Indexing rules

Author: smoody
Posted in: Systems

INDEXING IN MILLENNIUM

Types of Indexes

In Millennium, there are two types of indexes, phrase and keyword.

The indexes use the same data to create their entries, but the searching behavior differs for each type. Each phrase index has a one-letter “tag”, such as “a” for Author, “d” for Subject, or “t” for Title.

The keyword index is composed of “slices” or sections which also have their own tags.

These can be used for targeted keyword searching, or the entire keyword index can be searched at once without regard to slices. NOTE that the simple “keyword” search patrons see on the opening screen of Oskicat searches ALL keyword slices at once.  Adding a term to just one keyword slice also adds it to this general keyword search.

The phrase indexes are available in the OskiCat “Quick Search” dropdown.

NOTE: the modify search screen and the advanced keyword search screen only offer keyword indexes – NO phrase indexes:

•    Title
•    Author
•    Subject
•    [Series – coming in future]

as well as the link for “More Searches”:

•    LC Call Number
•    Other Call Number
•    Govt Doc Number
•    ISBN/ISSN Number
•    Genre/Form
•    Place of Publication
•    Record Number

These following additional phrase indexes are available in the Millennium client modules:

•    Control Number
•    Other Number
•    Gladis No.
•    Authority control no.
•    Titlekey (used in acquisitions)
•    Name (patron)
•    barcode (item and patron)
•    ID/email (patron)
•    Instructor (course reserves)
•    Department and Course number (course reserves)
•    SICI # (used in serials)

Which fields are indexed, in which indexes?

Indexing is based upon the combination of:

•    record type
•    field group tag
•    MARC tag
•    indicators
•    subfields

These elements are specified very exactly in the index rules table and other system configuration files.

Each of the elements listed above must be correctly coded in the records in order to create an index entry. For example, if the index rules specify that 086 fields in the bib record must be in field group tag “g”, an 086 field that is in the “c” field group (“c-tagged”) will not be indexed. If the index rules specify that 6XX.0 fields go into the “d” subject index, a 650.2 (MeSH) field will not be indexed in the “d” index. If the index rules specify that c-tagged 050 or 09X fields in item records go into the “c” Call Number index, an 050 or 09X field in the bib record will not be indexed, even if it is correctly assigned to the “c” field group.

See below for a full listing of which fields are indexed.

In phrase indexes, a string (or “phrase”) of text is created using all of the available subfields specified for an individual field.

In the keyword index, a string of text is selected using all of the available subfields specified for an individual field, and then each word in the string is indexed separately.

Subfields used:

Phrase index entries are created using any and all of the subfields specified for a particular MARC field. There are a few different ways of specifying the subfields used, and how they are used. These may be represented in a couple of different ways depending on how you view the Millennium system.

K or KEEP:  This setting lists all the subfields that are used («kept») to create an index entry.

If the 700 ‘s subfields f,g,k,l,m,n,o,p,r,s,t are eligible to be used to create a title index entry, then this field:

Higuchi, Ichiyo,|d1872-1896.|tSelections.|lEnglish.|f1981.

will create this index entry:

Selections English 1981

R or REM: This setting lists the subfields that are excluded («removed») when the index entry is created.

If the 245’s subfields c,h,6,8 are «removed» from indexing, then this field:

The time traveller’s guide to medieval England :|ba handbook for visitors to the fourteenth century /|cIan Mortimer.

will create this title index entry:

The time traveller’s guide to medieval England : a handbook for visitors to the fourteenth century

E or EACH: This setting creates one index entry for each occurrence of the subfields listed.

If «each» 505$t is indexed, this field:

505  00 |tCons and pros: The Lady Eve –|tKnowledge as transgression: It
happened one night –|tLeopards in Connecticut: Bringing up baby —
|tThe importance of importance: The Philadelphia story —
|tCounterfeiting happiness: His girl Friday –|tThe courting of
marriage: Adam’s rib –|tThe same and different: The awful truth —

will create these index entries:

Cons and pros: The Lady Eve
Knowledge as transgression: It happened one night
Leopards in Connecticut: Bringing up baby
The importance of importance: The Philadelphia
Counterfeiting happiness: His girl Friday
The courting of marriage: Adam’s rib
The same and different: The awful truth

Keyword index entries are created for each word in each subfield specified for a MARC field.

