Article
March 4, 2025
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by Stephen

Cognitive Load and Indexing Oxford UP Titles

My original plan for today was to write about indexing Oxford University Press (OUP) titles, of which I recently indexed two. I will still reflect on OUP, but as I was writing this, I realized that my main issue with OUP’s system is its impact on cognitive load. So partway through I’m going to take a little detour to discuss the cognitive impacts of indexing.

The OUP System

Oxford University Press is unique among publishers, so far as I know, in that it uses a paragraph ID system for indexing. Each paragraph is assigned a unique ID, for example C2P34, which stands for chapter 2, paragraph 34. Each section is also assigned an ID (for example, C3S2), as is each figure (C4F5). In the index, these are used as locators instead of page numbers. When the proofs are finalized, OUP converts these IDs into the appropriate page numbers and ranges.

For me, this system is sort of halfway between traditional back-of-the-book indexing and embedded indexing. I can use the paragraph IDs with my preferred software, Cindex, and I don’t need to fiddle around with embedding tags into the proofs or manuscript. The paragraph IDs also allow the press to output the index for both print and ebook versions. 

Are paragraph IDs the best of both worlds? Depends who you ask, perhaps. I suspect some indexers already comfortable with embedding would prefer that OUP fully make that transition, and maybe embedded is better than this hybrid approach. I don’t write embedded indexes, so I can’t compare. Personally, I appreciate being able to use Cindex, though the IDs are not as easy to use as page numbers.

I found it an interesting experience indexing two OUP titles back-to-back. Despite freelancing for about twelve years, I have very little experience with OUP. I haven’t avoided them, per se, but neither have I actively sought out their books. I simply haven’t received many queries, at least until these last few months, when I probably received as many queries as I have in the previous twelve years. So it’s been a crash course for me, figuring out how best to handle the paragraph IDs.

OUP’s indexing instructions are comprehensive, explaining how they want the paragraph IDs used and formatted. So I won’t discuss all of that in detail. Instead, I want to discuss some of the challenges I had, along with some strategies that helped me through.

Impacts on Cognitive Load

The most significant challenge I had with the paragraph IDs was its impact on cognitive load.

Cognitive load is “the amount of information our working memory can process at any given time.” Working memory is the “small amount of information that can be held in mind and used in the execution of cognitive tasks.” These are the pieces of information that you are actively trying to keep in mind while performing a task. 

Cognitive load and working memory are relevant concepts for indexing. When writing an index, I am identifying information in the text, deciding if it is indexable, determining how the information relates to other pieces of information, and then adding the entry to the index. All of that is happening within my working memory. Add in that I may read the entire paragraph before I make a decision, or I may read a few paragraphs ahead, and my working memory is suddenly bursting with potential entries waiting for me to decide whether or not—and how—to add to the index.

This is why I pick up entries as I see them. At most, I’ll read ahead a few pages before going back to add the entries I’ve identified. I am aware that if I read too far ahead, I begin to forget the specific details that I previously noticed. So I want to capture those entries right away and make space in my working memory for new information. If you are someone who prefers to mark up the text and type the entries later, underlining terms and making notes in the margins fulfills the same function. You are making notes about your decisions to refer back to later, to make room in your working memory.

When using page numbers for locators, I’ve gained a sense for the limits of my working memory and for when the cognitive load becomes too great. What I did not anticipate from indexing OUP titles is how much more the paragraph IDs added to my cognitive load. 

The paragraph IDs added to my cognitive load in a few ways:

  • Paragraph IDs are longer and more complicated than page numbers. An ID which contains both numbers and letters is more to scan, remember, and type, compared to a digits-only page number. 
  • There are far more paragraphs than pages. A typical book may have 200 pages and maybe 600 paragraphs, assuming three paragraphs per page. That is a significant increase in the number of unique locators to track and ensure accuracy.
  • Ranges are more common and lengthier. A range can occur on the same page, as in C1P34-C1P35. Or the page span 84-88 may be represented, in paragraphs, as C3P43-C3P56. Because ranges are so prevalent, I found myself constantly scanning ahead, even on the same page, to see if I needed to add a range. For ranges that spanned a few pages, I found myself more focused on identifying the correct paragraph IDs than I was on the contents of the paragraphs. Perhaps I haven’t acclimatized yet to paragraph IDs, but determining a range that spans 14 paragraphs somehow felt like more work than a range that spans 5 pages, even though both ranges are for the same amount of text.
  • Navigating the PDF proofs is more difficult with paragraph IDs, especially when I’m editing the index and want to refer back to the text to double-check an entry. The locator does not tell me the page, and so I can’t use my usual keystroke shortcut to jump from page to page in the PDF reader. Instead, I need to use the search function. As I mentioned above, typing the ID is more work, as it contains both letters and numbers. Searching for the ID also means that I can’t use the search function to simultaneously search for whichever name or term I want to check, which also makes searching the PDF more cumbersome.
  • Indexing endnotes is more tedious and time consuming. In OUP’s system, the note number is appended to the paragraph ID where the note originally appears. As in, C1P45 n.27. This means going back to the chapter and searching to find the in-text note number so I know which paragraph ID to use, while trying to remember what the note was about in the first place.

Tips for Handling Paragraph IDs

So I’m not a huge fan of OUP’s paragraph IDs. They are more work, though is it really so much more work? Yes and no.

A single paragraph ID is not that big of a deal. It maybe adds a few seconds extra to the work. The problem is that the book contains hundreds of paragraph ID. The index likely contains at least a thousand locators. All of these add up, to the point where I, at least, start noticing that the work is taking longer and that I’m mentally juggling more than usual.

I am still able to use Cindex, my preferred software, and my indexing process mostly remains the same. But I did have to reset my expectations for how long the work would take, and I made a couple of adjustments to how I worked.

