Last But Not Least: Managing the Indexing Process Presented by Fred Leise ContextualAnalysis, LLC The University of Chicago Graham School of General Studies October 23–24, 2009

Presented by Fred Leise

ContextualAnalysis, LLC

The University of Chicago

Graham School of General Studies

October 23–24, 2009

About Fred Immediate Past-President, American Society for Indexing Owner, ContextualAnalysis Specializing in taxonomy development and information architecture www.contextualanalysis.com

Immediate Past-President, American Society for Indexing

Owner, ContextualAnalysis

Specializing in taxonomy development and information architecture

www.contextualanalysis.com

About Fred Freelance back-of-book indexer since 1995 Scholarly texts in the humanities Technical manuals Embedded indexing using InDesign Trade books

Freelance back-of-book indexer since 1995

Scholarly texts in the humanities

Technical manuals

Embedded indexing using InDesign

Trade books

About Fred Recent Indexes Socrates and the Fat Rabbis (UC Press) iPod: The Missing Manual (O’Reilly) Designing with Web Standards (Peachpit) International Politics of Intelligence Sharing (Columbia Univ. Pr.) World History For Dummies (Wiley)

Recent Indexes

Socrates and the Fat Rabbis (UC Press)

iPod: The Missing Manual (O’Reilly)

Designing with Web Standards (Peachpit)

International Politics of Intelligence Sharing (Columbia Univ. Pr.)

World History For Dummies (Wiley)

About Fred Recent Taxonomy Clients American Mathematical Society Scripps Newspapers Disney Studios Harpo, Inc. (Oprah.com) Dow Corning Abbott Laboratories

Recent Taxonomy Clients

American Mathematical Society

Scripps Newspapers

Disney Studios

Harpo, Inc. (Oprah.com)

Dow Corning

Abbott Laboratories

Participant Introductions Tell us about yourself, including your experience with indexers and the indexing process.

Tell us about yourself, including your experience with indexers and the indexing process.

Participant Introductions What is the single most important question you would like to have answered by the end of the course?

What is the single most important question you would like to have answered by the end of the course?

Course Schedule 9:00 Start 10:30–10:45 Morning Break 12:00–1:30 Lunch 3:00–3:15 Afternoon Break 4:30 End

9:00 Start

10:30–10:45 Morning Break

12:00–1:30 Lunch

3:00–3:15 Afternoon Break

4:30 End

Goals for This Course Increase your basic understanding of indexes and index creation. Enable you to recognize good indexes as well as problem indexes Improve your ability to edit submitted indexes

Increase your basic understanding of indexes and index creation.

Enable you to recognize good indexes as well as problem indexes

Improve your ability to edit submitted indexes

Goals for This Course Improve your skills for managing the indexing process and the editor-author-indexer relationship. Feel free to ask questions or contribute examples at any time.

Improve your skills for managing the indexing process and the editor-author-indexer relationship.

Feel free to ask questions or contribute examples at any time.

Course Overview 1. What are indexes? 2. Index structure 3. Characteristics of good indexes/indexing best practices 4. Index style and format 5. Indexing process

1. What are indexes?

2. Index structure

3. Characteristics of good indexes/indexing best practices

4. Index style and format

5. Indexing process

Course Overview 6. Finding and hiring indexers 7. Editor-author-indexer relationship 8. Index review/index revisions 9. Managing large indexing projects 10. Revised editions

6. Finding and hiring indexers

7. Editor-author-indexer relationship

8. Index review/index revisions

9. Managing large indexing projects

10. Revised editions

About Indexes

Exercise “Jack and Jill” [handouts, page 2]

“Jack and Jill”

[handouts, page 2]

About Indexes What is an Index? An index is not a concordance (a complete listing of every word in the text).

What is an Index?

About Indexes An index is a structured sequence—resulting from a thorough and complete analysis of text—of synthesized access points to all the information contained in the text. Mulvany, Indexing Books An index is a structured sequence —resulting from a thorough and complete analysis of text —of synthesized access points to all the information contained in the text. Mulvany, Indexing Books

About Indexes What is an Index? An index points to the relevant text without repeating it. Henry VIII residence Henry VIII residence at Whitehall Palace

What is an Index?

An index points to the relevant text without repeating it.

Henry VIII residence

Henry VIII residence at Whitehall Palace

About Indexes: Users Pre-purchase evaluators Index referers, e.g., librarians Information re-finders Citation gatherers [Vanity users]

Pre-purchase evaluators

Index referers, e.g., librarians

Information re-finders

Citation gatherers

[Vanity users]

About Indexes: Users Lay audience Professionals Students

Lay audience

Professionals

Students

Business Context Purpose of index? Subject access Marketing tool Publication as index ( Reader’s Guide )

Purpose of index?

Subject access

Marketing tool

Publication as index ( Reader’s Guide )

About Indexes: Content Type of book Scholarly Trade College textbook El-Hi textbook Reference book Technical manual

Type of book

Scholarly

Trade

College textbook

El-Hi textbook

Reference book

Technical manual

Publication Context Implications Time allowed for indexing Index exhaustivity Space available for index

Implications

Time allowed for indexing

Index exhaustivity

Space available for index

Publication Context Implications How many indexes should this text have? If more than one, what kinds? Who makes that decision? Production editor?

Implications

How many indexes should this text have?

If more than one, what kinds?

Who makes that decision? Production editor?

Numbers and Types of Indexes Multiple indexes May be required by different organizational scheme, e.g., geographic versus alphabetical order Required for different function: poetry first-line index versus subject index

Multiple indexes

May be required by different organizational scheme, e.g., geographic versus alphabetical order

Required for different function: poetry first-line index versus subject index

Numbers and Types of Indexes Multiple indexes, problems of User may not realize there are multiple indexes. Use running heads/footers to alert user?

