scope:

General Statement

This standard provides guidelines for the content, organization, and presentation of indexes used for retrieval of documents and parts of documents. It deals with the principles of indexing, regardless of the type of material indexed, the indexing method used (intellectual analysis, machine algorithm, or both), the medium of the index, or the method for searching.

It emphasizes three processes essential for all indexes: comprehensive design, vocabulary management, and syntax. It does not suggest guidelines for every detail or technique of indexing. The construction and display of indexes for purposes other than the retrieval of documents is not covered by this standard.

Types of Documents

This standard deals with indexes for single documents and for collections of documents. "Document" is used in the broadest possible sense (see "document" in Glossary).

What kind of document requires an index? Generally, any document or collection of documents can be indexed with the possible exceptions of fiction and poetry. Indexes are essential for books and documents frequently referenced, including:

• textbooks

• encyclopedias

• government reports

• academic, scientific, or medical journals

• anthologies of literature, poetry, and music

• published museum collections or catalogs

• corporate and nonprofit annual reports

• legal documents

Choice of Terms

This standard covers criteria for terms in displayed index headings, as descriptors in nondisplayed indexes, and in vocabulary management. These guidelines permit use of natural language terms, and they call for the display of relationships among terms to indicate synonymous, equivalent, hierarchical, and associative relationships among concepts. (For the compilation of thesauri, see ANSI/NISO Z39.19-2005, Guidelines for the Construction, Format, and Management of Monolingual Thesauri.)

Method of Preparation

This standard is relevant to all indexes, regardless of whether they are produced by intellectual analysis or computer-assisted methods, whether they are searched visually or electronically, and whether they are compiled by one indexer or teams of indexers. This standard does not address indexing software or specific indexing algorithms.

Summary of Major Sections

This standard consists of fourteen sections, which are briefly summarized here:

Section 1, Introduction,

describes index preparation and presentation.

Section 3, Normative References,

lists the provisional documents for this standard.

Section 4, Definitions,

lists terms and definitions necessary for understanding this standard.

Section 5, Function of an Index,

describes the minimum functions an index should perform.

Section 6, Types of Indexes,

describes the variety of indexes.

Section 7, Design of Indexes,

describes the attributes of indexes.

Section 8, Vocabulary,

recommends sources for and forms of terms for indexes.

Section 9, Headings and Locators,

describes syntax and styles for index queries.

Section 10, Display of an Index,

lists recommendations for the display of indexes and parts of indexes.

Section 11, Alphanumeric Arrangement,

provides rules for sorting alphanumeric indexes.

The Glossary defines terminology for this standard.

Appendix A, Additional Resources,

lists basic materials, additional reading, and thesauri.

The Bibliography lists the standards and other resources used to develop this standard.

The Index provides an alphabetical and systematic guide to content.

Summary of Key Considerations

Headings, subheadings, and locators should lead users to content. They should clearly convey meaning, and they should be usable and intuitive. Headings and subheadings should be clear and consistent. Indexes should include generous use of cross-references and multiple access points for content.

The key consideration for databases and other continuing indexes is continuity in indexing practices, policies, and terminology.

Users of indexed material represent a variety of academic, cultural, ethnic, socioeconomic, and religious backgrounds, as well as diverse genders, races, and sexual orientations. Therefore, designers and editors of indexes must be careful not to introduce bias through terms or definitions/scope notes that reflect only their personal perspectives.