Page 35 - Account 10

Indexing

7. Introduction
The literal meaning of indexing is an indicator or guide about some matters like
documents, files, papers, books of accounts, legal documents, bills, vouchers, etc. In an
office there may be thousands of records such as circulars, memos, reports, minutes, letter,
agreements, contracts, treaties, maps of boarder, etc. The records are the documentary
properties of an office. So, they are preserved in different files and folders in a systematic
order. When a certain file is required, it should be found easily and in time. For that,
the location of the file of folder in the drawer and cabinet should be properly guided;
otherwise it becomes very difficult and almost impossible to see the required file from
among the files. In record management, indexing may be defined as an indicator or guide
to locate a certain document, file or folder in drawer or cabinet.

10 A
Aryal, Ashish
Aryal, Ashish
Bharatpur-9, Chitwan
Phone: 9845070844

Telephone diary Rotary card index Index card

According to J. C. Denyer, “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.”
Sexena “Indexing is a system which helps to locate the position of files quickly and easily.”
The prime function of indexing is to act as a guide to a body of data or to collected records.
Contents in a book, subscribers’ names and addresses in telephone directory, the head
words given on the left hand and right hand side of the pages in a dictionary, name and
guide cards, file and folder numbers, etc. are some examples of indexing.

Key Point An indicator or guide to locate a certain document, file or folder in drawer/
cabinet is known as indexing.

8. Need/Importance of Indexing

Indexing is indispensable to those organizations where there are a large number of
documents. It is essential for a librarian to find out certain book from among many books
of different authors and publisher, for student or teacher to find out a certain chapter in
a book and a word in a dictionary, to a person to see the subscriber’s name and phone
number in a telephone directory and on more important side, to business organization to
find out certain document, file or folder from among memos, reports, notices, circulars,
resolution and the personal or institutional letters, etc. The common importance of
indexing is stated as given below.

34 Aakar’s Office Practice and Accountancy - 10 Filing 35