What is Indexing?

An office is established to achieve some set  of goals. To achieve such goals, the office has to perform different functions. In order to perform such functions, different facts, figures, and information are needed. Such facts, figures, and information can be obtained from different sources. These sources could be in the form of letters, vouchers, contracts, bills, receipts, memos, agreements, etc. All these documents are to be kept as records safely so as to avail at the time of need. In an organization, such records could be in very large volumes and in various forms. So, to make reference and easy location of such records,  a quick reference system is required in an office. Such need of system is facilitated by indexing.

Indexing is an essential part of filing that provides a ready reference .It is a guide or indicator of files or documents kept and preserved in files in offices. It can be said as the act of showing or indicating or pointing the location of data, information, and document preserved in the office. It is the process of determining the name, subject, or topic of a particular document filed. It is a guide in searching and finding out a particular topic in a book, a particular account in a ledger, a particular letter in a file, and a particular file in a file cabinet. Indexing is the means of arranging a large number of files in a definite order. It is a support system to find the required letter or document with no trouble and no loss of time.

Key Definitions

Defined By	Definition
J.C. Denyer	“An index is anything that indicates or points out. Its prime function is to act as a guide to abody of data or a collection of records”
S.C. Saxena	“Indexing is a system which helps to locate the position of files quickly and easily”

From the above discussion and definitions:

• Indexing is the process of showing or pointing out a piece of particular information or document.
• It is ensuring needed information and document are found quickly and easily.
• It is the act of locating documents kept and preserved in books, files, drawers, and cabinets to ensure the smooth functioning of the office.

Importance of Indexing in Filing

Filing and indexing are closely related to each other. Filing protects and preserves documents for future reference. On the other hand, indexing helps in locating or pointing where the required file and documents are kept. Indexing is the eye of the filing system which helps in finding the required document or file with ease and convenience. Indexing and filing complement each other greatly. No filing system is complete and concise without proper indexing. This means indexing has high importance in a filing. The importance of indexing in filing has been outlined below:

• Indexing helps in the prompt location of required information or file
• It facilitates in arranging a large number of files in a drawer or cabinet in systematic order
• It provides a quick summary of all the records for easy and convenient reference
• It helps in increasing the work efficiency of staff in carrying out their assigned tasks, duties, and responsibilities
• It ensures and maintains the secrecy of documents
• It saves time and effort for searching and finding a particular document or file by providing ready reference of documents or files
• It provides details of correspondents regarding name, address, telephone number, file number, financial position, etc.

Types of Indexing

Indexing is essential in filing and record management in an organization. It indicates where the needed documents or files are located. It is used for effective filing and record management. It can be of different types. The types of indexing have been discussed below:

1.    Book Indexing

This is the most simple type of indexing in which a hardcover register book is used for indexing. It is also called bound book indexing. In this type of indexing, the alphabet  A to Z is written on the right side of the book. Each alphabet has some pages to record index details. On these pages, the details of files including name, address file number, and so on re-entered. All alphabets are visible at a glance. This book is just like a telephone diary of a larger size. It is suitable mostly for small offices where a number of files are so small.

Advantages and Disadvantages of Book Indexing

Advantages	Disadvantages
It is a simple and easy method to use An economical method as only a hardcover book is sufficient for indexing Mostly suitable for small or medium-sized offices with a small number of files A safe method as no possibility of a paper loss of the book No need for special skill or training to use such a method	Not flexible as pages of a book cannot be added Limited use due to inflexible nature Difficulty in removing the name of parties once entered and no further dealings Lack of strict order of alphabet while entering detail of a file No details are available in case of damage or destruction of the book

2.    Loose Leaf Indexing

This is an improved version of book indexing. In this method, a separate looseleaf is allotted to each person, organization, or subject. The right side of the loose leaf has an alphabet from A to Z. All the alphabets are visible at a glance. These loose leaves are arranged alphabetically. The loose leaves are fastened by metal hinges. The loose leaves can be added or removed as per the need.

Advantages and Disadvantages of Lose Leaf Indexing

Advantages	Disadvantages
simple and easy indexing method to use Economical to install and operate with no need for special equipment Flexible as leaves can be altered as per need Suitable for all types of offices Additional information can be added at anytime in leaves with ease	More time is consumed to find a leaf and then locate the file Unsuitable for large offices with a large number of files Possibility of fraud by intentional removal of leaves by frauding party High chance of damage of leaves due to their frequent use

3.    Card Indexing

Card indexing is an improved version of loose leaf indexing. This indexing was invented by Frenchman Abbe Jean Rozier. Card indexing uses thick cards of standard size 3-inch × 5 inch or 4 inches × 8 inches are used. These cards are arranged alphabetically, numerically, geographically, or chronologically. These cards are placed in a drawer in a vertical position. Each name or subject is allotted a separate card on which the necessary information appears about folders or files. The section of cards is divided with the help of a guide card. This method is most popular in libraries.

