DOCUMENT RESUME ED 092 164 IR 000 726 TITLE 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. INSTITUTION Educational Resources Information Center, DIR.; ERIC Processing and Reference Facility, Bethesda, Md. SPONS AGENCY National Inst. of Education (DHEW), Washington, D.C. PUB DATE Jul 74 NOTE 544p.; Loose-leaf and updated continuously EDRS PRICE MF-$0.90 HC-$25.80 PLUS POSTAGE DESCRIPTORS *Abstracting; *Cataloging; Documentation; Guides; *Indexing; *Information Processing; Information Storage; Information Systems; Lexicography; Library Science; *Manuals; *Thesauri IDENTIFIERS *Educational Resources Information Center; ERIC ABSTRACT This loose-leaf manual provides the detailed rules, guidelines, and examples to be used by the components of the Educational Resources Information Center (ERIC) network in acquiring and selecting documents and in processing them (i.e. cataloging, indexing, abstracting) for input to the ERIC computer system and subsequent announcement in ',Research in Education." It also covers the procedures to be followed in maintaining the indexing vocabulary (the Thesaurus of ERIC Descriptors). The major sections of the manual are entitled: Acquisitions, Selection, Handling and Shipping, Descriptive Cataloging, Abstracting/Annotating, Indexing, Vocabular Development and Maintenance, Journal Article Processing. There are several appendixes, e.g., Acronym Dictionary, Glossary of Terms, ERIC Clearinghouse Scope of Interest Guide, COSATI Cataloging Standard, Identifier Authority List, and the ERIC Directory. This manual will be of interest to all organizations that use the ERIC data base. A detailed index facilitates its use. (WTB) NOTICE TO ERIC PROCESSING MANUAL USERS I. This Manual has been punched for insertion in a loose-leaf three-ring binder of at least two inch capacity. Please insert the Manual in such a binder as soon as possible to avoid loss or ruts- collation of pages, and to otherwise protect an item that will be in heavy use and short supply. 2. For your convenience, we have included an adhesive-backed sheet with a copy of the cover and a spine, which may be used to identify the contents of the binder. To use these, simply cut along the dotted line, remove the backing from each piece, and apply directly to the binder surface. 3. For the further convenience of users, we recommend that dividers with protruding index tabs be inserted for each major section and appendix. Dividers have not been included in this package for reasons of cost, but individuals can easily prepare their own (in accordance with their own needs and use patterns) from standard stock materials. 4. An overall index to the Manual isin preparation and will be forwarded as soon asit can be completed and printed. ERIC PROCESSING MANUAL Rules and Guidelines for the Acquisitions, Selection, and Technical Processing of Documents and Journal Articles by the Various Components of the ERIC Network July 1974 DUCATIONAL RESOURCES NFORPtATION111CENTER Sponsored by the National Institute of Education ERIC'PROCESSING MANUAL Page: Date: 7/1/71.4. TABLE OF CONTENTS PAGE PREFACE - ORGANIZATION. AUDIENCE. AND AVAILABILITY OF THIS MANUAL iii SECTION 1- INTRODUCTION 1 SECTION 2 - ACQUISITIONS 25 SECTION 3 - SELECTION 77 SECTION 4 - HANDLING AND SHIPMG 101 SECTION 5 - DESCRIPTIVE CATALOGING 137 SECTION-6 ABSTRACTING /ANNOTATING 193 SECTIGN ' - INDEXING 215 SECTION 8 - VOCABULARY,DEVELOPMENT AND MAINTENANCE 257 SECTION 9 - JOURNAL ARTICLE PROCESSING 351 APPENDIXES A - Acronyms, Initialisms, and Abbreviations Dictionary A 1-5 B - Glossary of Terms 81-16 C - ERIC Clearinghouse Scope of Interest Guide C 1-48 D - COSATI Standard for Descriptive Cataloging of D1-27 Government Scientific and Technical Reports (AD-641 092) E - Report Series Codes, An Introduction E 1-13 F - 1dentifie( Authority List (Mostly Commonly Used F 1-8 Identifiers, Showing Preferred Word Form) G - ERIC Directory (Telephone, Address, Staff Members) INDEX ERIC,PROCESSING MANUAL Page: Title: PREFACE Date: ORGANIZATION, AUDIENCE, UPDATING AND AVAILABILITY OF THIS MANUAL The ERIC Processing Manual provides the detailed rules, guidelines, and examples to be used by the components of the network in acquiring and selecti% documents and in processing them (i.e., cataloging, indexing, abstracting) for input to the computer system and subsequent announcement. it also covers the procedures to be followed in maintaining the indexing vocabulary (the Thesaurus of ERIC Descriptors). This Manual is of interest to all organizations engaged in making use of the ERIC data base (input procedures dictate retrieval strategies) and is therefore made available for public sale. ORGANIZATION The Manualis organized in a loose-leaf format in which revised and additional pages may be incorporated. Such pages will be issued periodically throughout the year, as needed, and should immediately be interfiled in their appropriate location and obsolete pages discarded. Page numbering is continuous throughout the body of the