Multiple indexes, problems of

User may not realize there are multiple indexes.

Use running heads/footers to alert user?

Numbers and Types of Indexes Multiple indexes, problems of Inter-index references are awkward. Truman, Harry. See also Truman administration in subject index Truman administration. See also Truman, Harry in name index

Multiple indexes, problems of

Inter-index references are awkward.

Truman, Harry. See also Truman administration in subject index

Truman administration. See also Truman, Harry in name index

Types of Indexes Geographic indexes (maps) Name indexes Genealogic indexes Biblical references index Legal case indexes [text, pp. 13–23]

Geographic indexes (maps)

Name indexes

Genealogic indexes

Biblical references index

Legal case indexes

[text, pp. 13–23]

Types of Indexes Title indexes Scientific name indexes Author indexes Chemical names indexes

Title indexes

Scientific name indexes

Author indexes

Chemical names indexes

Types of Indexes Numerical indexes Melodic indexes Citation indexes Other types?

Numerical indexes

Melodic indexes

Citation indexes

Other types?

Index Structure

Index Structure 1. Headnote (optional) 2. Arrays (entries)

1. Headnote (optional)

2. Arrays (entries)

Index Structure Headnote: explains particular/unusual usage in the index VW refers to Virginia Woolf Figures are indicated by an “f” after the page number Major discussions are indicated in bold.

Headnote: explains particular/unusual usage in the index

VW refers to Virginia Woolf

Figures are indicated by an “f” after the page number

Major discussions are indicated in bold.

Index Structure Headnote: explains particular/unusual indexing decisions The appendices have not been indexed. While the text uses both Wade-Giles and Pinyin romanization, names in the index are given using Pinyin.

Headnote: explains particular/unusual indexing decisions

The appendices have not been indexed.

While the text uses both Wade-Giles and Pinyin romanization, names in the index are given using Pinyin.

Index Structure Headnote: explains particular/unusual indexing decisions

Headnote: explains particular/unusual indexing decisions

Index Structure Arrays (entries) Headings (main headings) Subheadings Locators Cross-references

Arrays (entries)

Headings (main headings)

Subheadings

Locators

Cross-references

Index Structure Headings People Places Things Ideas (subjects) Actions

Headings

People

Places

Things

Ideas (subjects)

Actions

Index Structure Headings Covering different subject granularities, both general and specific topics Nouns or noun phrases Adjectives generally not used Verbs (for technical manuals)

Headings

Covering different subject granularities, both general and specific topics

Nouns or noun phrases

Adjectives generally not used

Verbs (for technical manuals)

Index Structure Headings: Searchable order What are some possible ordering schemes for headings?

Headings: Searchable order

What are some possible ordering schemes for headings?

Index Structure Headings: Searchable order Alphabetical Numerical Logical

Headings: Searchable order

Alphabetical

Numerical

Logical

Exercise Headings: Searchable order Alphabetical order [handouts, page 3]

Headings: Searchable order

Alphabetical order

[handouts, page 3]

Index Structure Headings: Alphabetical order Letter-by-letter Word-by-word

Headings: Alphabetical order

Letter-by-letter

Word-by-word

Alphabetical Filing Systems Letter-by-Letter Alphabetize ignoring spaces Continue alphabetizing until the first punctuation mark (usually a comma)

Letter-by-Letter

Alphabetize ignoring spaces

Continue alphabetizing until the first punctuation mark (usually a comma)

Alphabetical Filing Systems Word-by-Word Alphabetize on first word If two headings share the same first word, sort the second word.

Word-by-Word

Alphabetize on first word

If two headings share the same first word, sort the second word.

Alphabetical Filing Systems Word-by-Word If any two words share the same beginning letter sequence, but one word is longer than the other, the shorter precedes the longer.

Word-by-Word

If any two words share the same beginning letter sequence, but one word is longer than the other, the shorter precedes the longer.

Alphabetical Filing Systems Word-by-word is clearer for the reader and is generally preferred

Index Structure Headings: Alphabetical order Places-Names-Subjects Park Place Park, Nora Park rehabilitation (Generally outdated, but may be used in some instances.)

Headings: Alphabetical order

Places-Names-Subjects

Park Place Park, Nora Park rehabilitation

(Generally outdated, but may be used in some instances.)

Index Structure Headings: Alphabetical order Treatment of numbers in alpha-order index Separate section before alphas?

Headings: Alphabetical order

Treatment of numbers in alpha-order index

Separate section before alphas?

Index Structure Palm Pre: The Missing Manual, O’Reilly

Palm Pre: The Missing Manual, O’Reilly

Index Structure Headings: Alphabetical order Treatment of numbers in alpha-order index As if spelled out and interfiled or as spoken? How is 1025 spelled and spoken?

Headings: Alphabetical order

Treatment of numbers in alpha-order index

As if spelled out and interfiled or as spoken?

How is 1025 spelled and spoken?