  • Take a deep breath and accept that the work will take a little longer. For me, this was especially true when editing the index, due to how awkward it was to navigate the PDF proofs.
  • Multiple passes. When drafting, I found it helpful to make multiple passes, going over the same paragraphs or section a couple of times. One pass would be to determine the broader discussions and where ranges needed to begin and end. Occasionally, if relevant, I used a section ID for the entire section rather than fiddling with a range. Another pass would be to pick up smaller details, like names, that didn’t need a range. This isn’t a new strategy for me, as I often do this when the text is particularly dense or confusing and I want to have a better understanding of the text before I begin typing up entries. But due to how focused I was on ranges and ensuring accuracy with the paragraph IDs, I used this strategy a lot more to make sure I was picking up both the content and the locators. There was too much to focus on in one pass.
  • Duplicate the endnotes. It was time consuming and frustrating to flip back and forth between the endnotes and the chapter, trying to find the paragraph where the note is found while also trying to remember what the note is about. Much easier to create a duplicate PDF of the endnotes (printing the notes would also work), so that I can see and compare the notes and chapter is parallel. 
  • Search for partial IDs. When searching the PDF for paragraph IDs, I found it usually worked just as well to omit the initial C. So, to search for 3P34 instead of C3P34. A small detail, but I felt like it was a tiny bit quicker. 
  • Charge a little extra. For the extra time and work, I did charge more for these indexes. I was also upfront with my clients about this. I think it is fair to be compensated for extra work. 

Will I index an OUP title again? Yes. I’m actually in discussions with another potential client.

Will I go out of my way to find OUP titles to index? No.

I do appreciate that OUP wants to include the index in ebooks. And the paragraph IDs are a good approach, in theory. I just wish that the IDs weren’t so awkward to use, and that there aren’t so many of them. Indexing is already cognitively taxing, and adding to that load isn’t helpful. But with some forewarning and tweaks to my approach, indexing OUP titles is very doable.

Article
January 21, 2025
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by Stephen

The Building Blocks of an Index

An index is a document that is scanned to find information. It usually spans several pages. But if you had to break an index down into its smallest part, what would that be?

An index is not like most books or documents in that it does not contain a narrative. It cannot be reduced to plot points or the components of an argument. An index doesn’t even contain proper sentences. Instead, an index is a compilation of references. Broken down, the smallest unit within an index is an entry. 

An entry has two components. Basically, “what this thing is + where to find it.” Using indexing terminology, this is “main heading + locator.” Or, to add another level of specificity, “main heading + subheading + locator.” From the entry, the reader can identify what they are looking at and where to find it in the text. For example,

Foxconn, 45

semiconductors: geopolitics of, 67

The second building block is an array. I like to think of an array as containing everything that an index—and by extension the book or document—has to say about a particular subject. If you want to learn about Foxconn, you search for the Foxconn array. Want to learn about semiconductors, you search for the semiconductors array.

If there is only one mention, then a single entry can serve as a single array. But more often, there are multiple discusses throughout the book, which lead to the creation of multiple entries. Combined together, the entries create an array.

Foxconn, 45, 49, 51-52

semiconductors: fabrication techniques, 54-57; geopolitics of, 67; history of, 23-25; properties of, 34, 44

Why are entries and arrays so important? No one writes an index composed of a single entry.

But every index begins with an entry, and as the index is written, the entries and arrays accumulate. It is through knitting the entries and arrays together than an index emerges.

Step one to writing an index is to write clear, concise, and specific entries, so that “what this thing is” is clear to the reader. Step two is to combine entries into arrays which are clearly organized and easy to scan. Step three is to sort and organize the arrays—creating the structure of the index—so that the index as a whole is easy to navigate. 

Each of these elements—the entry and the array—fit together, like interlocking pieces, to create a coherent whole.

A Note about Terminology 

I’ve noticed that not every indexer, including books about indexing, distinguishes between entries and arrays. I’m guilty myself of using the terms interchangeably, though I try to be clear when I’m writing.

But while terminology varies, I do think that the distinction is important. Because an index is composed of hundreds or thousands of pieces of information, it helps to know what these pieces are and how they interact with each other. An index is also easier to edit and organize if these building blocks are clearly written and well thought out.

As you index, how are these building blocks fitting together? How can you be more mindful of each piece of information and how it interacts with the entries and arrays around it? Does it make a difference to think about indexing as building up from the smallest unit to the larger whole?

Article
January 7, 2025
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by Stephen

Goodbye 2024, Hello 2025

Happy New Year! How is this first full week of 2025 shaping up for you?

I am having a slow start. I enjoyed unplugging from email and work for two weeks. I’m also recovering from a cold.

December was crazy busy, wrapping up nine indexes, which included a children’s book, one project which was simply names and biblical references, and two scholarly books that I began in November. So not quite as much work as nine indexes may sound, but still more than I bargained for. That was due to a couple of projects slipping and arriving when I did not expect and also, if I’m honest with myself, I did accept too much for December and didn’t leave enough margin for complications. 2024 was an odd year and I was trying to make up some missed income, but I should have been more disciplined and said no to a couple of projects.

2024 in Review

2024 was all about buying a house and moving. That dominated everything else in my life, including indexing. I’m thankful for this house. It still feels a bit surreal that I have a permanent place to live. I have always lived in anticipation of needing to move again within the next 1-4 years, and so a part of me is waiting to move again, another part is reassuring myself that I can stay where I am, and a third part doesn’t know how to compute living in a place for longer than four years. One day at a time, I guess.

Moving, settling, and learning the maintenance rhythms for this particular house has also taken time. There were a few months over the summer when I was indexing part-time at best. That impacted the number of projects I was able to complete, along with my income, so I am especially thankful for Elim, my wife, who is earning more than me. 

Looking at the numbers for 2024:

  • 44 indexing projects (down from 52 in 2023)
  • 25 trade books, 18 scholarly books, plus an index for a policy document that I update every couple of years
  • Worked with 12 publishers (30 indexes), 12 authors (1 index each), 1 professional association and 1 policy institute (1 indexes each)
  • 34 projects were from clients within Canada, 8 projects from clients in the US, and 2 projects from clients in Australia.

Overall, my numbers are fairly similar to 2023, despite fewer projects. My ratio of trade to scholarly books is similar, as is projects from publishers vs. authors, and where projects are coming from. I am very thankful for the publishers I work with and who continue to send me work year after year. Having these positive relationships and not needing to actively market as much definitely makes my life easier. 

