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Using and Compiling Indexes
© Copyright Judy Webster.  Updated 3 May 2006.

Judy Webster, a keen family historian, has compiled and published many indexes.  She has also been employed by Qld State Archives to help with guidelines and data entry/checking for their indexing projects.

Traps involved in using indexes

These rules for using indexes have been selected from a list reported to be from the 'Genealogy Week' section of Antique Week and attributed to James L. Hansen of the State Hist. Soc. of WI, USA.

To that list I would add:

Here are just a few of the many indexing errors I have seen:

Recommended reading:  Freeman, Harry.  'How to Use an Index', in Descent vol.20 no.4, Dec 1990, pp.160-164 (Society of Australian Genealogists).

Some basic rules of indexing

Indexing Tips  

Recommended reading - a preliminary list

I frequently receive requests for advice on indexing methodology.  The following publications are recommended, and are available in many major libraries (especially University or State Libraries), or via interlibrary loan.

Interpreting handwritten sources

If you are indexing handwritten sources, special care is needed.  Even those who have had years of experience should not be complacent.  It helps if you aware of a few potential traps:

If the interpretation that you decide upon is not a name you've heard before, check a capital city telephone directory to see whether there are any entries for that spelling.  This is certainly not infallible, but it sometimes helps.

The golden rule is 'If in doubt, make entries for each possible interpretation'.

Indexes:  Good and Bad Features

My thanks to those who sent comments (summarised below) on the essential features of a good index, and pet peeves when using indexes.  The most common complaint was about indexes that fail to include adequate explanatory notes or full source references.  The comments below may or may not coincide with my own views (most do!)

Problems encountered while indexing:

Essential features of a good index

Pet peeves:

Other comments from various people:

Publishing

Before you publish, find out about the copyright laws.

An ISBN (International Standard Book Number) is obtained by applying to the ISBN Agency, Thorpe Bibliographic Services, Private Bag 20, Port Melbourne, Vic 3207.  Thorpe also compiles Australian Books in Print (and when you have an entry there, you usually receive orders from library suppliers).  Legal Deposit laws state that you are legally obliged to deposit a copy of your publication with certain libraries.  Which ones, depends on where the item is published.  Usually it is the National Library of Australia, plus the State Library (and maybe others) in your State.

If you intend to publish your index on microfiche:


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