Index Structure Headings: Alphabetical order Treatment of symbols in alpha-order index Separate section before alphas As if spelled out/meaning Problem of determining order

Headings: Alphabetical order

Treatment of symbols in alpha-order index

Separate section before alphas

As if spelled out/meaning

Problem of determining order

Exercise Headings: Alphabetical order Treatment of symbols in alpha-order index [handouts, page 4]

Headings: Alphabetical order

Treatment of symbols in alpha-order index

[handouts, page 4]

Exercise 5 R’s of iPod repair ± (Add bookmark) button ” (Back) button } (Bookmarks) button } button (YouTube) ¬ button (YouTube) ’ (Forward) button ƒ (Reload) button : ; (Page Juggler) 1928 5 R’s of iPod repair ± (Add bookmark) button [U+00b1] ” (Back) button [U+0022] } (Bookmarks) button [U+007D] } button (YouTube) [U+007D] ¬ button (YouTube) [U+00ac] ’ (Forward) button [U+0027] ƒ (Reload) button [U+0191] : ; (Page Juggler) [U+003a, U+003b] 1928 5 R’s of iPod repair ± (Add bookmark) button [U+00b1] (plus-minus sign) ” (Back) button [U+0022] (quotation mark) } (Bookmarks) button [U+007D] (close parenthesis) } button (YouTube) [U+007D] (close parenthesis) ¬ button (YouTube) [U+00ac] (“not” sign) ’ (Forward) button [U+0027] (apostrophe) ƒ (Reload) button [U+0191] : ; (Page Juggler) [U+003a, U+003b] (colon, semi-colon) 1928

5 R’s of iPod repair

± (Add bookmark) button

” (Back) button

} (Bookmarks) button

} button (YouTube)

¬ button (YouTube)

’ (Forward) button

ƒ (Reload) button

: ; (Page Juggler)

1928

Index Structure Subheadings Provide specific context for instance of heading Disambiguate long locator strings

Subheadings

Provide specific context for instance of heading

Disambiguate long locator strings

Building Enterprise Taxonomies (Stewart)

Building Enterprise Taxonomies (Stewart)

Index Structure Subheading-Heading Relationship Whole-part automobile drive shaft

Subheading-Heading Relationship

Whole-part

automobile drive shaft

Index Structure Subheading-Heading Relationship Entity-characteristic egg yolks protein concentrations in

Subheading-Heading Relationship

Entity-characteristic

egg yolks protein concentrations in

Index Structure Subheading-Heading Relationship Entity-action iPod Touch ejecting from computer

Subheading-Heading Relationship

Entity-action

iPod Touch ejecting from computer

Index Structure Subheading-Heading Relationship Entity-context Roosevelt, Franklin at Yalta conference

Subheading-Heading Relationship

Entity-context

Roosevelt, Franklin at Yalta conference

Index Structure Subheading-Heading Relationship Genealogy Roosevelt Eleanor Franklin Theodore

Subheading-Heading Relationship

Genealogy

Roosevelt Eleanor Franklin Theodore

Index Structure Subheadings: Numbers of levels Woolf , Virginia novels Between the Acts plot additions, 414–415

Subheadings: Numbers of levels

Woolf , Virginia novels Between the Acts plot additions, 414–415

Index Structure Subheadings: Numbers of levels Woolf , Virginia novels, Between the Acts plot additions, 414–415 novels, Jacob’s Room arrival of proofs of, 257

Subheadings: Numbers of levels

Woolf , Virginia novels, Between the Acts plot additions, 414–415 novels, Jacob’s Room arrival of proofs of, 257

Index Structure Subheadings Prepositions: mandatory or optional Subheadings Prepositions: mandatory or optional apostle definition apostle definition of

Subheadings

Prepositions: mandatory or optional

Subheadings

Prepositions: mandatory or optional

apostle definition

apostle definition of

Index Structure Subheadings Prepositions: for meaning Smith, John corrections of Smith, John corrections by

Subheadings

Prepositions: for meaning

Smith, John corrections of

Smith, John corrections by

Index Structure Subheadings, classified vocal ensembles [choral ensembles] [singing groups] American Boy Choir Dale Warland Chorale Minnesota Chorale Vancouver Chamber Singers

Index Structure Locators: Purpose Enable users to find the specific piece of information pointed to from the index

Locators: Purpose

Enable users to find the specific piece of information pointed to from the index

Index Structure Locators: Types Locators: Types Page numbers Section numbers Paragraph numbers

Locators: Types

Locators: Types

Page numbers

Section numbers

Paragraph numbers

Index Structure Locators: Complex Map number/grid number 42:D3 Volume/page number IV: 28 Year/volume/page 1928:III:72 Periodical name/year/volume/page JAMA 1928:III:72–84

Locators: Complex

Map number/grid number 42:D3

Volume/page number IV: 28

Year/volume/page 1928:III:72

Periodical name/year/volume/page JAMA 1928:III:72–84

Index Structure Cross-References See references See also references

Cross-References

See references

See also references

Index Structure See references Purpose: vocabulary control Leads from non-preferred (entry) term to preferred term cancer. See oncology Never include locators

See references

Purpose: vocabulary control

Leads from non-preferred (entry) term to preferred term

cancer. See oncology

Never include locators

Index Structure See references Name changes Doud, Mamie. See Eisenhower, Mamie Pseudonyms Clemens, Samuel. See Twain, Mark

See references

Name changes

Doud, Mamie. See Eisenhower, Mamie

Pseudonyms

Clemens, Samuel. See Twain, Mark

Index Structure See references Compound terms peace. See war and peace Translations seriocomic. See spoudogeloion

See references

Compound terms

peace. See war and peace

Translations

seriocomic. See spoudogeloion

Index Structure See references Inversions rabbinic literature. See literature, rabbinic Acronyms UN. See United Nations

See references

Inversions

rabbinic literature. See literature, rabbinic

Acronyms

UN. See United Nations

Index Structure See references, general Indians. See names of specific tribes

See references, general

Indians. See names of specific tribes

Index Structure See references, from subheadings China foreign incursions in, 22, 47 nationalism in,129 trading partners. See trade weapons production, 228

See references, from subheadings

China foreign incursions in, 22, 47 nationalism in,129 trading partners. See trade weapons production, 228

Index Structure Double-posting versus See reference cats care of, 27 feeding, 92, 143 grooming, 14 … felines. See cats