PHRASE INDEXES

Title Index (phrase)
Index Tag: t

These fields from bibliographic records are used in the title index.
The list includes the field group tag (here “FGT”), the MARC tag, indicators if applicable, and subfields.

FGT    MARC tag    Subfields

t    130        all but h,0,6,8
u    210        all but 2,6,8
t    240        all but h,0, 6,8
t    245        all but c,h,6,8
u    246        all but g,h,i,5,6,8
u    247        all but g,h,x,6,8
s    400        p,t,v
s    410        p,t,v
s    411        p,t,v
s    440        all but x,6,8
s    4900.        all but x,6,8
n    505        each t
b    700        f,g,k,l,m,n,o,p,r,s,t
b    710        f,g,k,l,m,n,o,p,r,s,t
b    711        f,k,l,n,p,s,t
u    730        all but h,x,0,3,5,6,8
u    740        all but h,x,5,6,8
b    790        f,g,k,l,m,n,o,p,r,s,t
b    791        f,g,k,l,m,n,o,p,r,s,t
b    792        f,k,l,n,p,s,t
u    793        all  but h,x,3,5,6,8
b    796        f,g,k,l,m,n,o,p,r,s,t
b    797        f,g,k,l,m,n,o,p,r,s,t
b    798        f,k,l,n,p,s,t
u    799        all but h,x,3,5,6,8
s    800        f,g,k,l,m,n,o,p,r,s,t,v
s    810        f,g,k,l,m,n,o,p,r,s,t,v
s    811        f,k,l,n,p,s,t,v
s    830        all but h,w,0,6,8
s    896        f,g,k,l,m,n,o,p,r,s,t
s    897        f,g,k,l,m,n,o,p,r,s,t
s    898        f,k,l,n,p,s,t
s    899        all but h,x,3,5,6,8
k    970[12].    t
u    (non-MARC)    N/A
t    (non-MARC)    N/A
s    (non-MARC)    N/A

NB: The y-tagged 880 fields which correspond to the above fields are also included in the title index.

These fields from authority records are used in the title index.
The list includes the field group tag (FGT), the MARC tag, and subfields. (If no indicators are specified, they are not taken into account for the indexing.)

FGT    MARC tag    Subfields

a    100        f,g,k,l,m,n,o,p,r,s,t
b    400        f,g,k,l,m,n,o,p,r,s,t
c    500        f,g,k,l,m,n,o,p,r,s,t
a    110        f,k,l,m,n,o,p,r,s,t
b    410        f,k,l,m,n,o,p,r,s,t
c    510        f,k,l,m,n,o,p,r,s,t
a    111        f,k,l,n,p,s,t
b    411        f,k,l,n,p,s,t
c    511        f,k,l,n,p,s,t
b    490        f,k,l,n,p,s,t
c    590        f,k,l,n,p,s,t
b    491        f,k,l,m,n,o,p,r,s,t
c    591        f,k,l,m,n,o,p,r,s,t
t    130        all but h,6,8
u    430        all but h,i,w,5,6,8
v    530        all but h,i,w,0,5,6,8
u    493        all but h,i,w,0,5,6,8
v    593        all but h,i,w,0,5,6,8
t    (non-MARC)    N/A
u    (non-MARC)    N/A
v    (non-MARC)    N/A


Author Index
(phrase)
Index Tag: a

These fields from bibliographic records are used in the author index.
The list includes the field group tag (FGT), the MARC tag, indicators if applicable, and subfields.

