Recommendations for authors and editors
A professionally created index allows readers, potential buyers, book reviewers, and your peers to look up specific information, to see how complete your book is, and to get a sense of what it covers. For more information and advice, see ASI’s Advice for Editors & Authors page.
Authors, if your publisher has given you an AI-generated index, or intends to use one, approach them about substituting a professionally created index (although they will almost certainly require you to pay the indexer yourself). We recommend bringing this up early in the process when possible.
Editors, if your author seems inclined to settle for an automated one-click approach, remind them that a poor index will make their work less usable whereas a good one will entice readers to return and refer to it time and time again.
Recommendations for publishers
If your authors are responsible for providing indexes, ensure they are aware of the shortcomings of AI-generated indexes.
If you are considering adopting an AI product for indexing (or have already adopted one), we recommend hiring an indexer to evaluate it. Many of the issues with AI-generated indexes are not evident on a surface read; a professional indexer can help you know what you’re getting (or not getting).
ASI’s AI Committee also reviews publicly available AI-based indexing software, and you can check ASI’s AI News category to see if a product you’re investigating has been reviewed. If it has not been, please contact the committee at ai@asindexing.org and request they review it.
If you choose to use AI for indexing despite its flaws, we recommend informing your authors ahead of time and offering them the option to provide a professionally created index instead.
Recommendations for indexers
AI use in your own work
Don’t use AI to create book indexes.
If you do choose to use AI elsewhere in your work, respect client privacy and confidentiality: do not upload or share client materials with any AI without express client permission, turn off AI suggestions in any software you use to view client manuscripts, such as Microsoft Word and PDF reader, and be sure you fully understand the usage, copyright, and privacy policies of any AI you use. Know what individual or company is behind the product. Disclose your intended AI usage to your client, and offer them the choice to opt out.
Include an AI policy on your website and/or in your client materials that describes your work-related AI use (or lack thereof). Include a link to this Statement, if it would be helpful.
If you are asked to evaluate or edit an AI-generated, or possibly AI-generated, index
For the most part, treat it like a regular index you have been asked to evaluate, edit, or redo. In addition, learn about common errors present in AI-generated indexes and look specifically for those (the white paper has details). Be clear with clients about the issues you see, the time needed to fix them (which may involve redoing the entire index), and the consequences of fixing (or not fixing) them. Know that some clients may approach you with unrealistic expectations—for example wanting minor changes to an index that is flawed from the bottom up and must be redone, or expecting you to just “push a button” and produce an index automatically using AI—and be prepared to educate them in a respectful manner.
Educate others about AI
- If talking with new or prospective indexers: let them know the current state of research on indexing and AI. Point them to this statement or to the white paper if appropriate.
- If you have an ongoing relationship with an author or publisher: consider starting a conversation about AI with them and sharing some of what is known about AI and indexing.
- If you’re approached by a software developer: be aware that developers may not understand the nuances of good indexing; as a result, even with the best intentions, their products may not meet the needs of indexers, authors, or readers. Be thoughtful and intentional about who you talk to, the expertise you give away, and the level of effort you put into it.