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    How To Do Well In The Key Word Indexing In Official Document Processing

    2014/3/10 9:57:00 26

    Three StepsThree DemandsThree No

    < p > how to do well in the key words of official document indexing in official document processing is to adapt to the needs of official office automation, the standardization of official document processing, the words or phrases that can be spanformed from the selection of official titles and reflect the concept of official documents. The indexing of official documents is mainly based on the official Thesaurus of the State Council, which is formulated by the Secretariat of the general office of the State Council. In addition, various regions and industries have developed their own thesaurus based on their own official document processing practice. The key words of official documents processed by the the Yellow River Water Resources Commission of the Ministry of water resources are used in the official Thesaurus of the the Yellow River Water Conservancy Commission. < /p >
    < p > < strong > 1. The key word indexing procedure goes three steps < /strong > < /p >.
    < p > first step: read the document and analyze the theme. First, read the < a href= "http://www.91se91.com/business/ > document > /a > to understand the main contents and the intention of the document. Generally speaking, it is a common method for secretaries to read the title of a document and to index the subject word. If the title of a document can summarize the main contents of a document, it will analyze the theme from the headline. Otherwise, we should proceed from the content of official documents to conduct thematic analysis. Secondly, analyze the theme. First look at a document title is a single theme or multiple topics. In single topic indexing, multiple concepts are used to express the same concept word, and multiple topics are used to express their respective topic concepts by grouping multiple topic words. The main theme of the analysis is thematic structure analysis. That is to say, analyze the main and minor components in the theme and their relationship. The theme list of the Yellow River Water Conservancy Commission is divided into five categories: subject factor, general factor, spatial factor, and literary factor. < /p >
    < p > second step: refining and changing the concept of theme. After analyzing the topic type and theme structure, we have grasped the whole concept of a document. The concepts of these topics need not be fully indexed, but should be chosen and refined. It is necessary to abstract the most important and specific theme concepts, and abandon the general theme concept. For the extracted documents, the subject concept is truly retrievable, and the official thesaurus is converted to the theme word accurately, scientifically and scientifically. The main ways to pick up a list of words are: (1) directly check the word list, which is applicable to the consistency or proximity of the theme and the word of the thesaurus. You can use pinyin or radicals. (2) index of category. It mainly applies to two situations. First, the main content of official documents is concentrated in a certain category. In order to improve the efficiency of indexing, we can first check category index; two, we can not find the right word at the moment, but the category is clearer and the category index can be found. (3) index of word families. When applied to a more complicated topic concept, it is necessary to overcome the difficulty of determining the lexical form when searching complex themes. < /p >
    < p > third steps: indexing record, checking and verifying. After the successful conversion of the key words, according to the official document format of the state organs, the key words should be tagged at the bottom of the official document and copied to the left upper side of the column. There is no word between punctuation, without punctuation. Before indexing the subject word, we must examine the result of indexing. The main contents of the audit are as follows: (1) whether the subject concept refining is accurate, comprehensive and omissions; (2) whether the conversion of the key words conforms to the standard strength rules and the matching rules; (3) whether the key words used in the same type of official documents are consistent; (4) whether there are omissions in the indexing records. If problems are found, corrective actions should be corrected in time. < /p >
    < p > < strong > two, and subject heading three must be < /strong > < /p >.
    < p > one must be accurate. That is to say, the indexing of the keynote is accurate to the content of the official document, including two aspects. (1) the accuracy and accuracy of the analysis of the main contents of the official document in the course of thematic analysis, (2) the conversion of the theme concept into the theme word is accurate. < /p >
    < p > two to be full, the subject of indexing can reflect the main content of official documents as much as possible, and can not miss the target. The maximum indexing depth of the official subject words of the Huang Wei system is not more than 7. < /p >
    < p > three must be specialized, that is, the consistency between the key words and the main contents of the official documents. Generally speaking, there is only one specific subject word for a document subject concept. This is an important factor to measure the accuracy of thematic words. < /p >
    < p > < strong > three, subject heading three not < /strong > < /p >.
    < p > one can not use outside words. There are many people in the indexing of thematic words, often from the title to extract a few keywords for indexing, there is no use of the conversion of thesaurus, resulting in the indexing of the key words appear outside the table, this is the main word indexing taboo. < /p >
    < p > two is not to reverse the order. The indexing of subject words is arranged according to five main factors: subject, general, space, time, and culture. But many people are based on the title of the official document, and in the past, back and forth. < /p >
    < p > three is not literal. When subject headings are indexed, they often encounter the subject concept which is to be marked, and there are no existing subject words for direct indexing. First, the concept of the topic is broken down into more than two simple theme concepts, and then the corresponding topic words are used for conversion. When decomposing, we should decompose the concept of the subject into two or more sub concepts with cross relations, or sub concepts with limited relations, and avoid the literal division. < /p >
    < p > subject heading indexing is a basic work, and it is also a highly technical work. To do this job well, it is not only necessary for practitioners to be familiar with indexing tools, skilled in indexing rules and methods, but also to master relevant professional knowledge, and also requires rigorous, conscientious and steadfast style of work. < /p >
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