Process

Process

Indexing term selection process

The selection of terms for the index is what makes the difference between a word search function and an prepared index.

Example # 1 In the case where two or more terms are used interchangeably, the indexer may have to pick one term to index. If space allows, the entry can be double posted using all the terms that a reader could reasonably be expected to use.

e.g. babies, children, infants, toddlers, youth

Example # 2 Not all terms are treated equally. Let's say that in a book on specific illnesses and conditions, there are more than 20 conditions that are helped by exercise.

asthma,

and exercise, 56

depression,

and exercise, 112

However, the book has no discussion of exercise as a topic itself. If a reader looks up “exercise”,

and finds the entry has 20 page numbers they will think the book contains information about exercise when in fact it does not. One solution would be:

exercise. see specific illness or condition

Example # 3 There can be many related terms used by an author or terms that the public would look for, but are not used by the author.

If the topics are: public resources, national resources and common resources.

The indexer must make sure that the reader is aware that all three topics exist, and usually also include the information under the main heading: “resources”.

If the topic is insomnia, it would be useful to include: “sleep disorders” in the index.

Names - What names are included in the index?

Not every name in the book needs to be in the index and it is the indexers job to determine when it is appropriate to leave a name out.

Name selection example:

“Joe Smith wrote this in an article published in Newsweek”

and

“ I recommend reading Mothering magazine, which has articles on . . .”

Most likely, Mothering magazine will be included in the index, but Newsweek will not. It takes an experienced indexer to understand the not all names are equal. It is usually the case that the indexer is not given enough space to include every passing mention of a name. Joe Smith may or may not be included in the index depending on the type of book, the inclusion of a bibliography and space availability.

Indexing process for a Trade book (General audience)

1. Page proofs arrive either by courier of as .pdf file (which I have printed)

I will - check pages, look for graphs, pictures,

- read Table of Contents, Intro, look at back material, appendix etc.

- determine number of indexable pages and pages available for the index

2. I will read part or all of the last chapter.

3. I will read and select terms in the first few chapters. I use a dedicated Indexing

software program that can create any style of index and deal with last minute

changes, such as repagination. I enter terms as main headings at the appropriate

level of detail, the larger structure will come later.

e.g. Given a paragraph about collies -

In a book about pets with many types of dogs in it, the main heading is: “Collies”

In a book about allergies the main headings are “dogs” and “pets”

4. I finish the term selection by adding subject area terms and alternate terms.

e.g. The author has referred to automobiles but does not use the term “cars”.

One main heading is: cars. see automobiles

5. I do substantive editing of the structure of index, add more `see' and `see also'

entries and double post if space allows.

e.g. youth, 10, 15, 33

teenagers, 10, 15, 33

6. The final check, I will complete all proof-reading and copy editing tasks.

This includes:

- check all orders, alphabetic and numerical

- check accuracy of spelling, punctuation, capitalization

- check accuracy of entries and page numbers

- confirm every cross-reference and double posting

- check for compliance with in house formatting style

- confirm that it will fit in the space provided.

7. The index is submitted as a rtf document, with style requirements in place.

The editor will check my work and then prepare the index for typesetting. This will include insertion of page and column breaks, adjusting for bad breaks within entries, and final layout and font choices.

I will be happy to explain the structure that I have adopted and the reasons for my choices of terms. In the case that an index must be shortened, the indexer is the best person to make the changes because of their familiarity with the overall structure. I can choose cuts that will have the least impact on the overall usability of the index. I provide this service at no additional cost.

Dialogue between the indexer and editor will only help to improve both our skills and keep the project on schedule.