By the end of this chapter, you will be able to:
Mastering these skills helps you organize and present information clearly, making your work valuable and reliable in the indexing and abstracting trade.
Indexing and abstracting are foundational processes in Library and Information Management, essential for organizing and facilitating access to vast collections of information resources. In Kenya, where libraries and information centres support diverse sectors such as education, healthcare, and government, effective indexing and abstracting improve user retrieval efficiency and support informed decision-making. Understanding which materials to index and abstract, and the terminology involved, equips information professionals to manage resources systematically and meet user needs accurately.
Indexing and abstracting serve distinct but complementary roles in information organization. Indexing involves creating structured guides to the content of documents, while abstracting provides concise summaries that help users quickly assess relevance. Both processes depend on selecting appropriate materials, which may vary by institutional focus, user community, and resource type.
Indexing is a systematic method of creating access points to information resources, typically through keywords, subjects, or descriptors. It enables users to locate materials efficiently in large collections, such as university libraries or county government archives, by providing organized references rather than requiring users to scan entire documents. Indexing enhances searchability, especially in digital catalogues and databases, facilitating faster research and resource discovery.
Abstracting distills the essential content of a document into a brief summary, highlighting key findings, scope, and conclusions. This process supports users in evaluating the relevance of materials without reading entire documents, which is particularly valuable in fast-paced environments like hospitals or research institutions. Abstracts are commonly used in academic journals, reports, and conference proceedings to aid scholars and professionals in identifying pertinent information quickly.
Selecting materials for indexing and abstracting requires understanding institutional priorities, user needs, and resource formats. Materials chosen often include scholarly articles, reports, theses, government publications, and media relevant to the library’s clientele. For instance, a public university library in Nairobi might prioritize academic theses and journals, while a county government office may focus on policy documents and local reports.
In Kenya, libraries in sectors such as education, health, and finance integrate indexing and abstracting to enhance resource accessibility. For example, the Kenya Medical Research Institute (KEMRI) library uses abstracts to summarize clinical research, while the Kenya National Library Service applies indexing to organize diverse collections for public use. This integration supports the country’s knowledge economy by ensuring information is both discoverable and comprehensible.
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Create a free accountThis chapter introduced the fundamental concepts of indexing and abstracting, clarifying key terms such as index, indexer, abstract, abstracter, and the processes of indexing and abstracting. It then explored the various types of information materials subject to review, including books, journals, and articles, highlighting essential criteria for selecting materials like relevance, quality, author credibility, accessibility, and timeliness. The chapter examined common review methods such as peer and editorial review, while also addressing the challenges encountered during the review process. Evaluation of information materials was discussed with emphasis on standards including relevance, quality, accuracy, and authority, alongside the tools and techniques employed to carry out these evaluations responsibly. Ethical considerations in the evaluation process were underscored to ensure integrity and fairness. Finally, the chapter covered indexing documentation, detailing different types and classification systems like the Library of Congress, Dewey Decimal, Universal Decimal, and special in-house schemes, concluding with a discussion on the challenges faced in preparing documentation for indexing purposes.
