Preparation of Articles for ASI Key Words

A b s t r a c t — T h i s g u i d e p r o v i d e s h e l p f o r a u t h o r s s u b m i t t i n g m a n u s c r i p t s t o A S I K e y W o r d s . I t g i v e s i n s t r u c t i o n s f o r f o r m a t t i n g a n d s h o w s e x a m p l e s o f t h e m o s t c o m m o n s o r t o f d i f f e r e n t s e c t i o n s y o u m i g h t w a n t t o i n c l u d e . Y o u a r e n o t r e q u i r e d t o i n c l u d e a n a b s t r a c t , b u t i f y o u d o w i s h t o i n c l u d e o n e s t r i v e t o m a k e i t c o n f o r m t o a n a c c e p t e d a b s t r a c t f o r m a t . K e e p y o u r a b s t r a c t b r i e f — a s i n g l e s h o r t p a r a g r a p h i s v e r y m u c h p r e f e r r e d . M a k e s u r e y o u d e f i n e a n y a c r o n y m s y o u u s e i n y o u r a b s t r a c t , e . g . , A m e r i c a n S o c i e t y f o r I n d e x i n g ( A S I ) . D o n o t c i t e r e f e r e n c e s i n t h e a b s t r a c t .

Gratitude and Guidelines for Authors Thank you for considering submitting an article to A S I K e y W o r d s , the bulletin of the American Society for Indexing. Your participation is appreciated. The American Society for Indexing (ASI) welcomes articles from all persons about any area of indexing. Our bulletin is the only publication in the United States dedicated solely to indexing. Our readership, at about 1000 members, is diverse and runs the gamut from one-person back-of-the-book indexers who operate their own businesses to indexers/managers of massive online databases. Topics of interest might be indexing education, indexing techniques, aspects of running a successful freelance business, issues of interest to ASI as an organization, lives and experiences of indexers, and interesting or unusual indexing projects. Contributors of articles or guest columns to A S I K e y W o r d s who are ASI members will receive, upon request, one free copy (in addition to their membership copy) of the issue in which their material appears. Non-ASl members will automatically receive a free copy of the relevant issue of A S I K e y W o r d s . How to Use This Guide (this is set in SubHead 13 style) The articles that are published in A S I K e y W o r d s are a diverse lot indeed. They include short meeting notices, reminiscences, and histories of indexing. We also receive quite technical articles on the technical details of indexing and new developments in software and connectivity. These articles demand a great deal of specific formatting. One problem for authors has been that of expressing the details of their formatting in a Microsoft Word file. The typical impulse has been to try to recreate the appearance of the formatting desired with Word formatting. This has led to confusion. In this document, we present paragraph and character styles that correspond to those that are used in the layout of A S I K e y W o r d s . Using these styles will convey your preferences more unambiguously. Even if the visual effect of your manuscript formatting is ambiguous, referring to the styles you have used will make the situation clearer. As a simple example, consider the use of subheads. We use three levels of subheads, for the most part. The top level is denoted by the “SubHead 13” style (13 pt). The next level down is set in “Subhead 11” style. These styles, and many others, are included in this document. We recommend that you import the styles used in this guide before you start writing and apply them as you go. General manuscript preparation tips (this is set in SubHead 11 style) Before you proceed with your final manuscript, you may contact the Editor for answers to any questions. You may use T h e C h i c a g o M a n u a l o f S t y l e or the A P S t y l e M a n u a l in the body of your article. Avoid the use of custom macros in your manuscript. Fonts and styles. The basic A S I K e y W o r d s font is 10 pt. ITC Berkeley Oldstyle Book. For the purposes of this guide, we have substituted 10 pt Times. The basic paragraph style we use is called “Normal.” Most of this document is in “Normal” style. Whenever an ASI member is mentioned for the first time in a story, e.g., T h o m a s L u n d y , the name is given an additional character style, “normal highlight -member.” This amounts to placing the name in bold italics. More general rules are: use only one space following all punctuation (including full stop or period); capitalize only the first letter of words that require it—do not use all caps; use i t a l i c s for emphasis—do not underline. When you do use italics, apply the n o r m a l h i g h l i g h t i t a l i c character style. Website URLs and email addresses should be italicized, e.g., w w w . a s i n d e x i n g . o r g and e d i t o r @ a s i n d e x i n g . o r g . Delete “h t t p s : / / ” or “h t t p : / / ” in