Indexing

Concept of Indexing

Indexing can be defined as the alphabetically arranged list of items given at the end of the printed text with the page number on which the items can be found. It is used to provide information about chapter or topic, books word, and meaning in the dictionary. Indexing help in quick identification of files and document in the filing system of office. It not only help in the quick location of the document but also help in systematic arrangement of a document in a file.

In the modern office, Indexing plays very important role in a filing system. It is essential to protect the necessary document in a systematic manner. A business may need information and documents related to customer, supplier, creditors and other stakeholders (media person).Indexing preserves valuable information about these people in a systematic manner and helps in the prompt decision.

In conclusion, Indexing is the sign, symbol or guide for the location of documents in a filing system. It provides the exact location of documents in a filing system and provides an exact location of a document relating to particular person or organization. It can be used in all types of business organization such as banking, academic institutions, manufacturing organization etc.

Purpose of Indexing

• To ensure easy and prompt location of file and document
• To support in developing systematic filing system in an office
• To maintain secrecy about internal matter of business
• To bring smoothness in an office performance
• To improve efficiency of employees
• To reduce operational expenses of office

Importance of Indexing

Indexing is very much important to protect file and documents of large size business organization. It is very difficult to ensure the quick location of files of a big organization without the help of indexing. Indexing not only helps in the quick location of a document but also provide the systematic arrangement of a document. It ensures smooth flow of office work even in the absence of particular staffs. The importance of indexing can be explained with the help of following points:

• Systematic arrangement of files:

Indexing helps to develop a modern scientific method of filing because indexing is not possible if the documents are not arranged in a systematic manner. It adopts certain basic standard while developing filing system.

• Prompt location of files:

Indexing provides signs, symbol, and guide to the specific file in drawers. A person who needs a document in a file can make the use of an index to locate it. It saves employee time to search document.

• Saves time and effort:

Indexing helps to locate the position of the specific document in files at a short period of time. It helps to make a quick decision by providing necessary information stored in files. Therefore, Indexing is very important to save time and effort of employees.

• Develop efficiency:

Indexing facilitates the systematic arrangement of files and document. It saves the time required to search the information and space required to protect valuable document and information. It brings smoothness in an office performance. The overall effect of this is an improvement of employees efficiency.

• Cross Reference:

The cross reference means the preservation of files at the appropriate location by more than one name or number. It helps to quick location of files even if different files have the same name .The cross reference helps to bring smoothness in office performance.

• Reduce Expenses:

The systematic arrangement and preservation of file reduce the overhead expenses of the office. The systematic arrangement reduces space requirement to store the document. In other hand, it reduces time to search the document and saves time to employees and cost of the office.

• Maintain Secrecy:

The internal matter and records of an office may be very important and non-disclosable ,for this purpose indexing facilitates method of sign and symbol to denote specific files. It helps to maintain the secrecy of files and document of office.

Qualities of Good Indexing

A good indexing must be supportive for conducting business activities. The different office may use a different kind of indexing because the requirement of indexing system is largely determined by nature and size of the business but there are some common quality of indexing which will be suitable for all kind of business.The common qualities of indexing are as follows:

• Simple to understand:

The indexing system adopted by office must be simple to understand for all employees.A good indexing must not use any complex instrument and procedure. The guidance and symbol must be developed by understanding knowledge and experience of staff regarding indexing.

• Flexible:

Indexing system must be flexible to address change requirement of office. Indexing must be expandable with the increase in size and volume of business. Therefore, there should be the system of expansion and deduction in indices according to organizational need.

• Safety and Secrecy:

The good indexing must be maintained to protect valuable document of office .It should protect the index from possible damage. Indexing must be developed in such a manner so that the information should not be disclosed to unauthorized person.

• Economical:

The indexing should not increase the unnecessary cost to the office. A good indexing should be developed scientifically by considering financial ability of organization. It should minimize space-time of the organization.

• Permit cross reference:

A business may have a large volume of files and documents. The indexing developed for files and document may lose or two or more than two files may have the same name with each other. In such situations, cross reference is very essential. A good indexing must provide a cross-reference to easily locate the files.

Types of Indexing

Book Indexing

It is a simple type of Indexing.In this type of indexing, a hard-bound register book is used. The book is marked with alphabet A-Z on the right-hand side of its pages in such a manner that all alphabets can easily be seen.The entries of persons are made in the book with the first letter of their name or surname.

Advantages

• It is simple and easy to understand
• It is cheap and suitable for small offices
• It is safe and reliable as it uses a bound book
• It is useful when the number of files is limited

Disadvantages

• It is inconvenient
• It has limited use only
• It is not useful when the number of names increases in the office
• Two or more person cannot use at once

Loose-Leaf Indexing

It is an improved form of book indexing.In this type of indexing instead of using a hard bound register book, a loose sheet of paper is used in which alphabets A-Z are marked.In this type of indexing ,loose sheets can be fastened by using metal ring.

Advantage

• It is flexible and easy
• It is suitable for both small and large organization
• It is cheap

Disadvantage

• It has more chances of misplacement
• It can be damaged easily
• There is more possibility of fraud

Card Indexing

Card Indexing is an important method of indexing. It is an improved version of the loose-leaf method in which cards of a standard size instead of loose leaves are used. The cards are made of thick cardboard or paper and the standard size of such cards is 3inch.These are kept in the drawer of a steel or wooden cabinet. These cards are placed in vertical position.

Advantage

• It is simple and easy to understand
• It is less expensive
• Cross reference is possible

Disadvantage

• This types of indexing need large investment
• More time is required to search the files
• It is not suitable for small business firm

Visible Card Indexing

Visible card indexing is an improved form of card indexing. The numbers can be easily seen. This indexing makes possible to read one line on the head of each without turning the card.

1. Strip Card Indexing

In this method, one line is made of thick cardboard paper which is fitted in a frame in such a way that all the strips fitted in the frame are visible at a glance. The strip fitted in the frame can be easily removed and placed. There can be different sizes of strip cards. The strips are arranged in alphabetical order. For easy and prompt reference, this type of indexing is becoming popular in the modern office.

Advantage

• It provides prompt reference
• It doesn't need any cabinet or almirah
• This is a flexible method in which removal is possible.

Disadvantage

• It is expensive
• This method is difficult to operate
• It is not suitable for office having a small volume of correspondence to handle

2. Rotary Card Indexing

Rotary card indexing is also called wheel or circular indexing. This is an advanced form of visible indexing. In this method, paper cards of uniform size are fixed around metal rod fitted in a rotatory machine.The cards are arranged in alphabetical order in the rotary machine.In this system,as many as 10000 cards are mounted round.

Advantage

• It is flexible method
• It is suitable for large office

Disadvantage

• It is expensive
• It is difficult to operate
• It is not suitable for small offices

Therefore, the selection of specific indexing also depends on nature and size of business. The selected indexing must be suitable for business.

References:

Khanal, Soma Raj, Surendra Thapa Aslami and Sitaram Dhakal.Business Studies.Kathmandu: Taleju Prakashan, 2067.

Pant, Prem R., et al.Business Studies.Kathmandu: Buddha Academic Publishers and Distributors Pvt. Ltd., 2010.