Indexing: The word index is derived from Latin word ‘index’ which means to indicate or guide. Thus, an index is anything which indicates or guides something. Index is commonly used in books, libraries and offices. Index in a book is a list of names and topics that are referred to in a book usually arranged at the end of it in alphabetical order. Similarly, an index in a library is an alphabetical list of the name of author and titles of the books and generals available in the library. An index in an office is a list of names, objects or dates which indicates the exact location of letters and documents period in a files and folder.
Indexing in an office is the process and the method of preparing indexes whereby letters and documents can easily be located in files, folders, drawers and filing cabinets and when required.
According to J.C. Weyner, “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 a collection of records.”
Purpose of indexing:
i. To facilitate proper filing: in an office, several letters and documents are preserved in files and folders. Therefore, the objective of indexing is to facilitate proper filing of three letters and documents by classifying them on different basis.
ii. To ensure speed and economy in filing: indexing classifies letters and documents on a certain basis of alphabets numbers and so on. As a result, IIT in MS word speed and economy in filing letters and documents without duplication of efforts and wastage of time.
iii. To facilitate easy and quick location: letters and documents preserved in files and folders are frequently referred and used. Therefore, the objective of indexing is to facilitate easy and quick location of these letters and documents.
iv. To faceted references and cross references: there are several files and folders in an office that preserve letters and documents. Induction facilities near references and cross references.
v. To provide a complete filing system: A systematic and scientific filing is used to safely preserve the letter and documents. However, a filing system cannot be complete without the use of indexes in it. Hence, indexing is an important filing system.
Qualities of good indexing:
i. Simplicity: it should be simple so that one can easily understand its mechanics and at the same time can efficiently use it
ii. Economical: it should be economical in operation in that the cost of the materials, equipment and Labour should be minimum.
iii. Quick location: it should be quick in locating letters and documents preserved in files and folders so that they can be readily made available for reference.
iv. Flexibility: it should be flexible enough to cope with the changing nature of the filing system in use. It should be able to insert new cards and remove their cards without disturbing the order of index.
v. Suitability: it must the filing system in use so that both can supplement each other.
vi. Safety: It should be safe and well protected from possible damage by dirt, dust, insect and so on.
vii. Facility of cross reference: It should ensure easy cross reference by preparing the list of letters and documents simultaneously.
Types of indexing:
1. Book indexing: book indexing is a simple type of indexing. In this type of indexing a hardbound register book is used, the book is marked with alphabets A……z on the right hand side of its page in such a manner that all alphabets can easily be seen in a glance, each alphabet is allowed to some pages where the names, address and order details of a person, firms an institution and their file numbers are entered in alphabetical order.
Advantages:
i. Simplicity
ii. Less costly
iii. Safe and durable
iv. Suitability
Disadvantages
i. Inflexibility
ii. Inconvenient
iii. Lack of street order
iv. Difficulty
v. Limited use
2. Loose leaf indexing: it is similar to book indexing. It is an improved form of book indexing. In which type of indexing, instead of using a hardbound register book, loose sheets of paper are used in which alphabets A………Z are marked on the right hand side of the pages in such a manner that all alphabets are visible at once.
Advantages:
i. Flexibility
ii. Suitability
iii. Simple and easy
iv. Economical
Disadvantages:
i. Chances of misplacement
ii. Possibility of fraud
iii. Damage
iv. Unsuitable
3. Card indexing: card indexing is an important method of indexing. It is an improved version of the loose-leaf method in which cards of standard size instead of loose leaves are used. The cards are made of thick or cardboard paper and the standard size of the card is 3×5 or 4×8. These uniform size cars are placed in drawers of steel or wooden cabinets with an iron rod passing through so as to keep the cards together. The cards are placed in body composition and arranged in alphabetical, chronological or geographical orders.
Advantages:
i. Simplicity
ii. Economical
iii. Flexibility
iv. Suitability
v. Cross reference
vi. Quick reference
Disadvantages
i. Large investment
ii. Time taking
iii. Chance of being misplaced
iv. Unsuitable card indexing
4. Visible card indexing: visiting card indexing is an improved form of card indexing. It allows you to see the number of cards at a glance instead of only one. In this method, cards of a standard size are flatly placed in a tray in a manner that the card overlaps the next but provides a visible is by the preceding card. This makes it possible to read one line on the head of each card without one in the cars.
Advantages
i. Compactness
ii. Quick location
iii. Saving of time and effort
iv. Efficiency
v. Flexibility
Disadvantages
i. Investment
ii. Difficult
iii. Unsuitable
iv. Misplacement
5. Strip card indexing: streetcar indexing is yet another method of visible card indexing. In this method, one-line entry is made on a narrow strip 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 strips fitted in the frame are visible at a glance. The strips fitted in the frame can be easily removed and replaced. There can be different sizes of strip cards used in this type of indexing. However, the size of the car is normally 16×16. Each strip card is used for one name only in which details of the individuals, firms or institutions are written.
Advantages
i. Quick reference
ii. Increase efficiency
iii. Minimum space
iv. Feasibility
Disadvantages
i. Expensive
ii. Difficult
iii. Unsuitable
iv. Lack of secrecy
6. Rotary card indexing: rotary card indexing is also called wheel or circular indexing. This is an advanced form of visible card indexing. In this method, paper cards of uniform size are fixed in a round metal rod fitted in rotary machines. The cats in the rotary machine are arranged in alphabetical order. For each individual, firm or institution, one card is used in which details of information about them are written.
Advantages
i. Speedy reference
ii. Greater efficiency
iii. Smaller space
iv. Flexibility
v. Suitable
Disadvantages
i. Costly
ii. Difficult
iii. Lack of safety
iv. Unsuitable
