The Process

My process for writing back of the book indexes begins with marking the printed page proofs with the headings, subheadings, and page numbers and ranges that I’ve decided on. After each chapter or two, I then enter the headings and page numbers  into the indexing software (more on this later).

Once I’ve completed the book, I spend a considerable amount of time editing the headings (main and sub) and structure. For instance, ensuring that the thesis of the book and the authors contributions to the field are represented as main headings. These will be the longest entries in the index. There will be main and subheadings for the metatopic (the subject(s) of the book), but I structure most indexes so that the metatopic entry uses See also headings to point readers to the most important entries, those which represent the author’s contributions to the field.

Other structural rules and ideas I follow include:

• Chicago Manual of Style “Indexes” chapter, latest edition.
• Passing mentions are not indexed.
• Ideas and proper nouns that include a sentence or more of explanation are indexed.
• Endnotes/footnotes that add to the discussion in the body of the text are indexed.
• Main headings followed by eight or more page numbers, or page ranges, require subheadings for all the page numbers and page ranges.
• Indexes are not outlines or concordances.
• Headings don’t explain the text, but lead readers to the author’s ideas, explanations, information and analyses.
• Some terms will be main headings and subheadings.
• I tend to over index at first, because it is easier to take content out, than it is to add content later in the editing process.

Marking the page proofs:

As I’m reading the page proofs, I underline words and phases to use as main headings. I also note what subheadings to use with each, as well as the page number or page range in which the topic is covered. While marking page, I tend to over index, for it’s easier to take content out, than it is to add content later. Any given page can have numerous headings and subheadings. After I mark the pages, I do the computer work, entering the headings and subheadings into the professional indexing software I use.

Indexing software:

I use the professional indexing software called Sky Index Professional. Sky automates formatting and editing functions, like alphabetizing, capitalizing, index style (run-on or indented), placement of cross references, punctuation, changing subheadings to main headings, duplicating an entry, grouping select entries for editing, viewing the index in a specified order, and much more.

After entering all the headings and subheadings I spend a considerable amount of time editing the index, which can include rephrasing headings, making main headings from subheadings, deleting unnecessary headings and subheadings, combining headings, creating cross references, and spell checking.

Philosophy

Indexes shouldn’t make readers work harder than they have to to find the information they are looking for.

The goal of the index is to lead readers to information in the text, not to explain the text.

For scholarly monographs, the primary audience is other scholars in the field, but an equally important audience are the many students and faculty who will discover the book in library catalogs for use in their research papers, assignments, or projects.

My “Shed” (backyard office) is my favorite place to index.