by T. Markowitz and W.F.Brown
Prior to 1972, current alerting and retrospective retrieval services at Eli Lilly and Company were provided to the medical component by the scientific library. A product librarian screened about 200 primary journals page by page and scanned a number of secondary publications and indexes. First, the bibliographic reference to any article that contained information on Lilly drug was typed onto an edgepunch card. A brief synopsis or extract was added. The punches represented general indexes to clinical, pharmacologic, toxicologic and other data. These cards were stored in the library for retrospective use. Secondly, a 3 x 5-inch reference slip was sent to physician monitors and paramedical associates for their alerting. Articles of interest to them were obtained for their files. In turn, these files were used as input to various decentralized manual retrieval systems implemented by individual physicians and paramedicals. One of these subsystems involved the coupling of the dry photocopy process with specially prepared edge punch cards (Figure 1). Significant pages from articles were copied onto McBee cards, using a Xerox machine adapted to feed card stock as well as ordinary paper. Pertinent portions of the page were underscored, flagged by arrows and coded (punched). Another retrieval scheme was devised and implemented by a physician. A graded series of index terms was referenced with specific page numbers and recorded on 3 x 5 index cards along with the author name and year of publication (Figure 2). Both of these manual systems were essentially inverted files. In the first, the
Mr. Markowitr is Medico1 Informotion Coordinator. Lilly Reseorch Laboratories. Indionopolis. Ind. Presented at the 7kelfrh Annuol Meeting. Drug Information Associorion. Son Froncisco, June 23-26, 1976.
facsimile of an article page was retrieved, while the second provided an abbreviated reference leading to a page.
THE MEDDOC SYSTEM In 1972, an in-house MEDical Documentation system was instituted. Responsibility was assigned to a group within the medical component whose functions were to provide current alerting and on-line retrospective searching of the published literature on Lilly products. Manual literature monitoring was replaced by inhouse processing of IS1 tapes (Figure 3) and the Excerpta Medica Drug Monitor service (Figure 4). The thesaurus used for indexing was developed in-house and was organized into sections (Figure 5). The individual codes were based, wherever possible, on the system/ organ categories used in the FDA Dictionary of Adverse Reactions and the International Classification of Diseases (Figure 6). Pertinent terms in an article are initially annotated for relevance and subsequently coded for input. No limit is imposed on the number of codes applied to any article. As few as 15 and as many as 150 have been used. The codes are input through a display terminal to on-line storage. A master bibiliography tape is built by keypunching directly from the citation. Searches are performed through the display terminal with answers in terms of article identifying numbers. By means of human interface activities, output to the users includes pages from articles, entire articles, and/or computer printed references. Supplemental sources of information available through the scientific library include MEDLINE, TOXLINE, CHEMCON, CCALINE, SCISEARCH, and RINGDOC. A more detailed description of the initial MEDDOC
p152
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system appeared in the July/September 1974 issue of the Drug Information Journal (pp. 79-84).
Figure 1 Photocopy on Edge-Punched Card
DRUG INFORMATION JOURNAL
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Octoberj December 76 p153
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Figure 5 Thesaurus Sections lhesaurus
Sections
Therapeutic Aoents Routes of Administration
-
I c ' L l A , 1962 Disease Classification Micro-oraanisms as 1:tioloaic Aoonts ( MN/-for cn t t r c!ata)
(SV~IP)
Clinical Laboratory Tests "Nornol" hanoe ( Nl/fox "aSnorna1" )
-
Side Effects (Keyed to DART) Absence o f Adverse Reactions i f Stated Pharmacology (Keyed to DART 16 3ody Systems) Chemistry Cata - Emphasis Medicinal Chemistry Bacteriologic Descriptors Document Identifiers Cenwral Descriptors
RECENT MODIFICATIONS Literature monitoring has now been expanded and merged with an article evaluation system. In addition to the IS1 tapes and the Excerpta Medica service, 50 journals are reviewed on the day of receipt, partly to overcome time lag problems, but even more important, to assure timely medical review. Articles on Lilly drugs are sent to the physician monitors for an evaluation of whether the data are well documented and the conclusions appropriately supported. A computer report is used to assure prompt flow through the system. Duplicate entries into the evaluation procedure and MEDDOC data base are prevented by data processing techniques. Hundreds of citations received from various sources each month are screened not only for those which have been previously selected for the data base but also for titles which have been examined and rejected in the past. The program checks for duplications within any input stream and against the historical file. Duplicates appear on a list in order of their numbered physical position in the stack of references being checked so that one needs only to discard the sheets in the corresponding stack positions. It is not necessary to read the author, title or source in order to physically eliminate the duplicates (Figure 7). The 300-page printed thesaurus (Figure 8) has been replaced by computer output microfiche. The entire thesaurus is on two fiche permanently housed in C.O.M. 150 dual platen readers. Updates are easier to effect and consequently are performed more frequently. The master bibliography and a permuted index of prior searches have also been converted to C.O.M. output. The latter, originally generated on 11 x 14 flatpack, proved to be a very significant and time-saving innovation. It involved the preparation of a permuted index of search titles for all previous computer outputs that required judgemental editing (Figure 9). The listing permutes all significant terms in a search title, providing a key word in context guide. The search identifier is located and leads to the article(s) and page numbers that were found to be most pertinent following an edit procedure for syntax problems and otherwise occuring false drops.
