Indexing
All the organizations/offices perform so many administrative activities, out of so many activities, filing and indexing are the main activities which are done by each and every organizxation. Indexing is also an important function of an office which support the filing system. Indexing is the essential part of filing system which helps to locating files, records, documents. The word 'Indexing' is derived from latin word which means indicator.
In conclusion, Indecxing is the guide or symbol which indicates the exact location of required files in offices, books in library, words in dictonary, etc. It is the most important tools of office management and process of locating and finding files and documents without extra labour and time.
Purpose of Indexing
Indexing is a guide which helps to locate files, papers, documents without any delay.
1. Easy access to records
With the support of indexing, an employees or a staff can easily access the files that are safely recorded.
Indexing is a guide which helps to locate files, papers, documents without any delay.
1. Easy access to records
With the support of indexing, an employees or a staff can easily access the files that are safely recorded.
2. Helps in locating files
An indexing system helps in locating files with the help of index prepared at the time of filing. It will be easy to know where the file is located if needed.
An indexing system helps in locating files with the help of index prepared at the time of filing. It will be easy to know where the file is located if needed.
3. Speedy reference
An indexing system supports the filing system for the speedy reference. By the help of indexing, files and documents can be located speedly for the future refernce.
An indexing system supports the filing system for the speedy reference. By the help of indexing, files and documents can be located speedly for the future refernce.
4. Saves time and labour
By the help of indexing, files, documents can be easily located without extra time and labour for searching the files if needed.
By the help of indexing, files, documents can be easily located without extra time and labour for searching the files if needed.
5. Increase in efficiency
By the help of indexing, files, documents can be easily located without extra time and labour which means it increase the efficiency of the employees.
By the help of indexing, files, documents can be easily located without extra time and labour which means it increase the efficiency of the employees.
Qualities of Indexing system
The system adopted by an office must have different types of qualities. As we all know that indexing is the process of locating files for promotion of filing system. The good indexing system should have following qualities.
The system adopted by an office must have different types of qualities. As we all know that indexing is the process of locating files for promotion of filing system. The good indexing system should have following qualities.
1. Simplicity
The indexing system adopted by an office should be simple. It should be easy to understand and simple to operate without extra special skills.
The indexing system adopted by an office should be simple. It should be easy to understand and simple to operate without extra special skills.
2. Economy
The indexing system must be less expensive within the spending capacity of the office and organization. The indexing system must not need separate budget.
The indexing system must be less expensive within the spending capacity of the office and organization. The indexing system must not need separate budget.
3. Flexibility/Elasticity
The good indexing system must be flexible which can be easily increase or decrease as per the need of the orgnization and filing system.
The good indexing system must be flexible which can be easily increase or decrease as per the need of the orgnization and filing system.
4. Safety
The good indexing system must be safe. It should maintain the safety and secrecy of the records and documents.
The good indexing system must be safe. It should maintain the safety and secrecy of the records and documents.
5. Suitability
A good indexing system should be suitable to the needs of filing system and the organization too. It should facilitate on speed filing documents.
A good indexing system should be suitable to the needs of filing system and the organization too. It should facilitate on speed filing documents.
6. Compactness
The space is the important matter in modern offices.A good indexing system adopted by an office must occupy less space.
The space is the important matter in modern offices.A good indexing system adopted by an office must occupy less space.
7. Quick and accurate reference
A good indexing system must provide quick and accurate reference to the document filed.
Types of indexing
1 Book Indexing (Book bound indexing)
Book indexing contains a book of certain size. The right edge sheet of papers of book is cut in such a manner that letter of alphabets can be seen at a glance. For example: Telephone diary
A good indexing system must provide quick and accurate reference to the document filed.
Types of indexing
1 Book Indexing (Book bound indexing)
Book indexing contains a book of certain size. The right edge sheet of papers of book is cut in such a manner that letter of alphabets can be seen at a glance. For example: Telephone diary
Advantage:
a. It is simple to understand and easy to operate.
b. It involves little cost, occupy small space.
c. It is suitable for small offices with limited number of files.
d. The pages are bound in a book form, so it is quite safe.
a. It is simple to understand and easy to operate.
b. It involves little cost, occupy small space.
c. It is suitable for small offices with limited number of files.
d. The pages are bound in a book form, so it is quite safe.
Disadvantage:
a. The pages cannot be added or reduced to meet the needs of office. The number of pages are limited.
b. It is not convenient for all types of office.
c. Dead reference cannot be taken out. Strict alphabetical order is difficult to maintain.
d. It is mainly used for telephone diary, ledger book and cash book.
a. The pages cannot be added or reduced to meet the needs of office. The number of pages are limited.
b. It is not convenient for all types of office.
c. Dead reference cannot be taken out. Strict alphabetical order is difficult to maintain.
d. It is mainly used for telephone diary, ledger book and cash book.
