P.I.P. INDEXING RULES
(Version 1.3)
Revised in 2015
Table of Contents
Introduction
Part 1: General criteria for indexing
Description and content
How to deal with television / video / multimedia / internet
Part 2: Rules for the different types of material to be indexed
ARTICLES
BEST FILMS
BIBLIOGRAPHIES
BIO-FILMOGRAPHIES
BOOK EXTRACTS
BOOK REVIEWS
CONFERENCE REPORTS
CORRESPONDENCE
CREDITS
DIARIES
DISCUSSIONS
DOSSIERS
DVD & BLU-RAY REVIEWS
EDITORIALS
EXHIBITIONS, FILM
FESTIVAL REPORTS
FILMOGRAPHIES
INTERVIEWS
LISTS
NECROLOGIES
OBITUARIES
PHOTO SECTIONS
PREVIEWS
PRODUCTION REPORTS
REVIEWS
SCRIPTS
SOUNDTRACK REVIEWS
SPECIAL ISSUES
SPEECHES
STATISTICS
SYNOPSIS, FILM
TRADE FAIRS
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Introduction
The purpose of FIAF’s Periodicals Indexing Project (P.I.P.) is to publish indexing in the
International Index to Film Periodicals in order to enable users to find relevant
information for their film research. The quality of the indexing depends on the
consistency achieved by using agreed standards and working procedures. Many
archives and institutions already have their own rules for indexing periodicals.
However it is important for the success and the consistency of the International Index
to Film Periodicals that all our indexers are familiar with and apply the P.I.P. indexing
rules.
Please note that these indexing rules are written assuming that the indexer uses
FIAFCat, the new web based indexing software system. Using this system has
advantages for both indexer and P.I.P. staff (no potential duplication of work for the
indexer; no re-keying required at the P.I.P. office) and will allow more time to be
spent on improving the contents and broadening the scope of the titles covered. The
P.I.P. indexing rules are of course intended to be applied by all indexers whether or
not they use FIAFCat.
Generally, the indexer proceeds as follows:
1. Analyses the material according to the rules for the indexing of specific material.
2. Completes the indexing entries following the instructions given in the FIAFCat
Indexing Procedures.
3. The indexer notifies the P.I.P. office by email when the issue is finished in FIAFCat.
At this point the indexer may include questions, comments, or suggestions about
headings.
PART 1: GENERAL CRITERIA FOR INDEXING
The periodicals included in FIAFCat are indexed from cover to cover, with some
exclusions:
1. News items and other matters likely to be of limited or short-term interest: i.e.
industry news/forthcoming releases, etc.
2. Technical articles unless aimed at the general reader.
3. Very brief items are not normally indexed. However, in the case of useful
information which is unlikely to appear elsewhere, it should be included.
All substantial items are indexed separately.
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Description and content
In general, each indexed article should include: source information (journal name,
vol., issue,) followed by pages, author, title, and ‘nature’ description 1 and 2.
Nature 1 indicates the overall nature of the item being indexed:
A
BE
BR
CO
CR
D
DS
DY
ED
FR
I
L
O
P
PH
PR
R
S
SC
SI
SP
Y
Article
Book Extract(s)
Book Review
Correspondence
Conference Report
Discussion
Dossier
Diary
Editorial
Festival Report
Interview
List
Obituary
Preview
Photo Section
Production Report
Review
Short Review
Script
Special Issue
Speech
Synopsis
Nature 2 indicates the presence of illustrations, credits, etc. in the article:
B
BF
C
DG
DI
F
IL
ST
T
TH
V
Bibliography
Bio-filmography
Credits
Diagram(s)
Discography
Filmography
Illustration(s)
Statistics
Teleography
Theatrography
Videography
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The content of the article should be explained by a concise abstract, which explains
the choice of the headings (biographical, corporate, subject, film or TV description). An
abstract is obligatory except in the case of film reviews. Every entry must have at least
one heading and may include as many headings as necessitated by the content of the
article.
This information is entered in separate fields. For a complete list of the different fields,
see the step-by-step guide in the Indexing Procedures in FIAFCat.
How to deal with television / video / multimedia / internet
In the past, articles about television and video were indexed in a separate database
and published in the International Index to TV Periodicals. From 1979 to 1998 a
number of television journals were indexed. In 1998 the television journals were
dropped, but articles related to television, video and multimedia were still indexed in
the separate TV database. At present, articles about television, video, multimedia, and
the internet are indexed in FIAFCat for inclusion in the International Index to Film
Periodicals.
