Indexing

• Definition
• The process of pointing out the proper location easily and quickly is called indexing.

What makes a good index

It should be arranged in alphabetical order.

It should include accurate page reference that lead to useful information on a topic.

It should use sub categories to break up long block of page numbers.

It should use italics for publication.

Importance of indexing

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• Easy location: Indexing points out the required records or file and facilitates easy location.
• Saves time and efforts: Indexing gives the ready reference to the records and saves the time and efforts of office.

• Efficiency: Indexing helps to find out the records easily and quickly which enhances the efficiency of office.
• Cross reference: A particular record can be kept in two ways. Indexing facilitates to find out such records through cross reference.
• Reduce cost: Indexing helps to reduce the cost of office by saving time and efforts.

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Essential qualities of good indexing

• It should fulfill its objectives. So, it requires following important qualities:
• Simplicity: It should be simple so that every member can understand and operate it easily.
• Economical: The selected indexing system should be economical in installation and operation. Its benefit should exceed its cost.

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• Flexible: The indexing system should be flexible enough to adjust as per the requirement or increase as per increase in information.
• Speed: The effective indexing system should give rapidity to locate required files or documents.
• Suitable: The good indexing system should be suitable according to size and nature of organization and the nature of filing.
• Safe: The selected filing system should be safe enough from being damaged.

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Types of indexing

• Indexing can be classified into two types as follows: 
• Invisible indexing: Under this indexing, the files and records are maintained in such a manner that the records related to one file only can be found at a time.

• Simple book index: In this indexing a bound register with many pages is used. The pages of register are separated into many alphabets. It means into 26 alphabets. Each alphabet carries two or more pages and necessary information is recorded in the respective alphabet based on alphabetical order.

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• The edge of each page is successively cut off from right top of the first page to the right bottom of the last page in such a manner that the alphabet that is printed in pages orderly can be seen clearly at a time.
• Merits:
• a) It is simple to install and operate.
• b) It is economical because only a register is used in this indexing.

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• c) As it is maintained in bound register it is safe.
• Demerits:
• a) It is inflexible because change cannot be made on it.
• b) It is very difficult to make proper alphabetical arrangements.

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