URLs. Note that we prefer title case for subheads. Documentation and citations of other works must be complete, generally following C h i c a g o M a n u a l o f S t y l e 14th, 15th, or 16th editions. References may be cited by a short phrase (Lincoln, 1862b) or numerically [1]. It is recommended that footnotes be avoided. Instead, try to integrate the footnote information into the text or add it as an endnote. Notes should be numbered with a superscripted numeral.1 Suppressing Indenting Note: T h i s p a r t i c u l a r p a r a g r a p h i s n o t i n d e n t e d . I f y o u n e e d t o i n c l u d e t h i s s o r t o f f o r m a t t i n g , u s e t h e “ n o r m a l : n o i n d e n t ” p a r a g r a p h s t y l e . Index entries Many articles submitted to ASI Key Words will quote lines taken from indexes. The hierarchy of these entries can be quite difficult to indicate with spaces and tabs. We recommend using the styles provided in this guide instead. T h i s i s a m a i n e n t r y ( I n d e x m a i n s t y l e ) T h i s i s a s u b e n t r y ( I n d e x S E s t y l e ) T h i s i s a s u b - s u b e n t r y ( I n d e x S S E s t y l e ) T h i s i s a s u b - s u b - s u b e n t r y ( I n d e x S S S E s t y l e ) Programming code, scripting, and directory hierarchies quoted in text The formatting involved in presenting these sorts of items is typically quite minimal, so we do not have explicit styles written for them. In A S I K e y W o r d s , programming code, scripting, and directory hierarchies are indicated by the use of a monospaced font such as Courier. 10-chap5.xhtml 11-chap6.xhtml 12-chap7.xhtml 13-chap8.xhtml 14-chap9.xhtml It is easy to create a non-indented list by first applying the “normal: no indent” paragraph style and then changing the font to Courier. 1 0 - c h a p 5 . x h t m l 1 1 - c h a p 6 . x h t m l 1 2 - c h a p 7 . x h t m l 1 3 - c h a p 8 . x h t m l 1 4 - c h a p 9 . x h t m l Lists, bullet and otherwise It is tempting to use MS Word's “Bullet and Numbering” options, but there are problems with doing so: 1. The special formatting often disappears when the .doc or docx file is imported into Adobe InDesign (this is not supposed to happen, but it does). 2. Reconstructing the correct numbering can be time consuming, especially as the numbers disappear with the formatting. Thus, for items in numbered lists start the relevant line with number-period-space—no tabs are required. Other suggestions that apply to bullet lists:  While MS Word numbering is problematic, MS Word bullet lists are less of a problem—feel free to use this feature.  Remember that bullet list items should be short and to the point.  If you have need of sub-bullets, just let us know. Some people prefer to bold the initial sentence of a paragraph to distinguish a listed item. This is acceptable. Quoted text Longer quotes should be indicated by the use of the “Quoted text” paragraph style. As indexers, we need to educate authors about indexing and how to work with indexers. Professional indexers who work directly with authors already do this on an individual basis, but we need to spread the word to a broader audience [2]. It is also possible to call out a pull quote, using the “pullquote” style. W e n e e d t o e d u c a t e a u t h o r s a b o u t i n d e x i n g a n d h o w t o w o r k w i t h i n d e x e r s

Every attempt will be made to place a pull quote in the location indicated in the manuscript. However, in some cases this may not be possible. Tables Tables may be included as art or as tables constructed in Microsoft Word. If you include a table as art, make certain that it will reproduce at a large enough size at 300 dpi. If you wish to format your table in Microsoft Word, keep special formatting to a minimum. If your table is particularly complex, contact the editor. Every attempt will be made to place each table in the location indicated in the manuscript. However, in some cases this may not be possible. Photos and illustrations Photos and figures are welcome, indeed encouraged, in submissions. They make for a livelier, more informative publication. Feel free to include as many relevant illustrations as you wish, even if they are merely metaphorical or decorative. If you have preferences regarding the placement of particular photos or figures, embed the graphics in the manuscript or indicate placement by numbering your photos and figures and stating “Place photo n here” or “Place figure n here.” Every attempt will be made to place each photo and illustration in the location indicated in the manuscript. However, in some cases this may not be possible. Photographs Photographs and artwork, when not owned by the author, should be accompanied by permission for reproduction in A S I K e y W o r d s . Keep in mind that photos and figures in A S I K e y W o r d s are published