Because film periodicals sometimes contain material on television, video (art),
multimedia and the internet, this material is still indexed, although brief and technical
articles on these subjects may be omitted. The indexer must determine their relevancy
to the users of the International Index to Film Periodicals.
Some general remarks:
Television films
Feature-length television films and documentaries are now usually created in the film
section. Release year could be the premiere on tv or a festival premiere.
Television films less than 60 minutes (for instance episodes of a general
documentary series) continue to be created in the TV Database.
Video art & installations
Policy:
- as a general rule we don’t create the name of the installation or video piece as a
film/tv title heading
- usually name of artist is mentioned in abstract; creation of a bio heading depends on
profile of artist
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PART 2: RULES FOR THE
MATERIAL TO BE INDEXED
DIFFERENT
TYPES
OF
The most common types of material to be found in periodicals are listed here with
advice on how they should be treated.
ARTICLES
Probably the most widely used category for periodical references. Articles can include
material of a wide variety: theoretical essays, career overviews, historical articles, etc.
Nature 1: use the abbreviation A.
Example:
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BEST FILMS
Lists of favourite films, best films of the year, etc.
Nature 1: use abbreviation L if only separate lists are featured, use abbreviation A in
the case of a general article commenting on films.
Example:
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BIBLIOGRAPHIES
Works cited and bibliographic references are usually part of an item being indexed.
Nature 2: use abbreviation B.
Example:
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BIO-FILMOGRAPHIES
Bio-filmographies may accompany an item being indexed (general article, interview).
Generally not taken as a separate entry.
Nature 2: use abbreviation BF
Example:
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BOOK EXTRACTS
Should be indexed, giving the publishing details in the abstract.
Nature 1: use abbreviation BE
Example:
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BOOK REVIEWS
Always index separately, except if books on a similar theme are combined in one
review. In the abstract the title of the book is given in single quotation marks followed
by the name of the author: e.g. Of ‘Histoire(s) du cinéma’ by Jean-Luc Godard. If the
title of the article consists only of the title of the reviewed book, consider the title of the
book review section as the title (e.g. Books or Reviews). Heading(s) are chosen for the
subject of the book as for other entries.
Nature 1: use abbreviation BR
Example:
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CONFERENCE REPORTS
In the abstract give the exact name of the conference in single quotation marks, and
note the place, date and theme of the conference, if not evident from the conference
name.
Always create a subject heading composed of CONFERENCES + country + year: e.g.
CONFERENCES/FRANCE. 2007 plus a subject heading for the theme of the
conference.
Nature 1: use abbreviation CR
Example:
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CORRESPONDENCE
Often reprinted exchange of letters between film personalities. Do not index letters
from readers to the journal.
Nature 1: use abbreviation CO
Example:
CREDITS
Credits are not indexed separately and are usually part of a review. Should be noted
when they contain more than just the director, and a few actors.
Nature 2: use abbreviation C.
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DIARIES
A daily report, i.e. of a film’s making, a festival visit, etc.
(Nature 1: use abbreviation DY
Example:
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DISCUSSIONS
Used for a group of two or more personalities debating a given subject. Biographical
headings may be made for film workers. In the case of a round table discussion with
many participants, give the names in the abstract but don’t create separate
biographical headings.
Nature 1: use abbreviation D
Example 1:
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Example 2:
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DOSSIERS
A dossier is a section containing a substantial number of articles (usually four or more)
on one specific subject. This could include reviews, interviews, book reviews,
filmographies, etc. Two or three articles devoted to one subject (for example film
review plus interview) are not dossiers and are treated as individual articles.
A general entry should be made for the dossier as a whole. For this general entry,
only give the title of the dossier, and the name of the person(s) editing the dossier. If
there is no editor, leave the author field empty. To find the title, you may have to refer
to the table of contents or the cover. Give the pagination of the whole dossier (all
articles included). Give a good overview of the contents of the dossier in the abstract.
Be concise and not too detailed. The abstract can indicate the presence of a
filmography, bibliography, etc. Make a heading for the general theme of the dossier.
Nature 1: use DS and not any specific abbreviations such as A, I or R, which should
be used for the entries of the separate articles (see below).
