Strategies for Processing Drug Information Documents and Developing Drug Information Files
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Drug Itforniofiorr Jourrwl, Vol. 36. pp. 673 -682, 2002 Printed in the USA. All rights reserved.
STRATEGIES FOR PROCESSING DRUG INFORMATION DOCUMENTS AND DEVELOPING DRUG INFORMATION FILES CHARLES F. CURRAN, PHD Director
MURALIN. SUNDAR, PHARMD Senior Drug Information Associate Professional Affairs, Forest Pharmaceuticals, Inc., St. Louis, Missouri
The components of document processing andfiling are enumerated and described. Desirable attributes of (1 filing system are listed. Variousfiling procedures und filing strategies are discussed in terms of their usefulness to a pharmaceutical company drug information department. Because the hierarchical filing system appears to offer niaximum benefit to drug information departments, this system is described in greater detail. Suggestions are provided to maximize efficiency in processing nen docunients and their subsequent retrieval through coherent and uniform filing design. Suggested strategies are outlined to identify and acquire new materials in order to keep drug information department files current. Measures are suggested for locating misplaced documents. Key Words: Drug information: Document processing; Filing
INTRODUCTION ONE OF THE WORST filing experiences short of widespread file destruction is the loss of an urgently needed key report, compelling a thorough search of literature files in addition to the contents of nearby offices and cubicles in an attempt to locate the needed document. Often, the missing report is found late in the search or when it is no longer needed. Many can recount similar experiences in locating essential files that “should be there.” The inability to retrieve a key document at a critical moment may highlight the absence of a coherent depart-
Reprint address: Charles F. Curran, PhD. 13600 Shoreline Drive. St. Louis. MO 63045.
mental document acquisition and storage strategy. Effectively processed drug information and well-organized, well-structured files speed the retrieval of information and minimize opportunities for misplacing documents. Additionally, when files readily reveal the limits of available information, they reduce the need to repetitively search databases such as MEDLINE’! and EMBASE@ for information that does not exist on or before a specified date. Paper files (hard copy) or their electronic counterparts, including CD-ROMs containing published reports and/or internallydeveloped drug data in pdf format (which retains the appearance of the original document) serve many purposes. Well-organized files recount what is known about a subject
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Charles F. Curran and Murali N. Sundar
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and, when well maintained and frequently updated, comprise a record of all major topics and themes which have evolved concerning a particular drug. The information and remarks in this paper focus on meeting published drug reference and other needs of drug information departments through well-designed file systems, chiefly those that are paper based. Although the inf
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