Professional indexing improves your report or publication by making it more accessible to the intended readers.
An index is not a list of words – it is a conceptual map linking and cross-referencing idea and topics so that readers can navigate your publication, find the content that matters to them and explore related subjects. A professional index arranges information systematically into a helpful order by:
- identifying abstract concepts and subject topics and the relationships between them
- including subheadings to help the reader locate specific aspects of a topic without having to search through irrelevant pages
- using cross-references – see, see also – to link related concepts for the reader
- including only the significant mentions of a terms or concept
- distinguishing page references for text, illustrations, tables and footnotes.
For nonfiction works an index adds to the value and appeal for readers and reviewers by increasing the usability of the publication. For government documents, a clear, complete and conceptually structured index is an important element of transparency and accessibility and is mandatory for print versions of annual reports.
As a professional member of the Australia and New Zealand Society of Indexers I have indexed dozens of book and annual reports for clients including authors, publishers, curators and government departments. In line with best practice and international standards for indexing, I provide expert indexing including advice on the best type of index for your publication and whether more than one index is needed (usually not).
Does my document need an index?
Shorter nonfiction works (<50 pages) or documents that deal entirely with a single topic with no significant subtopics or cross-references may not need an index. However, an index is generally advisable for longer nonfiction works or for any document that deals with multiple topics. Examples include
- nonfiction works such as histories or biographies
- annual reports (mandatory for print versions)
- manuals and instruction documents
- research reports and papers
- technical or scientific books
- guide books and reference manuals.
Annual Reports
Annual reports for Commonwealth agencies, including non-corporate Commonwealth entities, must have an index for their print version; while not mandatory, it is worth considering an index for online versions as well given that the ability to search for key words online does not afford the same level of usability and transparency as the conceptual mapping an index provides.
In addition to an alphabetical index, under Schedule 2 of the PGPA Rule annual reports must include a list of mandatory reporting matters with page numbers – sometimes referred to as the ‘compliance index’.
With over 20 years’ experience in annual report editing, working both within the public sector planning, coordinating and producing annual reports for Commonwealth agencies, and as an independent consultant providing editing and indexing for Commonwealth, state/territory and local government clients levels, I provide expert support to produce professional general and compliance indexes that meet all requirements for annual report.
Can I Use AI for Indexing?
At present, even the best AI can only produce a concordance – a list of words with no reliable threshold for relevance and no meaningful organisation of topics and subtopics.
Creating an index requires the ability to analyse the structure and content of a book and to identify abstract concepts and subject topics and the relationships between them – in other words, it requires an indexer who understands the text.
AI does not understand text so it will not accurately cross-reference related concepts, link related terms or create hierarchies to reflect the topic/sub-topic relationship. AI cannot distinguish significant from non-significant occurrences of terms and will index even passing mentions. And it struggles to identify subsequent mentions or continuing discussion of a topic where synonyms or pronouns are used – for example, it will not understand that a mention of ‘Sydney’ on one page and a mention of ‘the city’ on the next page are referring to the same entity.
Indexes are intended to make books or reports easier to navigate for human readers – which is why they require human indexers who understand both what the writer is trying to say and what information human readers need to find what they’re looking for.
Thanks for the indexes – they look good (I love a good index, it’s on par with a good bibliography). Matthew is indeed a very thorough indexer… great work. The art index is a great addition, I love the links to the exhibitions!!!