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Prepared by: Librarian II, Ms. Phillip, BA, MLIS

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 623-1711
If 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).
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Prepared by: Librarian II, Ms. Phillip, BA, MLIS
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 INDEX
Serials 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?
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Prepared by: Librarian II, Ms. Phillip, BA, MLIS
b) If no, is this topic included in NALIS subject guide? See:
http://www.nalis.gov.tt/rESEARCH/SubjectGuide/tabid/61/Default.aspx
If 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 pamphlet
Consult 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.

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Prepared by: Librarian II, Ms. Phillip, BA, MLIS
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.
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Prepared by: Librarian II, Ms. Phillip, BA, MLIS
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 31.12.2013
2. 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.