DOCUMENT RESUME ED 219 082 IR 050 065 AUTHOR Brandhorst, Ted, Ed.; And Others TITLE ERIC Processing Manual. Rules and Guidelines for the Acquisition, Selection, and TechnicalProcessing of Documents and Journal Articles by theVarious Components of the ERIC Network. INSTITUTION Educational Resources InformationCenter (ED/NIE), Washington, D.C.; ERIC Processingand Reference Facility, Bethesda, Md.; ORI,Inc., Bethesda, Md. Information Systems Div. SPONS AGENCY National Inst. of Education (ED),Washington, D.C. PUB DATE Sep 80 CONTRACT 400-81-0003 NOTE 885p.; Supersedes previousedition ED 092 164. Loose-leaf, updated continuously. All revised and additional pages issued throughJuly 1987 have been included in this copy. See related documents, IR 050 066-073. AVAILABLE FROMERIC Processing and ReferenceFacility, 4350 East-West Highway, Suite 1100,Bethesda, MD 20814 ($40.00). EDRS PRICE MF05/PC32 Plus Postage. DESCRIPTORS *Abstracting; *Cataloging; Databases;Documentation; *Indexing; *Information Processing;Information Storage; Information Systems;Lexicography; Library Science; *Library Technical Processes;*Thesauri IDENTIFIERS *ERIC ABSTRACT This loose-leaf manual provides thedetailed rules, guidelines, and examples to be used bythe components of the Educational Resources InformationCenter (ERIC) Network in acquiring and selecting documents and in processingthem (i.e., cataloging, indexing, abstracting) for inputto the ERIC computer system and subsequent announcement in "Resourcesin Education" and "Current Index to Journals in Education." It also covers the procedures to be followed in maintaining the indexingvocabularies (the "Thesaurus of ERIC Descriptors" and the"Identifier Authority List"). The major sections of the manual are entitled:Acquisitions, Selection, Handling and Shipping, Cataloging,Abstracting/Annotating, Indexing, Vocabulary Development andMaintenance (Part 1- Descriptors, Part 2 - Identifiers), Database Changes (Post Publication). There are two appendixes: ERIC Clearinghouse Scopeof Interest Guide; Glossary of Terms. This manual will be of interestto all. organizations thatuse the ERIC database. A detailed index facilitatesits use. (TB) * * * * * * * * * * * * * * * ** * * * * * * * ** * * * * * * * * * Reproductions supplied by EDRS * are the best that can be made * from the original document. * * * * * * * * * * * * * * * * * * ** * * * * * * * * * * * * * * * U.S. DEPARTMENT OF EDUCATION Once of Educational Researchand Improvement EDUCATIONAL RESOURCES INFORMATION CENTER (ERIC) ?<This documenthas been reproduced as received from the Person or organization onglnating it O Minor changes have been madeto improve reproduction Quality Rants of yaw or op nlons stat ed in thisdoc tr. ment do not necessarily represent othcal OERI Poston or policy CS, 0CO CO tr C1 0 LLI ERIC PROCESSING MANUAL Rules and Guidelines for the Acquisition, Selection, and Technical Processing of Documents and Journal Articles by the Various Components of the ERIC Network ORIGINALLY ISSUED SECTION-BY-SECTION BEGINNING September1980 THIS COPY HAS BEEN UPDATED BY THE INCLUSION OF ALL REVISED AND ADDITIONAL PAGES ISSUED FROM SEPTEMBER 1980 THROUGH JULY 1987 EDUCATIONAL RESOURCES INFORMATION CENTER National Instftuts of Education U.S. Department of Education TABLE OF CONTENTS SECTION TITLE 'PAGES ..- Preface 1-2 1 Introduction I-1 to 24 2 Acquisitions II-1 to 60 3 Selection III-1 to 34 4 Handling and Shipping IV-1 to 44 5 Cataloging V-1 to 196 6 Abstracting/Annotating VI-1 to 24 7 Indexing VII-1 to 51 8 Vocabulary Development and Maintenance Part 1 -- Descriptors VIII-1-1 to 1-145 Part 2 -- Identifiers VIII-2-1 to 2-56 9 Data Entry* 10 Data Base Changes (Post Publication) X-1 to 9 APPENDIX A' ERIC Clearinghouse Scope ofInterest Guide 1-18 APPENDIX B Glossary of Terms 1-35 Index 1-33 *Deferred indefinitely, until present multiplicity of techniquesevolve to a single unified method. Revised August 1983 Preface Organization, Audience, and Availability of the ERIC Processing Manual (EPM) Organization The ERIC nveeseing Manual (EPM) isorganized into ten (1) majorSections, each dealing with a major functional work area in the development of theERIC data base. The Table of Contents immediately followingthis. Preface lists these Sections. Each is designed as an independentmodule that contains all that is necessary to perform the functioninvolved. There are two supporting appendices,one providing subject scope statements for each ERIC Clearinghouse (tobe used in assigning documents to Clearinghouses and transferring documentsbetween Clearinghouses); andone providing definitions for various technicalterms used throughout the EPM. A comprehensive subject index provides easy access to the content of all '- Sections. Audience The ERIC Processing Manua (EPM) isintended primarily for theuse of the ERIC Clearinghouses (currently thereare 16) engaged in acquiring, selecting, and processing (cataloging, indexing,abstracting) bibliographic materialfor the ERIC data base. Since the ERIC Clearinghousesare geographically separated, it is necessary to havea single set of printed guidelines in order to achieve standardized inputs from all Clearinghousesand an internally consistent data base. The EPM is not intended as a guideto the internal centralized functions of the ERIC Processing and ReferenceFacility, although it deals withmany of these functions that it is essentialClearinghouses know, e.g., pagination procedures, vocabulary maintenance procedures,etc. The EPM will be of interest tosome users in that it deals in detail with the construction of the data base fromwhich those users conduct retrieval operations. The kinds of documents thatare selected for ERIC, the definitions of the individual data elements cataloged,the rules for indexing and abstracting---all these are matters thataffect retrieval and knowledge of which can improve retrieval. Availability The ERIC Processing Manual (EPM) can be purchased in paper copy from the ERIC Processing and Reference Facility for $40 (domestic postage paid). Since revised pages are issued periodically, the EPM purchased at any given time will be up-to-date only as of that point in time. A copy of the EPM is being entered into the ERIC data base where it will acquire an ED accession number (not available as of this writing) and be announced in Resources in Education (RIE). When announced it will be available in both microfiche and paper copy blowback from the microfiche from the ERIC Document Reproduction Service (EDRS). The copy announced in RIE will be up-to- date as of that point in time. Revision Process Since the ERIC Processing Manual is a working document, constantly in use to provide the rules and conventions by which the ERIC data base is constructed, it is constantly being modified to meet new problems, provide additional elaboration, and to be responsive to changes in priorities. All suggestions for change should be directed to the Editor, ERIC Processing Manual. Revised pages are prepared and distributed to the Clearinghouses on an as needed basis. In the course of a year an average of 25 pages may be revised. Each revised page is dated in the following way in order to distinguish it from the page it replaces, e.g., "Revised December 1982." In addition, parallel lines are placed in the right hand margin in order to identify the material changed in the revision. Shelf copies of the individual sections all receive the revised pages at the time they are printed. However, because of the wide distribution of the EPM both domestically and abroad, it is not possible for ERIC to automatically provide revised pages to all previous recipients of the EPM. Approximately every five years the number of revision pages added to the EPM becomes such that a general revision is done in order to smooth rough edges and integrate material between Sections. At that time, a totally new edition is usually prepared. The last edition of the EPM was dated 1974 and was accessioned as ED-092 164. This present edition started in 1980, with the last Section being issued in 1982, and was accessioned as ED- AUTHORSHIP The ERIC Processing Manual (EPM) has been prepared by the staff of the ERIC Processing and Reference Facility under the general editorship of its Director, Ted Brandhorst. The Sections on "Acquisitions" and "Selection" were prepared by Grace Sundstrom, Acquisitions Librarian. The Section on Vocabulary Development and Maintenance -- Descriptors was prepared by Jim Houston, Lexicographer. The equivalent Section on Identifiers was prepared by Carolyn Weller, Special Projects Coordinator. The Index was prepared by Elizabeth Pugh, Administrative Assistant. Revised August 1983 2 1 ERIC PROCESSING MANUAL Rules and Guidelines for the Acquisition, Selection, and Technical Processing of Documents and Journal Articles by the Various Components of the ERIC Network SECTION 1 INTRODUCTION October 1980 EDUCATIONAL RESOURCES INFORMATION CENTER National Institute of Education U.S. Department of Education SECTION I: INTRODUCTION L INTRODUCTION TABLE OF CONTENTS PAGE I. INTRODUCTION I- 1 A. General I- 1 B. ERIC System Components I- 1 I. Central ERIC I- 1 2. ERIC Clearinghouses I- 1 3. Commercial Contractors I-11 a. ERIC Processing and Reference Facility I-11 b. CIJE Contractor 1-14 c. ERIC Document Reproduction Service (EDRS) 1-15 4. Government Printing Office 1-16 C. Major ERIC Products 1-16 1. Resources in Education (RIE) 1-17 2. Current Index to Journals in Education (CIJE) 1-17 3. Thesaurus of ERIC Descriptors 1-18 4. ERICTAPES 1-18 5. Document