13.1.1. Indexing
An index is a reference list for locating a particular document in the file. Indexing helps:
1. Easy location of files
2. Ensures cross-reference
3. Improves the efficiency of the records administration and reduces costs
A good indexing system should be
1. Simple to operate and use, 2. Flexible in expansion, 3. Suitable for the organisation.
Types of Indexing-Types of indexes are also known as methods/systems of indexing. Each office uses the indexing method that suits and aids its filing system. The following are some ofthe types of indexing systems.
1. Page Index -A page index consists of a page for each letter ofthe alphabet fitted with a tab showing the letter, and on each letter are yyritten the names beginning with that letter and quoting the relevant page number. Bound Book Index, Loose leaf Index, Vowel Index are some of the forms of Page Index.
Although simple and less expensive, this type of indexing is inflexible and looks shabby if names not in use are not deleted.
2. Loose or Vertical card Index- It is used to overcome the drawbacks of the Page Index. A card index consists of a number of small size cards (12 cms x 7 cms) each concerned with one item of the index. Heading is on the top edge of the card.
It is useful in keeping a record of investments, names and addresses of customers, dealers, etc. specimen signatures of account holders in a bank, a catalogue of books etc.
Advantages :
1. Can be arranged in any order-alphabetical, numerical, geographical etc., 2. Cheaper, 3. Provides complete list, 4. Highly elastic, 5.Flexibility 6.Put to many uses 7.Can be recorded and obtained quickly 8. Different coloured cards can be used for easy classification of customers or sub groups.
Disadvantages:
1. All cards are not visible at a glance 2. Danger of cards being lost mutilated or destroyed, 3. Supervision becomes difficult, 4.· Constant handling spoils the cards and they need replacement, 5. Comparatively costly.
3. Visible Card Index -Cards, under this system, are laid flat in transparent covers in a shallow tray or in a metal frami Each card is fitted into a metal hinge so that it overlaps the one before it in such a way that a narrow strip at the bottom containing the name or title remains visible.
Automatic Card Index. Visible Books and Staggered Card Index are some of its variations.
Advantages:
1. Occupies less space, 2. Though costs more saving in time and labour offsets it, 3. Additional information can be added without disturbing the order, 4. Speedy reference, 5. Aids tl?-e management in controlling purchases, sales, productions etc.
Disadvantages. 1. More costly, 2. Training necessary. Yet its advantages make the users ingore its drawbacks.
4. Strip Index- Strip index is designed for maintaining a list of the names, addresses and telephone numbers of the correspondents. It consists of a frame into which strips of stiff papers can be fitted in any required order. Frames containing these strips may be fixed on the wall or arranged on a rotary stand. Strips can be protected from, exposure/damage with removable transparent celluloid or plastic window sheets.
The advantages and drawbacks of this type are similar to those of Visible card Indexing.
5. Wheel Indexing - It is a sort of modern method of visible indexing. Here cards are arranged about the circumference of a wheel which may be portable or set in a cabinet or desk. A single wheel can hold as many as 5,000 cards and as many as six such wheels can be set up within the easy reach ofa clerk.
Advantages :
1. Saves time by quick and easy reference, 2. Economy of space, 3. Flexibility as cards can be taken out or inserted without disturbing the order, 4. Scope for expansion.
SignaIIing-A signal may be a metal clip, plastic table or adhesive material which is attached to the exposed edge of a record. Its object is to draw attention to certain facts recorded on the cards.