One interesting point: one publisher sent me 11 books to index in 2024, which is 25% of my total projects. All of the other publishers sent me between 1-3 projects each. While I always enjoy working with that one publisher and I hope to continue to do so, I think this speaks to the value of working with a wide range of publishers, especially if they are fairly small companies. One or two publishers are not enough to fill my schedule, but 10+ combined keeps me fairly busy.

Indexing Highlights

Do you ever notice that certain topics can appear in waves, with two or three books in a row on a similar subject? I find that often happens to me and I wonder why. Very serendipitous. 

In the past few months I indexed two trade books on the Empress of Asia and the Empress of Ireland. These were both ocean liners owned by Canadian Pacific Steamships. The Empress of Ireland collided with another ship and sank in 1914 in the St. Lawrence River, causing the death of 1,012 people, Canada’s worst maritime disaster. The Empress of Asia had a longer career, serving in both WWI and WWII, before being sunk by the Japanese near Singapore. Reflecting their different trajectories, Beneath Dark Waters: The Legacy of the Empress of Ireland Shipwreck, by Eve Lazarus (Arsenal Pulp Press, 2025) is tightly focused on the collision and aftermath, while Oceans of Fate: Peace and Peril Aboard the Steamship Empress of Asia, by Dan Black (Dundurn Press, 2025) follows the Asia over its 30 year lifespan. Both focus on the lives of the passengers and crew, which is what brings these harrowing stories to life. I recommend both if you enjoy maritime history. 

Taking the prize for the most unexpected subject matter is Dialectics of the Big Bang and the Absolute Existence of the Multiverse, by Gregory Phipps (University of Alberta Press, 2024). Did you know that the first second after the Big Bang can be divided into six epochs? Difficult to study empirically, and so Phipps uses Hegelian dialectics to unpack what may have happened. A fascinating read, and also very challenging to index. Philosophy is not my strong suit. Thankfully the author seemed happy with the result. 

Whither 2025?

For 2025, my keyword is margin. I want time to write, to work on the house, to spend time with Elim, and for exercise and rest. This means managing my indexing schedule so that I’m not constantly chasing deadlines and needing to work long hours. I still have an income target, which is a decent amount but also about 10% less than what my target has been in the past. And I’m okay with that. The pace of work hasn’t felt healthy or sustainable, and I don’t like feeling like there are areas of my life I am missing out on.

So here’s to finding a better balance in 2025.

Article
November 20, 2024
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by Stephen

Making the Index Invisible

So the 18th edition of the Chicago Manual of Style dropped in September. I have to admit I have not bought a copy. While I think their recommendations are solid, I find I don’t use it very much, since I only index and not edit. But I do know some editors who are very excited about the new edition, and there has been chatter among indexers as well on the changes to the chapter on indexing.

The main change in regards to indexing is 15.66, which states:

Chicago now prefers the word-by-word system of alphabetization over the letter-by-letter system (but will accept either in a well-prepared index).

 

I think this change makes sense.

I personally most notice the difference in sorting when indexing Asian studies books, where I tend to see a lot of surnames like Chen, Kim, and Liu. Being so short, these names often get mixed up with other headings when sorted letter-by-letter, whereas I think the index is easier to scan if all of the surnames are sorted together. I’ve also received instructions from a scholarly press to sort the index letter-by-letter except for the names, which the press wants force-sorted word-by-word. Which begs the question: why not sort the entire index word-by-word?

For example, here is a comparison of letter-by-letter compared to word-by-word.

Letter-by-letter sorting
Liang Ji
Liang Qichao
Libailiu (Saturday)
Li Boyuan
Li Chen
Life Weekly
Lin Meijing
Li Shirui
List, Friedrich
Liu Denghan
Liu Jiang
Liu, Jianmei
Liu, Lydia
Liushou nüshi (Those Left Behind; film)
Liuxuesheng (overseas Chinese students)
Liu Yiqing
Li Yuanhong
 
Word-by-word sorting
Li Boyuan
Li Chen
Li Shirui
Li Yuanhong
Liang Ji
Liang Qichao
Libailiu (Saturday)
Life Weekly
Lin Meijing
List, Friedrich
Liu Denghan
Liu Jiang
Liu, Jianmei
Liu, Lydia
Liu Yiqing
Liushou nüshi (Those Left Behind; film)
Liuxuesheng (overseas Chinese students)
 

The word-by-word sorting, for me, is a lot easier to scan and parse when like surnames are grouped together, and when names are sorted together above other terms. It makes me confident that I am seeing all of the names present, rather than being concerned that I am missing a name that is buried below.

Also note that the Liu names are sorted according to the clarified 15.85, which states:

When the same family name is inverted for one person but not for another (e.g., “Li Jinghan” and “Li, Lillian”), the names may be listed together and alphabetized by first names regardless of the comma.

 

This also makes a lot of sense and has been my practice for a long time. By ignoring the comma, the second portion of the name is treated equally for all names, whereas if the comma is taken into account, all the names with commas sort to the top and may cause some names to appear out of order. For example,

Liu, Jianmei, 48
Liu, Lydia, 91
Liu Denghan, 148n6
Liu Jiang, 105
Liu Yiqing, 27, 144n13
 

For another interesting comparison, as a colleague pointed out, try looking for the sorting differences in the indexes between the 17th and 18th editions of the CMOS. And if you’d like to see a full list of the changes to the indexing chapter in CMOS 18,see here.

So will I now unilaterally switch to word-by-word sorting for all of my clients who request that the index follows CMOS? I don’t think so, unless I think that the index will really benefit. I think it is better if I first ask my clients if they want to change, so we are both on the same page and I am not springing a surprise on them. And, to be honest, for most indexes I don’t think that the difference between word-by-word and letter-by-letter sorting will be that noticeable.

This brings me to my larger point, which is that the mechanics of a well written index should be invisible to the user. I doubt that any reader will browse the index and think, “I wonder what the alphabetical sort is?” That is not the reader’s concern. What the reader cares about is quickly finding information.

