Re: HELP: Indexing user manuals

Subject: Re: HELP: Indexing user manuals
From: Betsy Maaks <bmaaks -at- FRAME -dot- COM>
Date: Tue, 22 Aug 1995 11:50:42 CDT

At 10:41 8/22/95 -0400, you wrote:
> Hi--I'm not an expert indexer and have traditionally contracted
> out indexing tasks on the user manuals I write. Soon I will have
> to start doing my own indexing. Do any of you have tried and
> true layman's indexing techniques, particularly as they apply to
> user manuals? Can you suggest any references--articles or
> books? You may reply directly to me:
> peggy -dot- thompson -at- ccmail -dot- osti -dot- gov

> Many, many thanks!


Peggy,

(1) I start by going through each page of the manual and highlighting the
important topics. I make a list as I'm going of the topics, so I can be sure
they're spelled consistently (reports vs report). I avoid similar words
(report, reporting) and use one topic. I add levels (reports, budget) to the
list. I also make sure that if I set an index topic, I think of various ways
that other users may want to access the same info -- reports/budget,
budget/reports. If I can select a similar topic, but want the user to refer
to only one topic, I use cross references (Business reports, see Reports,
and Budget Reports).

(2) Then I go through the manual page by page and write in the appropriate
index markers as they apply to the content. I make sure to use the different
levels.

(3) Next I go to the electronic document and enter the index markers in the
appropriate locations in the text.

(4) Then I run an index and print it. I check for similar topics to combine,
spellings that are variations of the same word (reports, report, reporting),
topics that have too many references (more than 5 is too many). I go back to
the electronic version and change the index markers that I noted in the
printed index.

(5) Then I run an index and reprint. I do this until the index is clean:
single topics, no more than 5 references, cross references that mean something.

I recommend the following book. I took a workshop at an STC conference with
this author (at the end of this response). The book is very straightforward,
definitely for the novice, though the author is an indexer by profession, so
the depth of information is more than I could do in 3 days of work (average
index for me for 200 page manual):

_The Art of Indexing_

Larry S. Bonura

(Series: Wiley Technical Communication Library)

U-0-471-01449-4 1994 233pp cloth $26.95

** Description **

Here is an "instant" course in indexing for anyone who doesn't
have the time to take a seminar or semester long course. Short
lesson chapters guide you through each step of the indexing
process. The author discusses the function of an index, teaches
you how to estimate indexing time, shows how to select entries and
sub-entries, covers indexing for on-line documents and more. A
practical, thorough guide that makes an excellent desktop
reference book.

** Contents **

Becoming an Indexer. Technical Indexes. Determining Audiences.
Achieving Completeness. Criteria for a Good Index. Answering
Questions. WORKING WITH TOPICS. Defining Index Elements. Selecting
Topics. Describing Topics. Arranging Topics. Handling Special
Cases. Alphabetizing the Index. DEVELOPING THE INDEX. Creating
Cross-References. Working with Locators. Preparing Index Cards.
Automating the Process. Creating Master Indexes. COMPLETING THE
INDEX. Formatting the Index. Managing the Index. Editing the
Index. Testing the Index. Indexing Tips. CONSIDERING THE FUTURE.
Online Indexing. Indexing Standards. ADDITIONAL INFORMATION.
Bibliography. See Also. Glossary. Indexes.


Source of information: http://www.wiley.com

Betsy Maaks

****************************************************************
Betsy Maaks + Frame Technology Corp.
312-266-3208 + Advanced Products
bmaaks -at- frame -dot- com + 441 W. Huron Street
+ Chicago, IL 60610

****************************************************************


Previous by Author: Re: Customer metrics
Next by Author: Re: FrameReader--a ghost?
Previous by Thread: Re: HELP: Indexing user manuals
Next by Thread: Re: HELP: Indexing user manuals


What this post helpful? Share it with friends and colleagues:


Sponsored Ads