From theory to practice in indexing policy: developing an indexing manual for a university library system

Abstract

Introduction: Thematic representation constitutes an essential element of Knowledge Organization, with indexing responsible for identifying and describing document subjects to enable their retrieval. However, the subjectivity inherent to this process, combined with the plurality of librarians involved in subject treatment in university libraries, poses challenges to the consistency of representation, especially in the absence of normative instruments. Objective: This article aims to report and analyze the process of collectively developing the Indexing Manual of the Integrated Library System of the Federal University of São Carlos (SIBi-UFSCar). Methodology: This is a qualitative and descriptive study, structured as an experience report. The Manual was developed by the Indexing Working Group (GT-I), linked to the Technical Chamber for Information Treatment, through periodic meetings that combined theoretical foundations with the daily practice of cataloging librarians. Results: The document establishes guidelines regarding subject coverage, exhaustivity and specificity, documentary languages, and MARC fields used in the Pergamum catalog, with improvements observed in decision-making agility and in the consistency of subject authority records. Challenges persist in indexing specific or emerging topics, reinforcing the need for continuous updating of the instrument. Conclusions: It is concluded that the collaborative development of the Manual contributed to standardizing indexing practice at SIBi-UFSCar, and may serve as a reference for other university libraries interested in systematizing their indexing policies.