Nature 2: use IL if relevant
Example of a general entry for a dossier:
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Additional entries are made for all the individual articles. We no longer combine
articles in a single entry. Give the name of the authors and the relevant Nature 1
abbreviations in these individual entries.
Nature 1: use I, R, A, etc. if relevant
Introductions to dossiers are usually very brief and are not taken separately. If the
introduction is substantial it should be given a separate entry.
Note: the old rule was to avoid as far as possible the repetition of the subject
heading(s) allocated to the main entry itself. This is no longer valid. Please use
appropriate headings whenever necessary.
Example of an additional entry:
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DVD & BLU-RAY REVIEWS
Reviews of new DVD and Blu-ray releases. Follow the rules for REVIEWS, but in the
abstract always indicate that this is a DVD and/or Blu-ray review. Never use the
subject headings DVD, FILMS ON or BLU-RAY DISCS, FILMS ON for individual
reviews.
Example of a DVD review:
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DVD collections: in many cases it is preferable to use biographical or general subject
headings instead of using numerous film titles. In the case of a substantial review, you
may add additional film titles (no more than five).
Box sets: use the appropriate headings for the general theme of the collection.
Compilations of short films: do not create new film headings for these, neither the
compilation title nor the individual short films. Use general subject headings (for
instance ANIMATED FILMS/RUSSIA). The compilation title may be mentioned in the
abstract.
Example of a DVD collection review:
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Short DVD and/or Blu-ray reviews, as opposed to reviews, are usually grouped
together and are less complete than reviews. Try to combine short reviews into one
entry (maximum 6 films per entry). Use the name of the section in the title field. The
author is not given for short reviews, unless it is clear that one reviewer has written all
of them.
Caution: in the case of combining several DVD and/or Blu-ray reviews featuring a
collection, make sure to mention the title of the collection in the abstract.
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EDITORIALS
As a general rule not indexed. If however the editorial takes the form of an article with
original subject matter it should be indexed.
Nature 1: use ED
Example:
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EXHIBITIONS, FILM
This applies to film exhibitions as opposed to art exhibitions. In the abstract note the
place, date and theme of the exhibition, if not evident from the exhibition title. The
name of the exhibition may be given in single quotation marks.
Always create a subject heading composed of EXHIBITIONS, FILM + country + year:
e.g. EXHIBITIONS, FILM/SPAIN. 2007, plus a subject heading for the theme of the
film exhibition.
Example:
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FESTIVAL REPORTS
In the abstract give the name of the festival (without quotation marks), and note the
place, year and theme of the festival, if not evident from the festival’s name. Use the
capitalization appropriate to the language of the festival.
Always create a subject heading composed of FESTIVALS + city + year: e.g.
FESTIVALS/BERLIN. 2007. Give the name of the city in English if there is one (for
example FLORENCE and not FIRENZE). Give an extra subject heading for the theme
of the festival if relevant (e.g. ANIMATED FILMS).
If the report contains several short film reviews which are part of the continuous text,
these are not separately indexed. If however, the report contains separate, more
detailed film reviews these are dealt with in the usual manner (see REVIEWS).
Nature 1: use abbreviation FR
Example:
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FILMOGRAPHIES
Filmographies are not indexed separately and are usually part of a general article,
dossier, interview, etc.
Nature 2: use F
INTERVIEWS
The main subjects covered in the interview should be mentioned in the abstract. Note
the profession and nationality of the person interviewed unless internationally wellknown.
Nature 1: I
We no longer combine interviews and reviews in one common entry. Always create a
separate entry for interviews.
Example:
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LISTS
Can be individual films, best or worst film lists, subjects or personalities, box office
reports, awards presented at a festival, highest-paid actors/actresses, etc. Lists may
accompany an item being indexed (general article, interview). Only take separately if
substantial.
Nature 1: use L
Example:
NECROLOGIES
General overviews, usually for a given period, of deaths of film/tv personalities. These
should only be indexed if the material is relevant, e.g. for annual listings. Use subject
heading OBITUARIES plus year as subheading.
Nature 1: O.
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OBITUARIES
All substantial obituaries are indexed. For short obituaries, always take personalities
from the country or language region of the periodical you are indexing. The profession
and nationality should be given in the abstract, unless widely-known.
Nature 1: O
Note: obituaries taking the form of a career appraisal or tribute should be considered
as an article. Use A in Nature 1.