at 300 dpi—photos taken from the Web will appear in print about one-fourth their size on screen. You may embed your photos and illustrations in your manuscript for placement, but you must supply a separate copy of your original photograph or artwork at the time of submission; send the largest file available for each photo. Except in the rarest of cases, you do not need to edit photos before submission. Captions must be provided for all photos. Indicate the names of ASI members in any captions. At the time of submission indicate any photo credits meant for publication. Figures The print digest edition of A S I K e y W o r d s will continue to be a black-and-white publication for the foreseeable future. Ensure that any figures or diagrams you supply can be read without the aid of color. Check that your figures, diagrams, and illustrations are large enough to print at a reasonable size at 300 dpi—this has been a particular problem with screenshots obtained from handheld devices. Provide a full explanation of all figures and tables, and indicate their preferred placement in the manuscript. Author Photographs, Biographies, and Bylines Feature articles display a photograph and short biography of each author. Supply these when you submit your article. Placing your biography at the end of your manuscript is preferred. Author photos should be large enough to be published at 300 dpi—we require a photo that is at least 525 px wide and 600 px tall. If in doubt, send the largest version available. Author biographies may include professional information, including services offered and contact data; personal data (marriage status, children, etc.); education history; ASI Activities; interests and hobbies; etc. Authors of shorter stories, such as announcements, committee reports, conference reports, and descriptions of meetings, will be credited with a byline. Perforce, a byline will be shorter than a biography. Bylines may include professional affiliation, contact information, ASI affiliation, and other information directly relevant to the article concerned. Electronic Format Articles must be submitted in electronic format, preferably Microsoft Word or RTF, as an attachment to an e-mail message, or via disc with hard copy. Again, avoid the use of macros in your manuscript. Copyright considerations ASI Key Words supports wide dissemination of its articles and will not hinder their fair use. We hold copyright so that anyone who seeks permission to reprint your material may easily contact the copyright holder. You may photocopy your article for fair use under copyright laws. You may publish your article at your website as long as ASI Key Words is quoted as having given you copyright permission to do so, ASI Key Words is credited with publication, and you provide a link to ASI. You will need permission from ASI Key Words (given freely) for your article to be included in any other published works. If your work has been published elsewhere, you must obtain permission for A S I K e y W o r d s to reprint it. Copy Editing Your article will be copy edited. The goal is uniformity in spelling, capitalization, punctuation, use of abbreviations, and so forth. Further Information Contact the Editor, e d i t o r @ a s i n d e x i n g . o r g Appendix Appendices, if needed, appear before the acknowledgment. Notes 1 T h i s i s h o w a n o t e i s d e s i g n a t e d Acknowledgment The preferred spelling of the word “acknowledgment” in American English is without an “e” after the “g.” Use the singular heading even if you have many acknowledgments. This section may include anything from a simple “thank you” to a required reporting of financial support. References Sample [ 1 ] T h e C h i c a g o M a n u a l o f S t y l e , 1 6 t h e d , U n i v e r s i t y O f C h i c a g o P r e s s , C h i c a g o , I L , 2 0 1 0 [ 2 ] C h e r y l L a n d e s , E d u c a t i n g A u t h o r s a b o u t I n d e x i n g , A S I K e y W o r d s , v o l . 1 7 , n o . 4 O c t o b e r – D e c e m b e r , 2 0 0 9 Author Biography Sample Imogen Dexter holds degrees in English and Library Science but is now a freelance indexer full time. She began her indexing career in 2008 after taking the UC Berkeley Extension’s Indexing: Theory and Application course with Sylvia Coates. She has been an active member of the Golden Gate Chapter of ASI and has served for several years on the board of directors. She edited I n d e x i n g S p e c i a l t i e s : F i c t i o n . She will be presenting a pre-conference workshop “The Indexing of Fiction” at the 2015 conference. After a 7-year interlude in New York City, she and her husband have returned upstate to Rochester. Imogen can be contacted at [email protected], and samples of her work are available for view at www.dexterindexing.com. When Imogen isn’t reading for pay, she’s reading for pleasure.