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Indexing Advice For Everyone
An index adds two valuable things to any research or reference book. The index makes the book easier to use and adds to its marketability. We offer indexing with our manuscript preparation, and for those customers who have prepared their own manuscripts.
Several methods and price variations are available for indexing, when we prepare the manuscript. Each manuscript varies in the amount of time required. We try to find the least expensive and acceptable index method for our customer needs. Almost everyone has their own idea what a complete index is. We suggest at least a complete surname index for genealogical books. Content and format is up to you!
Index Format Samples
Asbell, Ann
23, 98
Thomas 1
William 39
Barnes, Steven 100
Cavner, Abail 48
Asbell, Ann 23,
98; Thomas 1; William 30
Barnes, Steven 100
Cavner, Abail 48
Asbell, Ann, 23, 98
Asbell, Thomas, 1
Asbell, William, 39
Barnes, Steven, 100
Cavner, Abail, 48
Surname Example:
Asbell, 1, 23, 93, 98
Barnes, 100
Cavner, 48
Specific suggestions while deciding index entry/item framework:
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Maiden/Married Names can be a handful. However, when the information is available, it is important to list the female under both in an index. For Jane Harrison Smith, you should find a listing of some type for Jane under both Harrison and Smith. This can be accomplished by a double entry, blind entry, or a see also entry.
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If you plan to include nicknames or AKA, decide how you will be formatting them. Do not format them the same as maiden names. We suggest nicknames in quotes "Bob", and maiden names in parenthesis (Blu).
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Compound (Smith-Jones), hyphenated (Jim-Bob), and foreign (Los Dio) names should also be cross referenced.
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Acronyms should also be considered as candidates for cross reference, such as UDC/United Daughters of the Confederacy.
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Cross references can take many forms, the most common are see, see also, see under and see also under. While rules exist on what form or cross reference should be used where, remember, the author is always right - as long as they consider the ability to easily research out of their book. Even the rule books don't always use their own rules in their indexes. The important thing is to include at least some cross reference information, rather than choosing the one place an entry should go in the index - which reduces the effectiveness of the index.
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Double entries are the same information listed more than once in an index. An example would be: Indian 4, 25 and Native American 4, 25. These are used often when there are not many page references.
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Blind entries/listings are cross references that have no actual page information. Many times blind entries are positioned at the beginning or end of an entry. A beginning example would be Smith, John see John Smythe; Abe 4, 6; Zach 3, 66.
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Concordance entries take longer to produce and add more length to the manuscript, but can be invaluable to the researcher. These entries add more information to tell the difference between the 4 Amy Smarts that are listed. Which would you rather research 1) Smart, Amy 4,14,16, 21,45, 66, 100-112 or 2) Smart, Amy 4 (1969), 14 (1870), 16 (1872), 21 (1899), 45 (1923), 66 (1944), 100-105 (1969), 106-112 (1997)? The second utilizes birth years as concordance information to tell the difference between the Amy listed. Other concordance ideas include genealogy number, geographic locations, other vital dates, etc.
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Consider making sure entries are placed in the index for people in photos: James, Henry 5, 11 (pictured), 46...
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Unless a the book also contains a transcription of a document, consider indexing the document.
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When indexing places, one may wish to cross reference such as Craig County 55, 64, Ottawa County 1, 66, 100-112, County see also individual listings.
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Footnotes are generally not indexed, however, if they contain new names an every name index can include entries such as Floyd, Mary 4, 11 n, 50 (page 11 will be found in the footnote material).
Sometimes, the choice of index format is governed by economics of a printed book. We suggest that an index format is used that the author would like to see in a reference book they were using. Regardless of one's ultimate choice of index format, it is sometimes tempting to disregard - even a completed index - to save the cost of printing the extra pages. With the strong growth of personal computers in the home, a suggestion is placing that 50 pages (not uncommon for a large book) of index on CD to include in all book sales. One could publish it on the internet for public access - sometimes gaining sales this way. Offer a print out upon request for a print out fee - this can be staple bound, 3-hole punched, etc.
Specific space saving suggestions - results vary depending on total format:
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Use a dash (-) to shrink a list of consecutive numbers. Example: Oklahoma 1, 6, 7, 8, 9, 10, 11, 12, 66 or Oklahoma 1, 6-12, 66
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When using a computer, consider changing font to one that takes up less space, giving more words/numbers per line. Note that a san-serif font may be easier to read and takes up less space.
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Dropping right/left justify to a ragged right may save space.
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When using a computer, consider changing font size.
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When using a computer, consider changing line spacing.
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Save space while fooling the eye into thinking the page is "standard size"! If the rest of the manuscript is single space at 12 point, change the index to 11 point at 12 point line spacing.
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Use See instead of See Also in cross references.
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Check into using columns. Sometimes this saves a lot of space, sometimes it doesn't - it depends on the format used.
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For columns, also look at the spacing between the columns. While it generally defaults to .5 (½"), .3 generally gives enough white space for the break - sometimes less will work.
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If the format includes indents (tabs, hanging, first line, etc.), reduce them. Generally default is .5 (½"), while .3 generally gives enough white space for the eye to break - sometimes less will work.
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If chosen format includes bold or ALL CAPS, consider changing them back to normal text.
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If a genealogy, consider dropping subjects and places for only an every name index.
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Consider abbreviations for given names - only if you include a key or preface the index with an explanation and it saves lots of space.
Whether we prepare your manuscript or not, you may wish to have us prepare an index for you. We can index from a copy of your manuscript that has been highlighted, as to the items you wish included in the index. Unlike most indexers, we do not charge by the entry, for a standard index. A loose average is used for computation - if your text pages average around 20 names/entries or less, there is a standard cost of $1.25 per completed index page. If your text averages more, this fee can be quoted. For standard and off standard indexes, our rate is based on a set fee or per hour rate, whichever is least expensive.
Traditional indexing meets the word processing program:
These simple directions were written with Microsoft Word in mind, but can be adapted to any word processing program.
Once the main text of the manuscript has been finalized, print it out. Sit down with the print out in front of a blank computer file. Read through page one and type anything from the page you'd like to include in the index (in index format), followed by a 1, then press enter/return, repeat this process until you're ready to do page two, repeat, etc. Remember, only one entry per line such as:
Silas, Mrs. 1
Tims, Frederick
Martin [sic] 1
River, Grand 1
Silas, Mr. Fred 2
River, Spring 2
etc.
Once you have repeated the steps above for the entire manuscript, highlight the entire text within the file, choose the "table" pull down menu and "sort" from that pull down. In the dialog box that pops up, be sure it is set to sort by paragraphs and the type is text, also it is ascending for an index - then click "OK". You can then go through the text to double check you don't have duplicate entries and produce your final format. Below are two format choices for the sample entries for pages 1 and 2 above:
River, Grand 1; Spring 2
Silas, Mr. Fred 2; Mrs. 1
Tims, Frederick
Martin [sic] 1
River, Grand 1
River, Spring 2
Silas, Mr. Fred 2
Silas, Mrs. 1
Tims, Frederick
Martin [sic] 1
Take the formatted index file and add it to your book text (match font, spacing, headers, etc.) before printing/publication.
There are several different ways to highlight. Since the full file text needs to be highlighted one suggestion is to start with the cursor at the top of the file. Next (on the keyboard) hold down the control and shift keys while you press the end button.
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