What does an indexer do? With Ann Hudson

Ann Hudson explains what indexing is and what skills you need to do this work.

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‘Any simpleton may write a book, but it requires high skill to make an index.’

Rossiter Johnson 1840–1931; from Hazel K. Bell (ed.)
​Indexers and Indexes in Fact and Fiction. London: The British Library, 2001

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The skills that make you suitable

Do you enjoy reading? Do you have a logical mind, and take pleasure in creating order out of chaos? Can you encapsulate a complicated concept in a succinct phrase?

​If so, you may be suited to indexing.

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What other types of editorial work do indexers do?

Many indexers also do proofreading and/or copy-editing, and some of the requirements overlap, such as good language skills, methodical working habits, meticulous attention to detail and a good eye for spotting errors.

Computer skills are also vital.

Most indexers use dedicated indexing software, which deals with the more mechanical aspects, leaving the indexer to do the brainwork.

And as electronic formats develop, indexers have been required to create linked indexes for ebooks and websites using html and xml tagging, or embedded indexing systems.

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Have search engines made indexing work redundant?

Indexers are often asked whether search engines have made their work redundant.

This is far from true.

A search engine will find mentions of the exact words that you type into it, but will not find alternative spellings or synonyms.

Effective indexing is not just a question of extracting words from a text and putting them in alphabetical order. The skill is in:

• devising entries that describe a whole section of text
  
• bringing together references to the same concept that may be described in different words
  
• and making connections within the index, by means of cross-references and double entries, so that readers will be led to all the references they need.

The ability to organise material clearly, so that readers can easily find their way around, is also essential.

Indexers rarely receive praise, because when an index works well it's taken for granted – though people are quick to complain about an inadequate index!

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How to index effectively

In order to index effectively it is essential to understand what you are reading, and to know what sort of information will be useful and relevant to the likely readership.

All indexers should be capable of indexing popular texts aimed at the general reader, but more specialised and academic books demand detailed knowledge.

Many indexers offer specialisms, often in subjects studied to degree level or beyond; in particular, medical and legal books require detailed subject knowledge and skills.

​There are also indexers who specialise in cookery books, children’s books, technical manuals, and many other fields.

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Entering the indexing field

Indexing is usually a second (or third or fourth) career, and many indexers started out as librarians. Others come from careers in publishing, academia, IT, education and many other areas.

The first port of call for anyone interested in indexing in the UK is the Society of Indexers (SI).

Other indexing societies include the American Society for Indexing, the Australian and New Zealand Society of Indexers, and the Indexing Society of Canada.

Details of other indexing societies worldwide can be found through the SI website.

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Training courses for indexers

The Society of Indexers runs a distance learning course that provides a thorough training in the fundamental principles of indexing.

It is web-based, with detailed study materials to download, practice exercises and resources online, four formal tests, three online tutorials, and a practical indexing assignment.

Successful students become Accredited Members of the Society of Indexers, and are entitled to an entry in the online SI Directory of Professional Indexers, widely used by publishers.

​After two years’ experience, Accredited Members can apply to become Advanced Professional Members of SI.

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How the Society of Indexers supports members

The Society of Indexers works hard to support professional indexers in many ways:

• providing a full programme of conferences, online workshops and other CPD activities for indexers
• raising the profile of professional indexers in the publishing world
• recommending minimum rates for indexing work.

There is plenty of support available from other indexers, too. SI members are a friendly bunch, with a lively discussion list and local groups in many parts of the UK. These meet regularly for indexing-related talks and discussions and social activities.

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Recommended rates for indexers

The Society of Indexers recommends rates on an annual basis. These are applicable to straightforward texts. Experienced indexers working on specialised and complex projects can command higher rates.

​To find out the latest recommendations, visit Indexing fees.

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Is it easy to find work and do the work?

Inevitably work is harder to find when global economic pressures are impacting on everyone, but well-established indexers are continuing to get regular work, and a good proportion of the newly Accredited indexers each year are managing to establish themselves.

However, it may take several years to acquire enough regular clients to give up the day job.

​As with any freelance work, you need good business and communication skills, flexibility and a lot of persistence to get a career off the ground.

The work is mentally demanding and you must be willing to work long hours to meet urgent deadlines, especially when you're building up your business. It can be lonely work, and to some it would be pure drudgery.

​However, for me and many others, indexing is a dream job, the culmination of all our previous working experiences, and the ideal way to earn a living.