Planning Your Index
Planning Your Index: Books
A back-of-the-book index is generally considered a closed index in that it is only created one time for a single product. It is generally created in a relatively short period of time—from the time the first pass proofs are printed until press time. There is no controlled vocabulary; terms are based on the author's terminology.
It is generally better to create new indexes for new editions. Repaginating an old index is generally very time-consuming.
Glindexes (combination index and glossary) are available. In a glindex, the main entry will receive individual page numbers, the definition will be in the first subhead position, and other subheads will follow in alphabetical order.
Decision Making
- How much space will be allowed for an index? Are you trying to fit the index in a specific number of lines or can the index be as long as needed?
- How many indexes? A single index that includes both authors and subjects is generally the easiest to use. Author indexes are sometimes done separately, often for space purposes. For marketing purposes, a separate company/product index might be included. Remember a reader can be frustrated by multiple indexes.
- How many levels will be allowed? Most books can be indexed with two levels.
- Are strings of page numbers acceptable or should subheads be supplied for most locators? Most publishers will allow for a string of no more than 5-page numbers without subheads.
- Should the main entry start with a capital letter or a lowercase letter? Traditionally, main entries were capitalized. But this seems to be changing. It often follows subject matter. Computer books and children's books are often lowercase. The number of subheads can be one factor in deciding.
- Should illustrations and tables be called out? El-hi publications often include abbreviations indicating illustrations, graphs, maps, and photographs. Medical books generally include references to tables, figures, and boxes.
- Should full or abbreviated page numbers be used? This is one way of conserving space. Full pages are generally used in children's and medical books, but most trade and textbooks will use abbreviated page numbers.
- Should the index be indented or run-on style? The run-on style will save some space but is harder on the user. The Chicago Manual of Style 15th edition also has added a combination of the two. The first subhead is indented and the subheads are run-in.
- For computer books, do you want a separate symbol index?
Planning Your Index: Periodicals
Periodical indexing is generally considered to be open indexing, in that it is generally done on a continuous basis over an extended period of time. It could also be done by a team of indexers. Periodical indexes are generally output once or twice a year and often become part of a cumulative index.
- Index designed from scratch, in consultation with the editor
- Index continued following the previously established format
- Separate subject and author indexes or combined indexes are available.
- Cumulative indexes
- Controlled vocabulary created and maintained.
- Indexes started and files were maintained electronically throughout the year
- Final month(s) indexed in proof and index supplied for the last issue of a volume, the first issue of the subsequent volume, or as a stand-alone publication.
- Quotes available on single-issue review
- HTML version available for posting on Web site
Decision making
- What is the purpose of the index? Staff only or general reader?
- Do you want separate subject, author, and advertiser indexes? Will be indexer be responsible for preparing all of them?
- For the subject index (a) do you want a back-of-the-book style index with entries and locators pointing to specific concepts in the text or (b) do you prefer a periodical style with locators pointing to the entire article?
- Do you want full article title subheads or short descriptive phase subheads?
- For a product index, are the brand name and/or generic names included?
- For the author index, are all authors included? Or are cross-references included from secondary authors?
- Do you have a controlled vocabulary or keyword list available? Or is the indexer responsible for creating and maintaining one?
- Where will the index be placed? In the last issue of a volume, the first issue of the subsequent volume, or as a stand-alone publication?
- Will the index be for a single year or will it be part of a cumulated index? If part of a cumulated index, how many years?
- For the locator, do you want to use the page numbers for the full article or for the first page only?
- Do the volume and issue numbers need to be included?
- What is indexable? Abstracts? Advertisements? Articles? Book Reviews? Editorials? Letters to the Editors? News items? Personal news? Product reviews? Question-and-Answer Columns?
- Does the type of article need to be included in the index? For example, F for a feature article?
- How will the indexer receive the proofs? All at one time or as a subscriber?
Planning Your Index: Pricing
Indexes are generally quoted on a per indexable page rate. This allows the client to know what the final price will be. They only need to multiply the number of indexable pages in the book by the per-page rate. Blank pages are not actually counted but can be estimated.
Base Rates
Book density, subject complexity, and type and page sizes do influence the base rate.
- Base rate per indexable page for trade books is $4.50 to $5.50
- Base rate per indexable page for scholarly books is $6.00 to $10.00
- Base rate per indexable page for legal, medical, or technical texts is $6.00-$10.00
- Base rate per indexable page for children’s books texts is $3.50
- Base rate per indexable page for cookbooks texts is $4.00
Changes in the Above Rates
- If on occasion, I feel that the text justifies a reduced rate, I will give it.
- Another factor would be how quickly a client pays their invoices. For example, invoices paid in 30 days could qualify for a lesser page rate; but invoices paid in 60 or more days will be invoiced at a higher rate.
- Another factor is how many indexes are needed. Some books need a subject index and an author index and even perhaps a company index. Since this requires the indexer to handle the proofs more than once, the per-page rate is generally higher than if all information were included in one index.
- Another factor could be the number of projects that are done for a client.
- Another factor would be the number of times an index needs to be reworked because of repagination.
- Projects that are available per chapter can sometimes receive a discount.
- Direct deposit of invoices is preferred.
Rush Projects
- Rush projects are generally quoted higher because this generally means that the indexer has to put in overtime hours at night or over the weekend.
Corrections
- Rates for making corrections that are not the indexer's fault can be charged at $50 an hour. Minimum changes are generally done without an additional charge.