When a recurring search request is received, this listing allows an update to be performed by editing only those papers that were introduced into the system subsequent to the previous output. Non-edited searches are recorded by another technique. Also, the computer master bibliography file now incorporates an additional cardtype to record evaluation results and reprint availability. There is also capacity for monitor comments or an abstract. These can be suppressed on output. Apart from modifications to our internal systems, we have acquired another very useful adjunct to our operations. The Iowa Drug Information Service (IDIS) is a microfiche-based indexing operation out of the University of Iowa College of Pharmacy. The IDIS data base is comprised of some 60,OOOarticles on drug therapy from 140 clinically oriented journals dating from 1966. Indexes by drug and by disease accompany the articles. These are used to retrieve information about drugs which are not indexed in-house. As we reported in 1974, the incorporation of documents in addition to published articles was planned. The first documents were FD 1639 Adverse Reaction Reports. The flexibility of the binary matrix search system enables us to encode FD 1639information using a slightly expanded thesaurus, while the answer printer program provides output in terms of the essential information from the face of the FD 1639. These printouts track the sequence of information as it appears on the original adverse reaction report. Finally, by applying the same technology and expertise gained from the development of the centralized MEDDOC system, we were able to confidently decentralize a portion of our operations to the foreign affiliate medical offices. The fulcrum of the tie-in system is a low cost roll film adapted version of the C.O.M. 150 microfiche reader along with the following micrographic materials: 1. Master bibliography on C.O.M. 2. Permuted search index on C.O.M.
3. Duplicate rolls of microfilmed MEDDOC articles. At present we are considering the possible use of telecommunications for direct data access by selected affiliates. Figure 6 Code Derivation
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October/December 76 p155
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Figure 7 Duplication Check List
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October/December 76 p157
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Figure 9 Permuted Search Title Index
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Prior to 1972, current alerting and retrospective retrieval services at Eli Lilly and Company were provided to the medical component by the scientific library. A product librarian screened about 200 primary journals page by page and scanned a number of secondary publications and indexes. First, the bibliographic reference to any article that contained information on Lilly drug was typed onto an edgepunch card. A brief synopsis or extract was added. The punches represented general indexes to clinical, pharmacologic, toxicologic and other data. These cards were stored in the library for retrospective use. Secondly, a 3 x 5-inch reference slip was sent to physician monitors and paramedical associates for their alerting. Articles of interest to them were obtained for their files. In turn, these files were used as input to various decentralized manual retrieval systems implemented by individual physicians and paramedicals. One of these subsystems involved the coupling of the dry photocopy process with specially prepared edge punch cards (Figure 1). Significant pages from articles were copied onto McBee cards, using a Xerox machine adapted to feed card stock as well as ordinary paper. Pertinent portions of the page were underscored, flagged by arrows and coded (punched). Another retrieval scheme was devised and implemented by a physician. A graded series of index terms was referenced with specific page numbers and recorded on 3 x 5 index cards along with the author name and year of publication (Figure 2). Both of these manual systems were essentially inverted files. In the first, the
Mr. Markowitr is Medico1 Informotion Coordinator. Lilly Reseorch Laboratories. Indionopolis. Ind. Presented at the 7kelfrh Annuol Meeting. Drug Information Associorion. Son Froncisco, June 23-26, 1976.
facsimile of an article page was retrieved, while the second provided an abbreviated reference leading to a page.
THE MEDDOC SYSTEM In 1972, an in-house MEDical Documentation system was instituted. Responsibility was assigned to a group within the medical component whose functions were to provide current alerting and on-line retrospective searching of the published literature on Lilly products. Manual literature monitoring was replaced by inhouse processing of IS1 tapes (Figure 3) and the Excerpta Medica Drug Monitor service (Figure 4). The thesaurus used for indexing was developed in-house and was organized into sections (Figure 5). The individual codes were based, wherever possible, on the system/ organ categories used in the FDA Dictionary of Adverse Reactions and the International Classification of Diseases (Figure 6). Pertinent terms in an article are initially annotated for relevance and subsequently coded for input. No limit is imposed on the number of codes applied to any article. As few as 15 and as many as 150 have been used. The codes are input through a display terminal to on-line storage. A master bibiliography tape is built by keypunching directly from the citation. Searches are performed through the display terminal with answers in terms of article identifying numbers. By means of human interface activities, output to the users includes pages from articles, entire articles, and/or computer printed references. Supplemental sources of information available through the scientific library include MEDLINE, TOXLINE, CHEMCON, CCALINE, SCISEARCH, and RINGDOC. A more detailed description of the initial MEDDOC
p152
Downloaded from dij.sagepub.com by guest on August 12, 2015
system appeared in the July/September 1974 issue of the Drug Information Journal (pp. 79-84).
