• A thoughtful index will increase the value of your publications or internal documents
• An index will ensure increased usage of your publications or internal documents
• The contents of your publications or internal documents will become accessible
• A good index will provide the scope and contents of all publications or internal documents in a highly condensed overview
• An index defines relationships between terms and provides structure for the inexperienced or novice searcher

What is an Index?

• An index is a retrieval device, an access aid
• An index is a systematic topical analysis alphabetically arranged or arranged by function, command, procedure, or topic; it is a reader's most important map for locating information in a document that is read in a random-access style
• A good index has the following characteristics:
  • Accuracy
  • Depth
  • Conciseness
  • Cross-referencing
  • Logical headings

What Are the Functions of an Index?

• An index directs the reader to a specific topic
  
• An index should enable the reader to find topics according to the reader's way of thinking
  
• An index should allow readers with different degrees of knowledge to locate topics; it does this by showing how a topic is related to other topics in the document:
  • Is the topic a subdivision of another topic
  • Does it encompass other topics
  • Is it independent of other topics
• An index should help a reader use a document even if the reader has topics confused, is unaware of an equivalent topic, or is accustomed to different terminology

Basic Rules of Indexing

• Consistent spelling
  
• Clarity of meaning for words with the same spelling
  
• Consistency in the use of singular or plural terms
  
• Allowance for synonyms, symbols, and abbreviations

Indexing Terms

• See reference: leads from a term not used as an index entry to the synonym that is used
• See also reference: leads the reader to related information under another heading
• BT (Broader Term)
• NT (Narrower Term)
• RT (Related Term)
• UF/US (Use or Used For): directs user to preferred term
• SN (Scope Note): a standard thesaurus feature, scope notes define the way a term has been used in the thesaurus when there is the possibility of ambiguity
• IN (Indexer Note): note that contains information specifically for indexers using the thesaurus to assign subject terms; often more specific and informal than scope notes and generally not displayed except internally
• HN (History Note): another type of internal note that tells when a term was changed or added to the thesaurus
• TN (Thesaurus Note): notes by and for the thesaurus developer; informal notes used by the lexicographer in the course of thesaurus development about areas that need additional research and refinement

Web Resources