations

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