Double-posting versus See reference

cats care of, 27 feeding, 92, 143 grooming, 14 … felines. See cats

Index Structure Double-posting versus See reference cats, 27, 92, 143 … felines, 27, 92, 143 Note: locators must be parallel

Double-posting versus See reference

cats, 27, 92, 143 … felines, 27, 92, 143

Note: locators must be parallel

Index Structure See also references Lead user to additional, closely related material found on different pages than in current array horses, 27. See also zebras

See also references

Lead user to additional, closely related material found on different pages than in current array

horses, 27. See also zebras

Index Structure See also references Broader to narrow references equipment bundled functionality, 101–104 wall-mountability, 101 WPA support, 167 See also access point; router

See also references

Broader to narrow references

equipment

bundled functionality, 101–104

wall-mountability, 101

WPA support, 167

See also access point; router

Index Structure See also references Broader to narrow references equipment See also access point; router bundled functionality, 101–104 wall-mountability, 101 WPA support, 167

See also references

Broader to narrow references

equipment

See also access point; router

bundled functionality, 101–104

wall-mountability, 101

WPA support, 167

Index Structure See also references Broader to narrow references equipment . See also access point; router bundled functionality, 101–104 wall-mountability, 101 WPA support, 167

See also references

Broader to narrow references

equipment . See also access point; router

bundled functionality, 101–104

wall-mountability, 101

WPA support, 167

Index Structure See also references Multiple dialogue ( dialegesthai ). See also dialectic; monologism; rhetoric Opposites memory, 28-32. See also forgetfulness

See also references

Multiple

dialogue ( dialegesthai ). See also dialectic; monologism; rhetoric

Opposites

memory, 28-32. See also forgetfulness

Index Structure See also references, general U.S. foreign policy, 42 trade, 198, 207 wars, 44, 73, 224 See also names of individual presidents

See also references, general

U.S. foreign policy, 42 trade, 198, 207 wars, 44, 73, 224 See also names of individual presidents

Index Structure See also references, from subheading U.S. foreign policy, 42 trade, 198, 207 wars, 44, 73, 224 ( See also WWII) See also names of individual presidents

See also references, from subheading

U.S. foreign policy, 42 trade, 198, 207 wars, 44, 73, 224 ( See also WWII) See also names of individual presidents

Indexing Best Practices

Indexing Best Practices Collocation The index brings all mentions of a topic together in place. Halicarnassos Halicarnassus Halikarnasos Source: Institute of Certified Indexers

Collocation

The index brings all mentions of a topic together in place.

Halicarnassos

Halicarnassus

Halikarnasos

Indexing Best Practices Collocation “If you have an entry in your index, the reader will assume that all references to that topic are included in that entry…Each entry must be complete” Do Mi Stauber, Facing the Text

Collocation

“If you have an entry in your index, the reader will assume that all references to that topic are included in that entry…Each entry must be complete”

Do Mi Stauber, Facing the Text

Indexing Best Practices Differentiation The index clearly separates information on different topics Source: Institute of Certified Indexers

Differentiation

The index clearly separates information on different topics

Indexing Best Practices Differentiation historical culture, 197n55 historical education, 101 historical sciences, 87–88 historicism, modern, 101 historicity, 86–87, 90–91, 114 historiography, 7–8, 87, 99–102

Differentiation

historical culture, 197n55

historical education, 101

historical sciences, 87–88

historicism, modern, 101

historicity, 86–87, 90–91, 114

historiography, 7–8, 87, 99–102

Indexing Best Practices Differentiation Benham, Thomas (father) Benham, Thomas (son) Episcopal Church (Ashland) Episcopal Church (Greenville)

Differentiation

Benham, Thomas (father) Benham, Thomas (son)

Episcopal Church (Ashland) Episcopal Church (Greenville)

Indexing Best Practices Exhaustivity Index covers the entire ranges of significant concepts without including passing mentions. Both major topics and specific discussions Source: Institute of Certified Indexers

Exhaustivity

Index covers the entire ranges of significant concepts without including passing mentions.

Both major topics and specific discussions

Indexing Best Practices Completeness Direct or through relevant cross-references, access to all discussions of each significant topic. Source: Institute of Certified Indexers

Completeness

Direct or through relevant cross-references, access to all discussions of each significant topic.

Indexing Best Practices Information Scent Heading terms strongly indicate the content contained in that array. banks Source: Institute of Certified Indexers Information Scent Heading terms strongly indicate the content contained in that array. banks banks (pool shots)

Information Scent

Heading terms strongly indicate the content contained in that array.

banks

Information Scent

Heading terms strongly indicate the content contained in that array.

banks

banks (pool shots)

Indexing Best Practices Information Scent Heading terms strongly indicate the content contained in that array. stereos wireless home stereo systems Source: Institute of Certified Indexers

Information Scent

Heading terms strongly indicate the content contained in that array.

stereos

wireless home stereo systems

Indexing Best Practices Multiple Access Paths Double-posts and cross-references offer readers multiple access paths to information (syndetic structure). Source: Institute of Certified Indexers

Multiple Access Paths

Double-posts and cross-references offer readers multiple access paths to information (syndetic structure).

Indexing Best Practices Literary Warrant Terminology of main headings reflects author’s usage. Source: Institute of Certified Indexers

Literary Warrant

Terminology of main headings reflects author’s usage.

Indexing Best Practices User Warrant Additional entry terms lead users from common terms to the language used by the author. service area. See SSID (service set identifier) Source: Institute of Certified Indexers

User Warrant

Additional entry terms lead users from common terms to the language used by the author.

service area. See SSID (service set identifier)

Indexing Best Practices Consistency Index displays consistency at all levels, from technical aspects of formatting to levels of indexing exhaustivity and phrasing. Source: Institute of Certified Indexers

Consistency

Index displays consistency at all levels, from technical aspects of formatting to levels of indexing exhaustivity and phrasing.

