Indexing

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 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. 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. 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.

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. Strip Index- Strip index is designed for maintaining a list of the names, addresses and telephone numbers of the correspondents. 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.