Indexing

The process of finding out the proper location easily and quickly is known as indexing. It is an essential tool for proper and efficent management of office. Indexing guide the person for easy and quick location of the required the file. Indexing helps to increase efficiency and save the time of the office.

The following are the some of the main definition of indexing: -
“An index is anything that indicates or points out. Its prime function is to act as a guide to a body of data or to the collection of funds.” – J.C. Denyer
“Indexing is a system which helps to locate the position of files quickly and easily.” – Saxena

Importance of indexing in filing

Indexing is a part of filing. The filing is incomplete without indexing. The indexing helps to locate the files and folder easily and quickly whenever required. The following points highlight the importance of indexing in filing: -

1. Indexing helps in preservation of documents in efficient and organized manner.
2. It helps in prompt retrievel of files as and when required .
3. It helps to maintain the secrecy of the information and documents.
4. It gives the detail information of the correspondent like name, address, telephone number, file number, financial position and trading and manufacturing items.
5. It provides a summary of the records for the quick reference.
6. It saves time and effort while searching out a document by providing a ready reference.
7. It increases the efficiency of the staff in carrying out their assigned duties.
8. It also brings rapidity and efficiency in filing and other regular functions of the office.