Indexing is the sign, a symbol is a guide which indicates the exact location of the name of a person in a register, documents in a file, drawer or folder. It is used to provide information about chapter or topic books and word and meaning in the dictionary. Indexing help in quick identification of files and document in the filing system of office. It not only help in the quick location of the document but also help in systematic arrangement of a document in a file.

Indexing in an office is the process and the method of preparing indexes whereby letters and documents can be easily located in folders, drawers, and filing cabinets a when required. In the modern office, Indexing plays very important role in a filing system. It is essential to protect the necessary document in a systematic manner. A business may need information and documents related to customer, supplier, creditors and other stakeholders (media person).

n conclusion,Indexing is the sign, symbol or guide for the location of documents in a filing system.It provides the exact location of documents in a filing system.It provides an exact location of a document relating to particular person or organization.It can be used in all types of business organization such as banking, academic institutions, manufacturing organization etc.

The main purposes of indexing is to facilitate filing of letters and documents in different files and folders. some of the objectives of indexing are as follows:

• To facilitate proper filing:
  It facilitates the proper filing of these letters and documents by classifying them on different bases. 
  
  
• To ensure speed and economy in filling:
  It ensures speed and economy in the filing letters and documents without duplication of effort and wastage of time.
  
  
• To facilitate easy and quick location:
  The objective of indexing is to facilitate easy and prompt location of the letters and documents preserve in files and folders.
  
  
• To facilitate references and cross-references:
  There are several files and folders in an office that preserve letters and documents. Indexing facilitates references and cross-references.
  
  
• To provide a complete filing system:
  Filing system cannot complete without the use of index in it. Indexing provides completeness to a filing system use in today's offices.

 Indexing is very much important to protect file and documents of large size business organization. It is very difficult to ensure the quick location of files of a big organization without the help of indexing. Indexing not only helps in the quick location of a document but also provide the systematic arrangement of a document. The importances of indexing  are as  follows:

• Systematic arrangement of files:
  Indexing helps to develop a modern scientific method of filing because indexing is not possible of the document are not arranged in a systematic manner. It adopts certain basic standard while developing filing system.
  
  
• Prompt location of files:
  Indexing provides signs, symbol, and guide to the specific file in drawers. A person who needs a document in a file can make the use of an index to locate it.
  
• Easy cross-reference:
  The list of letters and documents are prepared simultaneously on different bases to ensure easy cross-reference. The cross reference helps to bring smoothness in office performance.
  
  
• Save, time and efforts:
  Indexing helps to locate the position of the specific document in files at a short period of time. It helps to make a quick decision by providing necessary information stored in files. Thus, it helps to  save time and labour in filling.
  
  
• Prompt location of files:
  Indexing provides signs, symbol, and guide to the specific file in drawers. A person who needs a document in a file can make the use of an index to locate it. It saves employee time to search document.

• Develop efficiency:
  Indexing facilitated the systematic arrangement of files and document. It saves the time required to search the information and space required to protect valuable document and information.The overall effect of this is an improvement of employees efficiency.

• Cross Reference:
  The cross reference means the preservation of files at the appropriate location by more than one name or number. It helps to quick location of files even if different files have the same name .The cross reference helps to bring smoothness in office performance.

• Maintain Secrecy:
  The internal matter and records of an office may be very important and non-disclosable for this purpose, indexing facilitated method of sign and symbol to denote specific files. It helps to maintain the secrecy of files and document of office.

A good indexing must be supportive of business activities.It helps to safely  preserve letters and documents in files and folder. It promptly locates them  as and when needed. The different office may use a different kind of indexing because the requirement of indexing system is largely determined by nature and size of the business. A good indexing should have the following essential qualities.

Simplicity:
It should be simple so that one can easily understand its mechanics. The guidance and symbol must be developed by understanding knowledge and experience to staff regarding indexing.

Flexibility:
It should be flexible to address change requirement of office. Award indexing must be expandable with the increase in size and volume of business. Therefore, there should be the system of expansion and deduction in indices(index)according to organization needs.

Safety and Secrecy:
It should be safe and well-protected from possible damage by dust,dirt, insects, moisture, fire  and so on. indexing must be developed in such a manner so that the information should not be disclosed to on authorized person.