Figure 1 Photocopy on Edge-Punched Card
DRUG INFORMATION JOURNAL
Downloaded from dij.sagepub.com by guest on August 12, 2015
Octoberj December 76 p153
. .
*am
I
F-+.
... -
I
'. ,
191
m
at'
II)
--
Downloaded from dij.sagepub.com by guest on August 12, 2015
Figure 5 Thesaurus Sections lhesaurus
Sections
Therapeutic Aoents Routes of Administration
-
I c ' L l A , 1962 Disease Classification Micro-oraanisms as 1:tioloaic Aoonts ( MN/-for cn t t r c!ata)
(SV~IP)
Clinical Laboratory Tests "Nornol" hanoe ( Nl/fox "aSnorna1" )
-
Side Effects (Keyed to DART) Absence o f Adverse Reactions i f Stated Pharmacology (Keyed to DART 16 3ody Systems) Chemistry Cata - Emphasis Medicinal Chemistry Bacteriologic Descriptors Document Identifiers Cenwral Descriptors
RECENT MODIFICATIONS Literature monitoring has now been expanded and merged with an article evaluation system. In addition to the IS1 tapes and the Excerpta Medica service, 50 journals are reviewed on the day of receipt, partly to overcome time lag problems, but even more important, to assure timely medical review. Articles on Lilly drugs are sent to the physician monitors for an evaluation of whether the data are well documented and the conclusions appropriately supported. A computer report is used to assure prompt flow through the system. Duplicate entries into the evaluation procedure and MEDDOC data base are prevented by data processing techniques. Hundreds of citations received from various sources each month are screened not only for those which have been previously selected for the data base but also for titles which have been examined and rejected in the past. The program checks for duplications within any input stream and against the historical file. Duplicates appear on a list in order of their numbered physical position in the stack of references being checked so that one needs only to discard the sheets in the corresponding stack positions. It is not necessary to read the author, title or source in order to physically eliminate the duplicates (Figure 7). The 300-page printed thesaurus (Figure 8) has been replaced by computer output microfiche. The entire thesaurus is on two fiche permanently housed in C.O.M. 150 dual platen readers. Updates are easier to effect and consequently are performed more frequently. The master bibliography and a permuted index of prior searches have also been converted to C.O.M. output. The latter, originally generated on 11 x 14 flatpack, proved to be a very significant and time-saving innovation. It involved the preparation of a permuted index of search titles for all previous computer outputs that required judgemental editing (Figure 9). The listing permutes all significant terms in a search title, providing a key word in context guide. The search identifier is located and leads to the article(s) and page numbers that were found to be most pertinent following an edit procedure for syntax problems and otherwise occuring false drops.
When a recurring search request is received, this listing allows an update to be performed by editing only those papers that were introduced into the system subsequent to the previous output. Non-edited searches are recorded by another technique. Also, the computer master bibliography file now incorporates an additional cardtype to record evaluation results and reprint availability. There is also capacity for monitor comments or an abstract. These can be suppressed on output. Apart from modifications to our internal systems, we have acquired another very useful adjunct to our operations. The Iowa Drug Information Service (IDIS) is a microfiche-based indexing operation out of the University of Iowa College of Pharmacy. The IDIS data base is comprised of some 60,OOOarticles on drug therapy from 140 clinically oriented journals dating from 1966. Indexes by drug and by disease accompany the articles. These are used to retrieve information about drugs which are not indexed in-house. As we reported in 1974, the incorporation of documents in addition to published articles was planned. The first documents were FD 1639 Adverse Reaction Reports. The flexibility of the binary matrix search system enables us to encode FD 1639information using a slightly expanded thesaurus, while the answer printer program provides output in terms of the essential information from the face of the FD 1639. These printouts track the sequence of information as it appears on the original adverse reaction report. Finally, by applying the same technology and expertise gained from the development of the centralized MEDDOC system, we were able to confidently decentralize a portion of our operations to the foreign affiliate medical offices. The fulcrum of the tie-in system is a low cost roll film adapted version of the C.O.M. 150 microfiche reader along with the following micrographic materials: 1. Master bibliography on C.O.M. 2. Permuted search index on C.O.M.
3. Duplicate rolls of microfilmed MEDDOC articles. At present we are considering the possible use of telecommunications for direct data access by selected affiliates. Figure 6 Code Derivation
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1
I
C
c.te.or,
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som svsrtn
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11
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12
DRUG INFORMATION JOURNAL
Downloaded from dij.sagepub.com by guest on August 12, 2015
October/December 76 p155
Downloaded from dij.sagepub.com by guest on August 12, 2015
Figure 7 Duplication Check List
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DRUG INFORMATION JOURNAL
Downloaded from dij.sagepub.com by guest on August 12, 2015
October/December 76 p157
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Downloaded from dij.sagepub.com by guest on August 12, 2015
Figure 9 Permuted Search Title Index
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