meaning of indexing
Indexing refers to the method of arranging and identifying files or documents so they can be
easily located when needed. It involves assigning titles, codes, or numbers to files based on a
specific system like alphabetical, numerical, geographical, or subject-wise order. Indexing
ensures systematic storage and quick retrieval of information. It acts like a guide or pointer to
where a file is kept. Without indexing, even a well-organized filing system can become difficult
to manage. It improves efficiency and reduces time spent searching for documents.
Here are the main objectives or purposes of indexing in filing:
1. Easy and quick location of files – Indexing helps in finding documents without wasting time.
2. Systematic arrangement – It ensures files are organized in a logical and consistent order.
3. Saves time and effort – Reduces the need to search through every file manually.
4. Improves efficiency – Speeds up office operations by enabling faster access to information.
5. Avoids misplacement – Helps in keeping track of where each file is stored.
6. Supports future reference – Makes it easier to retrieve old records whenever needed.
7. Ensures better control – Helps in monitoring and maintaining records in large organizations.
Importance of Indexing:
1. Easy Access to Records – Indexing organizes information systematically, making it easier to
retrieve specific records quickly.
2. Speedy and Cross Reference – It allows for quick referencing between related documents or
files, enhancing accuracy and clarity.
3. Saves Time and Labour – With a proper index system, employees spend less time searching
for documents, reducing manual effort and increasing productivity.
4. Increases Efficiency – A well-maintained index improves the overall efficiency of office
operations by streamlining information management.
5. Helps in Locating Records – It acts as a guide to locate records without going through each
file or folder manually.
6. Makes Filing Efficient – Indexing complements the filing system, ensuring documents are
stored and retrieved in a logical, organized manner.
Types of indexing
1. Book Indexing
In this method, all information is recorded in a single bound book in alphabetical or date-wise
order.
Advantage: Simple and low-cost.
Disadvantage: Difficult to update or rearrange entries.
2. Loose Leaf Index
Information is written on loose sheets kept in a binder. Pages can be added, removed, or
rearranged easily.
Advantage: Very flexible and easy to update.
Disadvantage: Pages can get lost or damaged easily.
3. Vowel Indexing
It is a special method of alphabetical indexing where vowels are used for better sorting when
names are similar.
Advantage: Makes searching more accurate.
Disadvantage: A bit complicated and takes time to arrange.
4. Card Indexing
Each record is written on a separate card and arranged in a drawer or box in alphabetical or
numerical order.
Advantage: Easy to search and rearrange cards.
Disadvantage: Cards can be lost or mixed up.
5. Visible Card Indexing
Cards are placed in trays where the top of each card (with heading) is always visible.
Advantage: Quick to view important information.
Disadvantage: Limited space on each card; hard to manage if too many cards.
6. Strip Indexing
Information is written on narrow strips and placed in special frames for easy viewing.
Advantage: Saves space and easy to read many entries at once.
Disadvantage: Strips can get damaged and are not suitable for long details.
7. Wheel Index
Information is written on a rotating wheel, and users can turn it to find what they need.
Advantage: Compact and fast for small data.
Disadvantage: Can't store too much information
essential qualities of a good indexing system
1. Simplicity
The system should be easy to understand and use.Even a new user should be able to find
information without confusion.
2. Efficiency
It should help locate the required information quickly and correctly.
An efficient system saves time and effort.
3. Flexibility
The system should be adjustable for changes like adding, removing, or updating entries.
This helps it stay useful even when the data increases.
4. Economical
The cost of maintaining the indexing system should be low.
It should not require expensive tools or too much time.
5. Speed
The index should help users find information in the shortest time possible.
Faster access improves overall work performance.
6. Suitability
The indexing system should match the type and size of the organization or data.
A suitable system works better and is more effective.
7. Cross-Referencing
There should be a way to link related information from different sections.
It helps users find connected data easily and avoid confusion.
Management of Electronic Index
The management of electronic index involves storing, organizing, and retrieving data using
digital tools like databases, spreadsheets, or specialized software. Information is classified
using fields such as names, dates, or keywords. Users can search data quickly with the help of
filters and search functions. Records can be updated, edited, or deleted anytime. Access to the
system can be controlled through passwords and permissions. Backups are regularly
maintained to prevent data loss. The system ensures better accuracy, speed, and efficiency in
handling large volumes of information. It can be used in offices, libraries, hospitals, and
educational institutions.
Advantages of Electronic Indexing
Fast and easy retrieval of information
Saves time and storage space
Easy to update and edit entries
Secure access with passwords and backups
Can handle large amounts of data
Reduces paper use and manual effort
Supports remote access via cloud systems
