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i. Systematic Storing of Documents
Indexing presents an orderly list of the files and records regarding the name, number
and address and other necessary details of a correspondent on the basis of which the
documents are arranged and stored systematically as per the determined list and schedule.
ii. Easy and Quick Location
There may be thousands of records and documents in an office. But the useful and
important records are retained in the office for future reference. Indexing guides to
the location of the records or documents properly. Thus, it indicates the location of the
required records/documents easily and quickly as and when required.
iii. Maintaining Economy
Since indexing sets up a systematic way of arrangement and storing of the important
records and documents, it saves time and labour in filing as well as finding a particular
document. So, it maintains economy both in time and cost.
iv. Providing Necessary Information
Indexing presents an orderly list of the details of the records/documents.
When a document is required, it guides about it, through a book, card or any other
guides regarding the name, file number, telephone, subject and other address of the
correspondent or document. So, it provides necessary information required for an office
of any correspondent.
v. Increasing Efficiency
Most of the records and document are the guidelines for current as well as future
activities. Since indexing helps in locating the required documents easily in time, it
increase the efficiency of record management as well as of the office as a whole.

Points to Remember

i. Systematic storing of documents ii. Easy and quick location iii. Maintaining economy
iv. Providing necessary information v. Increasing efficiency

Glossary

Flexible : changeable/elastic
Distinctive : unique/typical
Miscellaneous : sundry/ mixed/various
Economical : cheap, reasonable cost
Indexing : indicative list of files, folders, etc.
Correspondent : letter writer
Document : letter, bill, invoice, etc. which can be used as evidence for getting information
Indicator : guide
Allotted : selected/division
Cabinet : cupboard (a box used for arranging files or cards in it.)

36 Aakar’s Office Practice and Accountancy - 10 Filing 37