Indexing Best Practices Audience-Relevance Index is appropriate for intended audience, in both format and terminology. Source: Institute of Certified Indexers

Audience-Relevance

Index is appropriate for intended audience, in both format and terminology.

Indexing Best Practices Author-Relevance Index accurately reflects author’s point of view without adding any bias or editorializing by the indexer. religion, evils of religion, societal responses to Source: Institute of Certified Indexers

Author-Relevance

Index accurately reflects author’s point of view without adding any bias or editorializing by the indexer.

religion, evils of

religion, societal responses to

Indexing Best Practices Metatopic Index provides readers with appropriate means of moving from metatopics to applicable secondary topics. Source: Institute of Certified Indexers Metatopic Index provides readers with appropriate means of moving from metatopics to applicable secondary topics. birds, 1–273

Metatopic

Index provides readers with appropriate means of moving from metatopics to applicable secondary topics.

Metatopic

Index provides readers with appropriate means of moving from metatopics to applicable secondary topics.

birds, 1–273

Indexing Best Practices Metatopic ( American’s Response to China ) China … See also Chinese Communist Party; extraterritoriality; Mao Tse-tung; Nationalist government; People's Republic of China; spheres of influence; Taiwan; trade; treaty ports; treaty system

Metatopic ( American’s Response to China )

China … See also Chinese Communist Party; extraterritoriality; Mao Tse-tung; Nationalist government; People's Republic of China; spheres of influence; Taiwan; trade; treaty ports; treaty system

Exercise Identifying Metatopics [handouts, pages 6–7]

Identifying Metatopics

[handouts, pages 6–7]

Indexing Best Practices Locator Differentiation Appropriate sub-headings provide specific context to the reader. Source: Institute of Certified Indexers

Locator Differentiation

Appropriate sub-headings provide specific context to the reader.

Indexing Best Practices Accuracy Index has been proofread. Index mirrors spelling and style of text. Locators are accurate. Locators for double-posts are mirrored. Source: Institute of Certified Indexers

Accuracy

Index has been proofread.

Index mirrors spelling and style of text.

Locators are accurate.

Locators for double-posts are mirrored.

Indexing Best Practices Style Index adheres to standard style guidelines for format, capitalization, entry alphabetization, punctuation, and locator formation. Source: Institute of Certified Indexers

Style

Index adheres to standard style guidelines for format, capitalization, entry alphabetization, punctuation, and locator formation.

Indexing Best Practices Cross-References Cross-references have been checked to eliminate blind or circular cross-references. Burma. See Myanmar … Myanmar. See Burma Source: Institute of Certified Indexers

Cross-References

Cross-references have been checked to eliminate blind or circular cross-references.

Burma. See Myanmar … Myanmar. See Burma

Indexing Best Practices Titles of Works Book and article titles (and titles of works of art) include the author’s (creator’s) last name as a parenthetical. Age of Innocence (Wharton) Thinker (Rodin)

Titles of Works

Book and article titles (and titles of works of art) include the author’s (creator’s) last name as a parenthetical.

Age of Innocence (Wharton)

Thinker (Rodin)

Index Style

Index Style Indented Style Easy to read and scan Easily accommodates multiple levels of subheadings Takes most space of any index style

Indented Style

Easy to read and scan

Easily accommodates multiple levels of subheadings

Takes most space of any index style

Art and Affection: A Life of Virginia Woolf (Reid)

Index Style Run-in (Paragraph) Style

Run-in (Paragraph) Style

Index Style Run-in Style More difficult to scan Best with only one subheading level (two subheading levels possible) Saves 6–7% of total index space over indented style

Run-in Style

More difficult to scan

Best with only one subheading level (two subheading levels possible)

Saves 6–7% of total index space over indented style

Index Style Third-Level Only Run-in Style Puts deepest level of index in paragraph style, remainder in run-in style. Can save space if many entries have multiple levels

Third-Level Only Run-in Style

Puts deepest level of index in paragraph style, remainder in run-in style.

Can save space if many entries have multiple levels

Socrates and the Fat Rabbis (Boyarin)

Index Style Lowest level run-in Runs in the whenever possible within each entry Slightly more compact Accommodates multiple levels of subheadings

Lowest level run-in

Runs in the whenever possible within each entry

Slightly more compact

Accommodates multiple levels of subheadings

Envisioning the Tale of Genji (Shirane) First subheading level run in … Second subheading level run in

Index Style Spelling Conventions American versus English spelling Word forms (open versus closed) Web site web site Web-site web-site Website website

Spelling Conventions

American versus English spelling

Word forms (open versus closed)

Web site web site

Web-site web-site

Website website

Index Style Heading capitalization Aardvarks aardvarks Beatles Beatles Beetles beetles Bergamot bergamot Cheesecake cheesecake Cherries cherries Cook, Dane Cook, Dane

Heading capitalization

Aardvarks aardvarks Beatles Beatles Beetles beetles Bergamot bergamot Cheesecake cheesecake Cherries cherries Cook, Dane Cook, Dane

Index Style Punctuation After main headings and sub-headings Between entries and locators In locator strings [text, pages 41–44]

Punctuation

After main headings and sub-headings

Between entries and locators

In locator strings

[text, pages 41–44]

Index Style Cross-reference Style and Placement [text, pages 44–46]

Cross-reference Style and Placement

[text, pages 44–46]

Index Style Page Ranges: Abbreviations Celtic lands, 23–55, 40–43, 105–109, 165–172, 192–196 Celtic lands, 23–55, 40–43, 105–9, 165–72, 192–96 ( CMOS ) Celtic lands, 23–55, 40–3, 105–9, 165–72, 192–6 ( Hart’s Rules )