Advantages and Disadvantages of Card Indexing

Advantages	Disadvantages
Simple to understand and easy to use a method A cheap method as no employee training cost is involved Flexible as new cards can be added and dead cards can be removed easily without disturbing the order of indexQuick reference with the help of guide cards Suitable for large offices with a large number of files or folders	Time-consuming to locate a particular file or folder Unsuitable for small offices The high initial investment to install this method due to investment in cardholders and cabinets Chance of damage of cards due to frequent use of cards

4.    Visible Card Indexing

Visible card indexing system is an improved version of card indexing. In this method, cards of standard size 4 inches × 6 inches are used. The cards are laid flat in a shallow tray or metal frame. Each card is fastened by metal hinges. Each card overlaps other cards except the half-inch of the bottom of the card. The tray or frame can be attached vertically to a metal stand or they can be put horizontally into a cabinet. A large number of cards are visible at a glance when a drawer is opened and the tray is pulled. The visible card system is mostly used in banks for a specimen signature of the accountholders.

Advantages and Disadvantages of Visible Card Indexing

Advantages	Disadvantages
Compact as several cards can be accommodated in the same space Flexible as easy addition and removal of the card is possible Less time and effort consuming to locate files due to glance at numerous cards at a time Office efficiency increases due to compactness, flexibility, and quick location Most suitable for organizations having large files of the same type	High investment in tray and cabinet Need for the training of employees for its operation Easy misplacement of cards in trays Unsuitable for other offices other than banks

5.    Strip Card Indexing

Strip card indexing system containsinformation about a file, folder, or documents. The strips used are made up of thick paper or cardboard paper. They are in frames and such frames are fixed on the wall or put on a table or rotating stand. The strips are made easily visible with the arrangement in alphabetical or numerical order. It is mostly used in social organizations. It is a highly flexible indexing system available.

Advantages and Disadvantages of Strip Card Indexing

Advantages	Disadvantages
A flexible method as strips can be added or removed easily without disturbing the order of other strips Compact as it requires less space and can be easily fixed on a wall or put on the table Easy location of concerned files as all strips are visible easily Most suitable for social organization Efficiency through the saving of time and effort	Lack of secrecy due to easy visibility of cards Complex and need trained persons to operate Expensive as it need purchase of cardboard, metal frame and rotating stand Unsuitable for small offices having a small number of files

Qualities of Good Indexing

Indexing is a crucial part of record management and filing. It helps in the location of the required documents or folders. Hence, good indexing should possess certain qualities. These qualities make indexing proper, efficient and effective. Some major qualities of indexing have been mentioned below:

1. Simple:

A good indexing system should be simple to understand and easy to use. It should be operational with ease by all employees without much need for training or learning. Simple indexing facilitates better filing and record-keeping in any organization.

• Economical:

A good indexing should be economical as well. It should not be costly to install and expensive to operate. It should be within the budget of the organization. A highly expensive indexing system increases the overall cost of the organization.

• Suitability:

A good indexing system should have quality or suitability. It must suit the filing system in use in the organization. There should not be any kind of mismatch between indexing and filing. If the indexing system does not suit the filing, they both become inefficient. Further, an unsuitable indexing system brings unnecessary and unpredictable problems.

• Flexibility:

A good indexing should be flexible. There should not be a problem in adding or removing index cards. It should be formulated in such a way that it can cope and adjust according to the changed need of the organization. Generally, digital or electronic indexing is more flexible as compared to the manual system of indexing.

• Cross-Reference:

A good indexing system should be easy for reference and cross-reference. It should avoid duplication and wastage. Such referencing should be easy and specific. There should be no difficulties in such reference and cross-reference provided by indexing.

• Accessibility:

Documents and files are preserved for future reference and evidence. Hence, they should be easily located at the time of need. For this, a good indexing system must ensure prompt, easy, and timely accessibility of such documents or files.

• Safety:

Good indexing should ensure safety too. Such safety is security of indexing against fire, moisture, theft, insects, water, and unauthorized person. A safe indexing system ensures long-term preservation and protection of documents, files, or folders.