Preservation and Conservation of Indexing and Abstracting

1. Indexing and Abstracting
Preservation and
Conservation
Discussant:
Mary Rose v. Navarro &
April Denise N. Loveres

2. Introduction
oThe print and electronic materials are vital
and delicate. The way they are handled can
affect the life span of the records contained
in them. Records must be preserved and
conserved for future use. The process of
encoding and recording information has
evolved over a thousand years.

3. oEvery generation desires to leave a mark of
documented issues, concerns, ideas,
discourse and events, and the only way to
do this was by leaving a legacy in the form
of documented matter.

4. One of the earliest forms of recording human
experiences on earth has been through rock
paintings found in most parts of the world
(National Research Council, 1986)

5. Preservation
A branch of Library and Information Science
Concerned with maintaining or restoring
access to artifacts, documents and records
through the study, diagnosis, treatment and
prevention of decay or damage.

6. Preservation
Preservation is used to denote all those
activities and measures intended at
conserving library materials for posterity.
-Lasisi 1999-

7. Preservation
oPreservation is an indirect method of treatment in
which the environment around an item is changed.
This includes stabilizing, maintaining and
monitoring temperature, humidity, light exposure,
air pollution, dirt, dust and mold.

8. Preservation also includes surveying the proper
storage and handling techniques, security, including
theft, vandalism, disaster prevention, education,
training and outreach programs for staff, patrons,
clients, and the public.
(Murray 2005)

9. Conservation
Refers to the treatment and repair of
individual items to slow decay or restore them
to a usable state.
Refers to specific practices taken to slow
deterioration and prolong the life of an object
by directly intervening in its physical or
chemical make-up.
(Alegbeleye 2002)

10. Conservation is a direct method of treatment in
which an item is physically or chemically changed.
This includes cleaning, repairing, rebinding and
reformatting.
(Murray 2005)

11. Scope of Preservation:
oCaring and repair of books
oBinding
oStorage
oShelving
oCleaning
oTransporting and handling air conditioning

12. oVentilation
oSpecial treatment for newspaper, pamphlets,
clippings, maps, films, pictures, rare books,
unique materials, special process such as
deacidification and lamination.
oReinforcement for the enemies of books such
as mildew, insects and foxing and replacement
of deteriorated materials by reprints.

13. Physical Storage environment also direct impact on Material
Temperature and relative humidity
Light and lightning
Atmospheric Pollution
Mold and Pest Control
Mishandling
Security

14. Two factors which determine what Materials to preserve:
1.The nature of materials, their manufacture,
chemical/physical make up and their inherent
vice.
2. The nature of collections handling
treatment

15. Best way to preserve the materials:
An atmosphere of orderliness and cleanliness
contributes so much to make the library
materials in good condition. Clean
surrounding discourage insects and rodents.

16. Stack and storage must be kept clean of
debris and any materials that extraneous to
collections. If shelves are exceptionally dirty,
wet cleaning is desirable.
According to present day opinion, air
conditioning for libraries should be provide
relative humidity of 50%.
Best way to preserve the materials:

17. Important factors in the process of taking decisions
regarding preservation and conservation:
1) The building: To identify potential hazard
arising from security, fire, flood and other
natural disasters.

18. 2. The interior building: Including reading and
storage areas, to assess the environmental conditions
and the physical state of shelving units, taking
measurements of lighting levels, temperature and
humidity, and assessing levels of dust and
atmospheric pollution, and

19. 3. The collection: To identity the scale of damage to
paper including assessment of paper embitterment,
damage due to mold or insect and damage to
bindings, etc.

20. Principles of Indexing
Exhaustivity- the extent to which concepts
or topics are retrieved by means of broad and
specific index terms.
Specificity- the extent to which a concept
or topic in a document is represented by a very
precise term in the hierarchy of its genus-
species relationship of terms.

21. Consistency- the extent to which agreement
exist on the terms to be used in indexing
documents. It requires that concepts/topics in
documents be represented by the same index
terms.

22. Two types of consistency:
1. Inter-indexer consistency- agreement on index
terms to be used between or among indexers;
2. Intra-indexer consistency- the extent to which an
indexer is consistent with himself in assigning the
same index terms to various topics.

23. Surrogate
It means substitute of the original document. An
abstract is also known as a surrogate or substitute of
the original document. Since an abstract is a
substitute of the original document, it is called a
document surrogate.

24. Types of Document Surrogates
Annotation
This is a note added below the bibliographic
reference or title of a document by way of
comment or brief description of what the document
is about. It usually appears in one or two sentences
only.

25. Extract
This document surrogate is actually a portion of
a document lifted from the results, conclusions or
recommendations to represent the aboutness of the
document. It is easy to produce an extract because,
this is just a matter of lifting any portion of the
document which is thought of giving the reader an
idea of what the document is about.

26. Summary
This type of surrogate is usually found at the end of the
document which is intended to complete the orientation of
the reader and to present which is intended to complete the
orientation of the reader and to present some of the
highlights for the reader to remember. This is done by the
author of the document to restate the important findings and
conclusions of the document.

27. Abridgement
This document surrogate is a reduction in
terms or length of the original document that aims
to present only the major points. Non-major points
are omitted.
Synopsis
This is similar to a summary. (e.g. short resume
at the back of a pocketbook)

28. Terse Literature
This document surrogate is a
condensation of the original. This is done by
using statements which are highly abbreviated
to encapsulate the major points. (e.g. short
articles found in the Reader’s Digest.)

29. Other Forms of
Document Surrogates

30. Extracts
Are sentences, data, tables, equations,
formulae, which are lifted verbatimly from the
original document. The person preparing this type of
document surrogate must possess the ability to
recognize the sentence, data, tables, etc. that should
be lifted verbatimly to be able to represent or
embody the aboutness of the document.

31. Short abstracts or mini-abstracts
Similar to annotations because they
comprise only one or two sentences which aim
to describe briefly what the document is all
about.

32. Statistical or Tabular Abstracts
Are most effective in conveying certain types of
information found in documents that contain economic,
social and marketing data. Statistical data or tabular data
on economics, social conditions, and marketing trends
are presented in their original format to present the
summary of the contents of the document.

33. Author Abstracts
Are prepared by the author who is
undeniably the best versed in his own specific
subject. One of the trends in journal
publishing is the appearance of abstract below
the title of the article.

34. Homotopic Abstracts
Are published at the same time as the original
manuscript. Since the abstractor does not modify the
abstract which accompanied the manuscript, the abstract
stay as it is.