1. CLIP Project nature
The CLIP Project – Compatibilization of Indexing Languages in Portuguese – is a cooperative project of integrated conception and management for indexing terms. It is to be applied by Portuguese libraries that participate in PORBASE – National Bibliographic Database.
The Project’s objectives are:
2.1 – Standardizing and improving the documental languages used by the various libraries for each subject area and their compatibilization in order to give consistency to PORBASE subject entries.
2.2 - Establishing of regular cooperative mechanisms that, as well as the objective previously announced also, allow the standardization of common criteria referent to any indexing processing aspect, or the consultancy between libraries concerning specific areas of knowledge.
3.1 – The predominant participants of the project are: higher education institutes libraries and the National Library of Portugal.
3.2 – The sector coordinators may propose, to the Coordinating Commission, the admission of other kinds of libraries as long as their contribute is considered useful to one of the specified subject areas.
3.3 – Each library participates through an authorized delegate.
The following levels of organization are defined for the representatives of the participating libraries so as to accomplish more effectiveness in their tasks:
4.1 Sector groups are created by subjects. Each sector includes library representatives that relate to each other due to the subject and is coordinated by one of its elements, which is chosen by election.
4.1.1 The election of each group’s coordinator should take place when the existing coordinator demonstrates unavailability to continue in exercise or when the respective group deliberates, by majority, a substitution.
4.2 The Coordinating Commission is constituted by all the sector groups’ coordinators and the National Library representatives.
4.3 The General Coordinator and General Sub-coordinator are elected from the Coordinating Commission.
4.3.1 The General Coordinator and Sub-coordinator’s election occurs annually, after the Project’s annual report is approved.
5.1 The sector groups’ attributions are:
a) Development of assignments for terminology control for each thematic area;
b) Facilitating support mechanisms for other libraries that require information in those areas of indexing.
5.2 Each sector group Coordinator’s attributions are:
a) Endeavour the considered fundamental libraries representation;
b) Strive for the good performance of the working groups;
c) Provide the group with the necessary secretarial support;
d) Establish the connection with the Coordinating Commission.
5.3 The Coordinating Commission’s attributes are:
a) General planning and controlling of the Project;
b) Making decisions, by majority, about applicable rules for all the sector groups;
c) Confirmation admissions of new participating libraries proposed by each sector group, to the Project;
Integrated management of the results of the work of the various groups.
5.4 The General Coordinator’s attributions are:
a) Provide secretarial support to the Coordinating Commission;
Take action in contacting any institutions or people necessary to achieve the Project’s aims on behalf of the Commission.
5.5 The General Sub-coordinator substitutes the Coordinator in his absence.
6.1 The sector groups meet, by summons from their coordinator, with the frequency dictated by their work rhythm.
6.2 The Coordinating Commission should meet in ordinary session every three months and extraordinarily when the General Coordinator considers necessary.
7. Secretarial and Financial Support
7.1 The Coordinating Commission should seek, in the means possible, other entities secretarial and financial support so as to decrease the libraries’ costs for participating in the Project. If this is not possible then the libraries should cover the expenses of their representative’s participation in assignments.
7.2 The PORBASE Coordinating Division should provide the necessary support to the installation of the Project’s head office.
8. Application of the Results
The final results of the assignments developed in the ambit of CLIP Project should be applied to the indexing routines of all the participating libraries and should have the appropriate promotion so as to allow their application in other libraries as well.