FGT    MARC tag    Subfields

a    100        a,b,c,d,q,e,4
a    110        a,b,c,d,n,e,4
a    111        a,c,d,e,g,n,q,4
s    400        a,b,c,d,e,4
s    410        a,b,c,d,e,4
s    411        a,c,d,e,g,q,4
b    700        a,b,c,d,q,e,4
b    710        a,b,c,d,e,n,4
b    711        a,c,d,e,g,j,n,q,4
b    720        a,e,4
b    790        a,b,c,d,q,e,4
b    791        a,b,c,d,e,4
b    792        a,c,d,e,g,q,4
b    796        a,b,c,d,q,e,4
b    797        a,b,c,d,e,4
b    798        a,c,d,e,g,q,4
s    800        a,b,c,d,q,e,4
s    810        a,b,c,d,e,g,j,q,4
s    811        a,c,d,e,g,j,q,4
s    896        a,b,c,d,q,e,4
s    897        a,b,c,d,e,4
s    898        a,c,d,e,g,q,4
k    970[12].    each f
a    (non-MARC)    N/A
b    (non-MARC)    N/A

NB: The y-tagged 880 fields which correspond to the above fields are also included in the author index.

These fields from authority records are used in the author index.
The list includes the field group tag, the MARC tag, and subfields. (If no indicators are specified, they are not taken into account for the indexing.)

FGT    MARC tag    Subfields

a    100        a,b,c,d,q
b    400        a,b,c,d,q
c    500        a,b,c,d,q
a    110        a,b,c,d
b    410        a,b,c,d
c    510        a,b,c,d
a    111        a,c,d,e,g,q
b    411        a,c,d,e,g,q
c    511        a,c,d,e,g,q
a    151        a
b    451        a
c    551        a
b    490        a,c,d,e,g,q
c    590        a,c,d,e,g,q
b    491        a,b,c,d
c    591        a,b,c,d
b    495        a
c    595        a
a    (non-MARC)    N/A
b    (non-MARC)    N/A
c    (non-MARC)    N/A


Subject Index
(phrase)
Index tag: d

These fields from bibliographic records are used in the subject index.
The list includes the field group tag (FGT), the MARC tag, indicators if applicable, and subfields. Note that this subject index is separate from the j-tagged Genre/Form index (see below).

FGT    MARC tag    Subfields

d    600.0        all but 2,3,6,8
d    610.0        all but 2,3,6,8
d    611.0        all but 2,3,6,8
d    630.0        all but 2,3,6,8
d    648.0        all but 2,3,6,8
d    650.0        all but 2,3,6,8
d    651.0        all but 2,3,6,8
d    653.0        a
d    654.0        a, b, v, x-z
d    655.0        a, b, v, x-z
d    690.0        all
d    (non-MARC)    N/A

NB: The y-tagged 880 fields which correspond to the above fields are also included in the subject index.
These fields from authority records are used in the subject index.
The list includes the field group tag (FGT), the MARC tag, and subfields. (If no indicators are specified, they are not taken into account for the indexing.)

FGT    MARC tag    Subfields

d    100        all but 6,8
d    110        all but 6,8
d    111        all but 6,8
d    130        all but 6,8
d    150        all but 6,8
d    148        all but 6,8
d    150        all but 6,8
d    151        all but 6,8
d    155        all but 6,8
e    400        all but i,w,5,6,8
e    410        all but i,w,5,6,8
e    411        all but i,w,5,6,8
e    430        all but i,w,5,6,8
e    450        all but i,w,5,6,8
e    451        all but i,w,5,6,8
e    455        all but i,w,5,6,8
e    49.        all but i,w,5,6,8
f    500        all but i,w,0, 5,6,8
f    510        all but i,w,0, 5,6,8
f    511        all but i,w,0, 5,6,8
f    530        all but i,w,0, 5,6,8
f    548        all but i,w,0, 5,6,8
f    550        all but i,w,0, 5,6,8
f    551        all but i,w,0, 5,6,8
f    555        all but i,w,0, 5,6,8
f    59.        all but i,w,0, 5,6,8
d    (non-MARC)    N/A
e    (non-MARC)    N/A
f    (non-MARC)    N/A


Series Index
 (phrase)

Index tag: s

These fields from bibliographic records are used in the series index.
The list includes the field group tag (FGT), the MARC tag, indicators if applicable, and subfields. 

