The Practice of Indexing
Australian and New Zealand Society of Indexers Conference, Sydney, 15–17 October, 2009
This webpage has been set aside for the publication of the papers from the 2009 Conference. Links to papers will be added as they are made available.
Presenters’ Abstracts and Biographical Notes
Dr Roya BARADAR and Sepideh FAHIMIFAR (Iran): History of Indexing in Iran: past, current and future
The history of indexing in Iran goes back for more than 30 years. Similar to the development of indexing in other countries, the growth of technology, an increasing number of Persian thesauri and greater use being made of the indexes available, have been significant influencing factors. This paper describes the history of indexing in Iran, discussing the styles and types of indexes, and Iranian thesauri. The paper will look at the state-of-the-art Iranian Research Institute for Scientific Information and Documentation (IRANDOC) -http://www.irandoc.ac.ir/english/about_us.htm - one of the most active information centres in Iran. The paper is based on library research, survey results and interviews conducted with experienced specialists.
Dr Roya Baradar PhD, works in the Department of Library and Information Science, Faculty of Education and Psychology at Alzahra University, Iran; Sepideh Fahimifar MA is a postgraduate student in the Department of Library & Information Science, Faculty of Education & Psychology, Alzahra University, Iran.
Hazel BELL (UK): Indexing in the 1960s, ff. Video presentation and audio link
Hazel K. Bell, 
one of the world’s best-known indexers, has prepared a paper for this conference, about her own experience as an indexer from the 1960s, about the Society of Indexers (SI) then, going on to her editing of The Indexer, up to the 1990s. While Hazel will unfortunately not be able to attend the conference in person, she will address the conference on video, and we plan to speak to her by audio link.
Hazel Bell has been a freelance indexer since 1964, has twice won the SI’s Wheatley Medal for an outstanding index, and was editor of the international journal, The Indexer, for 18 years. She is a prolific writer of articles and books about indexing, the most recent being From Flock Beds to Professionalism: A History of Index-Makers, Oak Knoll Press, 2008.
Mal BOOTH (NSW): The Digital and Institutional Environment
Mal Booth is Director of the Education & Research Services Unit in the University Library at the University of Technology, Sydney. He was formerly Head of the Research Centre at the Australian War Memorial and was responsible for Web Strategy at the Memorial, specifically with regard to the use of Web 2.0 initiatives. Since 2001 he has been an advocate for digital convergence in the delivery of web services and resources via the Memorial’s website. From 2006 to 2008 he curated the Lawrence of Arabia & the Light Horse exhibition combining the physical exhibition and many curator-led tours with a dynamic online presence via a blog and digitised war diaries from the Light Horse. He also worked on the development of the Memorial’s digital preservation policy, strategy and framework.
Link to Powerpoint presentation with comments
Noeline BRIDGE (Canada): The Glory and the Nothing of a Name
Although most names are straightforward to index, those that aren't can pose some particularly vexing problems. Help is available through indexing manuals, library cataloguing rules, and reference sources in both book and electronic form. Participants will be guided through the common problems in indexing personal names, illustrated by examples from my own indexing and from questions posed on Index-L with solutions gleaned from the resources used by indexers. A bibliography containing those resources I have found most helpful will be provided.
Glenda BROWNE (NSW): Practical Indexing: what we say and what we do
This presentation will examine a number of indexing rules to see what we say we do, what we actually do, and why we do it. Issues to be discussed include 'How classified are your specific entries?' and 'How analysed are your chapter headings?'.
How classified are your specific entries?
I teach students that a basic principle in indexing is that of specific entry - we always index a topic at the most specific term that will describe it. The more I look at what I and others do, however, the more I realise how many times we make exceptions to this rule. So, I would like to explore the reasoning behind the decisions about how specific our specific entries should be.
How analysed are your chapter headings?
Sometimes people say, misguidedly in my opinion, that you shouldn't index the topics of chapters. What they perhaps mean, is that the index should go beyond simple alphabetising of chapter headings, but this doesn't mean that chapter topics should be ignored - this would mean leaving the most important chunks of information out of the index. I would like to explore the role of chapter topics in indexes, and the ways in which chapter ranges should be broken up to give more granular access.
Glenda BROWNE (NSW) & others: Social Networking for Indexers
Group discussion with Glenda Browne, Jan Wright and Tracy Harwood.
Through the Internet indexers communicate with indexers and other information professionals, sharing ideas and information. We have Index-L, a varitey of indexer-specific mailing lists, NING Indexers' Network, Linked-In and FaceBook. And some of us even Tweet. To learn from others, and to spread the word about indexing, we should be connected to other professionals in many ways. We'll look at the social and information needs that indexers have, and discuss the websites and services that fill those needs.