Economical:
It should be economical in operation. A good indexing should be developed scientifically by considering financial ability of organization. It should minimize space-time to the organization.

Suitability:
It must match filing system  in use so that both can supplement each other.

Permit cross reference:

A business may have a large volume of files and documents. The indexing developed for files and document many loss or two or more than two files may have the same name with each other. In such situations, cross reference is very essential. A good indexing must provide a cross-reference to easily locate the files.

Indexing is the sign, a symbol is a guide which indicates the exact location of the name of a person in a register, documents in a file, drawer or folder. It is used to provide information about chapter or topic books and word and meaning in the dictionary. Indexing help in quick identification of files and document in the filing system of office. It not only help in the quick location of the document but also help in systematic arrangement of a document in a file.

Indexing in an office is the process and the method of preparing indexes whereby letters and documents can be easily located in folders, drawers, and filing cabinets a when required. In the modern office, Indexing plays very important role in a filing system. It is essential to protect the necessary document in a systematic manner. A business may need information and documents related to customer, supplier, creditors and other stakeholders (media person).

n conclusion,Indexing is the sign, symbol or guide for the location of documents in a filing system.It provides the exact location of documents in a filing system.It provides an exact location of a document relating to particular person or organization.It can be used in all types of business organization such as banking, academic institutions, manufacturing organization etc.

The main purposes of indexing is to facilitate filing of letters and documents in different files and folders. some of the objectives of indexing are as follows:

• To facilitate proper filing:
  It facilitates the proper filing of these letters and documents by classifying them on different bases. 
  
  
• To ensure speed and economy in filling:
  It ensures speed and economy in the filing letters and documents without duplication of effort and wastage of time.
  
  
• To facilitate easy and quick location:
  The objective of indexing is to facilitate easy and prompt location of the letters and documents preserve in files and folders.
  
  
• To facilitate references and cross-references:
  There are several files and folders in an office that preserve letters and documents. Indexing facilitates references and cross-references.
  
  
• To provide a complete filing system:
  Filing system cannot complete without the use of index in it. Indexing provides completeness to a filing system use in today's offices.

Indexing is very much important to protect file and documents of large size business organization. It is very difficult to ensure the quick location of files of a big organization without the help of indexing. Indexing not only helps in the quick location of a document but also provide the systematic arrangement of a document. The importances of indexing  are as  follows:

• Systematic arrangement of files:
  Indexing helps to develop a modern scientific method of filing because indexing is not possible of the document are not arranged in a systematic manner. It adopts certain basic standard while developing filing system.
  
  
• Prompt location of files:
  Indexing provides signs, symbol, and guide to the specific file in drawers. A person who needs a document in a file can make the use of an index to locate it.
  
• Easy cross-reference:
  The list of letters and documents are prepared simultaneously on different bases to ensure easy cross-reference. The cross reference helps to bring smoothness in office performance.
  
  
• Save, time and efforts:
  Indexing helps to locate the position of the specific document in files at a short period of time. It helps to make a quick decision by providing necessary information stored in files. Thus, it helps to  save time and labour in filling.
  
  
• Prompt location of files:
  Indexing provides signs, symbol, and guide to the specific file in drawers. A person who needs a document in a file can make the use of an index to locate it. It saves employee time to search document.

• Develop efficiency:
  Indexing facilitated the systematic arrangement of files and document. It saves the time required to search the information and space required to protect valuable document and information.The overall effect of this is an improvement of employees efficiency.

• Cross Reference:
  The cross reference means the preservation of files at the appropriate location by more than one name or number. It helps to quick location of files even if different files have the same name .The cross reference helps to bring smoothness in office performance.

• Maintain Secrecy:
  The internal matter and records of an office may be very important and non-disclosable for this purpose, indexing facilitated method of sign and symbol to denote specific files. It helps to maintain the secrecy of files and document of office.

A good indexing must be supportive of business activities.It helps to safely  preserve letters and documents in files and folder. It promptly locates them  as and when needed. The different office may use a different kind of indexing because the requirement of indexing system is largely determined by nature and size of the business. A good indexing should have the following essential qualities.

• Simplicity:
  It should be simple so that one can easily understand its mechanics. The guidance and symbol must be developed by understanding knowledge and experience to staff regarding indexing.
  