FGT    MARC tag    Subfields

s    440        all but xw680
s    490        all but lx368
s    800        f,g,k,l,m,n,o,p,r,s,t,v
s    810        f,g,k,l,m,n,o,p,r,s,t,v
s    811        f,k,l,n,p,s,t,v
s    830        all but 2,3,6,8


Genre/Form Index
(phrase)
Index tag: j

These fields from bibliographic records are used in the genre/form index.
The list includes the field group tag (FGT), the MARC tag, indicators if applicable, and subfields. Note that this subject-oriented index is for only a portion of the subject headings indexed in the ‘d’ index and is separate from it.

FGT    MARC tag    Subfields

d    600        v
d    610        v
d    611        v
d    630        v
d    648        v
d    650        v
d    651        v
d    654        v
d    655        a,b,c,v,x,y,z
d    656        v
d    657        v

NB: The y-tagged 880 fields which correspond to the above fields are also included in the genre/form index.

No authority data is indexed in the genre/form index.


LC Call Number Index
(phrase)
Index Tag: c

These fields from item records are used in the LC Call Number index.
The list includes the field group tag (FGT), the MARC tag, indicators if applicable, and subfields.

FGT    MARC tag        Subfields

c    050            a,b
c    090[ 023456789].    a,b
c    (non-MARC)        N/A

These fields from holdings records are used in the LC Call Number index.
The list includes the field group tag (FGT), the MARC tag, indicators if applicable, and subfields.

FGT    MARC tag        Subfields

c    090            a,b
c    8520.            h,i
c    (non-MARC)        N/A

Note that call numbers are not indexed from the bibliographic record.


Other Call Number (Dewey/Local) Index
(phrase)
Index Tag: e

These fields from item records are used in the Other Call Number index.
The list includes the field group tag (FGT), the MARC tag, indicators if applicable, and subfields.

FGT    MARC tag        Subfields

c    092[ 023456789].    a,b
c    099[ 023456789].    a,b

These fields from holdings records are used in the Other Call Number index.
The list includes the field group tag (FGT), the MARC tag, indicators if applicable, and subfields.

FGT    MARC tag        Subfields

c    099            a,b
c    852j

Note that call numbers are not indexed from the bibliographic record.


Government Document Number Index
(phrase)
Index Tag: g

These fields from bibliographic records are used in the Government Document Number index.
The list includes the field group tag (FGT), the MARC tag, indicators if applicable, and subfields.

FGT    MARC tag    Subfields

g    086        a
g    086        each z
g    (non-MARC)    N/A

These fields from item records are used in the Government Document Number index.

The list includes the field group tag (FGT), the MARC tag, indicators if applicable, and subfields.

FGT    MARC tag    Subfields

c    086        a


ISBN/ISSN Number Index
(phrase)
Index Tag: i

These fields from bibliographic records are used in the ISBN/ISSN Number index.

The list includes the field group tag (FGT), the MARC tag, indicators if applicable, and subfields.

FGT    MARC tag    Subfields

l    010        a
i    020        a
i    020        each z
i    022        a
i    022        each l
i    022        each m
i    022        each y
i    022        each z
i    024        a
i    024        each z
i    027        a
i    027        each z
i    028        a
i    030        i
i    (non-MARC)    N/A


Place of Publication Index
(phrase)
Index tag: h

These fields from bibliographic records are used in the place of publication index.

The list includes the field group tag (FGT), the MARC tag, indicators if applicable, and subfields.

FGT    MARC tag    Subfields

d    752        a,b,c,d,f,g,h

NB: The y-tagged 880 field which corresponds to the above field is also included in the Place of Publication index.


Record Number Index
(phrase)
Index tag: .

Millennium creates a system-generated index of record numbers for every record type. The tag for this index is a period or dot, so it is sometimes referred to as the “dot index”. In some parts of the older telnet interface it was possible to key in a period, the record type (e.g. “b” for bibliographic) and then the record number. In the Millennium modules, you don’t need to key in the period, just the letter for the record type and the record number.