To facilitate finding information, every aspect of the index needs to work together. This includes the sorting, the structure, term selection, phrasing, and cross-references. When it works, the reader shouldn’t notice how the index works because the reader is too busy digging into the book. When the index does not work—that is the point when the reader is pulled out of the index and is frustrated at their inability to access the information they want. The reader may not be able to articulate whythe index is not working, but something about the contents and mechanics of the index is wrong.

Bringing this back to sorting, for many indexes the difference will be negligible between letter-by-letter and word-by-word sorting. As CMOS states, they will accept either in a well-prepared index. For other books, like for me with Asian studies titles, the difference will be more pronounced.

When indexing, pay attention to when the difference matters. Make decisions based on what will make the user experience the most seamless. Pay attention to how the different elements of the index fit together. Striving to make the index invisible may be an odd way to think about indexing, but to be invisible means that the index works, which is what we ultimately want for our readers.

Article
November 5, 2024
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by Stephen

Paying Attention to Terminology

I am writing today about some decisions that I needed to make on a recent index. In the grand scheme of the index, these decisions only affected a few entries. I am tempted to brush these off as not very important and not worth discussing. Yet much of indexing is about paying attention to the details without getting lost in the details. And I think this is a unique situation that illustrates an important point about term selection. At least, it made me sit up and think carefully as I was working.

A good index encapsulates two different goals, which can sometimes seem like they are in opposition to each other. The index needs to be both a reflection of what the author has written and be an attempt to clearly communicate with the reader. Lose one of these aspects, and the index ceases to function.

Term selection is key to achieving both of these goals. The terms used in the index need to both match the text and how the reader is likely to search. Ideally the author and the reader are in alignment, but sometimes the author uses different language than what the reader might expect. In those situations, the index may need to bridge the gap.

I recently ran into this issue when writing the index for Saint Paul the Pharisee: Jewish Apostle to All Nations, by Father Stephen De Young (Ancient Faith Publishing, 2024).

If you are familiar with Christianity, the title may be a hint that the author is taking a different tact with terminology. While Paul was a pharisee prior to his conversion, he is now more commonly known as the Apostle Paul, or Paul the Apostle. Yet here Fr. Stephen is emphasizing Paul’s Jewishness.

In the book’s Introduction, Fr. Stephen addresses this question of terminology:

Throughout this book, I have deliberately eschewed certain language. This language is certainly acceptable and has become the usual language of the Church. However, familiar terminology can sometimes be misleading. By using the word Messiah instead of Christ, community instead of church, or Torah instead of law, I hope to unsettle commonly held notions and help the reader reassess Paul in his historical context, rather than project the experience of present-day Christians into the past.

 

This shift in terminology also extends to names, which is where I noticed the biggest difference in regards to the index.

In addition to “Paul the Pharisee,” Fr. Stephen also frequently refers to Paul by his former name, Saul of Tarsus. Jesus is referred to as “Jesus of Nazareth,” rather than Jesus Christ. A figure such as the Apostle John, also known as John the Evangelist, John the Theologian, or John the Divine, is here referred to as John, the son of Zebedee. None of these names are incorrect, but they are names that are less commonly used. They support the author’s focus on Paul and the early Church’s Jewish context and alerts readers that the author is taking a different approach.

From an indexing standpoint, do I follow Fr. Stephen’s lead? By using these names, I would provide continuity with the text and reinforce the point that Fr. Stephen is trying to make. But will readers still recognize these names in the index, outside of the context of the text? I am not helping anyone if I include names and terms that readers are unlikely to recognize.

In the end, I decided to lean into the author’s terminology. Christians form the primary audience for this book and, I assume, are familiar enough with with these Biblical figures, even if these are not the names typically used.

Paul I simply indexed as “Paul.” As the subject of the book, I decided a gloss was unnecessary. I also included a See cross-reference from Saul of Tarsus, for any readers looking under Saul and to keep all discussions of Saul/Paul in a single array.

I indexed Jesus as “Jesus of Nazareth,” with a subheading for “as Messiah,” to reflect how the author discusses Jesus. I indexed the other Biblical figures as is (“Peter,” “Silas,” “Timothy,’ etc…) except for when a gloss or tag was needed to disambiguate (for example, “James, brother of the Lord’ and “James, son of Zebedee”). This is again following the author’s approach and trusting that readers will recognize these names.

I did, however, include glosses for several of the provinces and cities discussed, such as “Achaia (province)” and “Perge (city),” especially the less well-known places (I didn’t include glosses for cities like Athens and Rome). This may not have been necessary, but I personally like knowing where things are and what things are, so as a reader I would have appreciated the differentiation.

As I wrote at the beginning, these names form a small proportion of the overall index. Was it really worth spending time considering how best to balance the author’s approach versus reader expectations? There are plenty of other discussions in the book, such as discussions about Paul’s missionary journeys, the history of the early Church, and theological issues that Paul addresses in his epistles, that I also wanted to get right.

And yet names matter and terminology matters. The index would have presented a different message if I had used more conventional names for these figures and the index would have appeared disjointed from the text. Writing a good index is often about paying attention to the details so that the entire index works together as a whole and in conjunction with both the text and readers. The trick is to see both the details and the whole. It can be easy to lose sight of the big picture.

For this book, while the author opted to shift the terminology to make a point, I decided that most readers would still be able to follow along in the index. I didn’t need to include much in the way of signposts and clarifications. But for other books, extensive use of cross-references and glosses may be necessary. While reflecting the text and the author’s intentions, the index also needs to be responsive to readers. Thankfully, we have tools to bridge that gap.

The first step, though, is paying attention to the language used by the author. The next step is considering the audience. Do the two match? From here you can select terms and write an index that is clear and recognizable to all.

Article
October 8, 2024
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by Stephen

My Index Editing Process

Last time I wrote about reading like an indexer and what it is I do and look for when reading a text and writing the rough draft of an index. Today I’d like to reflect on my editing process.

A few months ago I started tracking my time when I index. I had previously done so, but not effectively and I eventually gave up. This time, I’ve created a new system and a new spreadsheet that is much easier to use, and I am a lot happier with the results.