Type: Individual
| Tools & Equipment | Materials |
|---|---|
| Ballpoint pens | Sample printed articles for indexing and abstracting |
| Highlighters | Manila paper A4 size |
| Index cards |
| S/N | Item | Quantity |
|---|---|---|
| 1 | Sample printed articles for indexing and abstracting | 3 Pcs per Candidate |
| 2 | Manila paper A4 size | 3 Sheets per Candidate |
| 3 | Ballpoint pens (blue or black) | 1 Pc per Candidate |
| 4 | Index cards (10cm x 15cm) | 10 Pcs per Candidate |
| 5 | Highlighters assorted colors | 1 Set per 2 Candidates |
| Items to be Evaluated | Marks Available | Marks Obtained | Comments |
|---|---|---|---|
| TASK 1: Identification and Differentiation of Terms | |||
| Wore appropriate PPE (dust coat and face mask) (Award 1 mark each for dust coat and face mask) | 2 | ||
| Collected sample articles and materials from the provided resources (Award 3 marks for correctly collecting all sample materials) | 3 | ||
| Read and highlighted key indexing and abstracting terms in the sample articles (Award 1 mark per correctly highlighted key term up to 5 marks) | 5 | ||
| Prepared at least six index cards, each labeled clearly with one of the terms: Definition of terms, Index, Indexer, Indexing, Abstract, Abstracter, Abstracting (Award 1 mark per correctly labeled and prepared index card, maximum 7 marks) | 7 | ||
| Provided accurate and clear definitions or explanations for each term on the index cards (Award up to 8 marks for completeness and accuracy of definitions) | 8 | ||
| Prepared a summary sheet on Manila paper listing and differentiating indexing and abstracting terms (Award 5 marks for a well-organized, clear summary sheet) | 5 | ||
| Used pens and highlighters correctly to enhance clarity and presentation (Award 3 marks for effective use of pens and highlighters) | 3 | ||
| Cleared and tidied the working area after completion (Award 2 marks for clearing and tidying workspace) | 2 | ||
| Sub-Total | 35 | ||
| PRODUCT CHECKLIST | |||
| Index cards correctly labeled with terms and containing accurate definitions (Award 10 marks for all index cards correctly labeled and accurately defined) | 10 | ||
| Summary sheet clearly differentiates indexing and abstracting terms with no spelling errors (Award 5 marks for clarity, differentiation, and correct spelling) | 5 | ||
| Sub-Total | 15 | ||
| GRAND TOTAL | 50 | ||
Type: Individual
| Tools & Equipment | Materials |
|---|---|
| Pen | Books (hardcover and paperback) |
| Indexing Labels | Journals (latest issues) |
| Printed Articles | |
| Manila Paper Sheets (A4 size) |
| S/N | Item | Quantity |
|---|---|---|
| 1 | Books (hardcover and paperback) | 6 Pcs per Candidate |
| 2 | Journals (latest issues) | 4 Pcs per Candidate |
| 3 | Printed Articles (individual photocopied articles) | 8 Pcs per Candidate |
| 4 | Manila Paper Sheets (A4 size) | 5 Pcs per Candidate |
| 5 | Pen (blue or black ink) | 1 Pc per Candidate |
| 6 | Indexing Labels (pre-printed) | 10 Pcs per Candidate |
| Items to be Evaluated | Marks Available | Marks Obtained | Comments |
|---|---|---|---|
| TASK 1: Reviewing and Categorizing Information Materials | |||
| Wore PPEs (dust coat, face mask, gloves) (Award 1 mark for each correct PPE worn) | 3 | ||
| Collected books, journals, and articles from the reading area (Award 1 mark per correct material collected) | 4 | ||
| Inspected and noted subject, year of publication, and publisher for each material (Award 1 mark for each correct detail per material; 3 details x 6 books = 18 marks max, but capped at 9 for time) | 9 | ||
| Sorted materials into categories: Books, Journals, Articles (Award 5 marks for correct sorting of all materials) | 5 | ||
| Prepared a summary sheet on manila paper listing classification details (Award up to 7 marks for completeness and neatness) | 7 | ||
| Applied indexing labels correctly on each material (Award 1 mark per correctly applied label on 6 books) | 6 | ||
| Cleared and organized the working area after completion (Award 3 marks for cleaned and organized area) | 3 | ||
| Sub-Total | 37 | ||
| PRODUCT CHECKLIST | |||
| Summary sheet correctly lists subject, year, and publisher for all materials (Award 2 marks for each correct detail category completed fully) | 8 | ||
| Materials categorized and labeled accurately according to indexing suitability (Award 10 marks for correct classification and labeling of all materials) | 10 | ||
| Sub-Total | 18 | ||
| GRAND TOTAL | 55 | ||
At the start of this chapter we promised you would be able to:
Tick each one you can genuinely do.
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