Page Ranges: Abbreviations

Celtic lands, 23–55, 40–43, 105–109, 165–172, 192–196

Celtic lands, 23–55, 40–43, 105–9, 165–72, 192–96 ( CMOS )

Celtic lands, 23–55, 40–3, 105–9, 165–72, 192–6 ( Hart’s Rules )

Index Style Page Ranges: Conflation beagles, 98, 99, 100, 104, 105 beagles, 98–100, 104–105 Issue: continuous discussion versus isolated mentions

Page Ranges: Conflation

beagles, 98, 99, 100, 104, 105

beagles, 98–100, 104–105

Issue: continuous discussion versus isolated mentions

Index Style Illustrative material Jarrow, 125–130, 127, 132 Jarrow, 125–130, 127 f, 132 p Requires headnote on usage

Illustrative material

Jarrow, 125–130, 127, 132

Jarrow, 125–130, 127 f, 132 p

Requires headnote on usage

Index Style Style Changes Always check with indexer first. Many style changes are easily made using indexing software.

Style Changes

Always check with indexer first. Many style changes are easily made using indexing software.

Index Format

Index Format Numbers of Columns Readability Index length 6 x 9 = 2 columns standard 9 x 11, 10 x 12 = 3 columns standard

Numbers of Columns

Readability

Index length

6 x 9 = 2 columns standard

9 x 11, 10 x 12 = 3 columns standard

Index Format Numbers of Columns Narrow columns increase turnover lines Reduce readability

Numbers of Columns

Narrow columns increase turnover lines

Reduce readability

2-column format 3-column format 9 lines 17 lines

2-column format 3-column format

9 lines 17 lines

Index Format Font size Indents Line spacing [text, pages 53–57]

Font size

Indents

Line spacing

[text, pages 53–57]

Index Format Running Heads Especially helpful for large indexes Example: Index (Vol. XI) to The Diary of Samuel Pepys (Latham and Matthews)

Running Heads

Especially helpful for large indexes

Example: Index (Vol. XI) to The Diary of Samuel Pepys (Latham and Matthews)

Index Format Continued Lines Usually on versos Sometimes on rectos Rarely on every column Assist reader in locating place in index

Continued Lines

Usually on versos

Sometimes on rectos

Rarely on every column

Assist reader in locating place in index

Art and Affection: A Life of Virginia Woolf (Reid)

Index Length and Space

Index Length and Space Source: Indexing Books (Mulvany)

Index Length and Space Reducing Index Space Determine cuts necessary, i.e., a few lines or several pages

Reducing Index Space

Determine cuts necessary, i.e., a few lines or several pages

Index Length and Space Reducing Index Space: Minor Changes Reduce font size Reduce letter kerning Reduce line spacing Eliminate section heading letters Page number contractions

Reducing Index Space: Minor Changes

Reduce font size

Reduce letter kerning

Reduce line spacing

Eliminate section heading letters

Page number contractions

Index Length and Space Reducing Index Space: Larger Changes Change to run-in or one of the modified formats from indented format

Reducing Index Space: Larger Changes

Change to run-in or one of the modified formats from indented format

Index Length and Space Reducing Index Space: Major Changes (Index Revisions) Increase allowable undifferentiated locators (fewer subheadings) Combine subheadings Remove See references Delete single-locator entries

Reducing Index Space: Major Changes (Index Revisions)

Increase allowable undifferentiated locators (fewer subheadings)

Combine subheadings

Remove See references

Delete single-locator entries

Index Length and Space Increasing Index Space Larger font Wider line spacing Etc. More subheadings (requires additional work from indexer)

Increasing Index Space

Larger font

Wider line spacing

Etc.

More subheadings (requires additional work from indexer)

Indexing Process

Indexing Process Be aware of/confirm deadline Understand audience and type of material lay vs. professionals; students; researchers trade book; text book; technical manual

Be aware of/confirm deadline

Understand audience and type of material

lay vs. professionals; students; researchers

trade book; text book; technical manual

Indexing Process Check in text Are pages complete? Any unexpected types of material? Review style guide Review TOC/intro/summary

Check in text

Are pages complete?

Any unexpected types of material?

Review style guide

Review TOC/intro/summary

Indexing Process Read the text A. Mark text for indexing B. Index direct from pages

Read the text

A. Mark text for indexing

B. Index direct from pages

Indexing Process Identify significant concepts Ever since the Truman administration, American Presidents have… The Truman administration’s policy on China was informed by…

Identify significant concepts

Ever since the Truman administration, American Presidents have…

The Truman administration’s policy on China was informed by…

Indexing Process Term Selection Translate indexable concept into appropriate terminology

Term Selection

Translate indexable concept into appropriate terminology

Exercise Finding main topics and indexable terms [handouts, pg. 8]

Finding main topics and indexable terms

[handouts, pg. 8]

Indexing Process As Index Grows Consideration of topic coverage Index structure and balance Metatopic treatment Double- and triple-posting Cross-references Consistency

As Index Grows

Consideration of topic coverage

Index structure and balance

Metatopic treatment

Double- and triple-posting

Cross-references

Consistency

Index Editing Indexers generally plan on 20% of total time to be devoted to editing. Must be accounted for when planning for deadline.

Indexers generally plan on 20% of total time to be devoted to editing.

Must be accounted for when planning for deadline.