  
• Flexibility:
  It should be flexible to address change requirement of office. Award indexing must be expandable with the increase in size and volume of business. Therefore, there should be the system of expansion and deduction in indices(index)according to organization needs.
  
  
• Safety and Secrecy:
  It should be safe and well-protected from possible damage by dust,dirt, insects, moisture, fire  and so on. indexing must be developed in such a manner so that the information should not be disclosed to on authorized person.
  
  
• Economical:
  It should be economical in operation. A good indexing should be developed scientifically by considering financial ability of organization. It should minimize space-time to the organization.
  
  
• Suitability:
  It must match filing system  in use so that both can supplement each other.
  
  
• Permit cross reference:
  A business may have a large volume of files and documents. The indexing developed for files and document many loss or two or more than two files may have the same name with each other. In such situations, cross reference is very essential. A good indexing must provide a cross-reference to easily locate the files

The types of indexing are described below:

Book Indexing:

It is a simple type of Indexing.In this type of indexing, a hard-bound register book is used.The book is marked with alphabet A-Z on the right-hand side of it pages in such a manner that all alphabets can easily be seen.The entries of persons are made in the book with the first letter of their name or surname. The common examples of this type of index are telephone diary, ledger book etc.

Advantages

• It is simple and easy to understand.
• It is cheap and suitable for small offices.
• It is safe and reliable as it uses a bound book.
• It is useful when the number of files is limited.

Disadvantages

• It is inconvenient.
• It has limited use only.
• It is not useful when the number of names increases in the office.
• Two or more person cannot use at once.

Loose-Leaf Indexing

It is similar to book indexing. It is an improved form of book indexing .In this type of indexing instead of using a hard bound register book, a are a loose sheet of paper used in which alphabets A-Z are marked.In this type of indexing ,loose sheets can be fastened by using metal rings

Advantage

• It is flexible and easy.
• It is suitable for both small and large organization.
• It is cheap.

Disadvantage

• It has more chance of misplacement.
• It can be damaged easily.
• There is more possibility of frauds.

Card Indexing

Card Indexing is an important method of indexing. It is an improved version of the loose-leaf method in which cards of a standard size instead of loose leaves are used. The cards are made of thick cardboard or paper and the standard size of such cards is 3*.These are kept in the drawer of a steel or wooden cabinet. These cards are placed in vertical position. The method of indexing is said to be first used by French citizen called Abe Jean Rozier in the 18th century.

Advantage

• It is simple and easy to understand.
• It is less expensive.
• Cross reference is possible.
• It is a flexible method.
• It also provides quick reference.

Disadvantage

• This types of indexing need large investment
• More time is required to search the files
• It is not suitable for small business firm

Visible Card Indexing

Visible card indexing is an improved form of card indexing. The numbers can be easily seen. This indexing makes possible to read one line on the head of each without turning the card. Generally this method is used in banks, which enables the bamk staff to verify the specimen signature of the signatory.

1. Strip Card Indexing

In this method, one line is made of thick are cardboard paper which is fitted in a frame in such a way that all the strips fitted in the frame are visible at a glance. The strip fitted in the frame can be easily removed and placed. There can be different sizes of strip cards. The strips are arranged in alphabetical order. For easy and prompt reference, this type of identity is becoming popular in the modern office.

Advantage

• It provides prompt reference.
• It doesn't need any cabinet or almirah.
• This is a flexible method in that removal or ship carlos is possible.
• It increases the  speed reference.

Disadvantage

• It is expensive
• This method is difficult to operate
• It is unsuitable to office having a small volume of correspondence to handle
• There is lack of secrecy.

Rotary Card Indexing

Rotary card indexing is also called wheel or circular indexing. This is an advanced form of visible and indexing. In this method, paper cards of uniform size are fixed in around metal rod fitted in a rotatory machine.The cards are arranged in alphabetical order in the rotary machine.In this system,as many as 10000 cards are mounted round. This indexing is popular in modern offices where there is large volume of correspondence.

Advantage

• It has great effectively
• It is flexible method
• It is suitable for large officer
• It requires minimum space.

Disadvantage

• It is expensive
• It is difficult to operate
• It is unsuitable for small offices.
• It is not safe..

Therefore, the selection of specific indexing also depends on nature and size of business. The selected indexing must be suitable for business.