The Ins and Outs of Indexing
We all know that computers can do everything far better than mere
humans, right? Those who argue the point are usually labelled as luddites or
technophobes. In this computer age we are (understandably) turning more and
more tasks over to computers, leaving us free to spend our time on more
worthy pursuits, such as... reading books, for example?
So where does this leave the humble index, idly languishing at the
back of a book, waiting for someone to come along with a burning desire to
find that elusive bit of information? Do we even need an index, some
ask? In the days of full-text searching (the method by which a computer
searches text for specific words, similar to a search engine such as Google),
why do we need the human touch at all? These are not only serious
questions for the art of indexing, they also apply to the wider profession
of writing as a whole.
Very few works of non-fiction can do without an index of some
description. From the simple cookery book to the mammoth legal tome,
each book has a reader, and each reader will at some point want to look
something up in the book. They may scan the contents page first, but this
doesn’t always help. The next step is the index. If the reader is lucky,
the index will allow them to find the term they seek and take them
immediately to a relevant and useful mention of that term or concept. If
they are unlucky, they will search in vain, eventually being led up and down
the garden path before throwing the book to one side in disgust. These
unlucky individuals are often using author-compiled indexes or those which
were produced by a computer.
If you are an author considering whether or not you need an index for
your book, spend a little time in a bookshop. You will usually see more
than one customer browse the index of a potential purchase before taking it
to the till. An index gives the reader the flavour of a book – and a bad
index can put many a potential reader off. Watch as they move on to another
book and flick to the back of that one. What if that were your book they
had just disregarded due to a poor index – or worse, no index at all?
Not only should an index be useful, it should also mirror the language
and complexity of a book. A hobby book aimed at teenagers can get by
with a fairly simple index of terms relating to skills, materials, projects
etc. A complex historical or educational book will require a far more
detailed index, with many sub-headings and cross references. A formal
business book should have an index which matches its manner; likewise, a
light-hearted look at a subject will need an index to reflect the tone of
the work.
So why can’t a computer programme achieve this? After all, a
computer produced index is both faster and less expensive than an indexed
compiled by a professional. James Lamb, in his article ‘Human or Computer
Produced Indexes’, says: ‘Some computer programs and word processors
claim to produce indexes but, in fact, produce "concordances" – lists
showing where specific words or phrases appear in the text.’ There is a
huge difference between a concordance and an index. This article itself
offers an example of why a list of words is not a true reflection of
content. In the last paragraph the word ‘teenagers’ appeared, but the
content actually had nothing to do with teenagers. If this article were to
be part of a collection of articles, indexed by a computer, and a user were
to look up ‘teenagers’, imagine how frustrated they would be when they were
read the sentence: ‘A hobby book aimed at teenagers can get by with a fairly
simple index’.
Writers write with a compulsion to share their knowledge, passion and
experience. Usually they are speaking to their readership with a voice full
of nuance, their meaning carefully crafted by just the right choice of
words. The most powerful and successful works of non-fiction
complement this level of skill with a thoughtfully compiled index, enabling
the reader to delve into the text time and time again, prolonging the life
and relevance (and sales) of the book. No matter how sophisticated, a
computer cannot index a manuscript as well as a professional indexer – at
least, not yet.
So what about author-compiled indexes? There is nothing wrong with
authors compiling their own indexes – many do a fine job, and the Society of
Indexers offers a preliminary training course which can teach the basics,
should an author wish to take this route. But many authors are simply too
close to their work to be able to step back and view the text from an index
user’s point of view. The job of a professional indexer is to think
backwards: what might a reader search for, and which words might they use,
particularly if they are unfamiliar with the subject? Authors who are
experts in their fields often find it difficult, if not impossible, to be
this detached from the subject.
A bad index is a disaster for any book. Readers are frustrated,
annoyed, disappointed and confused – and they will blame the author every
time. If you pick up a book with a bad index, you don’t get angry at the
faceless indexer. (Most readers aren’t even aware that the job of ‘indexer’
exists at all.) They will look to the author every time. It is up to you to
make your work as accessible as possible, not only to satisfy your readers,
but also to encourage repeat sales of this and future books. Another, not
unimportant, point – a great index can help to convince mainstream
publishers to take on a previously self-published book. Why? Because it
shows professionalism, a regard for and knowledge of the needs of the reader
(the target market), and sets the book apart from the hundreds of
self-published titles which are considered to be little more than an
indulgence for their authors.
One final thought: if we turn the compiling of indexes over to
computers we are giving the message that we believe computers understand our
sophisticated language as well as we do. How long, then, before computers
are writing the books as well?
Our new Indexing service
From our self-publishing service,
WritersPrintShop, Chas
Jones' article on
Preparing an
index
Joanne Phillips is a UK-based freelance writer and professional indexer.
She has had articles published in national writing magazines, and has
ghostwritten books on subjects as diverse as hairdressing and keeping
chickens. Visit her at
www.joannephillips.co.uk.
She has also written excellent articles for WriterServices
on
The
Business of Writing
How to market your writing services online