One of my insights so far is that I spend about an equal amount of time drafting and editing. I have to admit that this surprised me. I knew that editing took up a fair amount of time, but I didn’t realize that the time spent is often about 50/50. For some indexes, I actually spend a little more time editing, making the time split closer to 45/55 or even 40/60.

Reflecting further on my process, I tend to spread drafting the index over 3-6 days, depending on the length of the book. Whereas I tend to edit within 2-3 days. When drafting, I am learning what the book is about. When editing, I am fully immersed in the index and I treat it more like a sprint. It probably also helps that by the time I get to editing, the deadline is looming.

I’m realizing that I also tend to draft quickly. I do try to write a fairly clean draft, taking into account context, clarity, and relevance, as I previously discussed. I believe in trying to set myself up for an easier edit. But I also know that this is not my final draft and that some things won’t become clear until I’ve read the whole book, and so I also try to keep moving.

Editing an index, for me, is both seeing the index as a whole and going through the index line by line. I like to give myself space between drafting and editing, which usually means sleeping on the draft and beginning to edit the next day. This helps to give me some distance so I can more clearly see the whole index with fresh eyes.

I usually begin by skimming the index, making note of the larger arrays for the metatopic and supermain discussions. This reminds me of the structure I am aiming for, and is a chance to consider if I want to make any major changes. I then start at the top of the index and work my way down, line by line. I know some indexers edit using multiple passes, each pass looking at a different element. I think I would go utterly cross-eyed and unable to make sense of the index if I tried multiple passes. Instead, my goal is to fully edit the array in front of me before I move on to the next. This may mean jumping around the index to also edit related arrays, and sometimes I will go back to re-edit an array if I change my approach, but generally speaking, I systematically move through the index.

With each array, I am first of all looking for clarity. Does the main heading and any subheadings make sense? If there are subheadings, I look to see if any can be combined or reworded, or if subheadings need to be added for unruly locators. I consider if anything needs to be double posted, and check to make sure that is done properly. I consider and check cross-references. I investigate any notes I may have left for myself. I also spot-check a few locators to make sure I understood the text properly. I may also run a quick search of the PDF to see if I missed any references. I don’t check every locator, which I think would be very time-consuming—to a certain extent, I need to trust that my drafting process was thorough and accurate—but these spot checks do provide peace of mind and I do sometimes find errors.

Reviewing arrays with no subheadings is usually quick, unless I’ve left a note for myself or I decide to spot check. Arrays with subheadings take more time. If an arrays has 20+ subheadings, I may spend as much as twenty or more minutes making sure that the array is in order. I often find the larger the book, the larger the index, the more subheadings there will be, and the longer editing will take.

Considering my process, I do wonder if I can shave off time. I could spot check a little less, especially for simple arrays with no subheadings, trusting that I picked up what was necessary. I can also pay more attention, when drafting, to larger arrays, so that editing them isn’t so onerous. I could also explore using more macros and patterns for batching tasks such as double-posting or removing subheadings. What I like about my process, though, is that it is thorough and I can clearly see what is completed and what is still to come. Editing line by line helps to keep my thoughts in order.

Other Approaches to Editing

My approach to editing is not the only approach, of course. I’ve mentioned making multiple passes. I also know of indexers who do a quick edit at the end of each day, while drafting, so that the draft is cleaner. I’ve also heard indexers who say that they do such a thorough job drafting that the editing process only takes them a couple of hours. I don’t know how that works for them. I seem to need a lengthier editing process for the index to gel and come together. And that’s okay. We are all different. What matters is that you find a process that works for you.

I find it interesting to hear how others index, even if it is not something I would do myself. I hope this glimpse into my process gives you something to think about.

Article
September 17, 2024
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by Stephen

Reading Like an Indexer

So you are sitting down to write an index. You scroll to the first page in the PDF, or, if you’ve printed out the proofs, you place the first page on the desk in front of you, and then…what? What is your thought process? How do you decide what entries to extract? How do you read?

Reading to index is different than reading to edit, reading to learn, or reading for pleasure. I think of reading to index as a process of disassembly. I try to identify how the author has written and structured the text, and I then pull apart all of those pieces, big or small, and reassemble them into the form of an index. This is very much an active reading, in which I am identifying, analyzing, and making decisions. 

I generally look for two types of information when I draft an index.

  • Specific details. These are names, places, companies, concepts, etc… that are explicitly mentioned and discussed. These are usually fairly obvious. If there are a lot of names or other such details, I may index a few pages, pick up these details, and then go back and re-read to make sure I also understand the larger discussion.
  • Broader topics. These range from the metatopic—what the whole book is about—to supermain and regular discussions—both themes spanning the book and what specific chapters or sections are about. It is important to have index entries which correspond to these broader discussions, and so in addition to picking up specific details, I try to also understand the big picture. These broader topics are also tied to the structure of the index, as I consider how best to reflect the book’s structure in the index, and as I anticipate that these large discussions will become large arrays, anchoring the index. Depending on the book, as mentioned, I may need to read a section two or more times to properly mine all relevant entries. 

Once I have identified the large and small pieces that the book is made of, I need to decide how to translate that into the index. Here are a few tips I find helpful to keep in mind.

  • Understand what you are reading. This may seem obvious, but I think it is worth stating. The temptation, at least for me, is to guess if I am unsure and to create an entry anyway. And sometimes guessing is the best I can do in that moment. I flag the entry for revisiting later and I move on. What can be more effective, though, is to read ahead a few pages until I do understand, and then go back and create the entry. It’s okay to be patient. Taking the time to understand can pay off later with better understanding of what comes next in the text and with less editing due to a stronger draft. 
  • Place the information in context. Are you looking at a specific detail or a broader topic? How does the detail or topic relate to other details or topics? Can this be turned into a subheading? Should it be double-posted? Is a cross-reference necessary? What other entries does this suggest? While subheadings, cross-references, and double-posts can all be revisited later, when editing the index, I like to start thinking about them while writing the rough draft. The information in the book is an interconnected web, which the index should reflect. So as part of your thought process, get in the habit of looking for these connections. 
  • Filter for relevance. In addition to understanding the larger context, also pay attention to relevance. Think about the audience before you begin writing the index. Consider how much space is available for the index. What should the index focus on? Sometimes I am not sure if an entry is relevant and so I pick it up anyway, labeling it for possible deletion later. But the more I can filter out now, the less I need to cut later. 
  • Communicate with clarity. This is especially true for subheadings. Make sure that readers understand what this entry means. Be concrete and, where relevant, link back to the larger context. You don’t want to leave readers guessing, nor do you want to leave yourself guessing when you come around again to edit.

