Tips to Editors

Tips to Editors: Assessing the Completed Index

Check List

1. Does it meet the style requirements stipulated ?

Alphabetization, format, punctuation, placement of cross-references, capitalization - all these attributes are controlled by settings in the dedicated indexing program and it is easy for the indexer to change them.

2. Does the index fit into the space available ?

Does the index seem either too short or overly long.

Information on shortening an index is available in most style guides. Generally, the indexer is the best person to shorten the index, as they understand its structure.

3. Check for visual incongruity or inconsistencies

- spelling mistakes, particularly in names

- diacritics (special coding issues)

- odd locator ranges (page ranges)

e.g. xxx, 10-24, 22, 38

- repetition of the same locators in several sub-headings

4. Long strings of undifferentiated locators. Sometimes these are unavoidable, as in this example:

Vitamin C

xxx

dietary sources 12, 22, 25, 27, 30, 31, 44, 48, 49

xxx

5. Check for usability

main headings - Do the terms chosen appear clear, concise and reasonable to what a user would look up. Do they complement the Table of Contents instead of repeating the information found there.

sub-headings - Do the terms chosen match the vocabulary of the author, and the contents of the book. Is there consistent parallel construction of entries. Are there unnecessary headings, or headings that should be main headings.

cross-references - Do the entries collect information together or fragment it with a large number of cross references. Have cross-references been changed to double postings (space permitting).

abbreviations - How did the indexer deal with abbreviations that appear in the text.

choice of terms - Synonyms are used to lead the reader into the terminology used by the author. Did the indexer include cross- references from related terms that are not used in the book.

6. Check the accuracy of a few entries at random.

Check the accuracy of a few cross-references and double postings.

Look in the index, for a name or subject central to the book, how well did the indexer treat that topic.

Look up some entries in the book and verify that the page ranges are accurate.

A well written index will not contain more than one or two minor mistakes. Fundamentally, an index must clearly reflect the subject matter of the book and also consider the needs of a variety of users. In assessing any index, also consider that format requirements and space restrictions can reduce the overall usefulness and visual impact. The indexer may have had to make tough choices on what to take out of the index. The indexer may have constructed it differently than you expected. But if it works, remember to hire that indexer again.

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	Tips to Editors: Assessing the Completed Index Check List 1. Does it meet the style requirements stipulated ? Alphabetization, format, punctuation, placement of cross-references, capitalization - all these attributes are controlled by settings in the dedicated indexing program and it is easy for the indexer to change them. 2. Does the index fit into the space available ? Does the index seem either too short or overly long. Information on shortening an index is available in most style guides. Generally, the indexer is the best person to shorten the index, as they understand its structure. 3. Check for visual incongruity or inconsistencies - spelling mistakes, particularly in names - diacritics (special coding issues) - odd locator ranges (page ranges) e.g. xxx, 10-24, 22, 38 - repetition of the same locators in several sub-headings 4. Long strings of undifferentiated locators. Sometimes these are unavoidable, as in this example: Vitamin C xxx dietary sources 12, 22, 25, 27, 30, 31, 44, 48, 49 xxx 5. Check for usability main headings - Do the terms chosen appear clear, concise and reasonable to what a user would look up. Do they complement the Table of Contents instead of repeating the information found there. sub-headings - Do the terms chosen match the vocabulary of the author, and the contents of the book. Is there consistent parallel construction of entries. Are there unnecessary headings, or headings that should be main headings. cross-references - Do the entries collect information together or fragment it with a large number of cross references. Have cross-references been changed to double postings (space permitting). abbreviations - How did the indexer deal with abbreviations that appear in the text. choice of terms - Synonyms are used to lead the reader into the terminology used by the author. Did the indexer include cross- references from related terms that are not used in the book. 6. Check the accuracy of a few entries at random. Check the accuracy of a few cross-references and double postings. Look in the index, for a name or subject central to the book, how well did the indexer treat that topic. Look up some entries in the book and verify that the page ranges are accurate. A well written index will not contain more than one or two minor mistakes. Fundamentally, an index must clearly reflect the subject matter of the book and also consider the needs of a variety of users. In assessing any index, also consider that format requirements and space restrictions can reduce the overall usefulness and visual impact. The indexer may have had to make tough choices on what to take out of the index. The indexer may have constructed it differently than you expected. But if it works, remember to hire that indexer again.	Contact Information: Carol Hamill 180 Homer Road Victoria, BC, CANADA V8Z 1V6 (250) 658-2856 hamill@island.net Website design by Patrick Meyer copyright 2006-2008