Hamill Indexing Service

Indexers Job

To provide access points to the subject matter, using the vocabulary of the text itself. The index is made to the appropriate level of detail, given the complexity of the material and the needs of the audience.

All non-fictions books need indexing, even the life story of a local pioneer will benefit from a names index. Books with an index sell better than those without one. The style requirements are usually set by the publisher, as well as the amount of space available for the index.

Indexable pages

Indexers often charge for their service by the number of indexable pages. Generally this does not include: captions to pictures, footnotes, the front material, and most of the back material in a manuscript. For example, the author may list 30 books and webpages in the resources section at the back of the book, but unless these are referenced in the text of the manuscript, they will not go into the index.

The index is not a concordance of every occurrence of every term is used in a book.

Example # 1 Fragmented and repeated information

vitamin A, 12, 35, 122, 134, 220, 233, 236, 261

importance of, 144-146

and children, 255

In this example: pages 12, 35, ... replicate some part of the information found on pages 144-146.

The information on page 255 is not found elsewhere.

This is a complete listing of the information on vitamin A, but many readers will find it a waste of time to look up the first eight references.

If I was short of space, I would change this to: vitamin A, 144-146, 255

The usability of the entry is weighed against the wish for completeness.

Example # 2

antioxidants, 176

The term “antioxidants” appears in the text in the context of “the antioxidant vitamin C …”

Only on page 176 is there any significant information provided about antioxidants.

A concordance would list every time the word is used, but an index does not.

Indexing process example: Trade book (General audience)

1. Page proof arrive either by courier or electronically.

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

- read Table of Contents, Intro, page about the author

- look at back material, appendix etc.

- determine number of indexable pages

- determine how many pages are available for the index

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

3. I will read and select main heading terms found 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 comes later

e.g. paragraph about a collie

main heading enter as: Collies - in a book about pets

main heading enter as: dogs - in a book about allergies

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

e.g. author has referred to automobiles in the text

main heading: - cars. see automobiles

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

6. The final check

I confirm spelling of every name and uncommon term in the text

I confirm every aspect of the style is correct to the requirements of the publisher.

I confirm that it will fit in the space available

What is an Index?

To me, indexing is a compulsion, like putting together jigsaw puzzles. It is the art of creation. When finished it becomes a web, an interconnection of ideas and information. An index links together information found at different places in a document. It will contain broad topics and specific names and places. It is the thoughtful choice of these terms and concepts that accurately represent the content of a document.

The index allows the reader to find information quickly. An index can not be replaced by a word search and it can not be generated by a computer.

The indexer considers the needs of different types of users. Some users will have read the book completely and some will not have read it. Some users will be familiar with the terminology of the subject and some will need direction from terms not used in the text.

Tips to Authors Agreements How Much Will It Cost? Sample Index Tips to Editors Contact Information: Carol Hamill 180 Homer Road Victoria, BC, CANADA V8Z 1V6 (250) 658-2856 hamill@island.net Website design by Patrick Meyer copyright 2006-2010	Hamill Indexing Service
	Indexers Job To provide access points to the subject matter, using the vocabulary of the text itself. The index is made to the appropriate level of detail, given the complexity of the material and the needs of the audience. All non-fictions books need indexing, even the life story of a local pioneer will benefit from a names index. Books with an index sell better than those without one. The style requirements are usually set by the publisher, as well as the amount of space available for the index. Indexable pages Indexers often charge for their service by the number of indexable pages. Generally this does not include: captions to pictures, footnotes, the front material, and most of the back material in a manuscript. For example, the author may list 30 books and webpages in the resources section at the back of the book, but unless these are referenced in the text of the manuscript, they will not go into the index. The index is not a concordance of every occurrence of every term is used in a book. Example # 1 Fragmented and repeated information vitamin A, 12, 35, 122, 134, 220, 233, 236, 261 importance of, 144-146 and children, 255 In this example: pages 12, 35, ... replicate some part of the information found on pages 144-146. The information on page 255 is not found elsewhere. This is a complete listing of the information on vitamin A, but many readers will find it a waste of time to look up the first eight references. If I was short of space, I would change this to: vitamin A, 144-146, 255 The usability of the entry is weighed against the wish for completeness. Example # 2 antioxidants, 176 The term “antioxidants” appears in the text in the context of “the antioxidant vitamin C …” Only on page 176 is there any significant information provided about antioxidants. A concordance would list every time the word is used, but an index does not. Indexing process example: Trade book (General audience) 1. Page proof arrive either by courier or electronically. I will - check pages, look for graphs, pictures, - read Table of Contents, Intro, page about the author - look at back material, appendix etc. - determine number of indexable pages - determine how many pages are available for the index 2. I will read part or all of the last chapter. 3. I will read and select main heading terms found 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 comes later e.g. paragraph about a collie main heading enter as: Collies - in a book about pets main heading enter as: dogs - in a book about allergies 4. I finish the term selection by adding subject area terms and alternate terms. e.g. author has referred to automobiles in the text main heading: - cars. see automobiles 5. I do substantive editing of the structure of the index, add more `see' and `see also' entries. 6. The final check I confirm spelling of every name and uncommon term in the text I confirm every aspect of the style is correct to the requirements of the publisher. I confirm that it will fit in the space available What is an Index? To me, indexing is a compulsion, like putting together jigsaw puzzles. It is the art of creation. When finished it becomes a web, an interconnection of ideas and information. An index links together information found at different places in a document. It will contain broad topics and specific names and places. It is the thoughtful choice of these terms and concepts that accurately represent the content of a document. The index allows the reader to find information quickly. An index can not be replaced by a word search and it can not be generated by a computer. The indexer considers the needs of different types of users. Some users will have read the book completely and some will not have read it. Some users will be familiar with the terminology of the subject and some will need direction from terms not used in the text.