Graham CLAYTON (CCH, NSW): The CCH Intelliconnect Online Searching Tool
The paper (and accompanying data projector and/or power point presentation) will be an explanation of the CCH Intelliconnect online searching tool. Subscribers to CCH online products can access comprehensive content based on an intuitive, Google®-like search engine that is based on the existing print product indexes. Filters can be used to search content by subject, library type or other breakdowns. The paper will show how existing print index terms were chosen to maximise the coverage of all content, and the analysis used to quantify any gaps in content coverage.
Dr Robin DERRICOURT (NSW): The Publishing Environment
Dr Derricourt’s paper will be based on his experience as an academic publisher, and will discuss the past and future of scholarly and electronic publishing. He is the Managing Director of UNSW Press, having previously worked with Cambridge University Press.
Grisoula GIOPOULOS and Catriona BRYCE: Database Indexing in the Parliamentary Library, Canberra
The presentation will have three components:
- Introduction to the Parliamentary Library context, the clientele and Parlinfo;
- Newspapers and Journal selection;
- Parliamentary Library thesaurus and database indexing.
- There will be a PowerPoint presentation.
Don JORDAN & Andrea JORDAN (Vic): Creating a Large Name Index from a List of References
An index of names of authors quoted in the 2nd edition of a large academic text book was requested by the publisher (together with an index for the book), and the indexer given a .pdf file of the text together with a list of the references in a Word file. The references in the text gave surnames and year of publication, while the references list gave authors' initials, title of paper, publication and year. This paper gives a detailed description of the use of the Acrobat software package in conjunction with an Excel spreadsheet to create the index of names. It mentions the time taken for the work, and also contains suggestions for action appropriate to the various problems which arose during this project, and which would probably occur in other projects of this type. It is aimed at new indexers and also experienced indexers who may not have previously used the software in this way.
Les KNEEBONE (Vic): Thesaurus Evaluation by Numbers: quantifying a blob
Unlike 'book-style' indexes, indexing terms in a thesaurus are typically structured as a multi-level hierarchy. Concepts are arranged in multiple sub-heading levels that extend well below the first sub-heading level usually found in the back of books. Representing thesaurus structure and reporting structural changes is a challenging and rare feature of thesaurus evaluation. Some statistics from the Schools Online Thesaurus (ScOT) are presented in an attempt to answer some frequently asked questions: "how many levels is the right amount" and "is the thesaurus flat or deep". Implications for term selection and structure arise as the shape of the thesaurus is revealed. Further, requirements for a "browseable" structure are considered given thesaurus-assisted navigation tools used in the schools sector.
Frances LENNIE (USA): The Visual Appeal of Indexes
There is one aspect concerning quality in indexing that is often overlooked, that is, the visual appeal of the index. While structuring our indexes, writing the entries, and checking the page references, we should also be mindful of how the index might ultimately be displayed and its ease of use for the reader. We will examine decisions that indexers can and cannot control, and with the use of examples explore the visual merits of different layouts. Although concentrating on indexes destined for the print medium, we will also take a brief look at electronic indexes.
Frances began her indexing career while still living in the United Kingdom. She established her U.S. company, Indexing Research, 23 years ago to develop and market its best-known product, CINDEX™ indexing software. Frances is a frequent speaker at indexing and library meetings in North America and overseas, and conducts indexing training courses as well as CINDEX workshops. She served on the national board of the American Society for Indexing (ASI) 1992-1998, was President 2003-2004, and has been a juror for the ASI/H.W. Wilson Award. Most recently she has been closely involved in establishing ASI’s Training in Indexing distance learning course, and continues as a grader for the course exams.
Max McMASTER (Vic): How to Handle Illustrative Material (tables, figures, diagrams, photos, etc.)
Illustrative material in texts serves one of two purposes. In the first instance it is an important adjunct to the text, whereas in the second it is there just as padding or a filler and can largely be ignored. I am concerned with the first scenario. This session will consider how to handle graphs, tables, figures, diagrams, photos, etc. Do you just consider the captions of these various features or should the indexer provide more in depth analysis? Further, what is the most useful way of referring to these features in the index?
Sherrey QUINN (ACT): Indexing Indexing
A range of options for training in indexing exists, including distance education and hands-on workshops organised by ANZSI. Many practical and theoretical papers on indexing have been published in the indexing and library science literature, particularly as journal articles and conference papers. Where do indexers look to find out what’s been written about their profession and to learn from the thoughts and experiences of others? The paper will give a brief overview of where the literature of indexing is indexed and abstracted, with some emphasis on Australia’s body of indexing literature. The paper will also consider the coverage of the indexing, and compare the styles and vocabularies of the different index forms and products. The discussion will be set within the general context of how and where Australia’s scholarly library/information science literature has been and is now indexed, in print, online and in commercial databases.
Kay SCHLEMBACH (USA): Metatopic Menace
Is it possible to master the metatopic? It is my opinion that taming the metatopic, both main and local, is the key to developing a stable index structure. We look at examples, discuss various approaches, and suggest several solutions to this challenge.
