7 - Structuring Indexes

Summary

BOOK-STYLE INDEXES are usually printed or otherwise displayed in alphabetical or other order (see Filing rules, below), and are readily accessible for browsing. Collection indexes may be displayed, but are often accessible only through searching. Thus the onus is on the user to type in the ideal search term, whereas browsing lets them select the best terms from a list. The ideal approach is to allow both searching and browsing.

Indexes are more than just lists of terms that describe subjects within documents – they also have a structure that provides additional information and guidance to users. All indexes, displayed and searchable, may include:

• introductory notes and footnotes to provide guidance on approaches used

• subheadings to provide additional subject information

• locators (page numbers, links etc.) to show users where to find the information

• cross-references to lead users to alternative headings.

In addition, displayed indexes have:

• a filing order to arrange headings in the order in which they are most likely to be found

• a layout to make the index easy to access.

Searchable (non-displayed) indexes have search protocols instead of page layout to enhance access.

Non-displayed index search design

For non-displayed indexes that rely on search, indexers have to consider the best approaches for users. These include:

• placement of search buttons on webpages and throughout websites

• default search commands: the default may be to provide webpages that contain all of the words typed (Boolean AND), or to provide webpages that contain any of the words typed (Boolean OR)

• provision of fielded searching, e.g., limiting searches to author or subject fields

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