How To Index Official Document Subject Words?

1, read the document and understand the theme.

Review the key points of the document.

2, analyze the theme type and determine the theme concept.

There are two types of themes: single theme and multiple themes.

A single topic refers to a single object or problem studied and discussed in a document.

Multiple themes refer to more than one subject matter studied and discussed by a document, but two or more, and are independent themes that are juxtaposed.

3, analyze thematic structure and identify thematic factors.

Thematic factors are divided into five parts: the main factor, the general factor, the location factor, the time factor and the literature type factor.

The main factor is the key concept in the theme of the document discussion. It is the main component of the theme of the document. Other theme factors are attached to this main factor. General factors are some general concepts that constitute the theme, which illustrate the dynamics and trends of the main factors.

The general concept is neither specific nor independent, and should not be used alone; location factors indicate the location and scope of the main factors, and the areas, locations and objects specified in the documents.

Location factors include the name of the country, the name of the district and the name of the organization. The time factor limits the subject factor from time to time, and puts the subject matter in a specific time range.

Time factors include age, era, Dynasty, deadline, etc. the factors of literature type include literature type, official document type, file name number and so on.

(two) look up the list of words and change the concept of the subject.

When we are looking for thesaurus to plate topic concepts, we must use the standardized subject words on thesaurus.

There are mainly two ways to change the theme: first, direct conversion.

The two is indirect pformation.

(three) indexing of subject phrases.

Composition is a way to express a specific concept by combining two or more than two key words to form logical relations.

It is based on the grammatical relations and logical relations between words. Only the conceptual words with compatible relations can be allocated, and it is not a literal composition. The decisive factor is logical relation.

There are conceptual crossover, conceptual restriction, upper or lower word combinations.

Cross matching and limited allocation should be given priority.

Cross matching refers to the interrelationship between the concepts of the two combinations, and the extension of the two concepts coincides.

Limited composition is based on the definition of concept, from the pition from the concept to the concept of species.

(four) direct superior word indexing and word indexing.

The requirement of superordinate indexing requires the relationship between two concepts.

The two concepts required by word indexing must be the same category and the same attribute.

Neither direct superior word indexing nor word indexing can cross grade indexing.

(five) free word indexing.

Free word indexing is the use of natural language not standardized to express the concept of official document, and is used as a retrieval symbol to express the concept of official document.

The scope of free word indexing is: first, although some theme concepts can be classified by indexing or superordinate indexing, they are more frequently used; two, the new concept of the subject, including new technology, new policies, new theories, new terminology, etc. three is the number of characters, times and years, and four is the name of regions and organizations.

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The rules of free word indexing should be followed: first, it is necessary to look up the thesaurus carefully, and do not have the proper specific subject words before indexing the free words.

Two, you can use other words and authoritative reference books and reference books.

Three, the selected words must have strong retrieval function and matching function, which are practical, and can be retrieved and assembled.

Four, we should try to be as simple and clear as possible.

The five is to mark the free word and mark its upper theme word (or category word).

The six is to mark "delta" on the back of the free words and register the new words in the thesaurus in good time.

When choosing the names of place names other than thesaurus, the names of time, names, and names of other nouns should not be labeled as "delta".

(1) the arrangement of the key words.

The key words that reflect the whole (outline) of the official document are in front of them, reflecting the key words in the official document part.

In the single theme document, the key words reflecting the central content are reflected before, and the key words in other aspects are reflected; in the multi topic documents, the key words that reflect the overall (outline) contents of the official documents are arranged before, and the other key words that reflect the other contents of the official document are arranged in the order of occurrence.

The place names (names of organizations), time, names and so on, which are marked as free words, should be placed behind the thematic words that express the official documents and placed in front of the key words in the form of official documents.

At the same time, in the same official document, it will be arranged according to the place name (organization name), the time and the name of the person.

(two) indexing of languages.

As the official subject matter, literature is the last word of all the key words.

In the notification of pfer (type), the document that has been pferred (printed) can not be used as a subject word.

However, if the official document is pferred, it should be used as a key word.

(three) indexing of punctuation marks.

Punctuation marks should not be used in official document.

The official theme words with punctuation in the official thesaurus should be retained.

Because these punctuation marks have special functions.

Generally, no punctuation marks should be taken in the indexing of free words.