Note that in some cases the system will show you the record number without the check digit, the final digit in a full record number. The letter “a” can always be substituted for the check digit. So, “b164802861” and “b16480286a” will retrieve the same record.  To search by record number in OskiCat, omit the final digit.


Other Number Index
(phrase)
Index tag: l

This field from bibliographic records is used in the other number index.

The list includes the field group tag (FGT), the MARC tag, indicators if applicable, and subfields.

FGT    MARC tag    Subfields

l    035        a


Control Number Index
(phrase)
Index tag: o

These fields from bibliographic records are used in the control number index.

The list includes the field group tag, the MARC tag, indicators if applicable, and subfields.

FGT    MARC tag    Subfields

o    001        N/A
o    079        a    Note: The 079 is no longer being used in Millennium
o    (non-MARC)    N/A

Gladis Number Index (phrase)
Index tag: v

This field from bibliographic records is used in the Gladis number index.

The list includes the field group tag (FGT), the MARC tag, indicators if applicable, and subfields.

FGT    MARC tag    Subfields

v    935        a

These fields from holdings records are used in the Gladis number index.

The list includes the field group tag (FGT), the MARC tag, indicators if applicable, and subfields.

FGT    MARC tag    Subfields

d    001        N/A
d    002        N/A
d    (non-MARC)    N/A

This field from authority records is used in the Gladis number index.

The list includes the field group tag (FGT), the MARC tag, indicators if applicable, and subfields.

FGT    MARC tag    Subfields

o    935        a

Authority Control Number Index (phrase)
Index tag: z

This field from authority records is used in the authority control number index.

The list includes the field group tag (FGT), the MARC tag, indicators if applicable, and subfields.

FGT    MARC tag    Subfields

o    010        a

Titlekey Index (phrase)
Index tag: k

The titlekey is a specialized index used for finding duplicate records. It employs a special rule to create the title “key”, using the first letter of each word in the title. Non-filing indicators and the “skip” field are taken into account. Up to seven letters are used from words in the title. If the title has fewer than seven words, the key is filled out with letters from the final word.

For example, the title “The Time Traveller’s Guide to Medieval England” creates a titlekey of “ttgtmen”. “Gone with the Wind” has a titlekey of “gwtwind”.

These fields from bibliographic record are used in the titlekey index.

The list includes the field group tag (FGT), the MARC tag, indicators if applicable, and subfields.

FGT    MARC tag    Subfields

t    245        a
t    (non-MARC)    N/A


Barcode Index
(phrase)
Index tag: b

The barcode index contains entries from both item and patron records.

FGT    MARC tag        Subfields

b    (any/non-MARC)    N/A

Name Index (phrase)
Index tag: n

The name index contains entries from patron records.

FGT    MARC tag    Subfields

n    (non-MARC)    N/A

ID/Email Index (phrase)
Index tag: u

The ID/Email index contains entries from patron records.

FGT    MARC tag    Subfields

u    (non-MARC)    N/A
z    (non-MARC)    N/A

Instructor Index (phrase)
Index tag: p

The Instructor index contains entries from course records, used in the reserves modules and functions.

FGT    MARC tag    Subfields

p    (non-MARC)    N/A

Department and Course Number Index (phrase)
Index tag: r

The Department and Course number index contains entries from course records, used in the reserves modules and functions.

FGT    MARC tag    Subfields

r    (non-MARC)    N/A

SICI Index
Index tag: x

Specialized index associated with serials check-in.

KEYWORD INDEX

Most fields indexed in phrase indexes are also included in the keyword index. The keyword index can be accessed in the Quick Search page.

This is the most generic and broad type of keyword search. The other way to use the keyword index is through the Advanced Keyword Search page. Here it is possible to target keyword searches to a particular section or slice of the keyword index, including Author, Title, Subject and the catch-all category of Note.

Some fields or subfields which are not considered desirable for inclusion in a phrase index are added back in for keywording, most commonly to the Note slice. If something is going into the d/subject phrase index, it also will automatically go into the subject segment of the keyword index (and so forth for the other keyword slices).