All combined, this is a lot to do while reading and indexing. It can be difficult to identify both specific details and larger discussions, while also weighing relevance, and paying attention to the context, and thinking about related entries, and thinking about how best to phrase for clarity. Reading to index is a skill that takes practice.

Remember too that the rough draft does not need to be perfect. My drafts are certainly not perfect, and while I am thinking about all of this while drafting, I spend about an equal amount of time editing. 

How you read is up to you. I tend to start reading and I type entries into Cindex, the indexing software that I use, as the entries come to mind. Other indexers prefer to first mark up the proofs, identifying what is indexable and making notes for themselves, before they go back and type up the entries. There is no right or wrong approach, so long as you are paying attention to all aspects of the text, both big and small.

If you are newer to indexing, you may find marking up the proofs to be a good way to visualize or make concrete this thought process. I marked up proofs the first 3-4 years that I indexed, which in hindsight was necessary for me to engrain this way of reading. Once indexing started to become habit, I stopped marking up, though I still read ahead sometimes to better understand what the text is about. 

Writing an index is a unique way to interact with the text. It does require a shift in how you read and see the text. Once you make that shift, indexing becomes easier. 

Article
February 21, 2024
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by Stephen

Indigenous Terms and Names, Indexing

Living in Canada and regularly working with a number of Canadian presses, I’ve had the privilege, since I’ve begun freelancing, to index several books relating to the Indigenous Peoples of Canada. There seems to be a growing trend in Canada to publish books by and about Indigenous Peoples. I’ve also noticed what seems to be a further trend in the books I index, which is the preference for using Indigenous terms and names over their English translations. Often to the point where the reader needs to have or quickly develop a good working knowledge of these terms in order to read the book (or at least to have the glossary bookmarked for easy reference), because once the English translation is provided in the first instance, it is often not provided again.

This observation of mine is purely anecdotal. I don’t have access to the decision-making that lies behind these books, and I can only speak to the books I have personally worked on. However, it has happened enough times that it seems more than coincidence, and I think it is worth highlighting and celebrating.

I most often see Indigenous terms and names used for personal and place names, as well as for significant concepts, objects, and traditional practices. This often happens in books by and about specific Indigenous nations. For example, last year I indexed Tiná7 Cht Ti Temíxw—We Come from This Land: A Walk through the History of the Squamish People, by the Squamish Nation (Page Two, 2023) and Lhù’ààn Mân Keyí Dań Kwánje Nààtsat—Kluane Lake Country People Speak Strong, by the Kluane First Nation (Figure 1 Publishing, 2023). I also sometimes see a lot of Indigenous terms in books written from an Indigenous perspective, when the author wants to discuss Indigenous concepts in an Indigenous manner. The most striking example that I’ve indexed so far is Our Hearts Are as One Fire: An Ojibway-Anishinabe Vision for the Future, by Jerry Fontaine (UBC Press, 2020), which uses terms from the Ojibwaymowin language for all major concepts. My sincere thanks to Jerry Fontaine for answering all of my language-related questions.

As a white settler who does not speak an Indigenous language, needing to quickly become familiar with these terms and names is an additional challenge when indexing. And, I think it is a challenge that is worth the effort. So much of culture, identity, and knowledge is bound up in language. While these are Indigenous terms used in an English context, rather than books written entirely in an Indigenous language, incorporating and using these terms is still an important step towards revitalizing these languages, as well as reminding settlers—or realizing for the first time—that there is a richness already here that is worth attending to.

Let’s jump into a few examples.

Indigenous people can have both an Indigenous and an English name. Both may be given in the book. This was especially true for the book by the Squamish Nation, with people primarily referred to by their Squamish (or Sḵwx̱wú7mesh Sníchim (Squamish Language)) name. The English name was usually given in the first instance to help with identification and sometimes repeated later in the book. For example, Chief August Jack Khatsahlano, a well-known figure in Vancouver history, is most often referred to as X̱ats’alánexw Siy̓ám̓, which is how I indexed him. 

For some Indigenous Peoples, names, or titles, are hereditary, and two or more people in the book may share the same name. I encountered this recently when indexing Indigenous Legalities, Pipeline Viscosities: Colonial Extractivism and Wet’suwet’en Resistance, by Tyler McCreary (University of Alberta Press, 2024). I am thankful for the author’s guidance on differentiating between the types of hereditary names, and for how best to index. The key is to be mindful that I am not familiar with these naming conventions and to consult the author, as well as look for clues in the text, to make sure I properly identify and index everyone.

Place names are also often discussed using their Indigenous names, as part of marking traditional territory. The Kluane First Nation book includes locations such as K’ùà Mân (Kloo Lake) and Lhù’ààn Mân Jälí (Headwaters of the Kluane River). The Squamish Nation book also uses Sḵwx̱wú7mesh Sníchim names for several locations in and around Vancouver., such as Iy̓ál̓mexw (Jericho Beach) and T’aḵ’t’aḵ’muy̓ín̓ tl’a in̓inyáx̱a7n (Black Tusk).

Concepts, objects, and traditional stories and knowledge may also be discussed using Indigenous terms. From the Squamish Nation book, this includes sts’úḵw’i7 (salmon) and the X̱aays (Transformer brothers). For Our Hearts Are as One Fire, the index was in part built around concepts such as i-nah-ko-ni-gay-win (sovereignty) and o-gi-ma-win (governance). (In Our Hearts Are as One Fire, the book also inverts the common practice of placing non-English terms in italics, which I thought was a brilliant reversal of expectations and foregrounds the importance of Ojibwaymowin.)

All of these terms and names need to appear in the index and they impact how I index. I’ve developed the following best practices for myself.

