Sunday, March 1, 2020
Blog #17 – learnings from #TheChicagoManualOfStyle.
As the waves make toward the pebbled shore,
So do our minutes hasten to their end;
Each changing place with which goes before,
In sequent toil all forwards do contend
Time has come to pen down the last read chapter of the Chicago Manual of Style on Indexes.
Indexes
More important than a web search, more manual and precise than a processor, indexes provide an unparalleled cross-reference for your book. The process doesn’t start earlier than the final proofs are ready and takes about four weeks by someone who is an expert in indexing.
Most books contain one index (recommended) but multiple ones can be used for anthologies and multi-author work, for instance.
Parts of Index
An index consists of a heading, subentries, and locators. A heading is always a noun, never an adjective alone, and if using an adjective, that must be accompanied by a noun in an inverted form. The heading of an index is always lowercase unless a proper noun or capitalized in the text.
An index containing more than five or six locators are broken into subentries.
Locators are page numbers or paragraph numbers (like TCMOS) or section numbers, etc. A range may be provided if needed.
For all inclusive ranges, use en dash and numbers less than one hundred or multiples of one hundred, use all digits. E.g., 3–9. 1100-1230. For all other numbers: non-multiples of hundred, use changed part only. E.g., 102-6.
Use See, See also, See under in italics to cross-refer another index. See under is used to refer to a subentry but avoid this by using a colon and name of the sub entry following See. Also note, that first letter of See is capital and follows a period.
Formats of Indexes
Firstly, indexes are flush-and-hang. That is, first line of each entry is flushed left, and subsequent ones are indented. Typically, entries are divided into columns, and if an entry runs into a new page, the word (continued) in parenthesis as shown is inserted at the end of first line on new page.
There are two styles of indexes.
- Run-in: Subentries follow the main entry with a colon in between without starting a new line and are separated individually by semicolons. This style is preferred because it saves space.
- Indented: Subentries start on their own line and indented by one em. Runover lines are indented further. This style is useful when more than a handful of subentries belong to the main entry.
Principles of Indexing
- Use the same spelling (UK or US) or format as is followed in text
- Same rule applies to punctuation
- Only include index terms central to the theme of the book. Omit others.
Other Rules
Names: When indexing proper nouns, respect the rules of the country the name belongs to. Choose real names over pseudo unless the latter is more relevant. Drop titles such as sir, lady, etc.
Use full name of locations. Magazine and book titles are in italics. When a word is set in italics in original language, set it in roman to signify that. The initial determiner is often dropped except for articles where it follows the rest of the name with a comma (inverted). The idea is to provide the location first. E.g., Professor and the Madman, The . . .
However, do not drop a preposition at the beginning of a title. For Whom the Bell Tolls.
Alphabetical order
The first word in a title must determine location (that is why the determiner where preserved follows not precedes a title). Tale of Two Cities, A. The alphabetical order is with T and not A.
Two Systems of Alphabetizing
Letter-by letter: As is followed in a dictionary, A-Z on each letter. For symbols, the order is: parenthesis, comma, space is ignored, number, and then letter. News release. NEWT.
Work-by-word: As is used in library catalogs, A-Z order on the entire word instead of a letter. New, Craft. New Haven. New York. Same order is maintained of symbols and numerals.
Other rules of alphabetizing:
- Initials precede a spelled out name.
- Heading beginning with numerals are ordered as though spelled out.
- In fact, when a numeral appears anywhere, sometimes it determines the order. E.g., Henry III, Henry IV, Henry V (that is, versus the letter).
- Subentries of a biography are ordered chronological in the order of events.
Names of Places:
For lakes, mountains, and such, invert the name as follows: Geneva, Lake.
TCMOS gets into the process of indexing, first highlighting terms to index in the final proof or PDF version (which is preferred as you can run an electronic search). The diligent process takes weeks and shouldn’t be started before the book is complete. A choice between the two systems of alphabetizing should be made before proceeding.
And finally, once index is created, it must be editing and TCMOS details the steps to look for in this phase.
Other considerations include the font of indexes is about two sizes smaller than the rest of the work.
My Takeaway:
Only one. I’m done! I doubt if the lessons I learned during this journey will ever leave my body, but revision and constant exercise of the concepts will be needed to keep it fresh. This isn’t over. It’s just a start. I plan on continuing this journey, if not through the blogs that have run their course, perhaps, podcasts. Who knows! Thank you for accompanying me on this path. Adios.
University of Chicago Press. The Chicago Manual of Style. 17th ed. Chicago: University of Chicago Press, 2017.