Here is what goes into each slice:

Title Slice (keyword)

The same fields and subfields in bibliographic and authority records that are used for the title phrase index (index tag «t») are also used to create the entries in the title slice of the keyword index. Please review the title index listing above <tag/link> to see the list.

Author Slice (keyword)

The same fields and subfields in bibliographic and authority records that are used for the author phrase index (index tag «a») are also used to create the entries in the subject slice of the keyword index. Please review the subject index listing above <tag/link> to see the list.

Subject Slice (keyword)

The same fields and subfields in bibliographic and authority records that are used for the subject phrase index (index tag «d», only) are also used to create the entries in the subject slice of the keyword index. Please review the subject index listing above <tag/link> to see the list.

Note (Other) Slice (keyword)

The «Note» slice of the keyword index contains entries built using subfields and fields from a variety of records. Bear in mind that a subfield which is omitted from a field that goes into a phrase index must be explicitly added back in for keywording. This is usually done by adding it back into the Note slice.

These fields from bibliographic records are used in the keyword index Note slice. The list includes the field group tag (FGT), the MARC tag, indicators if applicable, and subfields.

FGT    MARC tag    Subfields

i     020        a
i     020        each z
y    034        each b
t     245        c,h
r     382        a
n    500        a
n    501        a
n    502        a
n    505        a,r
n    508        a
n    510        a,c
n    511        a
n    518        a
n    520        a,b
n    522        a
n    533        a,f
n    534        a,f
n    541        a,c,f
n    545        a,b
n    547        a
n    561        a
n    563        a
n    581        a
n    585        a
n    586        a
n    590        a
w    760        a,s,t
w    762        a,s,t
w    765        a,s,t
w    767        a,s,t
w    770        a,s,t
w    772        a,s,t
w    773        a,s,t
w    774        a,s,t
w    775        a,s,t
w    776        a,s,t
w    777        a,s,t
x    780        a,s,t
z    785        a,s,t
w    786        a,s,t
w    787        a,s,t
s    840        a,n,p,v
k    970[12].    d
n    (non-MARC)    N/A

NB: The y-tagged 880 fields which correspond to the above fields (where present) are also included in the Note slice.

This field from order records is used in the keyword index Note slice. The list includes the field group tag (FGT), the MARC tag, indicators if applicable, and subfields.

FGT    MARC tag    Subfields

l    (non-MARC)    N/A

These fields from holdings records are used in the keyword index Note slice. The list includes the field group tag (FGT), the MARC tag, indicators if applicable, and subfields.

FGT    MARC tag    Subfields

l    (non-MARC)    N/A
p    (non-MARC)    N/A

These fields from vendor records are used in the keyword index Note slice. The list includes the field group tag (FGT), the MARC tag, indicators if applicable, and subfields.

FGT    MARC tag    Subfields

t    (non-MARC)    N/A
l    (non-MARC)    N/A
k    (non-MARC)    N/A
a    (non-MARC)    N/A
b    (non-MARC)    N/A
e    (non-MARC)    N/A
d    (non-MARC)    N/A
n    (non-MARC)    N/A
m    (non-MARC)    N/A
o    (non-MARC)    N/A

This field from resource records is used in the keyword index Note slice. The list includes the field group tag (FGT), the MARC tag, indicators if applicable, and subfields.

FGT    MARC tag    Subfields

p    (non-MARC)    N/A

These fields from contact records are used in the keyword index Note slice. The list includes the field group tag (FGT), the MARC tag, indicators if applicable, and subfields.

FGT    MARC tag    Subfields

t    (non-MARC)    N/A
a    (non-MARC)    N/A
n    (non-MARC)    N/A
m    (non-MARC)    N/A
o    (non-MARC)    N/A
y    (non-MARC)    N/A
r    (non-MARC)    N/A
e    (non-MARC)    N/A
p    (non-MARC)    N/A
f    (non-MARC)    N/A

Legacy Data

Last updated date: 09/05/13
Author: B. Cormack
Update Group: Systems

REVIEW: ##JAN2018##

 

Created: April 27, 2016
Last revised: June 30, 2017
Review date: None set

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