Indexing Editing Remove single/few subheads Agathon conversations of, as false tragedy, 324 Plato's representation of, 312–313 speech in Symposium , 308n72 Remove single/few subheads Agathon conversations of, as false tragedy, 324 Plato's representation of, 312–313 speech in Symposium , 308n72 Agathon, 308n72, 312–313, 324

Remove single/few subheads

Agathon conversations of, as false tragedy, 324 Plato's representation of, 312–313 speech in Symposium , 308n72

Remove single/few subheads

Agathon conversations of, as false tragedy, 324 Plato's representation of, 312–313 speech in Symposium , 308n72

Agathon, 308n72, 312–313, 324

Indexing Editing Change double-posts to cross-references or vice versa, as necessary Validate parallelism of double-posts Validate cross-references Check heading-subheading wording

Change double-posts to cross-references or vice versa, as necessary

Validate parallelism of double-posts

Validate cross-references

Check heading-subheading wording

Indexing Editing Combine subheadings as necessary bridges maintenance of, 28 … repair and maintenance of, 32

Combine subheadings as necessary

bridges maintenance of, 28 … repair and maintenance of, 32

Indexing Editing Differentiate long locator strings Verify style guide adherence

Differentiate long locator strings

Verify style guide adherence

Exercise Index Editing [handouts, pages 9–11] (25 minutes)

Index Editing

[handouts, pages 9–11]

(25 minutes)

Index Proofing Spelling Locators Verify order Spot-check accuracy Punctuation Capitalization

Spelling

Locators

Verify order

Spot-check accuracy

Punctuation

Capitalization

Exercise Index Proofing [handouts, page 12]

Index Proofing

[handouts, page 12]

Indexing Process Subcontracting Allowable or not Multiple indexers on large project Specific tasks on short deadlines, e.g., name index

Subcontracting

Allowable or not

Multiple indexers on large project

Specific tasks on short deadlines, e.g., name index

Indexing Process Fred Leise’s Rules of Indexing 1. Always remember the reader. 2. There are no rules, only contexts.

Fred Leise’s Rules of Indexing

1. Always remember the reader.

2. There are no rules, only contexts.

Indexing Process Inter- and Intra-Indexer Consistency There is no such thing as a “perfect” index. Indexes can be different and still be equally valid.

Inter- and Intra-Indexer Consistency

There is no such thing as a “perfect” index.

Indexes can be different and still be equally valid.

Indexing Process Miss Muffet eating of curds and whey by, 2 proximity of spider to, 3‑4 psychological state of, 5 response to spider by, 5 tuffet sat on by, 1

Miss Muffet

eating of curds and whey by, 2 proximity of spider to, 3‑4 psychological state of, 5 response to spider by, 5 tuffet sat on by, 1

Indexing Process Muffet description of, 1 eating curds and whey, 2 experiencing arachnophobia, 5 fleeing tuffet, 5 frightened by spider, 5 sitting, 1 vegetarian diet, 2

Muffet

description of, 1 eating curds and whey, 2 experiencing arachnophobia, 5 fleeing tuffet, 5 frightened by spider, 5 sitting, 1 vegetarian diet, 2

Indexing Process Little Miss Muffet approach of spider to, 3 curds, eating by, 2 reaction to spider by, 5 sitting next to spider, 4 tuffet sitting by, 1 whey, eating by, 2

Little Miss Muffet

approach of spider to, 3 curds, eating by, 2 reaction to spider by, 5 sitting next to spider, 4 tuffet sitting by, 1 whey, eating by, 2

Indexing Process Muffet, Miss (tuffet sitter) arachnophobia experienced by, 4-5 body size of, 1 curds and whey eating by, 2 departure from tuffet by, 5 tuffet sitting by, 1

Muffet, Miss (tuffet sitter)

arachnophobia experienced by, 4-5 body size of, 1 curds and whey eating by, 2 departure from tuffet by, 5 tuffet sitting by, 1

Finding/Hiring a Professional Indexer

Indexers Qualities of Good Indexers Widely read Attention to detail Creative Ability to meet tight deadlines Flexible Enjoy solitude

Qualities of Good Indexers

Widely read

Attention to detail

Creative

Ability to meet tight deadlines

Flexible

Enjoy solitude

Indexers Authors as Indexers Excellent knowledge of material May be too close to material for objectivity May not understand indexing principles May not have indexing skills, which are different from text writing skills

Authors as Indexers

Excellent knowledge of material

May be too close to material for objectivity

May not understand indexing principles

May not have indexing skills, which are different from text writing skills

Professional Indexers Training Experience Subject expertise Flexibility

Training

Experience

Subject expertise

Flexibility

Professional Indexers Indexing Courses American Society for Indexing UC Berkeley Extension Online Graduate School (formerly USDA Graduate School)

Indexing Courses

American Society for Indexing

UC Berkeley Extension Online

Graduate School (formerly USDA Graduate School)

Professional Indexers Indexer Certification Great Britain: Society of Indexers Accredited Indexer Fellow U.S.: no indexer certification (yet)

Indexer Certification

Great Britain: Society of Indexers Accredited Indexer Fellow

U.S.: no indexer certification (yet)

Professional Indexers Referrals from other editors/authors American Society for Indexing Jobs Hotline Indexer Locator

Referrals from other editors/authors

American Society for Indexing

Jobs Hotline

Indexer Locator

Professional Indexers Check availability Verify subject matter experience Verify format experience Agree on fee

Check availability

Verify subject matter experience

Verify format experience

Agree on fee

Professional Indexers Fee basis Per page Per entry Per project Rush fees Change fees

Fee basis

Per page

Per entry

Per project

Rush fees

Change fees

Professional Indexers Contracts/Letters of Intent Email confirmation Verbal agreement Contract: ASI Recommended Indexing Agreement

Contracts/Letters of Intent

Email confirmation

Verbal agreement

Contract: ASI Recommended Indexing Agreement

Professional Indexers Copyright Index is “derivative work” Copyright of derivative work resides in the creator of that work, the indexer Copyright usually understood to transfer to publisher upon payment for index.