2. card Indexing
Card indexing contain the card of certain size where name, address, file number and other information of person or organization is written. One card is allocated to an individual or organization.
Card indexing contain the card of certain size where name, address, file number and other information of person or organization is written. One card is allocated to an individual or organization.
Advantage
a. It is simple to understand and easy to operate. Special skills are not needed.
b. It involves cost of cards and drawer to put card, it is less expensive.
c. Cards can be easily added and removed as per the need of office.
d Cards are then arranged in alphabetical or chronological or subjectwise order. So it provides quick reference to the files and documents.
e. It is suitable for large offices
a. It is simple to understand and easy to operate. Special skills are not needed.
b. It involves cost of cards and drawer to put card, it is less expensive.
c. Cards can be easily added and removed as per the need of office.
d Cards are then arranged in alphabetical or chronological or subjectwise order. So it provides quick reference to the files and documents.
e. It is suitable for large offices
Disadvantage
a. It consume more time in filing and locating files
b. There is high possibility of misplacement of cards.
c. It is not suitable for small offices.
a. It consume more time in filing and locating files
b. There is high possibility of misplacement of cards.
c. It is not suitable for small offices.
Visible card indexing
Under the visible card indexing, all the cards of certain size are kept in frame or tray in such a way that all the cards can be seen at a time.
Under the visible card indexing, all the cards of certain size are kept in frame or tray in such a way that all the cards can be seen at a time.
Advantage
a. It needs small space in office.
b. Files can be promptly located. All cards in tray are visible at a glance.
c. It save time and effort.
d. The cards can be added and removed as needed.
e. It facilitates smooth operation which also helps to increase efficiency.
a. It needs small space in office.
b. Files can be promptly located. All cards in tray are visible at a glance.
c. It save time and effort.
d. The cards can be added and removed as needed.
e. It facilitates smooth operation which also helps to increase efficiency.
Disadvantage
a. It is expensive requires special cabinets and trays to keep the card.
b. It required trained persons for to operate it.
c. There is high possibility of misplacement of cards.
d. It is not suitable for all types of offices.
a. It is expensive requires special cabinets and trays to keep the card.
b. It required trained persons for to operate it.
c. There is high possibility of misplacement of cards.
d. It is not suitable for all types of offices.
4. Strip Indexing
Under strip card indexing, strips are made up of card board paper are fixed in frame in such a way that all the strips in the frame can be seen at glance.
Under strip card indexing, strips are made up of card board paper are fixed in frame in such a way that all the strips in the frame can be seen at glance.
Advantage
a. It occupies very little space.
b. Strip cards can be added or removes as per need.
c. It proivides quick reference about person or organization.
d. It increase efficiency through smooth operation.
e. It is suitable for big offices.
a. It occupies very little space.
b. Strip cards can be added or removes as per need.
c. It proivides quick reference about person or organization.
d. It increase efficiency through smooth operation.
e. It is suitable for big offices.
Disadvantage
a. It is expensive. Cost of strips and frames are high.
b. All cards are visible at a glance so there is lack of secrecy.
c. Trained persons are needed to operate.
d. It is not suitable for small offices.
a. It is expensive. Cost of strips and frames are high.
b. All cards are visible at a glance so there is lack of secrecy.
c. Trained persons are needed to operate.
d. It is not suitable for small offices.
5. Rotary/Wheel indexing
Under rotary indexing, a rotary wheel is fitted in a stand and index are kept around the circumference of the wheel. Rods are slits through which a card can be taken out and new card can be insertec easily.
Advantage
a. it required little space to install.
b. Cards can be added or removed as per need.
c. It takes little time to locate the cards. Reference is quick by turning the rotary machine.
d. It increases office efficiency.
e. It is suitable for big offices
Under rotary indexing, a rotary wheel is fitted in a stand and index are kept around the circumference of the wheel. Rods are slits through which a card can be taken out and new card can be insertec easily.
Advantage
a. it required little space to install.
b. Cards can be added or removed as per need.
c. It takes little time to locate the cards. Reference is quick by turning the rotary machine.
d. It increases office efficiency.
e. It is suitable for big offices
Disadvantage
a. It is expensive. It requires high investment in indexing equipments.
b. Trained people are required to operate it.
c. Cards can be damaged by dust, insects, rats, water, fire, etc.
d. It is unsuitable for small offices.
e. Secrecy cann't be maintained. cards are easily visible.
a. It is expensive. It requires high investment in indexing equipments.
b. Trained people are required to operate it.
c. Cards can be damaged by dust, insects, rats, water, fire, etc.
d. It is unsuitable for small offices.
e. Secrecy cann't be maintained. cards are easily visible.
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