Just as no two authors would write the same book given the same topic, no two indexers will write the same index given the same book. Although all main concepts should be included in any index, judgment is required in determining what is a significant and what is a passing mention, what to cross-reference, the wording of entries, etc. Indexing, while based on overall guidelines, is somewhat creative in nature, and indexers each have their own “style”.
Your input before the start of the indexing process is welcome, but not a requirement. Information about the intended audience is helpful, as are suggestions for cross-references. If you want to send a list of terms that you want included in the index, indexers generally need to receive it by the time they receive the page proofs, or shortly thereafter.
Some presses give a space or line limitation for the index. The number of characters per line is also prescribed in those situations. An index with a line limitation will not be as in-depth or exhaustive as an index for a press who does not give a line limitation.
The main topic of the book, usually contained in the title, is called the “meta-topic”. The meta-topic may be included as a main heading, provided the sub-headings are general, and the number limited. In some cases it becomes extremely challenging not to include it. If you have suggestions for handling the meta-topic, please let the indexer know right away.
In general, an indexer will use the words you use in the text when wording main headings and sub-entries. Where multiple terms were used, the indexer will choose the one judged to be used most or to be most descriptive, and make cross-references to the other terms. When you receive the index, please look at the wording and cross-references to ensure that the term you prefer is used for the main heading.
Page references are sometimes confusing. Some presses require that page ranges be abbreviated, per The Chicago Manual of Style. In this case, you will see locators such as 100-104, and then 107-8, 321-25, and 505-17. Indexing software does this automatically. You may also see an entry like this:
Maya: art of, 236, 237, 238
This indicates that art was discussed on each of the three pages, but that it was not a continuous discussion.
It may also appear that the indexer has “missed” some page numbers: In general, indexers do not put page references for every occurrence of a topic if, in their judgment, the issue has been discussed more extensively elsewhere or is a repetition of information discussed elsewhere.
It is reasonable to expect that the indexer will contact you while working on the index if questions arise about how to handle certain issues. Otherwise, the indexer should tell you what decisions were made that may not be obvious and include a rationale when sending you the index for review.
When you review the index, it might help to go through it once, quickly, looking at the main headings and cross-references, to get an overall idea of the structure. Then go through it again to look at the sub-headings to see if they make sense.
The index sent to you is considered complete, not a draft. The indexer is generally willing to make minor additions and corrections to the index based upon the author’s review. Additional textual analysis requested by the author after completion of the index will generally be charged at an hourly rate.
Some authors apply for grants to cover the expense of indexing. However, regardless of the source of funding, the author is responsible for paying the full amount of the invoice within 30 days. Copyright to the index is retained by the indexer until the invoice is paid in full.
Provided by Becky Hornyak, www.hornyakindex.com
Updated: August 28, 2005