Copyright

Index is “derivative work”

Copyright of derivative work resides in the creator of that work, the indexer

Copyright usually understood to transfer to publisher upon payment for index.

Editor-Author-Indexer Relationships

Authors Books as their “baby” Knowledge of text versus knowledge of indexing conventions Author term lists Author’s index review responsibilities

Books as their “baby”

Knowledge of text versus knowledge of indexing conventions

Author term lists

Author’s index review responsibilities

Authors Contact with Indexer Direct Through editor

Contact with Indexer

Direct

Through editor

Editors “Traffic cop” in author-editor-indexer relationship

“Traffic cop” in author-editor-indexer relationship

Editors What to Tell the Author Index as part of contracted text Who pays for indexer? Who hires indexer, press or author?

What to Tell the Author

Index as part of contracted text

Who pays for indexer?

Who hires indexer, press or author?

Editors What to Tell the Author Responsibility and schedule for index review How to submit index changes and corrections

What to Tell the Author

Responsibility and schedule for index review

How to submit index changes and corrections

Editors What to Tell the Indexer Deadlines Scope of work Style guide Audience

What to Tell the Indexer

Deadlines

Scope of work

Style guide

Audience

Editors What to Tell the Indexer Size limits: minimum/maximum Indexable material Prelims Reference lists Appendices Notes Illustrations Author bios

What to Tell the Indexer

Size limits: minimum/maximum

Indexable material

Prelims Reference lists

Appendices Notes

Illustrations Author bios

Editors What to Tell the Indexer Text delivery: must be final format Delivery method: PDF/FTP Delivery schedule: all at once/piecemeal

What to Tell the Indexer

Text delivery: must be final format

Delivery method: PDF/FTP

Delivery schedule: all at once/piecemeal

Editors Indexer Queries To editor or to author? As occur or single list with index Special queries need quick response

Indexer Queries

To editor or to author?

As occur or single list with index

Special queries need quick response

Editors Index Review Process Adherence to Style Guide Appropriate entries for new readers Appropriate entries for re-readers

Index Review Process

Adherence to Style Guide

Appropriate entries for new readers

Appropriate entries for re-readers

Editors Index Review Process Spot-check locators Spelling check Index evaluation checklist [text, pg. 62]

Index Review Process

Spot-check locators

Spelling check

Index evaluation checklist [text, pg. 62]

Editors Index Revisions Editor versus indexer Indexer knows structure of index better Parallel double-posts Cross-references Related entries

Index Revisions

Editor versus indexer

Indexer knows structure of index better

Parallel double-posts

Cross-references

Related entries

Editors Index Revisions If problems with index, ask questions Explore indexer’s methodology Give specific examples Mark up index file; don’t correct part then ask indexer to complete process

Index Revisions

If problems with index, ask questions

Explore indexer’s methodology

Give specific examples

Mark up index file; don’t correct part then ask indexer to complete process

Editors Index Revisions Pagination problems: consistent or irregular Wording problems Entries too long Unclear phrasing

Index Revisions

Pagination problems: consistent or irregular

Wording problems

Entries too long

Unclear phrasing

Editors Index Revisions Adding/deleting types of entries Biblical references Multiple entry points

Index Revisions

Adding/deleting types of entries

Biblical references

Multiple entry points

Communication Schedule changes Editorial changes Additional material Page reflows Deleted material

Schedule changes

Editorial changes

Additional material

Page reflows

Deleted material

Communication Indexable material changes, e.g., illustrations, appendices, reference lists Prompt notification is key

Indexable material changes, e.g., illustrations, appendices, reference lists

Prompt notification is key

Index Previews May affect indexer’s work schedule Preview index is incomplete in different ways than an incomplete manuscript Preview index may not reflect final editing

May affect indexer’s work schedule

Preview index is incomplete in different ways than an incomplete manuscript

Preview index may not reflect final editing

Other Issues

Large Indexing Projects Scheduling multiple indexers Setting indexing guidelines Allowing for index compilation/ editing Appointing lead indexer

Scheduling multiple indexers

Setting indexing guidelines

Allowing for index compilation/ editing

Appointing lead indexer

Revised Editions Index revision/new index Quality of old index Nature of text changes Availability of old index in accessible format for indexer

Index revision/new index

Quality of old index

Nature of text changes

Availability of old index in accessible format for indexer

Embedded Indexing Description Benefits Complexities

Description

Benefits

Complexities

Embedded Indexing

Embedded Indexing Adobe InDesign CS4

Adobe InDesign CS4

Embedded Indexing CUP-XML Cambridge University Press Index files stored separately from text Connected by unique locators, e.g., 203.14

CUP-XML

Cambridge University Press

Index files stored separately from text

Connected by unique locators, e.g., 203.14

Q&A

Resources American Society for Indexing www.asindexing.org Nancy Mulvany, Indexing Books, 2d ed., U. of C. Press, 2005 Do Mi Stauber, Facing the Text, Cedar Row Press, 2004

American Society for Indexing

www.asindexing.org

Nancy Mulvany, Indexing Books, 2d ed., U. of C. Press, 2005

Do Mi Stauber, Facing the Text, Cedar Row Press, 2004

Resources NISO TR02-1997 Guidelines for Indexes and Related Information Retrieval Devices Available as free download from: http://www.niso.org/publications/tr/ tr02.pdf

NISO TR02-1997 Guidelines for Indexes and Related Information Retrieval Devices

Available as free download from: http://www.niso.org/publications/tr/ tr02.pdf

Contact Information Fred Leise www.contextualanalysis.com [email_address]

Fred Leise

www.contextualanalysis.com

[email_address]