  • Since the authors and publishers are making an effort to highlight and privilege these Indigenous languages, I think it is important that the index does so as well. However, I don’t know if readers will be familiar with these terms, or whether they will first search in English or the Indigenous language, and so the index needs to be searchable in both. I achieve this by double-posting everything. If an array uses subheadings, I make the Indigenous term or name the preferred main heading and include a cross-reference from the English. The index will be substantially longer than a similar, monolingual book, with so many double-posts and cross-references, but I think it is worthwhile to ensure that the Indigenous names and terms are included.
  • Similarly, in subheadings, I try to use Indigenous terms when appropriate, along with the English translation in parentheses. While also making for longer subheadings and larger arrays, I think it is still worthwhile to consistently use and emphasize the Indigenous terms throughout the index.
  • Diacritics and special characters are used in many of these languages, as in Sḵwx̱wú7mesh Sníchim and Dań K’è (Southern Tutchone). The publisher is likely using a special font. Make sure that you are using the correct characters, either through copying-and-pasting from the proofs or style guide, or otherwise coordinating with the press. For Sḵwx̱wú7mesh Sníchim terms, I was also asked to factor in pops/glottal stops (‘ and 7) when alphabetizing, which took a little bit of work to figure out how to properly force-sort.
  • I’ve also learned that it is often important to include “Chief” in the main heading, for the appropriate individuals. This is something I now regularly query, to make sure I am on the same page with what the author and nation expects. For example, in Sḵwx̱wú7mesh Sníchim, siyám means highly respected person, and siyám is often incorporated into the name, as in X̱ats’alánexw Siy̓ám̓.  “Chief” is used in English, and should be included in the name and main heading, as in “Khatsahlano, Chief August Jack.”

I do wonder if I am the best person to index these books. As a white settler, I don’t have a grounding in an Indigenous culture or community. Would an Indigenous person have a different approach to writing these indexes? I am curious to know and hope to have that conversation one day. The Indexing Society of Canada/Société canadienne d’indexation is working to support prospective Indigenous indexers, among other underrepresented and marginalized groups, through its Diversity in Canadian Publishing Bursary. I look forward to seeing what comes from that initiative.

In the meantime, I am honored to index these books. I hope that the indexes add value, both for the Indigenous communities discussed and for non-Indigenous readers, and that the indexes help to make these languages more visible.

Do you ever index books with a lot of names and terms from Indigenous languages? Or other non-English languages? What are some tips you have for incorporating and shaping the index? Feel free to leave a comment and let me know.

Article
October 11, 2023
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by Stephen

Money Advice to Make Freelancing Easier

In my last post, I wrote about my two golden rules for marketing and building a client base. Today, I want to write about money.

If you are a freelancer, or are thinking of becoming a freelancer, I assume at least part of your motivation is to earn an income. Even if an income is not your primary goal, money is still likely to be involved, unless you plan to work pro bono. Some basic financial planning and understanding is crucial, though don’t worry, you don’t need to be an expert.

As a disclaimer, I am not a financial expert either, so by all means please do your own research or consult actual experts.

These are a few things which I have found helpful in my own business, and which I wish I understood better when I first started. I hope this helps set you on the right path too.

Outsource Tasks, Not Responsibility

You don’t need to handle all of your bookkeeping and taxes by yourself. If you are not comfortable doing so, lack the time, or know that a professional can do it faster than you can, then you can certainly hire a bookkeeper, accountant, or other assistant to help you with your finances. You don’t need to do this alone.

What you can’t outsource, however, is responsibility for your finances. This is your business and you need to understand what is happening. Schedule a regular time, maybe once or twice a month, to review your finances. Even if you are not doing the work yourself to create invoices, record payments, or record expenses, understand how the process works. You don’t want to be in the red because a client failed to pay and you never noticed. 

Plan Ahead

For me, a key part of managing my finances is being organized and planning ahead – which can be hard. How I manage my finances continues to evolve as my needs change and I learn better methods to be organized. For you, try to set up a good system from the start, while also know that it is possible to change as you go along. 

Here are a few tips for planning ahead and organizing your finances that I’ve found useful.

  • Plan for an unpredictable cash flow. One of the downsides of freelancing is that no one is paying you a regular salary. How frequently you issue invoices will vary. The amounts on each invoice will be different. Clients may also pay early or late. This can sometimes lead to a cash flow crunch when you need money to pay your bills and payments have not yet arrived – which is why it is important to keep a reserve fund. Set money aside from each payment so that you can still pay yourself and meet your financial obligations when payments are late and cash is short. There are different ways to do this. I’ve found the Profit First system, by Mike Michalowicz, to be helpful (I recommend his book by the same name). Or can you find or develop a different system.
  • Set financial goals. It can be easy to drift along in your business without some kind of goal. Without a target income, you may even earn less than you need to to stay afloat. So set some goals for yourself. If you are just starting out, maybe aim to increase next year’s income by ten or fifteen thousand dollars. If you’ve reached a comfortable yearly income or have all of the work that you want, I recommend still setting a minimum income that you want to reach. I find it helpful for gauging my progress throughout the year and for ensuring that I have enough money coming in for my budgeted expenses and savings. Once I reach my goal, I can either continue to earn extra or I can give myself permission to take time off. 
  • Decide how to track the numbers. Will you use bookkeeping software? There are several options. Or track expenses and income in Excel? It doesn’t really matter so long as it is accurate and works for you. When I first started, I bought a program to handle invoices and I kept track of everything else in spreadsheets. Now that I have a somewhat larger business, with more invoices, expenses, and also now royalties from my book, I find it more convenient to use an all-in-one bookkeeping program.
  • Use templates for invoices. If you plan to be in business for a while, then you are going to be sending out a lot of invoices. Save yourself some time and use a template. This could be using a template within your bookkeeping program or it could be a template that you create in Word or Excel. 
  • Track expenses. Have someplace where you record expenses immediately, and have a place where you keep receipts. For physical receipts, consider also taking a photograph of the receipt and keeping that photograph in a dedicated folder on your computer. You can claim business expenses on your taxes, but only if the expense is documented.
  • Add bookkeeping to your schedule. When it comes to creating and sending invoices, recording payments and expenses, and reviewing my finances, I find it much easier to remember and to do when it is a regular part of my schedule. So, I do my bookkeeping twice a month. Find a time that works for you.