Kay has based her professional life on service, both to clients and the indexing profession. Since 1996, Kay has indexed hundreds of books as well as managing the indexing process for scores of projects as a managing partner with Potomac Indexing, LLC. Large, multi-volume projects, particularly in elementary math, are a specialty, as well as business and professional books. Kay authored and taught her acclaimed Practical Introduction to Indexing workshop for a decade, as well as serving for five years on the ASI Board of Directors. During her ASI service, Kay was instrumental in the development, adoption and implementation of the ASI Training in Indexing distance learning course.
Recent changes in Kay’s personal circumstances will prevent her attending the conference. Her paper will be presented by her colleague Mary Coe, managing partner of Potomac Indexing, LLC www.potomacindexing.com.
Link to Powerpoint presentation
Richard SHROUT (USA): Sculptor or Ethereal Keyer: Styles of Indexing
As a confirmed full marker, Richard Shrout has studied markup techniques used by other indexers for longer than ten years. He wrote an article on markup that was published in ASI Key Words several years ago. During this time, he discovered to his surprise the large group of indexers who never want to touch a piece of paper. He has developed a theory describing these two types of indexers: reverse sculptors and ethereal keyers. Come to his presentation to learn about this theory and perhaps discover other types of working styles. Learn about the strengths and weaknesses of each style.
Clearly, there are different possible approaches to successful indexing. Determine your own strengths and then develop those. If you are a marker, if you need to touch the paper, that is ok. If you only want to key on a screen, that is also ok. We need to learn more about each other. Is it possible to develop both styles? Are there other working styles? Come to the presentation prepared to work together to further define our professional work methods. Come prepared to think.
Richard Shrout has been working as a freelance indexer for 20 years. He worked as a technical services librarian, primarily in the acquisitions of publications for 30 years. Since he is not yet 90 years old, there were some years of moonlighting. Richard is one of the four partners of Potomac Indexing, LLC (PI). He is now serving in his eighth consecutive year on the Board of the American Society for Indexing (ASI). His current ASI position is Treasurer. In addition to indexing, Richard plays tournament table tennis, sings in Church choir and a local chorus, and is an avid family history researcher.
Jenny WOOD & Judith CANNON (AIATSIS, Canberra): How to Index Australian Indigenous Names
The Australian Institute of Aboriginal and Torres Strait Islander Studies (AIATSIS) Library has maintained the Aboriginal and Torres Strait Islander Biographical Index (ABI) since the 1970s. The ABI is a personal name index to published material held in the AIATSIS Library. Containing over 65 000 records, the ABI is available to search online as part of Mura® the AIATSIS Collections catalogue. This paper will explain how the AIATSIS Library indexes both personal names for Australian Indigenous people and Indigenous place names in the ABI. This paper will also discuss the library's 'Pathways' thesaurus which includes a place thesaurus. This is an essential tool in indexing Australian place names. The Pathways thesaurus is an internationally recognised standard and has been authorised for use by the Library of Congress in bibliographic records. The AIATSIS library uses Marc records for creating ABI entries and this means the index is both searchable as part of Mura® and as a standalone index. The ABI is a primary tool of the AIATSIS Family History Unit for assisting Aboriginal and Torres Strait Islander people research their family history.
Judith Cannon is the indexer in the Family History Unit, AIATSIS, working with the Aboriginal and Torres Strait Islander Index. Jenny Wood is the Library Systems Manager in the AIATSIS Library. She looks after the metadata in the Mura® catalogue including the ABI records. Jenny and Judith both have extensive experience working with information concerning Australian Indigenous peoples.
Jan C. WRIGHT (USA): Future Practicalities
Two major trends are emerging that can affect the indexing business and offer new opportunities. eBook publishing is changing the reading populace's habits, likes and dislikes, and we should be ready to discuss keeping indexes in eBooks with publishers. At the same time, user-generated indexing and tagging is changing how the public finds and marks information they need. We have a battle on one side, and an opportunity to expand our market on the other.
Jan C. Wright is an indexer, taxonomist, and controller of wild vocabularies who has operated her own business, Wright Information Indexing Services, since 1991. She is a member of the American Society for Indexing (ASI), teaches for University of California Berkeley’s Indexing Course, and is the developer of Indexer’s Network, an online social site for indexers. She has extensive experience in software documentation, embedded indexing, and online system indexing, and is intrigued with the interfaces for finding information. In 2009, her index for Real World Adobe CS3 won the ASI/H.W. Wilson Award for Excellence in Indexing, the first technical index to ever win the award. She has abandoned big city life to live in the mountains of New Mexico with her husband Chris and three silly cats, and loves to watch the ravens gather at sunset. Her Web site is at www.wrightinformation.com.