Manual, with each appendix numbered separately. Itis recognized that continuous pagination presents problems for a loose-leaf publication, particularly one with an index. Nevertheless, in order to aid the user of the Manual as much as possible,it was deemed necessary to go to the simplest possible numbering scheme. Additional pages, added to the middle of the Manual during the revision process, will be numbered with letter suffixes, e.g., 37A, 37B, 37C, etc. Periodically the Manual and its index will be totally revised and re-paginated. Each major Section is numbered and within each section topics are decimal-numbered down to the third level, e.g., 4.3.15, in order to assist in showing relationship and subordination between topics when they extend over several pages. Paragraph numbering to additional levels was not done in order to avoid excessively long numbers. Decimal-numbering was selected as preferable to the older outline scheme (e.g., 1.A.1.a.(1)(a)) and because it better facilitates possible future expansion. Each major section of this Manual is preceded by a Section Outline and a Summary of Significant Rules. Supporting the detailed procedures are several appendixes consisting of essential reference material that can be consulted when the occasion demands It. In prior manuals, this material was often referred to but never actually provided. At the end of the Manual there is a detailed index providing subject access to every significant topic covered in the text. Perhaps no other single improvement being added at this time will lead to more effective utilization of the Manual than this long- sought Index. References in the Index are to page numbers. AUDIENCE The ERIC Processing Manualis first and foremost a guide for the components of the ERIC system. It is intended to be a training manual for new document processors and a constant reference for those already trained. Itis an essential coordinative toolin ensuring consistency among the many decentralized ERIC Clearinghouses. It should be regarded as an authoritative body of rules and guidelines that have received the approval of Centre: ERIC management. Organizations and other users external to the actual ERIC system also have an interest in this Manual, not primarily from the point of inputting material to the system, but rather from the point of view of retrieving material from it. They should be able to rely on this Manual as a description of how the ERIC Data Base is constructed and what its properties are. The more searching and retrieving that is done against the ERIC Data Base, the more interest there will be in this Manual on the part of user organizations. UPDATING AND AVAILABILITY Anyone may make suggestions for revision of this Manual. All such suggestions should be transmitted to the Director of the ERIC Processing and Reference Facility*. The Facility will gather all significant suggestions and route copies to the members of the ERIC Committee on Technical Processing. This Committee will evaluate all suggestions and decide whether they should be adopted. Committee membership will include Clearinghouse staff, Central ERIC staff, and ERIC Facility staff. If the Committee accepts a suggestion,it will be written up and forwarded to the ERIC Facility with instructions to issue the change as a revision to the ERIC Processing Manual. iv Clearinghouses, and other members of the ERIC network engaged in processing, will all be sent multiple copies of the revision for interfiling in their existing manuals, Addresses and telephone numbers for all components of the ERIC system can be found in Appendix G - ERIC Directory. v/V ERIC1PROCESSING MANUAL Section: 1 Page: Title: INTRODUCTION Date: 7/1/74 SECTION OUTLINE PAGE 1.1 GENERAL 3 1.2 ERIC SYSTEM COMPONENTS 3 1.2.1 Central ERIC 3 1.2.2 ERIC Clearinghouses 6 1.2.3 Commercial Contractors 13 ERIC Processing and Reference Facility Current Index to Journals In Education (CIJE) Contractor ERIC Document Reproduction Service (EDRS) 1.2.4Government Printing Office (GPO) 18 1.3 MAJOR ERIC PRODUCTS 19 1.3.1 Research in Education (RIE) 19 1.3.2 Current Index to Journals in Education (CIJE) 19 1.3.3 Thesaurus of ERIC Descriptors 20 1.3.4 ERICTAPES 20 1.3.5 Document Reproductions 23 Microfiche Hard Copy 1.3.6 Reference Tools (Providing Access to the Data Base) 23 FIGURES PAGE FIGURE NUMBER TITLE 1-1 ERIC System Components 4 1-2 ERIC System - Processing Interactions 5 1-3 ERIC System - Background/History 7-8 1-4 ERIC Products - Summary List 21-22 -2- *Ric]PROCESSING MANUAL Section: Page: 3 Title: INTRODUCTION Date: 7/1/74 1.1 GENERAL. The objective of this Section is to introduce the six major components that go to make up the ERIC system. As shown in Figure 1-1, these are: Central ERIC, the ERIC Clearinghouses, the ER6 Processing and Reference Facility contractor, the CIJE contractor, the ERIC Document Reproduction Service (EDRS), and the U. S. Government Printing Office (GPO), which is,in effect, the printing contractor for Research in Education.