Taxes

As with planning ahead for an unpredictable cash flow, plan ahead to pay taxes. Set money aside from each payment in a separate account so that you aren’t caught short at tax time. Depending on your jurisdiction and income, you may also need to pay quarterly installments.

It can be difficult to know how much to save. I suggest plugging some estimated figures into a tax program or tax calculator, taking into account any tax credits or deductions you anticipate claiming. The goal is to save a ballpark figure so that you at least have most of the money set aside.

Depending on where you live and how much you earn, you may also be responsible for collecting sales tax, as well as complying with other business regulations. This may also depend on the type of business you have (for example, a sole proprietorship versus incorporation). As a one-person business, requirements shouldn’t be too complicated, but still do your research for the jurisdiction you live within and proactively abide by the rules. 

To sum up: have a plan, as I have repeated throughout this post. If you understand what is happening financially with your business, if you have a place for recording and tracking all of the numbers, and if you have a schedule for keeping all of that information updated, then I find it is fairly easy to keep the whole system moving along and to remain financially healthy. It doesn’t need to be a lot of work, so long as it is done regularly.

Article
August 23, 2023
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by Stephen

East Asian Names, Deep Dive

If you’ve been reading this blog for a while, you are probably aware that indexing can get pretty technical. Details matter. Creativity works best when interwoven with the rules and conventions that make an index tick.

All that to say, today’s reflection is going to get geeky.

East Asian Names

I just finished indexing a book within the field of Asian studies and literary criticism. Asian studies—especially East Asia and history—is one of my favorite areas to index in. I grew up in Taiwan and I still speak and understand Mandarin and Taiwanese to varying extents.

I have also, in the past, fielded questions from other indexers on how to index Chinese names. Chinese names, as well as Korean and Japanese names, follow a different naming convention than English or other Western names. If you are not familiar with these names, they can be confusing to index. I was reminded of that on this index I just finished, so I thought I’d write a quick primer.

To start, be aware that there may be more than one naming convention at play in the book. The Western convention is to write names in the format of First name Surname (or, using different terms, Given name Family name). In China, Korea, and Japan, that format is reversed. To use my own names as an example, in English my first name is Stephen and my surname is Ullstrom, written as Stephen Ullstrom. In Mandarin, my surname is Ou 歐 and my given name is Shijie 士傑, written as Ou Shijie 歐士傑.

My experience with the English-language books that I index is that both formats can appear in the same book. People discussed who are from within China, Japan, or Korea—such as historical figures, politicians, or scholars—are often presented with their names in the traditional format, with the surname first. People who are Korean American or Japanese Canadian, for example, or scholars who are published by Western presses and journals, will probably have their names written in the Western format.

Don’t assume that all of the names in the book follow the same naming convention. They might, if the author and/or press made that decision. But there is also a good chance that the names reflect how those people prefer to be known or are typically known.

Identifying the Surname

Since names are typically sorted in the index by surname (assuming the name has a surname), the key to correctly indexing East Asian names is to first identify the surname.

This is not always easy, especially if you are not familiar with the language or what constitutes a typical surname. But, if you can identify the surname, most of your work is done.

If I see a name that I am not sure about, I do a few minutes of research using one or more of the following methods.

  • I look to see how the author refers to the person, especially in subsequent mentions. The usual convention for subsequent mentions is to use the surname, so look to see what the author uses.
  • If a scholar, I also try to find the person in the bibliography, as the bibliography should also be sorted by surname.
  • I try to find the person online. If a scholar, I look for their faculty webpage or for citations to other books or articles they have written, which may indicate to me their surname. If a cultural, historical, or political figure, Wikipedia often states, at the top of the page, which part of the name is the surname.
  • I also look at the name itself. Chinese and Korean names, for example, are often written, in roman script, with a space between the surname and the given name. This doesn’t help for a name like Hao Wang (Chinese American mathematician and philosopher, surname Wang), but does for the Taiwanese writer Pai Hsien-yung (surname Pai).
  • If I am still not sure, I ask the author.

Comma Necessary?

Once the surname is identified, it is time to add the name to the index.

Because Western names are written in the format First name Surname, names are inverted, with a comma, so that the name can be sorted by surname. But what if the name does not need to be inverted?

I have seen indexes and bibliographies where a comma is inserted anyway. Pai Hsien-yung is written as Pai, Hsien-yung. But to me that implies that the name is properly written as Hsien-yung Pai, which is incorrect. I much prefer to omit the comma. Since the name already leads with the surname, I simply index it as Pai Hsien-yung.

Alphabetical Sort

The last consideration—and this is getting geeky—is how to sort the names.

Most of my clients prefer letter-by-letter alphabetical sort, which can cause some problems. Having some names with a comma and some names without interferes with the sorting. Surnames can also be short and can intersperse with other entries, which makes the list of names difficult to scan. This is especially true when there are several people with the same surname, which is fairly common.

So, if letter-by-letter sorting is specified, I force-sort to make these names easier to scan. This means both ignoring the comma when alphabetizing and making sure that like surnames stick together.

In this example from the index I just finished, without force-sorting, the names with commas rise to the top and there are a couple of other subject-matter-related main headings mixed in.

Liu, Jianmei
Liu, Lydia
Liu Denghan
Liu Jiang
Liushou nüshi (Those Left Behind; film)
Liu Weihua
liuxuesheng
Liu Yiqing

Force-sorted, with the commas ignored and the names brought together, this series of main headings makes more sense alphabetically and is much easier to scan.

Liu Denghan
Liu Jiang
Liu, Jianmei
Liu, Lydia
Liu Weihua
Liu Yiqing
Liushou nüshi (Those Left Behind; film)
liuxuesheng

Indexing names from another language can be intimidating. The key is to understand how those names work, and to not assume that they follow Western conventions. For Chinese, Japanese, and Korean names, first identify the surname. From there, determine if the name needs to be inverted. When editing the index, consider whether the names need to be force-sorted for alphabetization and ease of reading.

The goal, as always, is an index that is easier for its user.