Indexing

An index is an essential part of filing which is the indicator for locating a particular file, letter, and document. An index shows the location and position of data, information, and document preserved in the office. It helps to search and find out a particular topic in book, particular account in a ledger book, a particular letter in the file and particular file in a filing cabinet.

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

From the above definition, it is clear that indexing is a guide to show a particular information or document easily and quickly which is preserved in a book, file, drawer, and cabinet.

Need and Importance of Indexing

Indexing is a part of the filing. Indexing brings rapidity and effectiveness in the filing. Indexing can be regarded as the eye and sight of the filing system of an organization which shows the location and position of the particular information. The following points highlight the importance of indexing in filing: -

1. Indexing helps to locate the required information or files without any trouble and loss of time.
2. It helps to systematically arrange a large number of files in a drawer or cabinet.
3. There is secrecy of files and documents in indexing.
4. It contains the detail information of the correspondent like name, address, telephone number, file number, financial position and trading and manufacturing items.
5. It facilitates the smooth official jobs as it helps in cross reference of files.
6. It helps in prompt retrieval of files as and when required.
7. It reduces the cost as it saves labour and time.
8. Indexing helps in the preservation of documents in efficient and organized manner.