Phillip
PERIODICALS AND INDEXING GUIDE
WHY INDEX NEWSPAPERS AND PAMPHLETS?
This helps to provide a variety of information resources
Oftentimes newspapers provide the most current information
Periodicals and pamphlets provide information that may not be
available elsewhere that is relevant to the curriculum e.g. current
affairs or local politics
PREPARING TO INDEX
Upon arrival, collect the newspapers of the day from the MTS
Security booth at the front of the school. There should be three
newspapers: The Trinidad Guardian, The Trinidad Express and The
Trinidad and Tobago Newsday. Please note that on Mondays you must
collect Saturday and Sunday papers in addition to Monday
newspapers.If one or more of the newspapers has not been delivered
by 10:00am, call the relevant offices to enquire. Ask for the
circulation department: NEWSDAY 623-4929 GUARDIAN 623-7543 EXPRESS
623-1711If you are informed that the subscription has expired
advise the Bursar accordingly. Bring the newspapers to the Library
and stamp El Dorado East Secondary Library Media Centre on each
paper three times on the front page, the back page and a middle
page (not in the classifieds). Ensure that important details are
not obscured by the stamp.Keep the newspapers of that day behind
the circulation desk. When patrons ask for the newspapers lend the
item individual and take note of who has the particular paper. Do
not allow patrons to leave the Library with the newspaper as you
may be unable to retrieve the papers for indexing. (This does not
apply to Principal, Vice Principal or MTS cleaning staff).Arrange
the newspapers for the previous day on the newspaper rack.On Friday
remove the papers of the week from the newspaper rack in
preparation for indexing.NB. Back issues of magazines and
newspapers are to be weeded at the end of each term.Discarded items
may be distributed on request to staff or disposed of unless
otherwise directed by the Librarian.Discarded magazines must be
stamped Discard before leaving the Library.
WHEN TO INDEX
Newspapers must be read newspapers daily to identify and select
relevant articles.Indexing should take place weekly as per the duty
roster provided.Clipping and mounting should take place weekly as
per the duty roster provided.
WHAT TO INDEXSerials or periodicals are indexed. These include:
Periodical articles Newspaper clipping Pamphlets Newsletters (most
likely based on use by teachers)
STEPS IN INDEXING
1. Determine if this is an important topic of relevance to the
school body. For instance: have there been queries on this topic
before e.g. folklore, or is this a topic on the curriculum e.g.
wetlands or has this been a hot topic in the news e.g. a recent oil
spill or natural disaster?
2. Then ask yourself the following questions:
a) Is this topic covered by the list of heading complied by the
Librarian? b) If no, is this topic included in NALIS subject guide?
See:
http://www.nalis.gov.tt/rESEARCH/SubjectGuide/tabid/61/Default.aspxIf
yes, then a new file may need to be created using the headings on
the NALIS subject guide. In that case take a note of this new file
for the subject listing. NB. Beware of synonyms so that articles on
the same topics do not end up in separate files.
c) Is this the first item on this topic i.e. it is covered
neither by the list of subject heading prepared by the Librarian
nor the NALIS subject guide and is of relevance to the student
body? Then make a note of the topic and pass on to the Librarian so
that a new heading may be assigned.
If the topic is covered in the headings prepared by the
Librarian, follow the guidelines provided below.
GUIDELINES
Determine what the item is about: by scanning the periodical
article, newspaper clipping or pamphletConsult the headings created
by the Librarian so that you would assign the same topic the same
heading at all times.The heading must appropriately identify
content. Avoid creating new headings that cover the same topic as
the old heading.If more than one topic is dealt with in the same
article determine which one is more prominent in the article. The
entry must be made under this topic. Then check the subject listing
to see if the other topics covered in the article are listed. If
they are use a See Also note on the clipping.The subject of the
article must be placed on the tab heading of the folder as well as
the manila jacket used to hold the items. All future items on this
topic must be placed in this jacket.
SEE AND SEE ALSO NOTES See and See Also notes are used for
related or derivative topics. If the topic is often referred to by
another term than the one used in the subject index use a SEE note
or if the topic does not have its own file use a SEE note For
example: Hosay SEE Festivals.
SEE ALSO NOTES: Where topics are related use SEE ALSO notes. For
example, in the pollution file SEE ALSO Environment
FORMAT OF INDEXING
Be sure to include: Author Title Source Date Page of article
PREPARATION OF NEWSPAPER CLIPPINGS
1. Check the reverse side of the article to ensure there is no
article of interest there.2. If there is, photocopy that article
before doing any clipping.3. Clip the article. 4. Glue the
newspaper clipping on plain, white sheets such as discarded
printing paper. Note: Use a glue stick not liquid glue.5. Record
subject, source date and page number on the bottom right hand
corner of sheet.6. Punch a hole in the left hand top of sheet.7.
Use treasury tag to hold it in place in the file.
ORGANIZATION OF CLIPPINGS
The Table of Contents: Attach a sheet of paper to the inside
cover of each file to create a contents page for the folder
indicating the titles, source, page number and date. This is
important so users can quickly see the content of the
file.Chronological Order: Place articles within folders by order of
date. The most recent articles should be at the top of the folder
and the older articles at the back.Exception Biographies and Places
files are organized alphabetically by surname of person or name of
place. Articles with same surname should be organized by date with
the most recent at the top.Alphabetical Order: Store files in
alphabetical order within the cabinet.
MAINTAINENCE OF INFORMATION FILES
Files should be reviewed in the July/August period and closed as
necessary.A file should be closed if:1. The folder is too full. A
new file may be opened for the new period. Be sure to indicate the
period covered by articles in the file and date file closed. E.g.
File closed 31.12.20132. The topic is no longer relevant. For
instance if this topic has been removed from the curriculum.3. If
the articles have become too tattered or dirty. NB It may be
necessary to make copies of tattered files if they are still of
interest.
Prepared by: Librarian II, Ms. Phillip, BA, MLIS