Example:
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PHOTO SECTIONS
A section of photographs or stills with a minimum of text. Should be indexed when the
section is more than a few pages.
Nature 1: PH
Example:
PREVIEWS
Advance information on a forthcoming film. Create a heading for the film with “[in
prod.]” in the note field if the film is not yet completed. Try to determine the final
release title if possible.
Nature 1: use the abbreviation P
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PRODUCTION REPORTS
A report from a visit to a film set, often including interviews with cast and crew.
Create a heading for the film with “[in prod.]” in the note field if the film is not yet
completed. Try to determine the final release title if possible.
Nature 1: use PR
Example:
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REVIEWS
Reviews are substantial film or tv criticisms. Normally contain fairly complete credits,
the reviewer’s name and sometimes a synopsis of the film. Use the title of the review
(which may be the film title) in the title field. Give the reviewer’s name in the author
field.
Nature 1: use R
Nature 1: use Y if relevant
Nature 2: use C if relevant (when they contain more than just director, and a few
actors).
Example of a review:
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Short reviews, as opposed to reviews, are usually grouped together and are less
complete than reviews. Try to combine short reviews into one entry (maximum 6
reviews per entry). Use the name of the section in the title field. The author is not
given for short reviews, unless it is clear that one reviewer has written all of them.
Nature 1: use S
Nature 2: use C if relevant (when they contain more than just director, and a few
actors).
Nature 2: use IL for any illustration (even if the combined entry only has one
illustration)
Note: The distinction between reviews and short reviews is not wholly determined by
length. Try to follow the policy of the periodical in determining whether to use review
(Nature 1: R) or short review. (Nature 1: S).
Example of a short review:
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SCRIPTS
All scripts, substantial extracts from scripts, dialogues, shot-by-shot analyses etc.
should be indexed.
Nature 1: use SC.
Example:
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SOUNDTRACK REVIEWS
Reviews of new soundtracks on CD. In the abstract always indicate that this is a
soundtrack review. Always use the subject heading SOUNDTRACKS, plus the name
of the film(s). Only use the composer name as a biographical heading for CD
compilations. You may combine short soundtrack reviews into one entry.
Nature 1: use A
Example:
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SPECIAL ISSUES
A special issue is an issue devoted to one subject and may contain articles, essays,
reviews, interviews, book reviews, filmographies, etc.
A general entry should be made for the special issue as a whole. For this general
entry, only give the title of the special issue, and the name of the person(s) editing the
issue. If there is no editor, leave the author field empty. To find the title, you may have
to refer to the table of contents or the cover. Give the pagination of the whole special
issue (all articles included). Give a good overview of the contents of the special issue
in the abstract. Be concise and not too detailed. The abstract can indicate the
presence of a filmography, bibliography, etc. Make a heading for the general theme of
the special issue.
Nature 1: use SI and not any specific abbreviations such as I or R, which should be
used for the entries of the separate articles (see below).
Nature 2: use IL if relevant
Example of a general entry:
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Additional entries are made for all the individual articles. We no longer combine
articles in a single entry. Give the name of the authors and the relevant Nature 1
abbreviations in these individual entries.
Nature 1: use I, R, A, etc. if relevant
Example of an additional entry:
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Introductions to special issues (usually written by the editor) should be taken
separately, unless they are brief (not more than one page) or only a short
presentation of the articles. Always take introductions of 3 pages or longer.
Note: the old rule was to avoid as far as possible the repetition of the subject
heading(s) allocated to the main entry itself. This is no longer valid. Please use
appropriate headings whenever necessary.
Example of a separate introduction entry:
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SPEECHES
Give name of speaker in author field, plus title of speech, date and location (if known)
in abstract.
Nature 1: use SP
Example:
STATISTICS
Could appear in the form of graphs, diagrams, pie charts, etc.
Nature 2: use ST
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SYNOPSIS, FILM
Usually part of a film review, and therefore not indexed separately.
Nature 1: use Y
TRADE FAIRS
In the abstract give the name of the trade fair (without quotation marks), and note the
place and year of the trade fair.
Always create a subject heading composed of TRADE FAIRS + country + year: e.g.
TRADE FAIRS/USA. 2007.
Note that some well-known trade fairs have been created individually: e.g.
MIPCOM/2006 and do not require a general ‘TRADE FAIRS’ heading.
Example:
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